UAccess Research Guidance for Proposals That Require Space Changes

Explanation

When submitting a proposal that may require additional space, renovations, or enhancements to utilities (like electrical, plumbing, or mechanical systems), it is crucial for investigators to reach out to Planning, Design & Construction or Facilities Management three months prior to the submission deadline. Such projects can involve significant costs and require additional lead time. By consulting the appropriate units well in advance, investigators can obtain cost estimates to include in their proposal budget whenever possible, and/or request and obtain commitments for alternate sources of funding prior to proposal submission. This ensures that the necessary funds and approvals are in place when awards are received so they can be accepted without delay.

New Process

Currently, all proposals require an answer to the question "Additional space, renovations, or mechanical changes needed?" on the Supplemental Information > Project Information tab. In the past, once you answered that question, there were no further requirements. 

Beginning August 5th, when you answer that question Yes, a Questionnaire for "Space, Renovation" will be created requiring an answer to the following questions:

In the text box, you must provide a brief summary of the anticipated needs. Be specific to avoid proposal delays and at minimum provide the following

• Building name, street address, and room number if applicable
• Total square feet
• Potentially impacted utilities systems 

Investigators should contact Facilities Management (FM) and Planning, Design & Construction (PD&C) three months prior to proposal submission deadline to ensure adequate time for required process, estimates, and approvals. 

Use Interactive Floorplans (requires NetID login) to review information, including departmental assignment and square footage.

Utility Infrastructure enhancements (mechanical changes), including electrical upgrades, modifications to chilled water, cooling or heating, plumbing, humidity, etc. may be needed and should be considered when requesting renovation estimates. Visit Renovation Services for additional guidance and to request a Renovation Estimate (requires NetID login). 

If proposed location is not assigned to your department, please contact your College/Division first. A completed Space Request is required for any space not assigned to your College/Division. Visit Design & Construction to initiate a New Design and/or Construction Project. 

Please note that FM and PD&C are currently undergoing reorganization. When the reorganization is complete and the new processes and resources are made available, this guidance will be updated to reflect those changes. 

Answer this question Yes if you have obtained a cost estimate and the full costs of the estimate are included in the proposal budget. 

Answer this question No if you have not included the full costs of the cost estimate in the proposal budget or you have not obtained a cost estimate. 

Investigators should contact Facilities Management (FM) and Planning, Design & Construction (PD&C) three months prior to proposal submission deadline to obtain a cost estimate and ensure space change and/or renovation costs can be included in the proposal budget when allowed by the sponsor and specific funding opportunity. 

In the text box, enter specific amount(s), account number(s) and department(s)/unit(s) if available. It is the investigator's responsibility to request and obtain approval for alternate source(s) of funds in writing. Documentation of alternate approved source of funds should be attached in the Attachments section of the proposal.  

Because these projects can lead to significant cost and time commitments for the University when not appropriately considered prior to proposal, there may be consequences if appropriate procedures have not been followed, estimates have not been obtained, and/or the full cost of space changes or renovations have not been included in the proposal budget and no alternate approved source of funds is provided. 

Potential consequences include:

• Proposal not approved for submission
• Proposal administratively withdrawn after submission
• Award delayed 
• Award not accepted
• Investigator/Department responsible for cost overruns

Please note that FM and PD&C are currently undergoing reorganization. When the reorganization is complete and the new processes and resources are made available, they are likely to be changed to an Approve route stop. Approves do hold up proposal routing, and proposals may not be approved for submission if appropriate procedures have not been followed, estimates have not been obtained, and/or the full cost of space changes or renovations have not been included in the proposal budget and no alternate approved source of funds is provided.