These are the UTHSCSA policies outlining updated procedures and schedules for campus renovation projects. These projects include, but are not limited to office, laboratory, classroom, and interior renovations that involve new furniture and carpet.
Facilities Management is responsible for the design and management of renovation projects with budgets up to $2,000,000. A number of products are available to service our customer’s needs. Low cost alternatives that provide quick budgeting information are available in addition to full in-house design services. A wide range of professional services are also available via architect and engineering firms that are under contract.
Delivery time for projects can vary depending on the size of the project and the complexity. In general, larger projects demand more design and construction time than smaller projects and will require earlier submittal to ensure timely project delivery. To ensure a renovation project is completed by a desired occupancy date, it must be submitted to Facilities Management with adequate time to design, competitively bid, review submittals and construct the project. Projects may be submitted at any time and will be added to the design schedule. The earlier a request is submitted, the more likely a desired schedule will be met. Only projects assigned a priority rating by Deans and Vice Presidents will considered as a priority project. Departments are strongly encouraged to work directly with Facilities Management to clearly communicate their needs so that resources may be directed appropriately.
To help Facilities Management better meet your needs, the following information and guidelines are provided to assist you as you submit requests for projects.
Initiation of New Renovation Projects
Step 1: Identify the scope of the project
The first step when beginning a new renovation project is the identification of the scope of work. Identifying the needs of the space, specific equipment that needs to be supported as well as total numbers of employees should be accomplished to minimize the billable time that is accrued during the design phase. Once the requirements have been developed, a decision on the priority of the project should be made. Deans and Vice Presidents are authorized to set priorities on a scale of 1-4, with 1 priority being the highest. Non-prioritized projects will be labeled as a 'Z' priority. Each department has the ability to assign one of each level of priority to assist Facilities Management in scheduling work appropriately.
Once requirements and priorities have been decided, budgeting/programming should be discussed. If funds are available in a limited amount, this program budget number should be communicated at the time of work order submission so that an early evaluation of the projects viability can be determined.
Step 2: Identify design product that best fulfills your needs and submit a work request
Facilities Management offers a number of alternatives for providing renovation services.
- Option 1 - Program Study
If the project is conceptual in nature and is being considered as part of a grant submission or is an alternative project based on possible funding, then a program study should be requested. Program Studies provide a basic outline of the project that includes a sketch of the project site, a detailed listing of the scope of work and a range estimate based on historical costs. The program study is intended to provide this information in a timely manner, usually less then two weeks and is priced at a fixed cost of $300. Program studies are closed immediately after completion. If the customer subsequently decides to pursue the project, then a new work request referencing the program study should be submitted at the time funding becomes available.
- Option 2 - Full Design
A project that has previously had a program study done or one that has funding immediately available should be submitted for a full design. Full designs are comprehensive and will result a full set of construction drawings and cost estimate at completion. All costs associated with a full design effort are fully billable to the customer.
- Option 3 - Unestimated Projects
Projects that are of extremely high priority or which the nature of the project makes the need for an estimate unnecessary can be submitted as an unestimated project. Projects submitted as unestimated will not have a formal cost estimate approved by the customer and will be completed on a time and materials cost reimbursable basis.
Once the work order has been received by the Facilities Management Design Team, detailed discussions will occur to ensure that the design meets the needs of the customer.
Full Design Process
Phase 1: Preliminary Design and Cost Estimate
After the customer has requested a full design for a project, a preliminary design and cost estimate by Facilities Management will be produced. The preliminary design is schematic in nature and is intended to define the scope of the project. More than one design may be required to determine the best solution to the project's goals. After the preliminary design is approved, a preliminary estimate is developed to establish a rough cost for the project. Departmental approval is required for these documents. Depending on the scope of the project, the preliminary design and estimate may be sequentially approved, combined for approval, or skipped entirely. Small projects may jump directly to the final approval step.
Phase 2: Final Design and Cost Estimate
The duration of this step is directly proportional to the size of the project. Detailed construction drawings are developed for architectural, mechanical, electrical, plumbing and other trades as required. In addition to the information shown in the preliminary drawings, actual dimensions, materials, and details are pulled together to provide documents that are complete, coordinated and clear. Any changes during this stage to the scope, cause major delays and increased cost. This final design drawing package and from it a final estimate (if requested) will be presented for departmental approval. Other approvals (i.e. Safety, UT Police, etc.) may be required by the Handbook of Operating Procedures.
Phase 3 - Project Package
After approval by the department, any final comments are posted to the drawings and a final internal review by the design team of architect, mechanical, and electrical engineers is performed. Drawings are then sealed and sent for printing. As required by law, drawings and fees are sent for review to the Texas Department of Licensing and Regulation. Required specifications are prepared to supplement the drawings and special purchasing requests are released for long delivery items. A final package of drawings, specifications and purchase requisitions are sent to the Project Management Office for scheduling and execution.
Phase 4 - Scheduling
After the design is complete and all reviews and approvals have been obtained, the project will be forwarded to the Project Management Office for scheduling and execution. Once a Project Manager has been assigned, a schedule will be developed in coordination with the customer. Projects will be completed via in-house personnel, contractors or a combination of both.
Renovation is a very dynamic activity with many variables and speculative characteristics. Estimates of cost, resources and schedules are not exact and become more refined only as the project moves through the project delivery process. It is therefore of paramount importance that good communication occurs between Facilities Management and a single representative from the client organization from the beginning to the end of the project delivery process.
It is equally important that the client's representative keep all client stakeholders informed regarding their project. Furthermore, any client changes to the specifications or scope of work after the preliminary estimate is completed will require additional time and cost to complete the project. Departments need to agree upon the scope of the project and specific requirements early in the planning stage.
Design Standards That Must Be Considered
Customers should be aware that there are sometimes standards that must be followed when designing and developing renovations. The requirements are often driven by law such as the Americans with Disabilities Act. Other standards are set by the Health Science Center. One particular standard of interest concerns renovation of office space. Based on Health Science Center policy, the following are the maximum sizes of offices when created or altered during renovation:
Exceptions to these guidelines require the approval of the Executive Vice President for Administration.
If you have any questions concerning these guidelines, contact Jason Lambert, Assistant Director of Facilities for Construction and Project Management, at 567-2880.