Capital/Equipment Project Request Form

Please adhere to the following guidelines:

Fill in the fiscal year date.
The Responsibility Center is the College/Division name and the name of the Dean/Division head.
The Department/Division head should complete the Project name, description, justification, funding source, and projected cost. If the funding is from a source other than Central Institute funds, please indicate the dollar amount in the Available Funding column and state the funding source(s).
In the first column, you must indicate the FMS project number that you obtained from Facilities Management Services for their quote. If the project will not involve any FMS work then put "N/A" in the first column. If the project is for both FMS work and equipment please indicate the dollar amounts separately.
The Vice President, Dean, or Division Head should consecutively number the projects in the VP or Dean/Director Rankings column with "1" as the highest priority. You may list more than one project per page.
The form(s) should then be sent to the Budget Office to Budget@rit.edu as an attachment to e-mail.

Capital Budget Requests For Significant (> $20K) Construction/ Renovation Projects

Policy

Budget requests for $20,000 or greater construction/renovation projects must be presented by Deans or Vice Presidents to the Budget Committee after consultation with Facilities Management Services.
Prior to starting the lengthy and potentially expensive design process required for a detailed budget presentation, "preliminary concept approval" for requests of this nature must be obtained from the Provost and Senior Vice President of Finance and Administration. Facilities Management Services will assist in obtaining this preliminary concept approval.
Approval must be obtained for all construction/renovation projects over $20K regardless of funding source.

Time Frame

Requests are made as part of the Institute annual budgeting process.
Requests for preliminary concept approval can be made at any time and will be "turned around" very quickly.
Once preliminary concept approval has been obtained, and dependent upon the complexity of the project and its place in the queue, a six-month lead time prior to the Institute's annual budgeting process may be required by Facilities Management Services to properly assist in the preparation of a budget request.
Once approved through the Institute budgeting process, dependent upon the extent of design work still to be completed and the complexity of the project, additional lead time may be required to complete design and/or bid a project.

Obtaining Preliminary Concept Approval

Facilities Management Services will provide assistance resulting in the following deliverables:
A scope document (i.e. narrative or drawings of the proposed space)
A range of magnitude estimate of probable project costs
If applicable, a proposal from an external consultant to perform sufficient design work to produce a range of magnitude estimate of probable project costs
Depending on the size of the project the department may be charged for this design work.
The Requestor will be asked to submit the following qualitative and quantitative justification:
- Description of how this request aligns with the College or Division mission/strategic plan.
- Description of how this request aligns with the University's mission/strategic plan.
- Additional known costs other than the construction estimate (e.g. furniture, fixtures & equipment budget and/or anticipated increased operating budget costs)
- Specifics as to how this space will be used and by whom, including, for example:
  - Courses to be taught, anticipated enrollment and financial benefit to the Institute
  - Titles of individuals occupying offices and current location of same

Obtaining Final Budget Approval

Granting final budget approval shall mean that a not to exceed project maximum has been established.
Once bid, the project can be commenced only if the project maximum will not be exceeded; if the bids indicate that the project maximum will be exceeded, the requestor must seek approval for additional funding before the project can commence.