Contacts

Design Standards

Work Order Request

Any renovation or construction work that will cost more than $1,000 is considered a “Project” at the Physical Plant Department. Such work will be managed by one of our experienced project management staff. Examples of work that requires implementation by a project manager might include the addition of case work to a research lab, the extension or improvement of electrical service, and installation of fixed seating. Examples of expenditures that do not require the assistance of Physical Plant Project Manager include new data wiring and moveable furniture. However, we are happy to assist you in the implementation of both of these examples as well. To support the Project Management staff, we must collect Project Management Fees.

Throughout the project, we work closely with the users, and depend on your assistance and expertise for a successful result. (tips for an efficient project) We will need assistance in gaining access to the area being renovated for the contractors, any consultants, and ourselves. We will request your review of scoping documents, plans, and estimates. We are happy to work with you to create a scope that meets your budgetary and program needs.

Project Managers

We have a very strong team of Project Managers with experience in all aspects of design, cost estimating and construction.

Project Management Process:

The process for planning and implementing projects is as follows:

1. The User or Requester contacts the Director in charge of Projects (Janice Davey 973-350-8304) to request that a project be initiated and a project manager assigned.

2. The Director meets with the user to define needs preliminarily.

3. An administration contact for the user’s department is assigned if it is not the user.

4. Considering work loads and project requirements, the Director assigns a Project Manager.

5. The Project Manager and user define:

• Project Scope
• Schedule Requirements
• Access Issues

6. The Project Manager prepares the scope in both text and sketches and estimates the cost of the project and forwards a Cost Estimate to the user including a cover sheet describing how to transfer funding and a detailed breakdown of the cost.

7. For major projects, we retain an Architect or Engineer for design services. The cost of these services will be relayed to the user. Design work can begin upon receipt of only design funding.

8. The User Obtains Funding and Transfers it to Physical Plant
Once Funding is Received:

9. The Project Manager requests bids from a select bidders list.

10. The PM issues PO to lowest bidder.

11. The Contractor gathers equipment and plans the project.

12. The User gathers user-supplied equipment.

13. Construction commences.

14. The Project Manager observes construction and responds to problems.

Major Projects Requiring Architect or Engineering Design

On large or complicated projects, we will retain the services of an outside Architect or Engineering consultant to prepare Plans and Specifications. The consultants will work with the Project Manager and the user to define the required scope, develop cost estimates, define construction schedules, design the work, and assist during construction. Projects requiring these design services require far more advance planning and time for completion.

Financial Issues and Cost Estimating

Physical Plant Project Managers request multiple prices from contractors for all projects which will exceed $1,000, except when there is only one sole source provider, or when there is an emergent and immediate need for the project. Projects which will cost more than the bid threshold ($40,000) require formal bidding which extends schedule as all of the bidders must attend a pre-bid conference together and submit their bids at the same time. The reason for requesting the multiple bids is to save money for the user by assuring we are getting the best price.

Cost Estimating by the Project Manager is generally based on our most recent experience with similar projects. Sometimes we also obtain a budget price from one contractor to confirm our estimates.

A construction contingency of 10% is included in every cost estimate. This contingency is intended to cover costs which were not anticipated at the time of the design or changes in the scope.

Any leftover funding is returned to users at the completion of the project.

Information Required for an Efficient Project

Our users can help us in implementing the project in the most efficient and timely manner by providing us with the following information during the development of the scope and the design:

• Full Disclosure of Project Requirements at the beginning of the project
• Cut Sheets or Descriptions of any user supplied equipment
• Real Project Deadlines
• Timely funding
• Plenty of advance notice
• Patience and understanding – Numerous projects are already scheduled by PMs

Project Management Fees

There is a fee associated with the provision of Project Management Services because our normal State Budget does not cover renovation work. The PM staff is, for the most part funded by the PM fees we collect from each project. Our projects have two primary types, and the method for deriving the PM fees is different for each:

We collect a fee of 5 to 10% of the total funding on smaller projects (under $2M) that require allot of attention. These smaller projects we coordinate all of the contractors instead of hiring one general contractor (GC) to oversee all of the work or projects that we design ourselves. When we act as the GC, we actually save on overall project construction cost since a GC will mark up the subcontractors costs by 10 to 15 %.

Larger projects over $2M typically have a project managment fee under 5%.

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