Facilities Management provides services to assist customers with minor remodeling and construction projects. The Facilities Management in-house engineers, managers, designers, and trades are here to help you achieve the mission of the University.
Estimates are not given on any project where it appears the cost will be less than $500. On these projects, if you agree to proceed with the work, the project will be scheduled, and you will be billed for for the actual cost of the work.
Prior to beginning any type of excavation on University property, contractors must request and receive a utility locate for the entire planned excavation area. This is necessary to minimize the possibility of unplanned outages and/or possible serious accident or injury. The Facilities Management Engineering department will coordinate with outside contractors and will assist, when necessary, in initiating the utility locate via the Oklahoma One-Call System (OKIE-1). Utility locates will be provided forty-eight hours after the request is made and are good for ten days. Call (405)325-3060 for more information.
Facilities Management is the department charged with maintenance and repair of all academic facilities. Any physical modifications to these facilities must be approved in advance by Facilities Management. Such modifications may include but are not limited to erection of antennas, do-it-yourself projects, and the use of any facility or part of a facility for other than its intended purpose. Requests for approval should be addressed to the Director of Facilities Management.
Facilities Management will assist departments who are interested in installing additional security equipment by recommending appropriate systems, which can be remotely monitored via existing equipment at OUPD. The department bears the cost of design and installation, as well as the monthly telephone line charge associated with monitored security alarm systems and all future maintenance/standard operation costs of the system. Departments that elect to have systems installed by an outside contractor must coordinate with OUPD and will assume responsibility for maintaining a continuous service contract with the vendor.
Building fire alarm systems are installed and maintained by Facilities Management.
Due to the fragile nature of roof membranes and for safety considerations, access to all roof areas is restricted to those individuals having a legitimate need for such access. Temporary roof access by academic departments, contractors, or others will be considered on a case-by-case basis by the Director of Facilities Management. Either an employee of Facilities Management or an OUPD officer will normally accompany individuals or groups authorized by Facilities Management to access a roof area.
Facilities Management has a process to more efficiently handle project requests campus-wide. This process examines how each individual project affects the overall mission of the University and to continue academic excellence. Our goal will continue to be meeting the University’s ever-changing needs by providing construction services. We need the cooperation and participation of Students, Faculty, Staff, and Administration in order for this process to succeed most effectively. As a result, the Department of Facilities Management commits to providing quality projects on-time and under budget.
All project requests must be submitted by the deadlines stated in the Facilities Management memo. Request must be made through the project request form located at www.ou.edu/facilities. Pertinent information will be required in order to generate your request. Please be prepared to provide the building name, room numbers, general scope of work, and contact person for this project. These items are required to move forward. The project request will be placed in the Project Queue.
The FM estimator will generate a preliminary estimate (ballpark) that will include + / - percentage due to unknown activities that may be required once the project has been evaluated by engineering. The purpose of the preliminary estimate is to provide a budget number to the customer so they can determine the funding and feasibility of the project.
The preliminary estimate will be sent to the customer for review and approval. At this time the customer can sign the preliminary estimate indicating that funds are available or decline indicating that funds are not available. If the preliminary estimate is approved the customer must provide a funding source and a budget account number to have the project placed on the engineering schedule or the construction schedule. If the funding letter is not returned in 14 days, Facilities Management will assume funding is not available and will remove the project from our project request file.
Once the project is placed on the engineering schedule the engineering department will start the design development phase of the process. Design details will be completed and project reviews will be conducted with the customer and the project manager. A minimum of one design review will be conducted at 30 – 50% review. The design drawings will be complete at 95% design.
The 95% design drawings will be provided to the estimator for a construction estimate. The completed estimate and 95% design drawings will be provided to the project manager for review and distribution to the trade supervisors. If the project will be completed by on call contractors or a General Contractor the drawings will be identified as Issued for Bid and the proper process will be followed to obtain competitive pricing. The competitive pricing received will be used as the final estimate.
For FM self-performed projects the trade supervisors will review the 95% design drawings for constructability issues as well as the estimate for accuracy. A follow up meeting with the engineering department, trade supervisors, estimator, and project manager will be scheduled to relay any constructability and estimate issues.
Construction documents will be produced incorporating any constructability issues identified during the trades review or clarifications identified during the bidding process. The construction documents will be distributed to the inspections department and reviewed / stamped for code conformance. The construction documents will be distributed to the estimator (for FM self-performed projects) and project manager.
The estimator will review the construction documents and incorporate any revisions due to the constructability / estimate review with the trade supervisors. The final estimate will be provided to the project manager for distribution to the customer for approval.
The final estimate will be provided to the customer on a final budget letter. Once the budget letter has been provided it must be returned to the project manager in 14 days or the project will be removed from the project queue. A project cancelled at this point will be liable for any cost associated to date.
Construction schedule is the phase in which the project is assigned a start date, activity durations, and a completion date. At this time all materials have been ordered and a building permit has been obtained. A project will only be scheduled when all other phases of the project process have been completed. The customer will be notified by the project manager when a start date has been assigned to the project. At this time the project manager will review the construction schedule with the customer. Once construction begins, the project space will become the property of Facilities Management and locks will be changed to construction cores. All non-construction personnel will be required to be escorted by the project manager for site visits. All visitors will be required to wear proper personal protective equipment during site visits. Depending on the complexity and size of the project the possibility of progress meetings with the customer will be explored. When all construction activities have been completed, a punch list will be developed by the project manager, completed by construction personnel, and custodial services will perform a final clean. When these activities have been completed a building inspection by Facilities Management inspectors and the University Fire Marshal will be performed to obtain the certificate of occupancy. At this time the project manager will schedule a walk through with the customer for an orientation of the completed project.
