CR 02-23-913 - CAPITAL PROJECT FRAMEWORK REVIEW

McMaster University invites qualified bidders to submit responses to undertake a review of its current Capital Project Management Framework and:

• Complete an environmental scan of industry best practices for capital project management frameworks, policies, and project performance reporting
• Review the institution’s Capital Project Management (PM) delivery maturity against the industry best practices as a guide to identify recommendations
• Complete a review of one (1) completed project, one (1) project underway and one (1) project in the planning stage and two (2) to three (3) smaller projects at various stages
• Complete a readiness assessment to determine if the existing processes, organizational structure, resources, systems, and controls can support the expected number of current and planned projects.
• Provide recommendations on the current and future direction of the project management methodology for capital projects using industry best practices as a guide to form the basis of an actionable strategy to advance our goals, including recommendations on process gaps and how to close

• McMaster is currently consulting on a Campus Master Plan (CMP), the intent is to provide a clear vision and framework to guide the development of buildings ( academic, residence, student centric and administrative), open spaces, streets and other elements that define the campus character. Out of the CMP will be a number of capital projects both off-campus expansion opportunities, on campus development and the optimization of aging buildings and infrastructure.
• McMaster needs to further embrace sustainable construction and energy management practices, some work is already underway.
• Accessibility needs to be increased for compliance with today’s standards, including new installations of barrier-free ramps, washrooms, fire alarm strobe lights, water fountains, signage, etc., some work is already underway.
• Facility Services is developing a Capital Planning and Capital Projects Policy.  The policy will include details on when capital projects are brought forward for review by the Board of Governors and its various subcommittees during planning and execution, and the setup of a Steering Committee including membership and approval thresholds, for each capital project approved by Governance. The policy is currently under development and is expected to be submitted for approval in mid-2023.

1. Complete an environmental scan of industry best practices for capital project management policies and process.
   1. Project governance, organizational design and HR Management
   2. Ensure well developed Cost controls are in place
   3. Scope and Change Control
   4. Risk Management and Mitigation processes are established and utilized (including the involvement of legal counsel, and Enterprise Risk Management)
   5. Schedule Management
2. Review and evaluate the institution’s Capital Project Management Framework against industry best practices and use this as a guide to identify recommendations.

4. Provide an analysis of the resource capacity and capabilities at McMaster and provide recommendations for:  
   1. procedures to guide consistent performance across the organization
   2. tools and processes for collecting project data and reporting key performance indicators
   3. identification and mitigation of project risks across the portfolio of projects
   4. project management oversight, resources, and support needs

5. Develop a road map for the capital project management framework that includes the following: provide specific recommendations with regards to
   1. resources, systems, oversight, and tools to ensure successful  Project delivery
   2. roles and responsibilities (using a RACI (responsible, accountable, consulted, informed) matrix)
   3. Approach to project monitoring, review, Point in Time (PiT) objective assessment given limited Internal Audit resources