Requests for New Building and Refurbishment Works

This page provides detailed guidance on how to request new building and internal refurbishment works.  Please note that there is an expectation that the works have been discussed and agreed and that funding has been secured. We will only provide quotations for works to inform bids to external funding bodies. 

Please allow a minimum of 60 working days from completion of the form to completion of works.

Guidance for Completing the Works Request Form

When you have read this guidance please complete the new works request form.

Requests for new door swipe access systems, picture/notice board hanging, new power sockets should go to the ecs-service desk; the service desk will require a SAP charge code before they can conduct the works.

Head of College/Head of Division Approval

We need confirmation that works have been agreed at College/Division Level.

Project Title

This brief description of the works will be used to create the SAP Finance record for ECS it is limited to 40 characters and should provide a clear outline of the works. e.g. "154  Upper New Walk,Rm 0.01,reception"

Departmental Lead/Contact for Works Projects

This will be the person who will have regular contact with our professional team, they will need to have a detailed knowledge of the works required, and the authority to make decisions.

Project Sponsor

The Senior Budget Holder with authority to sign-off against the budget.  Normally Head of Department, Principle Investigator (PI), Departmental Operations Manager.  The sponsor might be the same person as the departmental lead. Please note that for research funding and bids for research funding we would expect the Project Sponsor to be a member of academic staff.

Charge Code

Please provide a SAP charge code.  If the request is to provide a quotation for external funding please put BID in this field.

Is there a budget available?

If the answer to this question is no then we would expect BID to appear under SAP charge code and explanation of where the funding is being sought in the Objectives Field.

Budget

This information allows us to allocate to the correct professional teams and to make sure that you have sufficient funds to complete the works.   Any requests that we believe have insufficient funding will be queried and this will delay allocation.

Please note we will always work to provide best value for money and will only spend what is required to complete the works.

Site, Building, Rooms

Please provide exact location of works - if this is works for a research or enterprise bid and the location is not known, please put "not known"

Availability of Space - Deadline Dates

This information will be used to help us timetable any works projects. Please only leave blank if the space will be available at all times.  Please also include any deadlines in this field.  e.g. research council grant bid deadlines, dates for start of new members of staff.

Please note our 60 day minimum time for completion of works.  Refurbishments for new staff should be considered as part of any new post approval process.

Description of Works

This information helps us to see the scope of the works, how long it is likely to take and what impact it will have on other areas.  It also helps us to assign to the correct professional team.  Therefore please provide as much detail as you can.  Think about what you need to do to support your objective.

Objective

This information is important for us and for you to see if the works will meet the requirements.  Text might be taken from the supporting Business Case or funding bid.

Sources of Works Funding

Capital Programme

Capital Projects are investment projects adding value to the Estate, either by new build or significantly improving existing buildings (e.g. Percy Gee refurbishment).  Because they represent an investment Capital Projects are funded over a period of time normally by grant or loan.

Suggestions for Capital Projects should be discussed at College level and should not come through the Estates Requests for New Works process.

Research Grant and Other Grant Applications

Departments should consider the estates costs when submitting a bid for research or other external funding, whether to accommodate new staff or new equipment.  Departments requiring a cost estimate for a research bid should complete the new works request form.

Departmentally Funded Works

If departments can fund works within their own areas from a departmental budget or external grant, Estates & Campus Services will carry out the works, providing these fit in with University and College plans. Please complete the new works request form.

Estates & Campus Services do not have additional funds to underwrite works therefore we will need to know the available departmental funds in advance of commencing the works.

Estates & Campus Services Annual Budgets

Estates & Campus Services have annual budgets for building, maintenance and refurbishment works; these are fixed budgets which are allocated on a recurrent basis for each financial year 1 August running to the 31 July.  These include a small budget for contingency works to accommodate changes in staffing or a requirement for additional learning or research space.  Any requests for changes of use of space or refurbishment to accommodate new members of staff should be discussed at College level before coming to us.  All other works funding is spent on maintenance of existing stock, repairs, compliance and a planned programme based on an external condition survey and prioritised according to set criteria.