University Facilities Buying Services from Facilities with
Departmental Funds Procedure
University Facilities
Policy 3.1
Effective date: June 12, 2002
Last Modified: July 15, 2009
Approved by:
Steve Copeland
Background
The University budget allocates funds directly to University Facilities for routine
maintenance and operation of University E&G facilities and grounds. This funding is
intended to maintain University facilities in the condition in which the facilities were
originally provided. Departments must fund discretionary work beyond routine or
emergency maintenance with departmental funds.
Work Requests
Requesting services is described on the University Facilities web site:
http://www.clemson.edu/facilities/service_requests/price_quotations.html. Customer service
specialists are also available at 656-2186. Please have your departmental account number
available for reimbursable work requests. If a department would like an estimate prior to the
start of work, the department should submit a University Facilities CUBO 700 Form to
University Facilities Minor Projects Section. A Minor Project is established and a unique
work request number is assigned for tracking purposes. The work request number should be
referred to in all future inquiries and correspondence.
Minor Projects (Typically less than $100,000.00)
For minor projects, the Construction Services Section within University Facilities prepares a
preliminary cost estimate. Two types of project estimates are offered.
Project Estimates
The requesting department should identify on the CUBO 700 whether they desire a “lump
sum estimate” or a “fixed cost estimate.”
•
“A lump sum estimate” will be provided at no cost and is derived from a brief review of work to
be done compared with cost experience on work of a similar nature; a basic description, and if
applicable, a concept drawing of the scope of the project may be provided. If the department
wishes to proceed with the project, submit the digitally signed CUBO 700 with the account
number to fmojobreq@clemson.edu. University Facilities will schedule project.
•
A “fixed cost estimate” includes a design with drawings and specifications, if required, and a
detailed cost estimate for construction. Depending on the complexity of the project, the services
of a professional consultant may be required. The development of a fixed cost estimate allows
facilities to offer the project at a fixed cost subject to scope increases described later in this policy
under Changing Scope or Cost. If a “fixed cost estimate” is desired, submit a digitally signed
CUBO 700 along with an account number indicating a “fixed cost estimate” is desired. NOTE:
The cost of developing a fixed cost estimate will be billed to the department account on the CUBO
700 regardless of whether the department proceeds with the project.
Estimate Status
Once a Project Manager has been assigned, an e-mail will be sent to the Requestor of work
with the work request number and name of Project Manager completing their work.
Requests for information concerning status of a “lump sum estimate” or “fixed cost estimate”
should be directed to the Minor Projects Manager.
Project Types
Minor projects cost may be charged to customers at “actual cost” or at a “fixed cost”. If
University Facilities can offer a “fixed cost” on a minor project, the CUBO 700 will be
marked with the notation “offered at fixed cost.” Fixed cost work requires a “fixed cost
estimate” in order to develop a detailed estimate (see definition of fixed cost estimate under
Project Estimates).
•
Actual cost - The work performed will be billed at the actual cost. This total may be
more or less than the estimated cost of the project.
•
Fixed cost - The work will be billed at the “fixed cost” regardless of the actual cost
unless the scope is altered by the user. If user changes in the job scope are required,
the fixed cost will be adjusted to reflect the changes. In order to minimize additional
charges, the user should limit scope changes after work has commenced. The entire
fixed cost amount will be billed to the requesting department during the month of
project approval. Additional costs based on change orders will be billed in the month
the change order is approved by the department head.
After receiving either a lump sum or fixed cost estimate, if the department decides to proceed
with the project, all costs incurred including project manager time as well as any outside
consultants will be billed to the project.
Changing Scope or Cost
If a department has elected a “fixed cost” project and desires to make a change in scope, the
customer must submit a University Facilities CUBO 701 form to the Minor Projects Section
describing the changes. The Minor Projects Section will contact the customer regarding
requested changes to their project. A change order signed by the department head must be
received in order for work to proceed. The cost of the change order will be added to the
project cost resulting in a revised “fixed cost”.
Encumbrance
Funding Documents submitted from a fixed cost estimate by the Minor Project Section will
be for the amount of the fixed cost estimate including the cost of developing the fixed cost
estimate. This amount will be encumbered (funds reserved) against the account indicated on
the University Facilities CUBO 700 Form.
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Turn Around Time for Estimates
The average turn-around time for lump sum estimates is 30 days. Lump sum estimates take
less time than a fixed cost estimate due to the effort involved in developing construction
documents and the possible need for outside consultants. Keep in mind that estimated costs
are only an estimate of the project cost and not guaranteed. The requesting department
should be aware that old estimates may no longer reflect current construction costs. If the
department has an old estimate, it is advisable to have the estimate validated prior to
committing resources to a project.
Reference: University Facilities CUBO 700 Form and CUBO 701 Form
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