How to request major project works ....

Request for an estimate for project work (major works)
Costs matrix for guidance

July 2009

The Department of Estates generally request that Departments and Schools give Estates adequate notice of requests for project works. Ideally we like to target all significant works planned for the next summer vacation period before Christmas so that the works can be estimated, funding secured, specifications can be prepared and the works tendered. During the period between July and the end of September the Department is fully committed carrying out refurbishments and repairs and can find it difficult to respond to unforeseen works.

There is great benefit in awarding and instructing works to contractors round about the Easter period in order that they can pre-plan and order the materials for any schemes in advance, and be ready to start on site once the students leave. Targeting the preparation of estimates before Easter also fits with the University planning cycle. We appreciate this timeline is not always possible but we have consistently demonstrated that forward planning provides good value for the University – projects are more likely to be completed on time, to budget, and with good quality. By the end of May, it is generally very difficult to deliver projects for September unless they are very straightforward.

It goes without saying that if works are essential or urgent then we shall endeavour to employ consultants to provide estimates but the costs of this will have to be recovered from the department.

We would ask that estimates are only requested for schemes which are likely to proceed. There continue to be a large number of estimates prepared for works which do not proceed. This is a substantial drain on resources and is carried out at the expense of the Department of Estates which is ultimately passed onto Departments.

If you would like the Department of Estates to prepare an estimate for some major capital works, please follow this link which will take you to a form which asks for some specific information about the work your department would like to undertake. The form should be downloaded, completed and returned to the Department of Estates.

When the estimate has been assessed, accurate costs will be prepared but to assist in your decision making process, a cost matrix is attached via this link to give an indication of project works as a guide.

If you have any questions, please email the department.

Martyn Whalley
Director of Estates

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