Contact Assistant Dean Christopher Bruhn (3-0300) with any facility questions.

REMODELING

Definition:  The term "remodeling" is used to mean structural alterations to buildings that require multiple physical plant trade services, not maintenance (such as painting and minor repairs) of facilities. In considering requests for remodeling funds, however, we have some flexibility that might enable us to handle refurbishing or major painting, and we encourage departments to make these needs known to us. Contact Assistant Dean Chris Bruhn to discuss such requests.

Process:  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 "remodeling exercise," in which the College has an opportunity to consider or propose projects for funding at the college or campus 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 late in the fall semester. 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 below.)

Regardless of when a remodeling project is submitted or how it is to be funded, a "Request for Remodeling Project" form must be filled out and submitted to Chris Bruhn to initiate the process. The Physical Plant Project Administration Center (PAC) will not provide assessment services without a signed "Request for Remodeling Project and Cost Estimate" (this link will either opens a new window with the Microsoft Word form open, or you will be asked to save the document to a directory).  For more information about the PAC, visit their website at https://physicalplant.wisc.edu/.

Projects costing between $30,000 and $100,000 follow much the same process as those that cost less than $30,000. However, a key difference is that the campus must request DSF approval to delegate the design and construction to Physical Plant. Typically such approval is given, but it is not guaranteed; typically, up to four to six weeks may be added to the overall process.

"Under-$30,000" projects require administrative review at the College level and consideration by 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.

More information about remodeling procedures can be found at https://physicalplant.wisc.edu/ .

Funding Sources:  Funding for "under-$30,000" projects may come from the following sources:

The SRPC also provides funding through two distinct programs for general assignment classroom remodeling projects, proposed by the Space Management Office (SMO), in this exercise. 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.

Finally, SMO in FP&M manages the Instructional Technology Improvement Program (ITIP). This program is similar to the classroom modernization opportunity mentioned above in that it is intended to overhaul general assignment classroom equipment and environment, but classrooms chosen for this program are selected by SMO. The allocation for ITIP is determined in the biennial budget. A few large lecture halls were the initial focus of this program, but it has now expanded to encompass all sizes of classrooms across campus to provide new instructional technology capacity.

Procedure for Proposing Remodeling Projects:  The procedure for proposing a remodeling project at any time of the year follows.

1) A department faculty or staff member identifies a need for remodeling and fills out Section I of the project request form. This section asks for basic descriptive information about the project and explanation of the need along with any special requirements like construction timing, completion date and funding restrictions. The Department chair must authorize this proposal before Step 2) occurs.

2) The completed form is then sent by the department to the Dean's Office for review and completion of section II. Our office establishes a project priority (high/medium/low) relative to the other projects submitted, as well as available funding, and forwards the completed form to PAC with one of three actions requested: a general scope and definition of the project from PAC's perspective (a broad summary); a full project assessment including architectural/engineering analysis and cost estimate; or an analysis of the project feasibility and preparation of design documents (for projects where funding is already in hand or extremely likely) to move the project toward construction.

3) Depending on the action requested in section II, PAC then completes the step requested by the Dean's Office and provides the appropriate materials. Our office will then make a decision about funding at the appropriate time and discuss the future of the project with the department. Funded projects will then move to the design stage and later to construction. A project coordinator from PAC will be assigned to each project and manage it through all steps in the process, from initiation to funding closeout.

This is an iterative process that requires input from PAC, the Dean's Office, and the department. Requests for current project status and specific procedural questions or queries about background information should be directed to Chris Bruhn.

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 PAC 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 Chris Bruhn if you anticipate problems in these areas.

A maximum cost estimate of $250,000 separates projects that require approval at the College and campus level only, and those that must be put through a longer and less certain process involving the biennial budget and approval by the State Division of Facilities Management (DFM). Projects costing between $100,000 and $250,000 are classed as "Minor" projects, and those over $500,000 are "Major" (see www.fpm.wisc.edu/major).  Because they must be included in the State enumeration process, both minor and major projects require at least a two-year lead time, although a project funded totally with non-State funds may take less planning time. Projects in these categories require consideration by the L&S Facilities Committee, the Campus Space and Remodeling Policies Committee (SRPC), the Campus Planning Committee, System Administration and the Regents, and the DFM. They can be initiated only on an every-other-year cycle. You will receive a call for capital project requests in the fall of odd-numbered years. Refer to the section below for more information about capital projects.

"Capital projects" refer to any construction project or land acquisition in excess of $100,000, whether new construction, an addition, renovation, or infrastructure repair. Major new construction (greater than $500,000) and many major renovations over $500,000 require enumeration in the State biennial budget. The State's Capital Program Budget is the traditional funding source, but practically speaking most major new construction projects require fund-raising for at least half the cost. Repair and replacement projects may be eligible for funding from the State's All-Agency Program, a general reserve fund administered by DSF and available to all state agencies. FP&M staff initiate and direct proposals for infrastructure projects (see www.fpm.wisc.edu/capbudg/). 

The Campus Planning Committee (CPC) reviews and ranks proposals for inclusion in the Capital Building Program, regardless of the funding source. This consideration is a two-year process leading to inclusion in the State biennial budget. In Year One, schools and colleges (in L&S, the Facilities Committee) review proposals put forward by their departments and programs and send priority listings to FP&M. The CPC then selects a limited number of proposals that will be more fully developed for presentation to the CPC during Year Two. Following a semester of weekly presentations, the CPC proposes a ranked six-year capital building program to the Chancellor. The UW-Madison list must subsequently be integrated by the UW System into a single ranked proposal made to the State. The State budget, when it is adopted at the end of this process, incorporates a Capital Building Program for the two years of the biennium. Meanwhile the next two-year cycle begins on campus.

Information about how to propose major projects is included in the Guide for Preparing Capital Budget/Building Requests, prepared by FP&M staff during Year One of the cycle. At the college level, departments and programs initiate the process, ideally no later than the fall semester, by preparing an Issue Statement to document the need and to communicate the need to FP&M staff and the CPC. This statement provides information about the expected cost and potential source(s) of funds, identifies the issue or problem and describes its impact on the program in question, and suggests known alternative solutions. When the Facilities Committee has completed its review, a ranked list of L&S proposals is sent to FP&M, usually due April 1. Projects selected by the CPC for further development work with FP&M staff during the summer between Years One and Two to develop a Project Request Document. This document explains and justifies a project in greater detail to the CPC, UW System staff, the Board of Regents, and eventually the State Building Commission, and must be provided for projects designated for inclusion of the first biennium of the six-year planning cycle.

The capital building cycle is long and complicated. While all projects over $500,000 must be enumerated in the State's biennial budget, the elapsed time can be lessened somewhat only if the entire project is funded by gift or grant dollars. Chairs of programs anticipating the need and opportunity for a major project should contact Chris Bruhn.

The purpose of the ILM program is to update learning environments in departmental instructional laboratories by providing new equipment and supplies, as well as physical improvements when needed, especially in inter-disciplinary, inter-departmental and inter-college settings. This is an annual program for which the College receives a stable amount of funding from campus to allocate and manage. The call for ILM projects comes late in the fall semester, although if remodeling is required in a lab, the request for remodeling form mentioned earlier should be submitted early in fall to allow time for PAC to prepare an assessment. There is no limit on project equipment costs, although remodeling costs are limited to $30,000.  Higher cost remodeling projects must be supplemented by other sources.  A blank ILM form can be downloaded from this site as a Microsoft Word Document.  

Additional information on these subjects and electronic versions of some of the forms can be found at the web sites of FP&M (www.fpm.wisc.edu/fpm/) and Physical Plant.