Construction/Remodeling Request Process

Step-by-step Request and Implementation Process

The process for requesting a construction or remodeling project is handled through committees, starting first at the department/ division level and ending at a district-wide committee.

Following are the steps required for requesting a construction or remodeling project:

Request Process

1. Submit your request to your departmental or division facilities planning committee. These requests are submitted by completing a "request for action" statement on-line at the MATC website.  Your department will then review and prioritize your request.
2. Your department/division will then bring this request to the functional area committee for review and prioritization. For Instruction, this is the Learning Programs Sub-committee. The functional area committee will then review and prioritize requests.
3. The functional areas will bring requests to the Capital Planning Committee for review and prioritization for scoping. (Scoping is the process whereby needs are clarified, an acceptable design developed, and probable costs established.) 
4. Professional Services and outside consultants as necessary will meet with the requesters to establish specific needs, develop a preliminary design acceptable to the requesters and establish a probable project cost.
5. Projects that have had scope developed will be brought back to the respective functional committees for review and prioritization for implementation. 
6. The functional areas will bring projects prioritized for implementation back to the Capital Planning Committee for review and prioritization. A list of prioritized projects to be implemented will be developed based on available level of funding. Projects that are not selected for implementation may be brought back to the functional areas for re-prioritization in future fiscal years.

Approval Process

7. The list of projects selected for implementation will be brought to the MATC Board for their approval to submit these projects to the Wisconsin Technical College System for that board's approval.
8. Professional Services will prepare individual submittals for each project. As part of this submittal, requesters will need to supply detailed information on project justification, based on specific State Statute requirements. For new construction, Professional Services will prepare an Environmental Impact Statement which also will be submitted to the WTCS for action.
9. The WTCS will review and, if acceptable, approve the projects for construction. If the WTCS has questions about the submittal, Professional Services will answer these questions. Depending on the questions, additional information or clarification may be required from the requesters.
10. Upon approval of the projects by the WTCS, the MATC Board will approve a capital borrowing package to fund construction and remodeling of these projects.
11. Professional Services and the consultants as necessary will meet with the requesters to verify the design and develop more specific details required for construction. At this time Professional Services will also develop a list of responsibilities which will include items and tasks that the requester's department is responsible for in order to construct this project. Where necessary, Professional Services will also provide cost estimates for items that the department needs to provide. When the design, details and responsibilities have been mutually agreed upon by the requester and Professional Services, parties will sign a Design Development Sign-Off statement. During this time any temporary quarters, if needed, will be identified.
12. All information will be used by Professional Services or the consultant to develop construction bid documents. Professional Services will meet with bidders and answer questions during this period.
13. Once bids are received, if bids are within established budgets, the bids will be brought to the MATC Board for approval and issuance of contracts.

Construction Process

14. Prior to start of construction Professional Services and other Facilities Management staff will coordinate and move the requesters from the space to be remodeled to storage space or temporary quarters.
15. Professional Services will manage the contractor work during the construction process. Any requester concerns will be directed to the department project representative who will in turn contact the Professional Services project manager. The concern will be reviewed and appropriate action taken.
16. At the conclusion of the project Professional Services and other Facilities Management staff will coordinate and move the requesters from storage and/or temporary space to the completed space. Immediately prior to the move-in the Professional Services project manager and the department project representative will conduct a walk-through of the completed space to identify items that are incomplete, of sub-standard quality or otherwise not in compliance with construction documents. Professional Services will then arrange to have these items corrected by the appropriate contractors.