Procedure for Project Management

All renovations, remodeling projects, and new construction require a project work estimate. The Architect/Project Manager, FMC prepares the work estimate. The request will be reviewed and it will be determined whether the project will be completed in house or contracted out.

• The requesting department will contact the Architect/Project Manager and the request will be reviewed to determine feasibility.
• The work estimate is completed and returned to the originating department for authorization along with an IDT.
• Review and concurrence from the Office of Environmental Health and Safety and Police Department are then required, if applicable.
• 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.
• If necessary, the resident Architect, the University of Houston System, or an outside architect or engineer, completes the plans and specifications.
• The finished plans are then submitted to the Office Environmental Health and Safety office for review, if applicable. 
• The requesting department reviews and signs off on final plans.
• For contracted projects, the Architect/Project Manager solicits bids. The UHCL HUB program encourages participation of companies certified as Historically Underutilized Businesses (HUB). General contractors are required to specify the percentage of HUB participation.
• Bid/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:
  • Total cost (usually weighed the highest, typically around 50%)
  • Demonstrated ability to performing similar work.
  • Years of experience with similar type of work.
  • Firm’s capacity (appropriate personnel and financing to complete the job).
  • Key personnel (project managers with the required experience).
  • Institutional experience (working with the state and in an educational environment).
• A preconstruction conference is scheduled with all concerned:
  • Director of Custodial and Grounds.
  • Director of Building Maintenance and Systems Operations.
  • University Police.
  • All departments affected by the construction.
  • Environmental Health and Safety.
  • The general contractor and the major subcontractors.
• Construction starts.
• An FMC project manager is appointed to provide quality assurance.
• Project is completed.
• For all projects, a final punch list of deficiencies is developed.
• For all projects, deficiencies are corrected and final cleanup is done.
• 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.

UHCL Policy Letter: Remodeling and On-Site Contractor Policy.

It is the policy of the University of Houston - Clear Lake to route all requests for remodeling and subcontractor work within the confines of the University through the Facilities Management and Construction office. The reasons for this are as follows:

• On site workers must comply with University and State guidelines for insurance coverage.
• All remodeling must comply with State accessibility laws, the Americans with Disabilities Act, NFPA 101 Life Safety Code, and Texas Commission on Environmental Safety Quality (TCEQ).
• Remodeling projects over $50,000 in scope must be submitted to the Texas Department of Licensing and Regulation for review and inspection.
• Building renovation plans must be coordinated with and amended to the overall building plans on CAD so that all existing plans reflect the actual construction in place.
• All proposed construction documents must be reviewed by the Office of Environmental Health and Safety and the Police Department for compliance. Surfaces and finishes to be demolished or altered must be tested for hazardous materials including asbestos. If asbestos is present, an additional 10 days may be necessary to notify the Texas Department of Health. If any hazardous material is present the materials must be abated in compliance with State and Federal requirements.
• Plans and construction must be coordinated with existing electrical service, emergency power service, heating, ventilating and air conditioning service, sprinkler systems and fire alarms.
• Plans and construction must also be in compliance with building standards for colors, finish quality, volatile organic compounds, hardware, locking quality, function, and energy consumption.
• Renovations must be compiled into the report classifications of the Texas Higher Education Coordinating Board.

In order to comply with these codes, alterations to any building including its structure and/or its installed mechanical and electrical systems require inspection from the authority supervising the appropriate portion of the governing code. The law and ordinances further specify classifications of work that must be performed under the direct supervision of licensed personnel who are bonded by the city and the state.

Requests for remodeling or subcontractor services should be made by entering a Work Request. An appointment will be made within a week to review the request and a project estimate will be developed for the requestor.

Again, all campus construction must be approved by Facilities Management and Construction. This includes:

• All construction regardless of cost goes through Facilities Management and Construction.
• University of Houston System project design and development of the plans and specifications under the supervision of a Registered Professional Engineer or Architect.
• All new installations of mechanical or electrical systems and any repairs or changes to existing mechanical or electrical systems, other than routine maintenance and replacement of system components. These are performed by a licensed electrician, plumber, or gas fitter as applicable; additionally, inspections are required from any agency having jurisdiction.
• The operation of building systems must be performed under the supervision of a licensed professional. For example, any work on HVAC equipment or equipment with refrigerant is done by an EPA certified professional.