2.    Business Affairs Coordination.
All projects falling within the definition of a Special Project must be requested and approved as outlined in this procedure. Alterations to existing facilities and land or construction of new facilities cannot be initiated without coordination through the VCBA office.

2.    Departmental Project Representative.
When the project is requested, a Departmental Project Representative will be noted in Section I of the Special Project Request form. The representative should have spending authority regarding the project and will make decisions and communicate departmental preferences and expectations to the action department (office responsible for supervising project completion) as work proceeds.

3.    Approval and Coordination of Special Projects by Business Affairs.
Section IV on the Special Project Request Form will be coordinated through Business Affairs for authorization of completion date, assignment to action department, and funding of all Special Projects. The department assigned to act on the request (usually Project Management) will plan and execute the project and advise the Departmental Project Representative of the proposed schedule and any special arrangements.

4.    Change Orders.
Once a project has been awarded to a contractor, all changes to the original scope of work will be requested by the Department Project Representative in writing to the action department.

5.    Communication with Outside Contractors.
Preparation of plans and specifications for Special Projects to be accomplished by contract will normally be handled by Project Management. Once the project contract has been awarded through Purchasing Services, Project Management will oversee progress as it pertains to contract specifications. All communications with the contractor will be via Project Management.

6.    Final Inspection.
On larger projects, departmental representatives will be invited to the "final inspection." The final inspection will be performed by the action department (usually Project Management). Any final issues, questions, or concerns can be addressed at this time.

7.    Final Authorization.
Upon completion of the work, the designated Departmental Project Representative will be requested to sign Section V of the Special Project Request form, indicating acceptance of work performed. The action department will then sign the pink copy of the Purchase Order to indicate acceptance of work performed and will forward it to Purchasing Services, which will allow payment to be initiated.