General

This policy/procedure establishes clarity and direction for Facilities Management and Construction (FMC) clients with respect to various work delivery methods and implements a process for requesting that work as defined below. The policy is further intended to serve as a guide and a control document for the requesting department to track a project from inception to completion. Note that all work described herein, project size nonwithstanding, still requires a considerable effort by the FMC staff.

I. Definitions

A. Work Order – Normally a Work Order request should involve no more than two trades (i.e., electrical, carpentry, painting, plumbing, etc.), and all work should be completed in two (2) consecutive days of work. A Work Order is typically under $1,000 threshold unless an emergency purchase order is required due to damage being caused to university property (i.e. burned out motors of pumps, broken water pipes requiring removal and/or replacement of a wall, etc.). Routine work requests must be submitted by using the Pioneer Portal to access the FMC website. All emergency work order requests should be submitted to FMC via telephone using the Customer Service Desk. Under no circumstance will a routine work request be accepted by phone.

B. Small Capital Project – (In House) A small capital project is generally an in-house project that involves two or more trades (i.e., electrical, carpentry, painting, plumbing etc.) and will require TWU staff to devote three (3) or more days, but should not exceed two (2) consecutive weeks of work to complete. The general financial threshold for these types of projects range from $1,000 to $7,000 and should not require an emergency purchase order. These projects must be submitted on the project request form provided, be approved and prioritized by the component VP, and are subject to the FMC department schedules. Unforeseen circumstances (i.e. emergencies, etc.) could require staff to refocus its efforts or temporarily interrupt projected completions. This type of project is funded from departmental budgets or a university small projects account. A “call for projects” will be issued semi annually and projects will be prioritized by University components prior to the execution of any work.

C. Major Capital Project – These projects involve strategic decisions that affect more than one specific department and generally involve outside design consultants and contractors. This type project generally will involve some external environmental issues and/or consultants for mitigation, code corrections such as ADA and/or Life Safety conditions, or enhance the teaching and learning environment. Schedule, relocation, or phasing could impact the daily operation or occupancy of the subject area, or may involve interim locations or departmental compression for the duration of the project. Multiple moves to accomplish a renovation or remediate a problem may also be required. A project scope and budget of this type and size may require submittal to the TWU Board of Regents and possibly the Texas Higher Education Coordinating Board for approval prior to initiation. These projects are generated in the TWU Campus Planning Committee and/or FMC. The strategic planning for the University will direct a significant portion of these projects. Major Capital Projects will be determined by the Campus Planning Committee. A "call for projects" will be issued once a year.

D. Interior Finishes – Interior finishes include carpet, paint, fabrics, furnishings, etc. Standards for interior finishes, i.e. carpet, fabrics, furniture, paint, etc. have been developed and will be strictly adhered to. Generally, finishes can be a part of any work delivery package. Space is provided on the Project Scope form for various finish requests. Stand-alone requests, those that are not a part of a larger project initiative or that have not already been programmed as a Maintenance, Repair and Renovation (MR&R) scheduled work order such as a paint request, will be considered as well. A description of need on both the Small and Minor Capital Project request procedure forms can be used for stand-alone furniture requests.

II. Process for Development, Approval and Completetion

"Small Capital Project" requests will be accepted twice each fiscal year. FMC will issue a letter calling for project requests during the first week of September for Fall project submittals and the first week of March for Spring and Summer project needs.

"Major Capital Project" requests will be accepted during the budget development process each year. FMC will issue a "call for projects" that meets the definition to be submitted by June 1st of that year. The departments representative must evaluate needs, prioritize the order of completion, and submit the appropriate form by clicking on (How to submit).

A. Project Scope – This phase of the project allows the client to mark up an existing 8½“x11” drawing and outline requirements they would like to have implemented in the target space. A form is provided for the requestor to write a brief description of the work. Based on the information submitted, FMC will review the description of the requested work and the marked up drawing if provided. Revisions will be made as necessary to assure that an accurate scope of work is developed based on compatibility with existing building features and sound engineering and architectural standards. This original scope review will also include all code-related factors needed to comply with regulatory requirements. When FMC and the requestor agree on the scope of work, the requestor will acknowledge by signing in the specified area. As a caution, it should be noted that the aforementioned factors could impact the next step in the process, the cost estimate.

B. Cost Estimate/Plans – FMC provides a detailed estimate of all cost involved in the renovation of the client’s area. The estimate will be accompanied by an existing and proposed floor plan. If the layout and cost are acceptable, the client will acknowledge by signing in the specified area. Procurement will begin after all documentation is completed. If changes are desired, a change order will be generated. Changes will be charged based on the cost of extra materials needed to accomplish the work and the cost of labor for contract help (as appropriate). Please note that the signature page for department budget and account information requires a priority order of accomplishment that will be strictly adhered to.

C. Story Board – Should a client desire interior upgrades such as carpet, casework or furnishings, a storyboard may be necessary or desired. It is important to see how carpet, walls and fabric upgrades will impact the overall presentation. FMC will determine whether it should provide a storyboard to catalog the renovation. This is an excellent way for the client to put current and future needs in perspective, although the cost estimate could be adversely impacted by selected finishes. Costs associated with the storyboard (while normally minimal) will be included in the project (for materials only), and FMC may choose not to do a storyboard because of its workload or other factors.

D. Capital Project Summary – FMC completes a Small Capital Project Summary form. This form will identify the cumulative requests of all projects that have been approved, prioritized, estimated and scheduled with concurrence by the requesting component’s, Vice President and the Associate Vice President of Facilities Management. The form will be posted on the FMC website under a heading of Small Capital Projects for reference by the requestors.

E. Construction/Renovation – Subsequent to the completion of all required documenting, FMC will commence work with the highest priority project on the dates scheduled. It is the responsibility of each department to review the schedule thoroughly to assure that the dates agreed upon do not conflict with academic or other program initiatives.

F. Punch List – When the work is complete, a walk through inspection is conducted by FMC and the client. A punch list is a written summary of deficiencies, omissions, blemishes, quality control or standards corrections, or client observations relating to the scope of work identified by the inspection. These minor corrections will be completed prior to the project close out; listed corrections are completed by FMC. Upon completion of the punch list the client will be required to sign off on final acceptance of job. The client will be provided (and encouraged to complete and return) the FMC self appraisal and program assessment card called “You’re the Boss”. Completion of this document allows FMC to close the project. That line item will then be shaded red on the Small Project Summary. A more comprehensive online survey is also available on the FMC website.

By signature approval of the documents in this policy, the requestor further agrees that cancellation of the scheduled work for any reason will result in rescheduling of that work by FMC. The rescheduled work will be completed only after all other work for that fiscal year is accomplished or the Vice President may choose to reprioritize the project for the following year. Everyone must plan; there will be no changes for any reason.

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Approved by: Harold D. Johnson, Associate Vice President