Buildings & Grounds Maintenance

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  • Guidelines
  • Examples

If you think you need an estimate, first review the guidelines below to help determine if an estimate is required and how to get one.

Estimate Guidelines

Review these guidelines before submitting your request; we need help to figure out the details of your request before we can provide an estimate:

• Include detailed information so we can direct your request appropriately.
• Give us a clear scope of work that includes all details, tasks, measurements, locations, and quantities relevant to your request.   
• Many jobs require a scheduled site-visit to clarify and confirm the scope and parameters.  We’ll call you if this is necessary.
• Requests without clear scope, or those that need extensive research or exploratory work may require a Customer Funded Work Request.  We will notify you if this is needed before proceeding, then we can help determine the requirements necessary to provide an estimate.
• Remember, work done at Stanford must be compliant with all local regulatory agencies and with Stanford’s Form 1 policy for construction.

Please allow additional time to estimate complex projects and those that require further research and development. 

• Request for Pricing Form (FAMIS)

Examples of Information to Include in Your Estimate Request

Measurements, quantities, and dimensions

Examples:

• I need three sinks replaced
• The shelf can’t be longer than 23” so that the door will still open

Color and style

Examples:

• It should be identical to the other five
• The new paint should be darker than what’s in there now, but not as dark as the paint in the hallway
• Add a popcorn ceiling, please

Standards

There are design standards for different departments and buildings at Stanford, located in the Facilities Design Guidelines. It may help to review these.
Examples:

• Install new floor tiles and base in all rooms in the construction area. The tile will match the tile in the Biology Standard
• Eyewash/shower should be approved by Environmental Health and Safety and Facilities Operations

Location

Examples:

• Room 355
• The small window near the door should be replaced

Details about how the work must be done

Examples:

• Use only green building materials
• Room must be vented; birds in the building cannot be exposed to paint fumes
• Please keep casework for use in another project

When the work must be done

Examples:

• Work must be completed before conference in May
• Estimate needed before professor goes on sabbatical next quarter

What you don’t know

Examples:

• I’m not sure whether this will affect the wiring
• There has to be enough room for ventilation around the server in the closet; I need you to tell me if that is feasible once you add the supports
• Is this the most cost-effective way to do this?