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Renovation and Construction Project Requests

We are currently allocating resources and planning projects for implementation in 2020.  Please submit project requests before February 28th 2020.

Our projects team is here to support you through each phase of your renovation and new construction projects. From floor replacement and carpeting to restoration and renovation, we can help with your design, construction and renovation needs from conception to execution. Contact us for cost estimates, furniture selection and relocation management.

Facilities Management and Development (FMD) plans, schedules and allocates resources for executing projects that are aligned with key university priorities, including:

  • Infrastructure projects that are critical to maintaining our physical plant.
  • Accessibility projects that support our commitment to having an inclusive campus.
  • Energy-saving projects that reduce our carbon footprint.
  • Projects that support Ryerson’s growth, such as planning new buildings and fitting-out leased facilities.
  • Projects that keep our community healthy and safe.

Project intake process

Project requests should be submitted through the FMD Help Desk at fixit@ryerson.ca and should include:

  • primary contact person 
  • project sponsor/funding source
  • project goals
  • requirements and rationale
  • budget expectations

An approved budget is not required to submit the form, however the request requires the approval of a department manager or dean.

New project requests are triaged, prioritized and scheduled with a view to balancing these requirements with available resources. There are four steps leading up to getting your project underway:

Once the project request has been received and reviewed, a member of the Project Management Office (PMO) will schedule a meeting with the primary contact person for the project to refine requirements, and review the site and budget expectations.

The project will also be assessed against checklists and criteria, including: hazardous materials, accessibility, IT, security and other facility renewal efforts with shared scope.

This will provide the PMO with a more detailed understanding of the project requirements.

Expected response time: Two to three business days.

Depending on the level of complexity of the project, PMO will provide recommendations for the next steps in the project’s development, including: 

  • detailed description of the project’s scope
  • preliminary budget estimate
  • estimated project timeline
  • instructions for funding transfer

For projects with a higher level of complexity, the recommendation may be to proceed to a feasibility study, along with an estimate for the cost of the feasibility exercise. The feasibility study forms the basis of a subsequent approval and funding transfer.

The project estimate details the expected budget requirements based on the description of the project scope. FMD uses the best available information regarding project complexity and market conditions to prepare the estimate, but we note that the estimate is not a quotation or bid from a contractor.  

The project estimate will include contingency amounts to account for variability and unknowable conditions at the estimate stage. At the completion of the project, any unspent funds — including unused contingency funds — are returned to the project sponsor.

For projects valued at $100,000 or more, FMD will include a 2% project management fee based on the total project value. This will be used to ensure sufficient internal or external resources can be engaged to complete all projects under management. This fee will be reflected in the preliminary cost estimate.

Expected timeline: Two to four weeks. Pending any requirements for a feasibility study

Once the preliminary estimate is received and reviewed by the sponsor, the sponsor is then responsible for providing written approval of the scope, schedule, budget and funding source. 

Once funding is confirmed and a funding transfer is received the project can proceed and will be assigned to the staff of the PMO.

Prompt response is beneficial to project implementation and will help ensure your project remains in the workflow. 

Expected timeline: Projects will proceed shortly after funding is received. Projects with approvals that remain pending for eight weeks may be considered closed.

Once the project sponsor confirms the funding transfer and approval to proceed, the project goes into the work queue and will be assigned to a member of the PMO based on the resources available, project urgency and prioritization criteria.

Expected timeline: One to two weeks from the date of approval, the project is assigned to a project manager who will contact you to initiate the project and develop a project schedule.