Facilities Management Manual (FAC)

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Effective: 1/1/1965

Revised: 3/1/2005

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FAC 202–02: Estimates

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Purpose

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To define a procedure for requesting cost estimates from Facilities Management

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Sources

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Arizona Procurement Code
Arizona Board of Regents Policy Manual - 3-804
Facilities Management

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Applicability

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All departments or individuals who need estimating services from Facilities Management

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Policy

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Formal Estimates

Facilities Management provides estimates at no charge. If the department accepts the estimate and desires to proceed with the billable service, a dollar encumbrance must be entered in the university financial system. Actual final cost will generally be within 10 percent of the estimate. However, unknown field conditions could cause final cost to exceed estimates by more than 10 percent.


Informal Estimates

A department may wish to request that work be done immediately without a formal estimate; however, Facilities Management will attach a dollar amount to the project for the purpose of encumbering funds in the university financial system. This procedure does not limit the total project cost to the initial dollar amount established.

A department may wish to have a firm price quote from Facilities Management. A firm price quote is a fixed price guarantee. Generally the firm price quote will exceed a formal estimate due to the need to anticipate the possibility of unknown field conditions that are found during the course of the work.


Responsibilities for Estimates

Facilities Management will prepare estimates upon request for building remodeling and improvement up to $10,000. Projects in excess of this amount or projects requiring design must be sent to the Capital Programs Management Group (see the Capital Programs Management Group Policies and Procedures Manual—CPM 301–04, “Request for Capital Programs Management Group Services”).

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ProcedureD

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Responsibility
Action
Requesting department
  1. Send an e-mail request to FACMAN or a memorandum to the Service Center for estimate services. Include requester identification (name, building and room number, and telephone number) and description of the job to be estimated.
Service Center
  1. Assign a job number to the request and generate a formal estimate. Return the estimate to the requester for review and signature.
If the estimate is accepted:
Requesting department
  1. Use the estimate to enter an internal purchase order.
Service Center
  1. Receive the request and assign a job number.
If the estimate is rejected:
Requesting department
  1. Terminate the job request.
Service Center
  1. Hold the estimate in active status for three months.
If no action is taken:
  1. Cancel the estimate.

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Cross-References

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For specific details on requesting billable services after receiving estimates, see FAC 202–01, “Billable Services.”

For additional information on project estimates, see the Financial Services Policies and Procedures Manual—FIN 401–02, “Provost/Vice Provost/Vice President Approvals.”

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