In late 1997, Draper & Associates was engaged by the Georgia Institute of Technology to provide capital projects planning and management support to the Department of Budget and Planning. At the onset of this engagement, Georgia Tech had just completed a revision to its 15-year Master Plan. This plan included an extremely aggressive schedule for completing over $400 million in new construction, renovation and infrastructure upgrades within the coming five-year period. This work was to be funded through a variety of sources including State funds, private donations and student fees.
The Draper Approach
One of Draper's first tasks was to develop a five-year master program schedule. This schedule was developed based upon Georgia Tech's revised Capital Outlay Request and the anticipated availability of funds to support each of the planned projects within the five-year program. This schedule provided Tech's senior staff with critical information regarding the pace and timing of key fund raising activities and the staff requirements to support the concurrent planning, programming and management of multiple, multi-million dollar projects. With this information, Georgia Tech has been able to secure the necessary commitments to proceed with several projects contained in the five-year program totaling more than $142 million.
The next major focus of activity involved supporting the integrated planning for the BEM Complex; a 10-acre site containing 630,000 square feet of lab, office and support space for the interdisciplinary areas of biotechnology, environmental/ sustainable technologies, and materials/molecular sciences and engineering. The development of this complex includes the construction of four facilities totaling more than $139 million and related relocation and infrastructure projects totaling over $21 million. Draper & Associates' role in support of these integrated projects includes; (1) coordinating Tech's requirements for supporting the Board of Regents' architect selection process, (2) developing management plans, schedules and budgets for each project, (3) establishing the committee process for supporting the development of each projects architectural program, (4) supporting the committee process through meeting facilitation, agenda development, scheduling, issue resolution and reporting, and (5) coordination of A/E activities necessary to complete the architectural programs and budgets for each project.
Draper & Associates role as supplemental staff for Georgia Tech's Capital Planning and Space Management Department included developing space need analysis and feasibility studies, space utilization analysis, development and justification on Capital Budgets, backfill planning and user group move assistance. Draper & Associates recently completed a comprehensive model of more than one million new Assignable Square Feet (ASF) to determine the operational (janitorial, maintenance, utility, and move-in) costs associated with bringing this space online and estimating maintenance repair reserves expected.
Draper & Associates worked closely with the Office of Budget and Finance to regularly review the unexpended plant funds; amending and modifying the capital program as necessary to meet the current conditions, and to provide Georgia Tech with a strong audit trail for various capital and infrastructure projects.
To support legislative funding initiatives, Draper & Associates illustrated the correlation that various factors, e.g., the number of stations/room, the faculty/student ratio, number of degrees offered, schedule, etc., have on the utilization rates of classrooms, lecture halls and lab space. Draper developed a space-scaled, time-sequenced planning graphic (Nozar Chart) to illustrate how 109 various departments and user groups relocations within one million new ASF and 300,000 ASF of renovated/adaptive reuse spaces could be accommodated over five years.
In addition to the budget and analytical work, Draper & Associates also assisted Georgia Tech in implementing the many master planning initiatives. Draper & Associates developed and implemented an IDIQ delivery process and procedure by which 12 major capital projects were issued to outside A/E consultants, as required for architectural programming. Draper actively managed these consultants and others involved in master planning, facility evaluations, renovation studies, cost analysis and other space planning activities.