What's involved in undertaking a remodeling project in L&S?

Overview

Remodeling projects may be initiated in two ways. The more common, and recommended, method is for a department to include a request in response to a call for project requests in which the College has an opportunity to consider or propose projects for funding at the college level. Opportunities to propose remodeling, both instructional and research, occur early in the fall semester. This schedule allows departments an opportunity to focus on their remodeling needs at one time without needing to be concerned about submitting a project request at the "right time" for the funding source. Departments may also request funding as an unexpected need arises and/or propose a remodeling project if departmental funding is already available. Occasionally an Instructional Laboratory Modernization (ILM) project request will have a remodeling component. The call for ILM projects occurs early in the fall semester as well. If an ILM project is funded with a remodeling component included, the Dean's Office will slot the project into the Physical Plant remodeling process. (More information about the ILM program is provided in the "What is the Instructional Laboratory Modernization (ILM) Program?" document.)

To begin the process of estimating a potential remodeling project, submit a work order to Physical Plant (PP) via Assetworks ReADY (NetID authentication required). For more information about PP Campus Renovation Services (CRS) contact PP Customer Service by email at ppcustomerservice@fmp.wisc.edu.

Departments will work with CRS within Physical Plant in carrying out remodeling projects. CRS is charged with balancing the needs and expectations of the UW-Madison community and those of the State Division of Facilities Development (DFD) for improved design and construction services of small remodeling projects. CRS's primary objectives are to establish a responsive, consistent and cost-effective delivery system for remodeling projects; to meet DFD's accountability expectations; to minimize the backlog of remodeling project requests awaiting FP&M services; and to increase customer involvement and communication. This process has greatly reduced the backlog of deferred maintenance over the past five years.

The project dollar limit for CRS is $300,000. Projects that cost more than $300,000 and are not funded 100% with gift funds must go through a separate approved process.  Please contact Fawn Behrens-Smith for more information.

Projects require administrative review at the College level and Physical Plant. Physical Plant considers the feasibility of the project, including both architectural and engineering reviews, which can be quite time-consuming even if funds are available.

Funding Sources

Funding for projects may come from the following sources:

• Departmental funding.
• Indirect cost funding usually provided annually to the College some months after the campus indirect cost exercise. The College may allocate a portion of this funding to help meet important needs identified.
• The ILM program as part of grant submission.
• The Space and Remodeling Policies Committee (SRPC)

The SRPC also provides funding through two distinct programs for general assignment classroom remodeling projects. The first is for classroom remodeling, which is intended to provide nuts and bolts improvements (lighting, seats, floors, etc.) to general assignment classrooms. The second is for classroom modernization, which is primarily an instructional equipment upgrade opportunity, although minor remodeling can be included in a comprehensive classroom upgrade. Requests for classroom improvements through these funding opportunities are invited in the fall semester as well.

Proposing Remodeling Projects

To propose a remodeling project, first review needs within your department/unit to determine the project scope. Summarize the final needs determined and review with the chair/director to obtain their approval. When approved, email final scope summary to Fawn Behrens-Smith (fawn.behrens-smith@wisc.edu) to request project. This email should include project funding source(s), budget limitation, and anticipated furniture and equipment. 

Requests received will be reviewed by college administration. With administrative support the project will be submitted to FP&M Physical Plant for their feedback and a rough order of magnitude cost.  

We encourage departments to keep us informed and up to date concerning their remodeling needs. It is often a very long time between the request for a project and its eventual funding, and some projects never achieve high enough priority to receive scarce remodeling funds. However, since opportunity sometimes comes on an unscheduled basis if we are in a position to move quickly, our awareness of your needs is important. Special funds may become available on an unscheduled basis, so keeping us informed is helpful. It is also important for you to work with CRS soon after funding is approved for a project. Please monitor the progress of your project to ensure an accurate and timely completion. Delays in your project can result in higher costs and account expiration problems. Please contact Fawn Behrens-Smith if you anticipate problems in these areas.