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Department
Glossary
A
Add Alternate
Alternate construction bid items are used so that a project will be bid
within budgeted funds. The State of Wisconsin requires that Alternates be an
additive type and be listed in the order in which they will be accepted.
Addendum
After a project is issued for construction bids, an Addendum may be
issued up to a week before the bids are due in order to clarify, add, or
delete requirements.
A/E
Architectural and/or Engineering professional design service consultants.
Americans with Disabilities
Act (ADA)
Federal legislation that prohibits discrimination on the basis of disability
in employment, programs and services provided by state and local
governments, goods and services provided by private companies, and in
commercial facilities. It contains requirements for new construction, for
alterations or renovations to buildings and facilities.
Agency Request
The University is one of several State of Wisconsin agencies. The Request is
a document that briefly explains a proposed Major or Minor Project to the
staff of the Division of State Facilities and to members of the State
Building Commission without reference to other documents. The Request
includes a summary description of the work to be done in the project and
explains why the project is needed. The Request notes a total project cost
estimate including a construction cost estimate along with fees for design
services, DSF supervision, project contingency, site utilities, hazardous
materials abatement, and equipment purchase allowances.
Assignable Area (ASF)
Building floor plan area in square feet that may be assigned to an
occupant or a program function. Areas not included as assignable space
include public circulation elements such as common corridors, stairways,
elevator shafts, custodial closets, mechanical equipment rooms and chases,
and public restrooms.
B
Budget Letter
Up until construction contracts are bid, a project budget will include
estimates of construction cost. After construction contracts are bid and
awarded, the DSF Project Manager will prepare a Budget Letter listing the
actual construction contract costs along with any design and supervision
fees, project contingency, and equipment purchase allowances.
C
Capital Budget
Refer to internal
Capital Budget page.
Change Order
After a construction contract has been awarded, if work needs to be
added or deleted from a particular contract, a Change Order is required to
modify the contracts. DSF administers the procedures for issuing and
obtaining approvals for Change Orders.
Construction Bulletin
After a construction contract is awarded, if work needs to be clarified,
added, or deleted from a contract, a Construction Bulletin may be required
to describe the proposed changes to the contractors and to obtain a price or
credit proposal for review. A Change Order would then be required to
incorporate the price proposal into the contract. DSF administers all
procedures for issuing and reviewing Construction Bulletins. Minor changes
may be authorized by a Field Order.
Contingency
Within a total project estimated budget, a project contingency is
planned so that unforeseen but necessary revisions that may arise during
construction may be addressed with reserved project funds. Usually the
project contingency is expressed as a percentage of construction cost.
D
Design Report
At the conclusion of the planning and design phase, the design
consultants prepare the Design Report. It is a summary description of the
scope, need, size, schedule and cost of the project. It is presented to the
State Building Commission along with the Agency Request for authorization to
proceed with the construction phase.
Division of State
Facilities (DSF)
DSF is a component of the State of Wisconsin Department of
Administration. DSF develops and carries out the state building program
under the direction of the State Building Commission. Its functions include
statewide facilities planning and evaluation, real estate acquisition,
architectural and engineering design and consultation, management and field
supervision of construction projects, energy conservation, power plant fuel
management, administration of state building contracts, and ensuring access
to state buildings for people with disabilities.
F
Field Order
During construction, if a minor change to a construction contract is
needed, especially to expedite the progress of the work, the DSF
Construction Field Representative may issue a Field Order to authorize the
change.
Field Representative
During construction, DSF assigns a Field or Project Representative to
the project. This person will make frequent visits to the site and has
authority to act as the single point of contact and communication for the
Contractors to facilitate efficient, timely, and cost effective completion
of the work.
Fixed Equipment
Items that are permanently installed in a building, sometimes including
having utility services installed. Examples are cabinets, countertops,
shelving, display boards, fume hoods, etc. Often the items are provided and
installed by a contractor under their contract, and occasionally items are
provided by the University for the contractor to install.
G
Gross Area (GSF)
The sum of the enclosed areas in square feet on all floors of a
building, including basements, mezzanines, and penthouses of headroom
height. This does include public circulation elements such as common
corridors, stairways, elevator shafts, custodial closets, mechanical
equipment rooms and chases, and public restrooms.
M
Major Project
Any project with a total budget over $500,000 which provides for the
acquisition of facilities, construction of any new facility, remodeling or
improvement of any existing facility, or expansion of utility systems is
considered a Major Project. Generally, the State Building Commission reviews
a Major Project three times. The first approval comes with its inclusion in
the Biennial Capital Budget. The second action may be the release of
Building Trust Funds for planning, when necessary. The final Building
Commission review comes with the approval of the Design Report. Any
subsequent changes in the project's total budget or program also require
approval by the State Building Commission. Except for projects funded from
All Agency funds, individual project budgets totaling more than $500,000
must be specifically enumerated in session law by the State Legislature.
Minor Project
Any construction project having a total budget of $500,000 or less,
regardless of the funding source, is considered a Minor Project. Any Minor
Project having a total estimated budget exceeding $150,000 must be
individually approved by the State Building Commission prior to final design
regardless of the source of funding or whether it is being accomplished by
contract or State personnel.
Movable Equipment
Furnishings that are not provided as part of the construction work such
as chairs, tables, desks,etc. A new construction or remodeling project
budget estimate will often include an allowance for the purchase of some
furnishings.
P
Program Revenue
Funding for projects may sometimes be provided from revenue generated by
such University services as parking, housing, food service, student unions,
etc.
Program Statement
A document that is given to the consulting design architects and
engineers at the initiation of a project. It is a description of the
functions and activities that will occur in the project, it is the starting
point from which the design team focuses on gathering further detailed
information before beginning design studies. The document includes a summary
description of the scope of the proposed project, an estimated budget,
anticipated schedule, space tabulations, general and special requirements,
adjacency needs, along with site and floor plans and other supporting
information.
Project Manager
The DSF Project Manager is responsible for monitoring the program,
budget, and schedule approved by the State Building Commission. The Project
Manager works with and is supported by DSF's in-house expertise in
architecture, structural, mechanical, electrical, civil engineering,
asbestos abatement, budget analysis, specifications and contract
preparation.
Punchlist
Near the completion of a construction project, a contractor's work will
be reviewed by the design architect and/or engineer for compliance with the
contract documents. A Punchlist will be generated by the architect or
engineer listing those items of work which have been observed as incomplete
or requiring correction. The contractor then finishes the Punchlist items
before Final Completion may be declared and final payments authorized.
S
Small Project
The Small Project program is administered by DSF and coordinated on the
UW-Milwaukee campus by the Department of Physical Plant Services. Small
Projects do not exceed $150,000 and generally involve the maintenance of
facilities and utilities, health and safety of employees and facility users,
protection of the environment, conservation of energy, accommodations for
disabled persons, and improvements needed to support changes in program
requirements.
Special Equipment
Items that are required for the special needs of a program, such as
laboratory equipment, computers, audio-visual equipment, etc. A new
construction or remodeling project budget estimate may include an allowance
for the purchase of some Special Equipment items.
State Building Commission
The SBC has the statutory responsibility of overseeing the planning,
improvement, and major maintenance of State facilities and the supervision
of all matters relating to contracting of public debt. The Building
Commission is chaired by the Governor and is comprised of two subcommittees.
The Higher Education Subcommittee is responsible for reviewing University of
Wisconsin System projects, and the Administrative Affairs Subcommittee is
responsible for all other User-Agencies. Each subcommittee consists of three
legislative members and one citizen member. The Administrator of DSF serves
as the non-voting Secretary to the Building Commission. The Building
Commission meets, at the call of the Governor, generally ten to twelve times
per year, usually on the third Wednesday of the month.
Substantial Completion
When a construction or remodeling project has been determined to be ready
for its intended use and occupancy, it may be declared Substantially
Complete by the DSF Field Representative. Generally this means that all the
building utility systems are in working order and are code compliant, that
Physical Plant Services staff have received training and may operate the
building systems, and that University users and furnishings may occupy the
spaces. The date of Substantial Completion initiates warranty periods on the
installed work.
U
University of Wisconsin
System
The central administrative entity that oversees the State's thirteen
two-year and thirteen four-year campuses. The UW System Office of Capital
Planning and Budget provides professional assistance to the campus and
manages the University's Capital Budget process.
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