Requesting Estimates for Minor Repairs, Alterations, and Additions

Purpose

To establish consistent parameters for requesting estimates for minor repairs, alterations and renovations of campus buildings.

Scope

This policy applies to the development of estimates for proposed minor repairs, alterations, and additions to facilities at the University of Illinois at Urbana-Champaign. The policy does not apply to proposed new capital projects such as new buildings, major renovations, or major additions. Proposed capital projects are to be submitted to the Capital Planning Department of the Capital Programs Division of Facilities & Services.

Authority

Executive Director of Facilities & Services

Policy

All requests for estimates for minor repairs, alterations, and additions must be submitted to Facilities & Services.

Definitions

  • Budget and Planning Estimate means a quick and reasonable range of costs for a given project that is solely for budget and planning purposes and is not a construction estimate.
  • Engineering Estimate means a price for professional services to develop and document the scope of work. It does not include actual or anticipated construction costs.
  • Fixed-Price Bid means a price that is not subject to adjustment because of variations in the cost of performing the work specified in the bid other than customary provisions authorizing price adjustments due to modifications to the scope of work.
  • Time and Material Estimate means an agreed basis for labor performed and payment for materials supplied. A time and material estimate is treated as an indefinite quantity estimate.

Processes/Procedures/Guidelines

All requests for estimates must be entered through the Facilities & Services portal (my.fs.illinois.edu). The request will be routed to appropriate service providers within Facilities & Services. The service providers will contact the requestor if further information is needed to complete the work. When necessary, a representative from Facilities & Services will be assigned to coordinate the work of multiple service providers.

For Budget and Planning Estimates:
A representative from Facilities & Services will provide this estimate using gross unit costs and estimated areas with the understanding that the scope of work is not completely defined. Engineering review is limited to general conversations about the electrical, mechanical, and structural needs and existing site conditions. Actual construction costs will vary based on adherence to the scope of work identified and defined in the original estimate, as well as phasing and scheduling changes that occur subsequent to original discussions.

For Time and Material Estimates:
A representative from Facilities & Services will work with the unit contact person to clearly define the scope of work in writing. Reasonable architectural and engineering design may be involved to develop a detailed scope of work and to create construction documents. Itemization of cost components will not be provided to the unit. Estimates older than 30 days may not be accurate or valid due to various factors, and an updated estimate may be required.

For Fixed-Cost Bids:
A representative from Facilities & Services will work with the unit contact person to clearly define the scope of work in writing. Architectural and engineering design is often required to develop the scope and create construction documents. Itemization of cost components will not be provided. Estimates older than 30 days may not be accurate or valid due to various factors, and an updated bid may be required.

For Engineering Design Services Estimates:
The unit or a Facilities & Services department may engage the Facilities & Services Engineering Design Services department to develop a scope of work and create construction documents as required. Costs associated with these services will be charged to the unit.

Exceptions

None

Contact

Any questions relating to this policy should be directed to the Director of Engineering & Construction Services Division, (217) 244-6425.