MAJOR RENOVATION GUIDELINES

These are the UTHSCSA policies outlining updated procedures and schedules for campus renovation projects. These projects include, but are not limited to office, laboratory, and classroom renovations, and interior renovations that involve new furniture and carpet. The procedures to request routine maintenance should continue to be transmitted directly to Work Control at 567-2885.

Facilities Management is responsible for the design and management of renovation projects with budgets up to $2,000,000. Since these larger projects demand more design and construction time than smaller projects, they will require earlier submittal to ensure timely project delivery. Facilities Management will continue to evaluate its current project delivery system to improve its capacity to accommodate these larger projects. In addition, to meet this increased demand and to help address the existing design backlog, Facilities Management has open-ended contracts with several private design firms, enabling more projects to be designed each year.

In our efforts to continue to improve our service and to help Facilities Management to better meet your needs, the following information and guidelines are provided to assist you as you submit projects.

INITIATION OF NEW RENOVATION PROJECTS

Step 1: IDENTIFY PROJECT AND SUBMIT WORK REQUEST
As the first step to initiate a new renovation project, the client must identify the scope of work and submit a request for preliminary design and cost estimate using a work request form available here. Academic departments and non-academic departments should communicate their requirements for preliminary design and cost estimates with their Dean's or Vice President's office. The Dean or Vice President should assess the validity and scope of the proposed project, determine its relative priority, and approve only those projects that are clearly important to enhance their goals and if funding is reasonably assured. A careful screening at this stage will permit the HSC to make optimal use of limited resources and ensure that Facilities Management dedicates estimating and design resources to projects which best serve the University.

Step 2: PRELIMINARY DESIGN AND COST ESTIMATE
The second step is the development of a preliminary design and cost estimate by Facilities Management. 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.

Step 3: 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 may be required by the Handbook of Operating Procedures.

Step 4: ISSUE DRAWINGS
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. Under direction of the architect or Associate Director these steps may be waived for small projects. A final package of drawings, specifications and purchase requisitions are sent to Construction and Maintenance.

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 HSC. One particular standard of interest concerns renovation of office space. Based on HSC policy, the following are the maximum sizes of offices when created or altered during renovation:

Exceptions to this guideline require the approval of the Executive Vice President for Administration.

SCHEDULE
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 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. Renovation is a very dynamic activity with many variables and speculative characteristics. Estimates of cost, resources and schedule 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.

If you have any questions concerning these procedures or schedules, please contact John Amos, Assistant Director of Facilities Management, at 567-2880.

Last revised: 12/20/07

  John Amos
  Assistant Director for Planning & Design
  567-2921



  Tom Janes
  Senior Construction Planner and
  Estimator
  567-0945


  Santos Paniagua
  Construction Planner and Estimator
  567-2990