University of Toronto Scarborough
Campus Design and Development Committee
Terms of Reference
October 2012

Overview

The Campus Design & Development (CDD) Committee is an administrative committee mandated to ensure that proposed changes to campus facilities are aligned with the University of Toronto Scarborough’s short and long-term master plans and are specifically guided by a best practices approach to physical planning, design and construction consistent with the Policy on Capital Planning and Capital Projects.

The committee works in cooperation with UTSC’s Space Planning Committee in overseeing the physical development of the Scarborough campus that includes the assessment and approval of space plans and allocations. It is responsible for the renovation of existing facilities, infrastructure renewal projects including computing network infrastructure, and security systems. As delegated by the Vice-President, University Operations, CDD has the authority to approve projects with a value of up to $3 million and to recommend projects over $3 million and up to $10 million.

The Committee reports to the Principal of the University of Toronto Scarborough and Vice President University of Toronto.

1. Membership

1.1 Campus Design & Development Committee

Chief Administrative Officer & Chair of Campus Design & Development Committee

Acting Assistant Vice President, Campus and Facilities Planning

Vice Principal-Research

Director, Financial Services Department

Director, Facilities Management Department

Director, Campus Safety & Security

Director, Instructional and Information Technology Services

Assistant Director, Facilities Management Department

Assistant Director - Building Operations, Facilities Management Department

Manager, Physical Security, Fire and Parking

Project Manager, Design and Construction Management

Mechanical Engineer, Facilities Management Department

Senior Financial Officer, Financial Services Department

Financial & Budget Analyst, Financial Services Department (Secretary)

1.2 Strategy Review Group of the Campus Design & Development (CDD) Committee

Principal and Vice-President

Vice-Principal and Dean (Academics)

Vice-Principal, Research

Chief Administrative Officer

2. Areas of Responsibility

The Revisions to the Policy on Capital Planning and Capital Projects dated May 19, 2012 from the Office of the Vice-President Operations, presented three levels of approvals for capital projects as described in the following areas of responsibility:

2.1 Campus Design and Development Committee                               

• a. Assesses and recommends all new construction, alteration and renovation projects up to $3 million for approval by the Strategy Review Group.
• b. Recommends projects over $3 million and up to $10 million for review and approval by the various Boards and Committees in the Governing Council.  The document package is forwarded to the Secretary of the Capital Projects and Space Allocation Committee (CaPS).
• c. Recommends a Project Planning Committee for projects over $10 million for review and approval by the various Boards and Committees in the Governing Council.  The document package is forwarded to the Secretary of the Capital Projects and Space Allocation Committee (CaPS).
• d. Reviews and recommends priorities for the annual allocation of provincial Facilities Renewal Funds and other comparable funds provided by the Ministry of Training, Colleges and Universities and other ministries, federal and provincial, for projects costing less than $3,000,000.
• e. Receives an annual report of infrastructure renewal managed by the Facilities and Management Department and funded by the UTSC operating budget.
• f. Establishes criteria and sets priorities for design under the jurisdiction of the Facilities Management Department – Design & Construction Management.
• g. Reviews proposals for signage on University buildings and property.

The CDD Committee meets quarterly or as required.

2.2    Strategy Review Group

The Strategy Review Group is responsible for the review of all capital proposals to ensure that those proposals are consistent with institutional plans, and to authorize those proposals to proceed to the next stage of development.

2.3   Executive Committee – Capital Projects and Space Allocation Committee (CaPS)       

The Executive Committee is responsible for:

a. Approving the Membership and Terms of Reference for Project Planning Committees for all projects expected to have a Total Project Cost of $3 million or more. Terms of Reference for new Project Planning Committees, following review by the CaPS, the Vice President and Provost and the Vice President University Operations, will be posted on the Governing Council website.

b. Reviewing all capital projects with an estimated TPC of $3 million and above providing a written report with recommendations to the Vice President and Provost and Vice President University Operations. On the joint recommendation of the Vice President and Provost and the Vice President, University Operations:

• i. Capital projects over $3 million and up to $10 million will be considered by the Planning and Budget Committee and recommended to the Academic Board for consideration. It is expected that such projects will be placed on the consent agenda of Academic Board, Business Board and University Affairs Board, where required, and be confirmed by the Executive Committee of the Governing Counci
• ii. Capital projects over $3 million and up to $10 million requiring financing as part of the funding, must be considered by the Business Board for approval of their execution.
• iii. Capital projects exceeding $10 million must be considered by the appropriate Boards and Committees. Normally, they will require approval of the Governing Council.  Execution of such projects is approved by the Business Board.

• Reviewing Interim Reports of Project Planning Committees with an expected total project cost greater than $3 million to ensure integration with overall institutional priorities and that capital plans of divisions are thoroughly vetted.

c. Reporting annually, for information, to the Planning and Budget Committee of the Academic Board on approved capital projects less than $3M.

The Executive Committee meets monthly or as required.      

2.4   Planning and Budget, Academic Board and Business Board

The Planning and Budget Committee considers reports of project planning committees and recommends to the Academic Board approval in principle of projects (i.e. site, space plan, overall cost and sources of funds) with a capital cost as specified in the Policy on Capital Planning and Capital Projects.[The Business Board is responsible for approving the establishment of appropriations

for individual projects and authorizing their execution within the approved costs.]The level of approval required is dependent on the cost of the project. Significant changes to a space program/approved project require the same level of approval as the original proposal.

3. Project Application Form and the CDD Process

a. The CDD Project Application Form is available in the CDD website:  http://www.utsc.utoronto.ca/~bao/dcm/cdd/renovation_process.html

b. Client Department completes Steps 1 and 2 of the CDD Project Application Form and fulfills the requirements accordingly

c. Design and Construction Management performs a preliminary review of the project requirements with the Client and provides a low-high estimate of the project cost.

d. The Strategy Review Group reviews the application to confirm that the proposal is consistent with institutional plans and authorizes the application to proceed to design review and costing

e. Design and Construction Management finalizes the design review and costing with the Client and submits the following documents for final approval by the CDD Chair:

• - Total Project Cost
• - Tender Results
• - Post Tender Results if TPC is outside the high/low budget estimate
• - If project requires the services of an architect, a Project Planning Report is required
• - Financial Services Department assembles the CDD approval package for the Chair’s approval.
• - Financial Services Department distributes and notifies the Client and other appropriate recipients.
• - Design and Construction Management implements the project.

4. UTSC Capital Project Execution Chart

* Consent = on agenda and item will be given consideration (discussion) only if a committee member so requests, otherwise is for the purpose of recording the motion in the minutes of the meeting.

* Considered = on the agenda for full discussion and approval.

Notes:
(1) A Project Planning Committee shall be formed at the outset of project planning and will include representatives of the project's users, the staff responsible for facilities planning, the staff responsible for project execution, and staff responsible for building operations.
UTSC must work with a Planner assigned by St. G. Campus & Facilities Planning to form the Membership and the Terms of Reference for each new project committee. The Planner with submit the final terms and membership to Governing Council for posting on the website.
(2) Committee Membership includes Principal UTSC or designate, attendance as required (for UTSC projects).
Send all packages to Secretary for CaPS Executive Committee.
(3) Project Planning Report Requirements:

(a) Detailed PPR required for all projects >$3M

(b) Abridged Project Planning report (no Project Planning Committee required) for all projects <$3M
that requires the services of an architect.

(4) CDD approval letters for all projects $100,000 - $3M Capital Accounting and cc Secretary of CaPS Executive Committee, Capital Accounting – St. George

1. Definitions and Context:
   
   The Design Review Committee is a working group that is assembled on an as-needed basis, reporting to and advising the Campus Design & Development Committee. It is responsible for assessing individual project and providing consultation on relevant technical requirements for infrastructure, accessibility, technology, equipment, security, energy, and sustainability; and ensures compliance with University of Toronto standards, and Ontario Building and Fire Codes.
   
   
2. Membership of DRC:


• Project Manager, Design & Construction Management (Chair of DRC)
• Director, Facilities Management
• Director, Campus Safety & Security
• Director, Information and Instructional Technology Services
• Director, AccessAbility Services
• CAD and Space Planning Assistant (Secretary)
• Manager, Engineering Operations and Maintenance
• Manager, Building Services
• Supervisor, Audio Visual Services
• Sustainability Coordinator
• Occupational Hygienist and Safety Specialist
• Client Group
  
  
3. Subcommittee Goals:
   
   
   • To review and provide technical advise on all new project requests.
   • To gather suitable information on the needs of the project and apply and review any University policy, proposals or priorities for renewal and renovation.
   • Following each meeting the secretary issues standard report to all members.  The report indicates which member will be required to take further action and report back to the Chair, DRC.  Whenever possible, the member must report back to the Chair, DRC within ten (10) working days.
   • Once all members report their recommendations, the assigned Project Manager then implements these into the final design.
   • A Total Project Cost (TPC) is then developed and forwarded to the Chair, CDD for review and approval.
   • Official committee members must assign a designate to represent them whenever they are unable to personally attend a meeting of the CDR.
     
     
4. Report to CDD:
   
   Chair, DRC reports in writing its discussions and decisions to the Chair, CDD.