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By Carl Reed II

You are at the start of a multi-million dollar construction project and you want to make sure it comes in on time and on budget, but as the project goes along, you realize that you are going to be over budget by $2.5 million and the project is a month or two behind schedule. Ever wonder how some construction projects come in under budget and on time? Well, I think we have found a way.

In March 2004, Stanford University embarked on a $30 million, 10-month renovation project of Roscoe Maples Pavilion, which first opened in 1969. The scope of this project was to gut all of the interior areas (locker rooms, restrooms, concession stands, storage and mechanical rooms, the playing surface and seating areas, wiring, etc). All of the non-structure walls and ceiling were to be removed, as well as 5,700 cubic yards of dirt. The scope of the project included adding 48,000 square feet of space to a building that had 74,000 square feet of space. This additional space would include three new lockers for the home teams (men’s and women’s basketball and women’s volleyball), new concession stands and restrooms, all new wiring and electrical work, new HVAC systems, a new center hung scoreboard with a video and audio control booth, and new telescopic chair back bleachers. This project was scheduled to be completed and ready for move-in no later than the week of Christmas 2004, two weeks prior to the first basketball game scheduled for January 2, 2005.

On Saturday, February 28, 2004, the Stanford men’s basketball team defeated the University of Oregon, the game ended around 6 pm, and by 6:30 pm the arena started to look different. While fans were talking in the stands about the history of Maples Pavilion, they witnessed the beginning of our construction project: championship banners and audio speakers were being removed from the rafters. By 12 pm the following day, all locker rooms, concession stands and storage rooms were cleared out. By 5 pm that evening, a construction fence circled the pavilion ready for when the construction crew arrived at 6 am on March 1, 2004 to begin the construction project.

There were many aspects of this project that worked well for the athletic department and for the general contractor, Vance Brown Builders. One of the major reasons why the project was completed under budget and early was the communication between Stanford University and the contractor. Not only did the principal parties meet weekly, but they also met at least two other times each week to discuss other outstanding issues with the project. If during the meeting there were questions that no one could answer, everyone made it a point to get the answer that they needed in eight to 30 hours at the most, when possible. This commitment to getting the information made the project run smoothly.

Finances were very important for this project. First, the Stanford Athletic Department could not proceed with this project without having all of the money in a capital planning account. Whenever it was time to pay the contractor, the university made it a point to pay on time. Everything related to billing was spelled out clearly for everyone to see in the contract, so if anyone had questions or concerns, it was all in writing.

The group that helped make this project come in $4 million under budget and one month prior to the scheduled completion was the sub-contractors. This group worked 12-hour shifts, six days a week, for the length of the project. This group of workers “bought into” the concept of “do it right, do it fair.” Meaning, if you do it right the first time and you don’t “overcharge” the client, that goes a long way in ensuring that the building will be completed on time.

The project was completed by November 30, 2004. The athletic teams began moving in the next day and the first athletic event took place on December 10, 2004, as the Stanford women’s basketball team played Pepperdine University.

Phil Capin, construction project manager of Vance Brown Builders, said this was the best project he has worked on: “The cooperation between Stanford University and Vance Brown was amazing. Stanford made it known what they wanted and expected.” Vance Brown Builders has worked on numerous projects for Stanford University and the relations have fostered respect for both parties. Ray Purpur, associate athletic director for facilities, operations and events for Stanford, said that Vance Brown outdid themselves with this project. “VBB made a commitment to Stanford University and this project to get it done,” he said. “They got it done with no major hurdles. They are an outstanding company and we look forward to working with them again on our next construction project, our football stadium.”

So, there you have it. Do you have the same commitment to your project from your construction company? Will there be open lines of communications? Will you pay your bills on time? Have you let the construction company know what you expect? Did the contractors let you know what they expect? These are just some of the things that need to be understood by all parties involved in any construction project, big or small, so there is no confusion in the end. Ask the questions and you will be amazed at what you get in return.

Carl Reed II is assistant athletic director, facilities, operations and events at the Arrillaga Family Sports Center at Stanford University. He may be contacted at carl.reed@stanford.edu.