When do I need to submit a work request?
Any work that is not a building maintenance issue or a building emergency requires a work request. This type of work can be anywhere from a simple key/lock replacement to something as complex as the design and renovation of an office suite or laboratory.
How do I submit a work request?
All work requests are submitted through TUmarketplace by selecting either I-HSC OFM Work Order for services at the Health Sciences Center or I-OFM WORK ORDER – Main for services at the Main or Ambler Campuses. Work requests require the same authorization and account information needed for departmental purchases.
What happens after I submit a work request?
For a project that is not maintenance related, the work request is sent to the Project Delivery Group and they coordinate with the requestor to develop conceptual architectural plans. The group will then develop a project cost estimate. The estimate is then submitted to the requestor for approval and if over $50,000 for Capital Expenditure Request (CER) development and approval.
What happens after the estimate is approved?
After the requestor approves the estimate and the CER is approved (if required), the Project Delivery Group develops the conceptual plans used for the estimate into a full construction set, including detailed architectural plans, finish selections and furniture plans, and the mechanical, electrical, and plumbing designs if applicable. This set of plans becomes the bidding and permitting set. The design process can take several weeks to several months depending on the complexity of the project.
What happens once the bidding and permit set is ready?
Permitting: The Project Delivery Group Design Project Manager (DPM) takes the permit set and submits it to the state for approval. The state has up to 30 days to review the plans. If comments are not received, this becomes the set of plans that the state inspector uses to review the construction progress. If comments are received, the DPM coordinates the revisions with the applicable designers and resubmits the plans to the state for subsequent reviews until an approved set is received. Each submission can take up to 30 days. Construction cannot begin until a fully approved permit set is received back from the state.
Bidding: Concurrently, the Project Delivery Group Construction Project Manager (CPM) takes the same set of plans and develops a Scope of Work document and Bid Request. The bid request is submitted for approval by senior management and once approved, is then submitted in TUmarketplace. The TUmarketplace requisition moves through the approval process and once all the approvals are received, the Purchasing Department assigns a Buyer to the bid request. The Buyer works with the CPM to establish a bid schedule and the buyer issues the invitation to bid to the selected contractors in TUebid. The bidding period is typically two to four weeks and includes a pre-bid meeting, a site visit, and a question and answer period.
What happens once the bids are received?
Once the bids are received, the buyer sends the results to a predetermined selection committee for review. The selection committee evaluates the bids, qualifications, and clarifications from each bidder and selects a contractor for award, or if further evaluation is warranted, selects several contractors to de-scope. If de-scope meetings are necessary to interview contractors, these meetings are coordinated with the selection committee. Once the de-scope meetings are held, the selection committee re-evaluates and selects a contractor based upon the results of the interview.
What happens once a contractor is selected?
The CPM submits a “Request to Award” form for approval by senior management. Once approved, the purchasing buyer moves forward with the contract approval form in TUmarketplace which creates a new requisition to coordinate the legal agreement process. The buyer prepares the appropriate contract and sends a copy to the contractor for signature. Once the contractor-executed contract is received, the buyer sends the contract to the Office of University Counsel for review, revisions if required, and approval. The contract is then forwarded to the Office of the CFO for signature. Once a fully executed contract is received back from the Office of the CFO, the contractor can be released to proceed with a project. Purchasing then issues a purchase order, which the contractor uses to invoice the project.
What happens once a project is awarded?
The Project Delivery Group schedules a kick off meeting with the contractor, and the client. The contractor is released to prepare submittals and shop drawings for approval. Materials can be ordered once the approvals are received from the DPM. The construction schedule is updated and a construction start date for the project is coordinated. The CPM becomes the point of contact for the client and the contractor and manages the schedule and budget for the project. Project status reports are issued monthly to the client to provide a snapshot of where the project stands.