University of Iowa Facilities Management: Planning, Design & Construction

Self Service
Space Improvements

Facilities Management and Purchasing have teamed up to offer departments an easy, self-service way to coordinate minor paint, carpet, and furniture projects. You determine the scope of your project, coordinate your services, and select your vendor online.

How It Works

You can work directly with University approved vendors to obtain estimates for minor facilities improvement projects without the need to go through Facilities Management. Your department administrator must provide approval to request the estimate and to verify funding. You will be responsible for the coordination of services, selection of finishes and furniture layouts that meet University standards, scheduling of contractors and approval of completed work.

If this option doesn’t sound right for your department, you may seek assistance from our Facilities Management Interior Designers. These services are still available through the Facilities Management website.

Step 1
Scope of work

Review the scope of work with your department administrator and obtain approval to request an estimate for services.
Our designers have provided a list of considerations for each type of project, whether it’s painting, carpet installation or furniture. Review this list to determine the scope of your project and what other services you might need.
Click on “Project Information Form ” to begin entering the information pertinent to your project. This form will be your record of project information that is shared with the vendor.

Step 2
Choose a vendor

Review the available vendors for your project. This list provides vendors that have been approved by UI Purchasing.

Step 3
Request an estimate

Once you have selected an approved vendor, contact them by e-mail or phone to request a site visit, obtain a quote and samples. You will work directly with your chosen vendor on scheduling, selection of finishes, furniture layout and approval of completed work.

Step 4
Departmental approval

The quote must be approved by the department administrator and the funding source identified prior to processing an electronic purchase requisition.

Step 5
Process the quote

If the quoted amount is BELOW the designated limit of this program, generate an electronic purchase requisition to the selected vendor.
If the quoted amount is ABOVE the designated limit of this program, you will need to issue a project request in order to accomplish the intended work. The project request can be made through the Facilities Management website.

Step 6
Completion of Work

Upon establishment of the purchase order to the selected vendor, it will be your responsibility to schedule work, coordinate access, review and confirm completion of work, and process payments.
Appropriate records should be maintained for any auditing purposes.

If you have questions or need assistance, please call us at 319-335-1283.

Painting
This self service option is available for quotes below $10,000. If the quote exceeds this amount, proceed to the FM website to process a project requisition for this work. The following considerations will determine the price and scope of the requested work.
	Be prepared to discuss the following with the vendor.
	What is the condition of walls? What is the wall construction? What is the existing wall finish? Do you have wall mounted items to be removed? Do you need to schedule freestanding furniture removal with either the furniture dealer or FM Moving Services Commercial Movers? Do you need to schedule systems furniture removal that has electrical connections with FM Work Control? What paint color are you selecting? Have you referenced the building standards for product selection? Have you referenced The University of Iowa Design Standards & Procedures at the FM website for product selection?


Carpet
This self service option is available for quotes below $10,000. If the quote exceeds this amount, proceed to the FM website to process a project requisition for this work. The following considerations will determine the price and scope of the requested work.
	Be prepared to discuss the following with the vendor.
	Contact Environmental Services for an asbestos survey to verify if asbestos is present in the floor tile and/or mastic. If asbestos is confirmed, you will need to schedule the asbestos abatement with Environmental Services prior to the carpet installation. What is the condition of the existing flooring and underlayment? Do you need to schedule systems furniture removal that has electrical connections with FM Work Control? Have you referenced the building standards for product selection? Have you referenced The University of Iowa Design Standards & Procedures at the FM website for product selection?


Furniture
This self service option is available per the established Purchasing contracts. Iowa Code determines the maximum purchase amount. The following considerations will determine the price and scope of the requested work.
	Be prepared to discuss the following with the vendor.
	Have you referenced the building standards for product selection? Is the floor plan ADA compliant? Do you need to coordinate electrical services with FM Work Control? Do you need to coordinate the data services with ITS? Do you need to contact FM Moving Services or commercial movers for removal of the existing furniture?