If you require more details on any subject, please contact Barb Blackner.
(barb.blackner@ad.umanitoba.ca or phone 8267)
- What happens to my Req 7 (Requisition for New Work) when I send it to Physical Plant?
- What is the difference between a Level 1 and a Level 2 estimate?
- Is there a charge for a Level 2 estimate?
- What if I indicated a due date for the estimate on the Req 7(Requisition for New Work) form, but it's past the due date?
- What are Cross Functional Teams and how do they work?
- What does the "Controlled Product Usage: section on the Req 7 (Requisition for New Work) form refer to?
- I have a question about a charge related to a project - what should I do?
- If a project is contracted out, will it be completed faster than if it is done by in-house trades?
- Can someone who is not a Single Point of Contact place work requests?
- Why is there a Primary and a Backup Single Point of Contact?
- What happens to my maintenance request after I submit it to the Work Order Desk?
1. What happens to my Req 7 (Requisition for New Work) when I send it to Physical Plant?
Marcy Fritz receives all Reqs at Fort Garry, and Sherrin Smart receives all Reqs at Bannatyne. Marcy or Sherrin assigns a Req number and the Req number is emailed back to the requester (normally within one to two days of receipt of the Req). At the same time Marcy/Sherrin triages the request and forwards it to the appropriate work group. as follows:
- If the job requires architectural and/or engineering design work, it will be forwarded to Renate Scanlon who handles all incoming projects for Architectural & Engineering Services who will assign the project to a lead designer. Renate may contact the requester for additional information in order to provide more details to the designer, and to insure compliance with EHSO (Environmental Health and Safety Office) requirements.
- If the job does not require architectural and/or engineering design work Marcy/Sherrin will create work orders for appropriate trades shop(s), either for an estimate if requested, or to proceed with the work. If an estimate is required, it will normally be sent to the requester within approximately one week.
- If the job is for minor work which can be completed via a single work order, which does not involve material being ordered, and which does not require an estimate, the Req will be forwarded to the Work Order Desk, and it will be handled as a simple billed work order.
In all of the above scenarios, the client is advised how the Req is being handled, in the email that acknowledges receipt of the request and provides the Req number. Clients are asked to maintain this number in their file, as it is the best way of referring to the Req. If clients have questions they may contact Marcy (marcy.fritz@ad.uamnitoba.ca or phone 6473) or Sherrin (sherrin.smart@ad.umanitoba.ca or phone 3636) or, if the Req has been forwarded to Architectural and Engineering Services, they may contact Renate (renate.scanlon@ad.umanitoba.ca or phone 9296)
2. What is the difference between a Level 1 and a Level 2 estimate?
A Level 1 estimate is an order of magnitude estimate that is provided in response to a client request for a general, ballpark idea of project cost. Depending on the scope of the project, the purpose of the estimate, and the timeline involved, the designer will use his/her discretion in deciding if an estimate can be based on historical information, knowledge of similar projects, or an established cost per square foot, or if an action (visiting the jobsite, meeting with the requestor, looking at existing plans, etc.) is appropriate. An order of magnitude estimate is normally appropriate for planning large scale, future projects. Only a limited amount of time can be spent on this type of estimate, and we cannot guarantee any level of accuracy. There is no charge for a Level 1, order of magnitude, estimate.
On the other hand, a Level 2 estimate is a more detailed estimate which takes into consideration more specific factors, finished project: existing services, site conditions, specific user requirements, use/function of the finished project, etc.The designer will take some actions to gather as much information as possible (visiting the jobsite, meeting with the requestor, looking at existing plans). The estimate that is presented to the client is a much more accurate projection of costs, and gives the client a reasonable sense of the costs that would be involved if the project were to proceed in the immediate future.
Please refer to the document "Physical Plant Project Cost Estimates" on our website for more information.
3. Is there a charge for a Level 2 estimate?
An estimate fee of .5% of the estimated construction cost will be charged for every Level 2 estimate that is provided by Physical Plant's Architectural and Engineering Services department. Level 1, or Order of Magnitude "guesstimates", will be provided at no charge. (Please refer to FAQ #2 for an explanation of the difference between Level 1 and Level 2 estimates.)
If a Level 2 estimate is requested, the estimate that we provide will be appropriate for the scope of the project and funding requirements. For example, if an estimate is required for a CFI project, the estimate will be refined to meet CFI submission requirements. Please refer to "Physical Plant Project Cost Estimates" for additional information.
To give you an idea as to the cost of a Level 2 estimate:
- estimated construction cost of $15,000 : fee $75;
- estimated construction cost of $50,000 : fee $250;
- estimated construction cost of $100,000 : fee $500.
These are nominal charges that help offset our true costs, but at the same time provide for real value in a more accurate estimate.
Financial assistance for estimates related to grant-funded projects will be provided be the Office of the VP Research, providing that the Faculty or Department has matching funds to cover the cost of the estimate fee. The Dean of the Faculty or Head of the Administrative Unit must sign off on the request for an estimate before it is submitted to Physical Plant.
We make every effort to meet client expectations, but sometimes unexpected delays are encountered, due to volumes, seasonal demands, or staff absences. If you do not receive an estimate by the due date, please contact Renate Scanlon (renate.scanlon@ad.umanitoba.ca or phone 9296) on projects that have been forwarded Architectural and engineering Services, or Marcy Fritz (marcy.fritz@ad.umanitoba.ca or phone 6473) for projects that are being handled by Trades. (Please refer to the email that was sent to you advising the Req number, which also provides details as to the routing of the Req.) Renate or Marcy will follow up with the appropriate person and get back to you with a response within a day or so.
5. What are Cross functional Teams and how do they work?
When a Req 7 (Requisition for New Work) is assigned to a lead designer, he/she will assemble a team of all parties who may eventually have some involvement with the project, including architectural, mechanical, electrical designers and tradespeople, card access administrator, life safety technician, energy advocate, sustainability coordinator, and commissioning advocate from Physical Plant, as well as representatives from Information Services and Technologies (IST), Audio Visual and Classroom Technology Support, and Environmental Health and Safety Office. All members of this team will provide input and expertise to the project, and open communication will be established right at the beginning of the project. The benefits of this approach are improved communication, better planning and coordination, and ultimately, delivery of a high quality product that meets your needs.
Controlled Products include any materials or chemicals that are regulated by the Transportation of Dangerous Goods Act, Canadian Nuclear Safety Regulations, Explosives Act, Pest Control Products Act, and Workplace Hazardous Materials Information System. It is very important that usage and presence of these materials is declared on the Req 7 (Requisition for New Work) form, and the details provided in the appropriate Controlled Products Form.When the form accompanies the Req 7 form and both are received by Physical Plant, a copy of the form is forwarded to the Environmental Health and Safety Office (EHSO). You are encouraged to discuss all controlled product usage with EHSO prior to submitting the form so that Designers have the best information to formulate a design and estimate. Should the project require removal of controlled products (de-commissioning) EHSO and Physical Plant will work collaboratively with the client to insure these materials are disposed of in a safe manner.
Please refer to the Environmental Health and Safety Office website for the complete Controlled Products Standard
7. I have a question about a charge related to a project - what should I do?
If your project is being handled directly by the trades, please contact Marcy Fritz (marcy.fritz@ad.umanitoba.ca or phone 6473). Marcy will be able to answer questions about interdepartmental or external billings for Physical Plant labour and shop materials. If she needs to obtain additional information from the respective shop(s), she will do that and provide an answer for you.
If your project is being handled by Architectural and Engineering Services, there will be a Project Coordinator responsible for all communication with the client. (The name of the Project Coordinator will be provided to you when the design work is completed and the project moves into the construction phase.) He or she will be happy to answer your questions. Even if your question is related to Physical Plant trades work that was done on the project, directing your question to the Project Coordinator will insure that he or she is involved in all discussions related to the project.
The process remains the same, regardless of who performs the construction. The project proceeds through the estimate, design, and tender stages. At the tender stage according to the CAW collective agreement, the internal trades must be given the first right of refusal for all work which could be done internally. (We do not have the capabilities to perform certain types of work, so that work is automatically tendered.) If the trades do not have the capacity to take the project on or are not able to meet the required deadlines, they may decline the work at which point the project will be tendered to external contractors.
It is important to note that the required project completion date is established during the design stage, so when it goes into the tender stage, all internal and external resources have an equal opportunity to accept or decline the project based on the ability to meet the deadline.
9. Can someone who is not a Single Point if Contact place work requests?
Yes, at this time we still respond to all requests for service or repairs. However, we encourage all departments to channel their requests through a Single Point of Contact, to avoid duplication and insure that there is one person (and a backup) in each department who is aware of all requests, and all service shutdowns initiated by Physical Plant.
we are currently considering the implementation of an Integrated Workplace Management System. We hope that this state-of-the-art technology will include a more intuitive interface, and better access to status and historical information, for departments and requestors. If this initiative proceeds, we may limit user access to Single Points of Contact, which will create more reliance on the SPC network.
As the project progresses, we will also use the SPC database and mailing list to communicate information about any new developments and training events. So stay tuned...
10. Why is there a Primary and a Backup Single Point of Contact?
We ask each department to appoint a primary and backup SPC so that in the event of an absence, hopefully at least one person in each department will be able to act s a liaison with Physical Plant. This is particularly important when we send notifications for equipment or service shutdowns. Although we send these notifications to the building mailing lists maintained by IST, we do not have access to the lists and therefore cannot see the names on the lists. By sending the notification to the primary and backup Single Points of Contact, we insure that at least one person is consistently aware of planned shutdowns and can advise others in the department as necessary.
It's important for the SPC names that we have be kept current - if there is a change in this role, please submit a new SPC form.
As well, please direct any new SPC's to the Single Point of Contact document on our website which explains the role of the SPC.
11. What happens to my maintenance request after I submit it to the Work Order Desk?
Maintenance requests may be submitted via:
- The web-based Work Requester
- email (Work_Orders@Umanitoba.ca or BC_Work_Orders@Umanitoba.ca)
- phone (474-6281 or 789-3636)
When the request is received at the Work Order Desk, a Work Order is created in our computerized maintenance management system, printed (we still use paper work orders at this point but hope to go paperless in the not too-distant-future), and forwarded to the appropriate trades shop(s). But, before creating the work order, the staff at the Work Order Desk obtains as much information as possible in order for the tradesperson to understand the problem, the location, an appropriate time to carry out the repair, the impact on the occupants, and the contact person. The information obtained up front also allows the work to be prioritised and the shop supervisors to schedule the work appropriately. So it is very important for the information to be accurate and complete.
If the request is urgent, or if it is a temperature problem, a leak, or a suspicious smell, the request should be PHONED in (staff are not able to respond to the web-based work requester or email immediately). In these cases, the Work Order Desk staff radios the appropriate trades shop or campus engineer, and someone is dispatched to the site immediately.
For non-urgent requests, the trades shop supervisor reviews the the work order and schedules the work appropriately (please refer to "Maintenance Service Guidelines" on our website for more information regarding prioritisation of service work)
The Work Order Desk at Fort Garry handles approximately 11,000 maintenance requests every year, and the Work Order Desk at Bannatyne handles approximately 3,500 maintenance requests every year. This does not include preventative maintenance work orders(which are system generated, but still require printing, distribution and closeout.)