The first step in every renovation request is to submit an Interdepartmental Service Request (ISR) in HokieMart. Upon receipt of a request, Facilities will assign a project manager and a HokieServ work order number. Customers can use the HokieServ work order number to track the project and expenses throughout the design and construction process.
Design Delivery Methods
Depending on the request and complexity, a project may be approached in one of two ways:
- No Design: If the request is simple, it can go straight into construction. (ex. painting, carpet, window treatments, etc.)
- Architectural-Engineer Services: Professionally licensed design consultants contracted to provide feasibility studies, design, bidding, and construction administration
Every design has some element of review required. It is the project manager’s responsibility to ensure these reviews are conducted as part of the project development process.
There are several bidding methods used for renovation projects. The method is determined based on several factors including budget, schedule, materials, and completion date. In all projects, Facilities follows required procurement guidelines. The following procurement methods are used for project delivery:
- Time and Materials: Contract labor and university procured materials
- Single Quote, Firm-Priced, Fixed Fee (Less than $10,000)
- 3-Bid, Firm-Priced, Fixed-Fee (Less than $50,000)
- VASCUPP: Unit price services, material, and goods
- On Demand Contracting: Pre-Qualified general contractors for projects less than $300,000
- Commercial Competitive Bids: All projects over $300,000
It is not unusual to discover unanticipated conditions or have extenuating circumstances including additional work requested by the customer. If a plan is changed after the final approval of the design, a review for building code compliance and approval of the changed design is required prior to construction of the changed item. Changes and/or modifications in the scope of work may result in additional time and charges. Change orders must be approved by the customer and processed to address any impacts to the approved budget.
Regardless of the method of project procurement chosen, Facilities personnel must manage all projects. A project manager or project coordinator is assigned to every project to keep project activities coordinated and the customer informed. All questions or concerns a customer might have should be directed to their assigned project manager and/or the project coordinator rather than the contractor.
Facilities must charge fees for project overhead as determined by the University Controller's Office.
The warranty period for most completed projects is one year. Extended warranties may be possible for certain components involved in renovation projects. Extended warranties should be discussed during project planning.
All renovation projects which affect state owned facilities or use state funds for leased facilities are subject to review and approval, and must comply with University Policy 5405: Non-Capital Construction, Renovation, Maintenance and Repair of University-Owned Facilities. Most renovation projects will require permitting, review, and inspection by the University Building Official.