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How to Plan a Building Addition/Renovation for Your College or University

By Tim Terman, NCARB

September 6, 2021
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Have you ever wondered what it takes to plan successful building/renovation projects for your college or university? Are you unsure about how long it may take to finish one of these projects?

Every January we get a call from a higher education client that goes something like, “We need a new (insert building type here) open for students this fall! Can it be done?” (Que the theme song from Mission Impossible….)The good news is yes, in most cases we can do it and we have many successful project examples.

The not-quite-as-good news, is that the speed required by a compressed schedule can restrict many aspects of the design and construction process. Decision making will need to be rapid paced, and it is likely money will be spent on overtime labor and rush shipping that could have been saved, or put to better use with a more manageable project schedule.

Image: Fort Wayne Community Schools – Wayne High School 

For a building project, time is an asset and every bit as valuable as money.

With more time, building owners will be able to involve more project stakeholders in the design process, which leads to better decision making. Having time on your hands will also permit phased construction in a less obtrusive manner for students, faculty, and staff. Last, additional time will save money on construction because more contractors will be able to fit the project into their schedules and bid the work. Time really is valuable!
Four Architects Review Floor Plan
Four Architects Review Floor Plan
Hand Holding Tablet over Floor Plan

To assist you in planning time for your project, we suggest the following schedules for 3 prototypical projects:

#1 Summer Renovation, up to +/-$2,000,000.

#2 Stand-alone Building or Addition/Renovation, up to +/-$10,000,000.

#3 Stand-alone Building or Addition/Renovation, up to +/-$30,000,000.
Hand Holding Tablet over Floor Plan

1. Summer Renovation, up to +/-$2,000,000

(11 months, start to finish)

For this project prototype, design will take place September through December. This will be successful as fall break offers the ideal opportunity for the design team to access the building while it is empty. The project will go to bid and be awarded in January and February. The project will be ahead of pack bidding, therefore a bigger net can be cast to available contractors looking to lock in their summer workload. Pre-bid meetings are easy to accommodate over Christmas break when buildings are empty.

Long lead items will be present March through April. Many long lead items require field measurements. Spring Break offers opportunities for contractors to get into the building without disrupting users. Items with 8-12 week lead times need to be ordered by mid-March to arrive on site in June. Construction will take place between May, June, and July. Contractors will be required to provide a milestone schedule that will be discussed and tracked at every project meeting. Falling even one week behind in a 8-10 week schedule is difficult to make up.

Image: Huntington University – Student Union Building 
Huntington University PLEX Renovation Huntington University HUB Bookstore Entrance
Huntington University PLEX Renovation Huntington University HUB Bookstore Entrance
Taylor University Art Gallery Renovation Taylor University Art Gallery

2. Stand-alone Building or Addition/Renovation, up to +/-$10,000,000

                   (24 months, start to finish)

In stand-along building, addition/renovations up to +/- $10,000,000 design will take place July through February (8 months). Beginning design work over the summer allows for surveys, soil borings, selective exploratory demolition, and (if necessary) even hazardous material investigations to occur without disruption to the campus. This duration allows for 2-3 months in each phase of design, includes estimates of probable construction costs at each phase, and provides for owner review & approval between each phase. The project will bid and be awarded through March and April. If awarding the contract for construction depends on a board motion/approval, it will be essential to plan the bid phase accordingly.

Long lead items will take place in May. The time required in the early construction phase for site work and foundations provides sufficient lead time for most products, but structural steel or structural precast will likely still be on the critical path. Construction will take place June through July the following year (13 months). With construction beginning after students & faculty have (mostly) left campus for the summer, disruptions are minimized, yet enough time is still provided to enclose the building before winter sets in. Interior work can continue over the winter and there will still be enough time for exterior masonry and hardscaping/landscaping in spring/summer. A project of this size will take more time for owner furnishing and move-in so it is wise to target a June completion.

Image: Taylor University – Boren Art Gallery 
Taylor University Art Gallery Renovation Taylor University Art Gallery

3. Stand-alone Building or Addition/Renovation, up to +/-$30,000,000

(48 months, start to finish)

Stand-alone building or addition/renovation projects up to +/- $30,000,000 will have a design phase June through November the following year (18 months). This is a very large project, likely requiring input from many groups of stakeholders on campus and typically impacts several buildings on campus, possibly even requiring demolition to make the space available for the new construction. Each phase of design will take several months, including estimates of probable construction costs at each phase and providing time for owner review & approval between each phase. The project will bid and be awarded during December and January. If awarding the contract for construction depends on a board motion/approval, it will be essential to plan the bid phase accordingly.

Long lead times will take place during February. The time required in the early construction phase for site work and foundations provides sufficient lead time for most products, but structural steel or structural precast will likely still be on the critical path. Construction will take place March through May of the next year (27 months). A project of this size is likely to be constructed in phases. In an addition/renovation scenario, for example, the first year may be focused on building the addition so users can move in, vacating the rest of the building for renovation in the second year. Most of the final summer should be set aside for owner furnishing and move-in.

Image: Southern Wesleyan University – Joiner-Hilson Complex
Southern Wesleyan University Student Housing Residence Hall Construction Southern Wesleyan University Student Housing Residence Hall Exterior
Southern Wesleyan University Student Housing Residence Hall Construction Southern Wesleyan University Student Housing Residence Hall Exterior
Wayne High School Renovation Mechanical Engineering Electrical Engineering Walk Through

Every project is unique, and occurrences like the COVID-19 situation continue to produce ripple effects throughout the construction industry. Consider these project schedules “rules of thumb” for preliminary planning purposes.

Image: Fort Wayne Community Schools – Wayne High School 
Wayne High School Renovation Mechanical Engineering Electrical Engineering Walk Through

Interested in Planning a Building Addition/Renovation for Your College or University?

Talk with Higher Education Expert Tim Terman, today!

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