22 CAR § 111-402. Initiation of project

(a)(1) Many projects begin with a needs analysis and planning for the acquisition of property or space to be developed or renovated. (2) For major projects, this process begins months or years before a budget and appropriation request can be prepared. (3) In conjunction with the Department of Finance and Administration, the Design Review Section reviews the capital project appropriation requests submitted for funding each biennium. (4) Often, these requests are insufficient to cover the total cost of construction desired once funded and approved for bidding. (5) The Design Review Section is available to assist departments in this long-term planning phase to help ensure that adequate space or funding is requested. (b)(1) As a part of the needs assessment and budgeting process, departments often conduct or have performed certain studies or exercises such as: (A) Feasibility studies; (B) Building space or systems programming studies; (C) Financing; and (D) Contingency budgeting. (2) While some departments may have adequately experienced staff to perform these initiatives, others may not. (3) The Design Review Section is available to assist with these activities or to assist the department with the selection of outside consultants specializing in these types of services. (c)(1) A department may initiate a predesign study before developing a capital project budget request or after the project has been funded. (2) The intent of the predesign study is to: (A) Reduce the amount of uncertainty related to the scope of the project; (B) Identify major project/funding milestones; (C) Select the proper delivery method for construction; and (D) Establish project costs and project timelines. (3) While it is best to conduct such studies before a budget request is finalized, there may be significant advantage to applying such studies to projects which have already been funded to ensure that the project: (A) Remains in the existing budget; (B) Meets the minimum program needs; and (C) Is executed in a timely manner. (4) Predesign studies may include but are not limited to activities such as: (A) Project analysis; (B) Program analysis; (C) Site analysis; (D) Preliminary cost projections or existing budget analysis; (E) Operations and maintenance impact analysis; (F) Staffing analysis; and (G) Development of preliminary scope of work for the design process. (5) Departments may utilize their own staff in the production of this study or may use outside consultants for all or part of the study. (6) The Design Review Section is available to assist with these activities or to assist the department with the selection of outside consultants specializing in these types of studies. (7) It is not necessary to use the same design professional who prepares a predesign study to perform the design phase of the project. (8) These activities can be mutually exclusive of each other. (9) By the same measure, preparation of a predesign study or other predesign service does not exclude a design professional from seeking a contract for the design phase of the project. (d)(1) During the initial phase of the project design, departments shall review whether revisions to the Comprehensive Annual Financial Report (CAFR) should be made. (2) Determinations of whether to add new asset equipment or remove old asset equipment from the report shall be made. (3) In addition, the project plans and specifications shall designate: (A) How assets will be disposed; and (B) Who shall bear the responsibility of the disposition.