lthough primarily tasked with performing maintenance in existing University buildings, Physical Plant provides services to assist customers with minor remodeling and construction projects. Departments have the option to select work to be done by Physical Plant, Physical Plant's outside contractor, another outside contractor, or a combination of the above methods. Departments should consult with the Physical Plant prior to purchasing any materials or equipment, which may involve building modifications or utility connections.

Requests which exceed Physical Plant's in-house capability will normally be referred to Architectural and Engineering (A&E) Services for accomplishment. The customer will be advised when a referral is necessary.

The Physical Plant in-house engineers, managers, designers, and trades are here to help you achieve the mission of the University. We provide remodeling and renovation services as well as assisting with equipment installations. We understand that a cost estimate is often necessary to secure funding and to develop budgets. For this reason, we have developed a two-step estimating process, which helps us determine if your project is within the capabilities of Physical Plant.

Your first step with any project is to realize that you need us to help you solve a problem. When you need our help, call our Logistics Support staff at 325-6411. Written requests may be sent by fax to 325-3357 or e-mailed to the contact listed on our web site. You will need to include the building, room numbers, general scope of work, and contact person. The Engineering Manager will then review the request.

If the scope of the project appears to involve only one trade or that it will not exceed $1,500, an estimate will be e-mailed to you (or the contact person). No detailed estimates are prepared for these types of projects. You may then accept or reject the estimate. When accepted, the project will be scheduled with our trades. You will be billed for the Actual Cost of the project.

If the scope of work is expected to exceed $1,500, the request will be forwarded to our Facilities Designer. Within three days of receiving the request, you (or the contact person) will be called to schedule a meeting. During this meeting, the Facilities Designer will look at the project area and discuss your needs and expectations. This information will be used to develop preliminary drawings. Our Engineers will also be consulted. All of this information will then be forwarded to our Estimator to develop an approximate cost range. It will not be a specific price of what the work will cost.

Within one week to one month from your meeting (depending upon the scope of the project), you will receive an estimate in a Budget Letter. This estimate is usually high because the details of the project have not been developed. You may accept or reject the estimate and may do so at no cost to your department. If you accept the estimate, you are indicating that the scope appears correct and that you have the appropriate funds. The project proceeds to Step Two - the Detailed Estimate. However, if the costs for the scope of work exceed $125,000, the project will be forwarded to Architectural and Engineering Services for consultant selection, design development, and document preparation.

You have two options in this phase.

• For the first option, you may proceed at Actual Cost, which means you will not actually receive a detailed estimate. The project will be scheduled as soon as construction documents are prepared and approved. You will then be billed for the Actual Cost of the project, as well as costs associated with the estimate. These costs include document preparation and asbestos surveys.
 
 

• With the second option, construction documents are prepared. The Facilities Designer and Engineers will work with you to further develop the scope of work and details of the project.
   
  When completed, the drawings will be ready for your review, correction, and approval. Approved drawings are issued to the Estimator to prepare the detailed estimate.

This process will take approximately two weeks to one month depending upon the scope of work. You will receive the Detailed Estimate in a Not to Exceed (NTE) Letter. Along with the NTE cost range and a brief description, you will receive a detailed scope of work, construction documents, and/or construction plans. These will be forwarded to you for approval or rejection.

If you reject the Detailed Estimate in the Not to Exceed (NTE) Letter, you will receive an invoice covering the cost associated with the estimate, document preparation, and asbestos surveys.

If you accept the Detailed Estimate in the Not to Exceed (NTE) Letter, our staff will evaluate the project to determine the best way to meet your needs. Factors affecting this decision include your time constraints for construction, the projected workload of our trades, and the availability of in-house trades necessary to complete your project.

The Physical Plant trades will perform projects under $75,000 unless time constraints or in-house staffing conflict with your needs. If so, the project will be constructed by our On-Call Contractor. Physical Plant will still manage your project.

Projects between $75,000 and $125,000 are evaluated in more detail. These projects place a greater burden on our in-house capabilities and are often constructed by our On-Call Contractor. Again, Physical Plant will still manage your project.

If the Detailed Estimate exceeds $125,000, the project may require administrative approval to proceed.

Projects that include work to the exterior of a building or adding new structures are referred to Architectural and Engineering Services.

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 Physical Plant 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 325-6411 for more information.

Physical Plant is the department charged with maintenance and repair of all academic facilities. Any physical modifications to these facilities must be approved in advance by Physical Plant. 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 Physical Plant.

Physical Plant 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 who 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 Physical Plant.

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 Physical Plant. Either an employee of Physical Plant or an OUPD officer will normally accompany individuals or groups authorized by Physical Plant to access a roof area.

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