A Brief Guide to a College of Liberal Arts Remodeling Project
Does your unit want or need to renovate or remodel assigned space? In times of tight space on campus, a remodeling project can make more efficient use of your assigned space. We are available to consult with you on ideas for remodeling. Call the Office of the Associate Dean for Planning and Initiatives at 6-0950, or e-mail Scott Elton at elton003@umn.edu. Please begin your process by reviewing this guide.
Beginning the Project
Consultation
Consult those who will be affected -- by changes, noise, disruptions in service, etc., and draw up a rough plan.
Contact the Office of the Associate Dean for Planning and Initiatives; no matter how small the project, let us know.
File a 1395 Form—which gets Facilities Management in the loop; available on the FM website at http://www.facm.umn.edu/Links/conslinks.html
The unit, college administrative staff, and FM will collaborate on how best to accomplish your goals.
The Process
1. Who will do the project?
A determination is made in consultation with the Dean's Office and FM about who will design and construct the work. The work could be done by FM construction staff or an outside architect/engineer and contractors.
2. Getting an Estimate
Authorization for an estimate (on the 1395 form) must come from the funding source (department or college).
Estimates must be obtained. There are three types:
Firm -- You get one price, and FM is responsible for delivering the project on budget.
Time and Materials -- This is a "best guess" estimate, and will most likely end up over or under by less than 10%.
"Do It" -- You agree that the project must be done without regard to cost.
Estimates should be looked over carefully, and can be negotiated. Consult with the college if you have questions about an estimate.
Do you have to pay for the estimate? Yes, in the case of a large complex project or those with outside consultants. Projects that might exceed $100,000 in total cost must be included in the CLA Capital Budgeting Priorities. These projects are reviewed by the Regents and need their approval to move forward (this is done in May or June). Plan ahead.
3. Owner's Representatives.
Do you need an owner's representative? A FM owner's rep is assigned to projects over $10,000 (only rarely when the project is under $10K). The minimum fee for these services for projects that are between $10K-$50K is $1500. An owner's rep provides project management services, and involves appropriate regulatory units when necessary, i.e., the Department of Environmental Health and Safety, the Building Code Office, and Disability Services. They contract for design and construction services, apply for permits, provide estimates, document review coordination, budget and schedule management, project accounting and purchasing assistance.
Getting the Project Done
What are the potential surprises/unforeseen circumstances?
- Infrastructure issues -- e.g., asbestos in floor tiles with requiring special abatement, utility needs and possibly code related deficiencies.
- Changing the use of a space, i.e., from an office to a computer lab. Any such change generates code compliance requirements, which become part of your project and budget.
Why does it take so long?
- Unexpected surprises (what is really in that wall?)
- Ignoring established processes described above
- Delays in materials procurement and delivery
- Not enough staff -- too many projects and not enough people
- Not keeping track of the estimated budget and schedule
- Decision making about scope and funding, i.e., frequent changes in the project's parameters
How do we pay for the project?
- If the work is on the regular maintenance schedule of FM, they will pay for it, i.e., painting of public areas;
- Unit funds;
- College funds -- to be requested in regular annual budget process;
- Partnership between unit and college -- to be requested in regular annual budget process
What if we go over budget?
- Firm estimate: Contractor and FM are responsible, except in cases of unforeseeable conditions. You will be advised of areas of possible risk.
- Time and Materials estimate: Most projects end up between being under budget or not more than 10% over the estimate. Monitoring such projects is very important. College funding is usually for a flat amount, based on the estimate, with anything over that amount being the responsibility of the unit.
- "Do It" estimate: Since you agree that getting the project done is more important than the cost, you're on your own.