• Submit Our Service Request Form, by clicking here or by clicking the link on the upper left that says Enter Work Request. 
• On your request please include who, what, when, where and why. 
• Submit your service request by calling FMC (extension 2250).

Interdepartmental Transfer Request (IDT)
(How a service order or work request is paid)

All requests other than service requests are charged by an IDT.  The following are examples of work performed on an IDT:

1. Bulletin boards or pictures hung.
2. Moving modular furniture, boxes, etc to storage.
3. Install signs.
4. Move furniture (desks, copiers, etc.).
5. Install specialized lab equipment.
6. Construction of shelving.

The IDTs completed, as in-house projects will include charges for materials only.  The IDTs completed by outside contractor will include contractor labor and materials charges.

Project Work Estimates
(Small construction projects or major repairs)

All renovations, remodeling projects, and new construction require a project work estimate.  The Director of Interior Design and Space Utilization, FMC (extension 2256) prepares the work estimate.  An example is found at the end of this service manual. Of these requests, smaller projects will be completed in house.

Click to see a example

Procedure For Getting A Project Built

The department initiating a construction project must contact FMC.

Procedure for getting a project done:

1. The department head contacts FMC for a work estimate (extension 2256).
2. The Director for Interior Design, Space Planning, and Contract Administration will review each request to determine feasibility.  
3. The work estimate is completed and returned to the originating department for authorization.  
4. Once the department head approves the estimate, the department’s business coordinator assigns the appropriate cost center.
5. Review and concurrence from the Office of Environmental Health and Safety and Police Department are then required.
6. For in-house projects, copies of the job order, scope of work, drawings, plans, specifications, and/or construction standards are prepared and given to the appropriate shop or supervisor; this starts the project.
7. If necessary, the resident Architect, the University of Houston System, or an outside architect or engineer, completes the plans and specifications.
8. The finished plans are then submitted to the Office Environmental Health and Safety office for review.
9. For contracted projects, the Director for Interior Design, Space Planning, and Contract Administration solicits bids.  The UHCL HUB program encourages participation of companies certified a Historically Underutilized Businesses (HUB). General contractors are required to specify the percentage of HUB participation.  
10.  A pre-bid meeting is set up, if necessary.
11. Bids are opened.  
12. Bid or contractor selection is done using Best Value Criteria (BVC); not necessarily the lowest bidder. The BVC includes different factors which are weighed based on the complexity and type of project:
    1. Total cost (usually weighed the highest, typically around 50%)
    2. Demonstrated ability to performing similar work.
    3. Years of experience with similar type of work.
    4. Firm’s capacity (appropriate personnel and financing to complete the job).
    5. Key personnel (project managers with the required experience).
    6. Institutional experience (working with the state and in an educational environment).
13. A preconstruction conference is scheduled with all concerned:
    1. Director of Custodial and Grounds.
    2. Director of Building Maintenance and Utilities Operations.
    3. University Police.
    4. All departments affected by the construction.
    5. Environmental Health and Safety.
    6. The general contractor and the major subcontractors.
14. Construction starts.
15. An FMC project manager is appointed to provide quality assurance.
16. Project is completed.
17. For all projects, a final punch list of deficiencies is developed.
18. For all projects, deficiencies are corrected and final cleanup is done.
19. For all projects, the job is closed and final charges are made.

Capital Improvement Projects

Capital improvement projects include all changes made to the interior or exterior of the physical buildings which will improve the life expectancy of the facilities, including the replacement of electrical systems, air-conditioning systems, fire and safety systems, elevators, etc.  Major changes in systems such as suite remodeling or new roofing require budget funding and must be reported to The Higher Education Coordination Board via the Master Plan.  All capital improvements projects must be authorized as follows: 

1. Assistant Vice President for Facilities Management and Construction up to  $50,000.
2. Vice President for Administration and Finance up to $100,000.
3. President UHCL up to $300,000.
4. University of Houston System approves anything over $300,000.
   

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