Regardless of the anticipated cost of a project it is strongly recommended that the process below is followed. Following this process for projects requiring approval will ensure a more efficient and expeditious review process.

1. Scope of Work Development: A listing of the project requirements. This can vary in form and detail based on the project:
   1. A painting project may include marking up a copy of an existing plan to highlight the areas that are to be included
   2. A manufacturer’s representative may be consulted to specify the details of a new roof
   3. A parish council would develop a list of attributes that are desired in a major renovation or addition to a building
2. Bidding: Using the work product from the scope development phase create a bid document for a request for proposal (RFP)
   1. The RFP should be sent to a minimum of four (4) qualified contractors with a specific date, time and location that RFPs are to be returned.
   2. A pre-bid meeting should be held at the location where the scope of work is to be performed with all contractors bidding present.
   3. All questions from contractors should be sent to the person responsible for the project via email and all questions and answers should be shared with all contractors participating in the RFP. This allows all contractors to bid based on the same set of information.
   4. RFPs should be mailed or hand delivered to the facility and should never be accepted via email of facsimile. Bids should be keep sealed until the RFP submission deadline passes.
   5. All bids received are to be opened by the designated staff and or committee members (at least 2 people) and recorded
3. Bid Review: An analysis of the received bids
   1. All bids need to be reviewed to make sure that all information requested has been received and is clear.
   2. All missing information or clarifications should be requested from contractors as needed but never disclose any information about and bids received.
   3. Once all information is received only then can your analysis begin
4. Permission form submission: Complete the appropriate permission form and forward with the documentation listed below to Arline Perro / Fr. Kevin Corcoran:
   1. Current project budget, including any preliminary professional fees, design work, furnishing, etc.
   2. Construction Drawings and Specifications, if available
   3. Photos of work site
   4. Request for Proposal/Scope of Services that was submitted to both professional consultants and contractors
   5. Professional Consultant Proposals
   6. Contractor Proposals

Projects that require a signature will be sent to the Facility Office for a review. Based on the number of projects in the queue and the size and complexity of these projects your parish, school or institution should account for the review times as listed below:

The # of days is the maximum number of days for a review assuming the submission is complete

During the review process all documentation will be gone through and the Facility Office will request any missing information or clarification of information provided, submit questions or request additional information from your parish, school or institution or the contractor and / or professionals. The table above contains the maximum amount of time a review should take, every effort will be made to approve projects in a timely manner. It is important when planning your project that this review time be included in the project timeline.