Project Requests
Overview
To better manage limited time, staffing, and budgetary resources, Facilities Services completes an annual project prioritization process that begins with a call for project proposals in the fall. During phase I of the project prioritization process, units complete a project proposal for projects for the forthcoming fiscal year. Facilities then work with two groups to review proposed projects by project type. The Facilities Sub Committee reviews all “betterment” projects, and the Facilities Subject Matter Experts review all other project types (maintenance, safety, regulatory, etc.).
Phase I recommended projects are discussed and reviewed by each department's Vice President (Academic Affairs will be reviewed with their respective Dean and Provost). This prioritized list will be reviewed by the VPO (Vice President for Operations) and the Facilities Leadership team and prepared to present to Leadership Council and Administrative Council for approval of top priority projects moving forward to Phase II, which involves Facilities Services reviewing each project scope, cost, schedules, and feasibility analysis.
The final list of prioritized projects is ultimately used to compile project lists for submission to the Permanent Building Fund Advisory Council (PBFAC) for funding consideration. Campus Operations and Facilities Services then submit the proposed project lists for funding consideration, discussion, and final approval by Administrative Council in May.
What is PBFAC?
The Permanent Building Fund Advisory Council (PBFAC) is the State of Idaho governmental entity that approves ISU capital projects over $100,000 and recommends to the JFAC (Joint Finance Appropriations Committee) for annual ongoing funding for capital projects. ISU receives significant funding for facilities upgrades, renovations, and new construction from the PBFAC. While many projects undertaken on campus are funded from other sources, all projects over $100,000 require PBFAC approval.
Who is on the PBFAC?
The Governor appoints five (5) members with fixed terms, and they serve at the pleasure of the Governor. The Council is composed of one (1) member of the Senate, one (1) member of the House of Representatives, a citizen engaged in the contracting business, a citizen engaged in the banking business, and a citizen who is a member of the business community not engaged in contracting or banking.
When does ISU interact with the PBFAC?
Every year in early summer, the PBFAC tours state facilities in Southeast Idaho tours ISU’s campus and generally holds its monthly meeting on campus. In addition, in October, the President will present to the PBFAC regarding the coming years' requests in the categories outlined above. Facilities Services Leadership interacts regularly with the PBFAC by attending and seeking project approval at their monthly meetings.
Major Capital
In certain years, the PBFAC has funds available to allocate to major capital projects, which either are significant renovation projects or new capital construction. Each year ISU submits a list of approximately three major capital projects for consideration to the PBFAC. Typically, these funds are only allocated to one institution per year and we have to wait for our turn to get these larger dollar amounts.
ADA Upgrades
Some years, the PBFAC provides funding for ADA upgrades for ISU’s campus. ISU submits a prioritized list of projects that fall into this category. Based on the PBFAC funding limitations, they may fund the projects in priority order until their allocation for ADA upgrades is exhausted (if we receive any). The next year, the projects that were not funded may move to the top of the prioritized list.
Deferred Maintenance
New for FY2023 and FY2024, the State of Idaho is allocating a significant amount of one-time funding to address deferred maintenance needs at all state agencies. This will include maintenance, repairs, and renewal projects that have been deferred in past years due to a lack of resources or perceived low priority. ISU leadership has been informed we may receive anywhere from $40M to $50M to address Deferred Maintenance projects. The State of Idaho Division of Public Works, (DPW), has requested a prioritized list of Deferred Maintenance projects which will be reviewed in consultation with DPW leadership. We expect DPW may approve or modify ISU’s prioritized list of priority projects and fund a final list until DM funds are depleted over the coming fiscal year(s).
Alteration & Repair
Every year, the PBFAC provides ongoing funding for deferred and ongoing maintenance of ISU’s physical plant. Every year ISU submits an extensive prioritized list of projects that fall into this category. Based on the PBFAC funding limitations, they will generally fund the projects in priority order until their allocation for ISU is exhausted. The next year, the projects that were not funded may move up on the list depending on the new projects to consider with the other priorities.
University Place
Some years, the PBFAC provides funding for projects at ISU’s University Place Campus in Idaho Falls, collaborating with the University of Idaho. ISU submits a prioritized list of projects that fall into this category. Based on the PBFAC funding limitations, they may fund the projects in priority order until their allocation for University Place is exhausted. The next year, the projects that were not funded may move to the top of the prioritized list.
ISU Funds
In addition to projects funded by PBFAC, ISU also has budgeted internal funds to address priority projects. These projects have typically focused on classroom upgrades and other student-centric enhancements and have typically been managed by ISU Facilities Services.
Betterment/Accreditation or programmatic need
Projects that are a refresh of a space, updates, or improvements. This is also the category for any Accreditation issues related to facilities set up.
Maintenance/Deferred Maintenance
Projects related to maintenance of the campus. (Example, roof replacement or broken equipment, etc.)
Safety/Regulatory (OSHA, Building Code, ADA)
ADA upgrades or repairs, or OSHA, Building code issues that need to be addressed.
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Project Request Submission Form
Call for Projects Timeline & Process
Feedback Form for the Call for Projects Process
Please direct any questions to Lindsey Solomon at (208)282-1379 or sololind@isu.edu
The preferred way to submit project requests is during the Call for Projects that takes place September through October each year. This allows the University to prioritize all the projects that come in and assign funding accordingly.
However, we are aware that it is not always possible to plan for all projects due to unforeseen circumstances.
Below are are some circumstances that would justify an “Out of Process” request
- Immediate safety need
- Immediate accreditation/programmatic need
- Funding that must be spent by a specific date. For example, grant funding.
Non-emergency projects without funding are unlikely to be approved to move forward as an “Out of Process” project.
Timeline of “Out of Process” project
- Project is submitted via Smartsheet Form
- Project reviewed by the Director of Design & Construction
- Information regarding project gathered
- Project & information reviewed by Vice President of Operations
- Project submitted to Admin Council for approval
- If approved, the project will be assigned to a Project Manager for completion
Submitters will be notified of the outcome of their project submission.