The Operations & Facilities Management Department (OFMD) has developed and implemented a project delivery process to serve as a roadmap for successful cost, schedule and quality performance on projects. Processes have been documented and supporting tools created to:
- Enable the Operations & Facilities Management Department to provide high-quality service to its customers, stakeholders and the University.
- Provide a balanced, systematic approach to planning and delivering construction/renovation projects.
- Incorporate planning/project management best practices.
This document, along with its associated resources, is currently under active review as part of the ongoing effort to integrate and align WashU’s project delivery documentation with WashU Medicine’s project delivery program as a University-wide resource.
For resources used across multiple phases, please use the “Business Operations & Compliance” or “Guidelines & Reference Materials” sections.
Resources
Guide to Facilities Services
Planning and Project Request Form
Planning & Project Request Form Instructions
PMWeb
Project Delivery Guide
ServiceNow Work Order Management System
OFMD Project Delivery Manual
Project Delivery Documentation Change Form
Project Delivery Manual and Documents Guidelines
These tools are used to request services, initiate a project, determine feasibility, and next steps.
Project Initiation:
Facilities Engineering Service Request
Planning & Project Request Form (Instructions)
Service Now Work Order System
Resources:
Facilities Project Planning Request Checklist
PMWeb Project Management System
Project Delivery Guide
Project Communication Plan
These tools help define project scope, budget, schedule, and required approvals before design begins.
Programming & Scope:
Planning Program of Requirements (PPOR – Clinical)
Planning Program of Requirements (PPOR – Non-Clinical)
Project Manager Program of Requirements (PMPOR)
Compliance:
Academic Campus Distributed Antenna System Installation/Monitoring Checklist
EHS Pre-Construction Guidelines
Emergency Power Guidelines
Shared Infrastructure – Network Engineering
Budget & Schedule:
Conceptual Project Schedule Tool
Limited Scope Agreement (Clinical)
Limited Scope Agreement (Dean-Funded)
Limited Scope Agreement (Department-Funded)
Preliminary Estimate Form
Preliminary Estimate Form (Leased Properties)
Project Management Fee Guidelines
Resolution Form (Long Version)
Resolution Form (Short Version)
WashU & BJC Project Management Fee Guidelines
WUIT Project Cost Tracking Invoice Template
Approval:
Estimate Letter Guidelines
Joint Project Approval Form
Project Charter Template
These documents are used to procure and contract with architects, engineers, and consultants.
Selection & Award:
Architects & Engineers for Project Selection
Architect-Engineer Fee Form
Architect-Engineer Fees Schedule Guidelines
Interview Score Sheet
Pre-Submittal Agenda
Recommendation Memo Form
Approval & Reporting:
Contracts Checklist
Exhibit A – Proposal Fee Rider for Architect-Engineer Services
Guidelines for Architects, Engineers, and Consultants Insurance Limits
These tools support design coordination, reviews, and documentation from schematic design through construction documents.
Design Management:
Basis of Design Guidelines
Department Request for Change to Project
Design & Construction Standards
Design Standards Variance Request Form
Drawing Review Checklist
Drawing Transmittal Form
Owner-Provided Services Responsibility Matrix
Project Kick-Off Agenda
Scope Change Definition
Site Logistics Checklist
Equipment & Furniture:
A/V Vendor List
Design & A/V Guidelines
Equipment Schedule Form
Furniture & Design Project Request Form
Laboratory Equipment Monitoring Guidelines
Laboratory Equipment Schedule Form
Project Relocation & Signage Request Form
Surplus FFE Guidelines
Reporting & Compliance:
Contractor Project Reporting Template
Direct Pay to MWBE Form
SDI Utilization Form !
WU Project Update Template
These tools are used to bid, select, and contract with construction partners.
Project Delivery:
CM with GMP Agreement
Continuing Services Agreement
Master Contractor List
Short Form Construction Agreement
Sole Source Guidelines
Sole Source Justification Form
Stipulated Sum Construction Agreement
WUIT Approved Low Voltage Contractors
Bidding:
General Conditions for Contracts
General Conditions Matrix
Instructions to Bidders/Bid Proposal
Pre-Bid Meeting Agenda
WU Labor Rates
Contract:
Contracts Checklist
Guidelines for Contractor Insurance Limits
These tools aid in managing construction activities, payments, changes, and compliance.
Construction Management:
Application & Certification for Payment
Certificate of Substantial Completion (In-House Projects)
Certificate of Substantial Completion (Engineer & Contractor)
Certificate of Substantial Completion Guidelines
Certification of Substantial Completion (Contractor Only)
Change Order Forms (Definitions)
Construction Progress Meeting Template
Pre-Construction Meeting Agenda
Project Schedule Template
Waste Tracking Template
Safety & Risk:
Construction Disruption Signage
Emergency Contact List
Infection Control Risk Assessment (BJC)
Infection Control Risk Assessment (WUSM)
IRCA Bleach Protocol
Project Safety Checklist
Safety Guidelines for Contractors
Policies:
Used Lamp Disposal Policy
WU Hot Work Policy
WUSM Badge Request Form
WUSM Identification Badge Policy
Procedures:
Contractor Request for Shutdown or Street Closure
Core and Key Process for New Construction and Renovation
Custodial Process for Renovations and New Construction
Facilities Operations Outage Communication Guidelines
Outage and Service Interruption Guidelines
These tools support project turnover, occupancy, evaluation, and formal closeout.
Occupancy:
Customer Transition Meeting Agenda
Move Checklist
Move Orientation Agenda
Move Planning Meeting Agenda
Phone Data Activation Guidelines
Project Occupancy & Closure Notification Form
Space Utilization Form
Utility Account Transfer Guidelines
Welcome Packet Process Guidelines
Evaluation & Closeout:
Closeout Checklist
Construction Contractor Evaluation
EHS Guidelines for Laboratory Closure
Laboratory Closure Checklist
Professional Services Evaluation
Project Assessment and Evaluation Process
Project Management & Project Delivery Customer Evaluation
Returned Space Checklist
Reference documents that establish OFMD requirements, best practices, and compliance standards.
Contract Procedures
Contracts Change Order Procedures
Paying Contract Progress Payments
Potential Change Order Reason & Terms Form
Project Approval Process
Project Closeout (Business Operations)
Project Creation Procedures
Records Management Guidelines
Standard Form of Agreement Between Owner-Architect
Standard Form of Agreement Between Owner-Construction Manager
These tools are supporting documents and reference materials, not specific to a single project phase.
Email Etiquette Guidelines
Meeting Agenda Template
Meeting Minutes Template
OFMD and WashU Medicine/BJC Branding Resources