Major Capital Improvement Projects

*Open issues being resolved; final amount may change.

Project Phases of Development

Each project undergoes a rigorous development process from concept to completion as outlined here:

1. Master Planning (MP)/ 5 Year Plan: In the MP phase, stakeholder engagement takes place to determine the overarching vision to inform the project development process. This process informs the development of the project charter that outlines the existing use of a building’s spaces, current building conditions, and high priority needs for improvement. The project charter is a product of internal pre-design work for projects estimated to be over two million dollars and defines the proposed scope of construction based on the evaluation of building conditions, programmatic need, and initial stakeholder engagement. The proposed timeline and rough order of magnitude cost estimate are also included.

2. Design: The District hires architects and engineers to further define and develop designs for the project. Project design involves a multi-step process as outlined below:

• Predesign (PD): In the PD phase, the architect seeks input from site and District stakeholders on the needs of the project such as the number of required classrooms, core and specialized spaces, offices, along with other features, while developing a space program and conceptual design plan. Engineers investigate building infrastructure needs and determine the construction scope to address the needs. Needs and wishes are weighed against the cost estimate, and eventually the budget, to determine the feasibility of the scope of work.
   
• Schematic Design (SD) and Design Development (DD): In the SD phase, the architect prepares a series of drawings that show the general arrangement and size of learning spaces and other areas such as the cafeteria, gym, offices, lockers, etc. Models or renderings are often produced at this stage to help visualize the project. At the DD phase, the architect provides more detailed drawings to show other more in-depth aspects of the proposed design that is coordinated with structural, mechanical, and electrical systems. Floor plans show all the areas and rooms in their actual shapes and sizes. 
   
• Construction Documents (CDs) describe what needs to be constructed and assembled to build the project. Specifications are developed for the needed materials and room finishes. CDs usually include architectural and engineering drawings, specifications, site information (surveys, soil borings, existing conditions), and other information dictating the contractor’s obligations such as the District’s bidding requirements and agreement forms. 

3. Bidding: CDs are issued at the procurement stage and contractors submit a bid proposal to the District to build the project. The procurement stage may include clarifications or changes to CDs in response to bidder questions. The design team and owner review bid results for fit with budget, the bid results refine the project construction cost

4. Construction: Once a project has been awarded to a construction contractor, oversight needs to be provided to ensure the design is fully realized in accordance to the plans and specifications. For SPPS, the oversight during the construction phase is conducted by SPPS Facilities Department staff who work closely with architects and construction managers through site visits to oversee the construction progress and respond to both the contractor’s and the school’s needs during the construction process.

5. Closeout: The project closeout period begins at substantial completion of construction. The Substantial Completion certificates indicate beneficial occupancy and shift of focus to completion and inspection of punch list items and entry into warranty period. There are still outstanding financial obligations during the closeout phase of the project, but an initial evaluation of the overall use of budget can be conducted. Final fiscal closeout occurs when all contractual obligations are complete and all final payments have been issued. For the larger more complex projects this can occur twelve to eighteen months after completion of construction. 

6. Completion: Once the closeout phase is complete, the construction project is officially considered complete. However, a site may once again be considered for improvements in subsequent years if: The original improvements did not encompass all identified potential improvements due to limitations in funding; certain identified needs for improvements did not meet the threshold for Criteria for Prioritization; or if new needed improvements are identified due to the natural process of aging. Note: For those sites designated as being COMPLETE, some closeout processes may still be in place and final project costs (fiscal closeout) may still need to be tallied, but to the school community, the remodeling is for all practical purposes complete.