Office of Architecture and Planning

Office of Architecture and Planning

The Office of Architecture and Planning includes architectural professionals who provide design and review services for units on the University of Tennessee Health Science campus in Memphis, Tennessee. Clients request that our staff of architects and designers assist in the programming and design of your renovation projects. Our design professionals and support staff lead the client through each step and answer any questions the client may have along the way.

The Office of Architecture and Planning contracts with private consulting engineering firms to provide design services for electrical, heating ventilation and air conditioning, plumbing, structural, and civil engineering. Also available is environmental engineering service to help determine the existence of any hazardous materials that are encountered during a renovation or construction project. The cost of these engineering services for all phases must be reimbursed by the client department.

Overview: Available Architectural Services include:

• Conceptual design and planning consultation
• Estimating services for all renovation and major work
• Bidding construction projects
• Construction Administration
• Review of building program documents and construction documents for capital outlay and capital maintenance projects.
• Preparation of construction documents and specifications for projects to be executed by outside contractors and the Facilities Services Department
• Coordination of external engineering consultants

Master Building Plans are maintained in the Office of Architecture and Planning.

Carpet: Installation of carpet is provided through an external contract administered by the Office of Architecture and Planning. Replacement or new installations of carpet are requested on the Renovation Project Request (RPR Form) discussed below under "Renovation/Remodeling."

Painting: External and interior painting of facilities is provided through the Facilities Department or an outside painting contract depending on the complexity and workload of the Facilities Department. The contract includes both special project and routine maintenance painting, and also covers repair of plaster and sheetrock, taping and spackling, and finishing of sheetrock or plaster. The Carpentry Services Division provides services as necessary. Requests for painting within buildings which is not part of the overall painting program is provided at the expense of the unit making the request. Such requests are usually made through the "Renovation Project Request Form" (RPR Form) discussed below under "Renovations/Remodeling."

Renovations/Remodeling: Requests for renovation or remodeling work must be submitted on the "Renovation Project Request Form", RPR. The RPR Form serves as the basis for design consultation, estimating, project scheduling, and funds transfer. RPR Forms may be filled out and submitted online or may be obtained from the Office of Architecture and Planning by calling 448-5503. The following procedures must be followed in submitting RPR Forms.

All Memphis Campus budgetary units, including projects to be charged to auxiliary and restricted accounts:

1. SECTION I: The Unit Head initiates the RPR by filling out the online section of the RPR Form, which provides justification and descriptions of the work. The cost center name and number to which the project will be charged must be filled in before the project can be placed into active status by the Facilities Department or the Office of Architecture and Planning.
2. SECTION II: After submitting the form, the project will then be reviewed by Facilities and the Office of Architecture and Planning to determine the costs that will be associated with the project. The RPR Form will be returned to the Unit Head for review and approval.
3. SECTION III: The Unit Head reviews the estimate, ensures that funds are available for the project, and fills out Section III of the form. A person with signature authority over the account to be charged must sign the form in Section III. E-mail approvals of the estimates are also acceptable.
4. After the approved RPR Form has been received, the Facilities Department, the Office of Architecture and Planning and the Space Utilization Department (if required) will review the project, assign a project number, and schedule the work for completion. Generally, projects are scheduled in the order in which the approved request for the performance of work is received. Necessary maintenance and repairs will normally take priority over renovation work. Academic program services work will receive the highest priority possible. If there is a special situation in which timing of completion of the work is critical, the Unit Head should contact the Director for Facilities (8-5507) or the Director of Architecture and Planning (8-5503).
5. After the work has been accomplished, the RPR Form serves as the funds transfer document which is entered into IRIS. Department Heads who have questions about these charges should contact the Facilities Director (8-5507) or the Director of Architecture and Planning (8-5503).

Projects Anticipated to cost $100,000 or more: Renovation or alteration projects (as well as acquisition of land or buildings and campus improvements such as those involving roads, walks, utility and lighting systems, tennis courts, purchase of major equipment for new facilities, etc.) which cost $100,000 or more are overseen by the Director of Architecture and Planning. Projects anticipated to cost $100,000 or more should be identified as part of the annual budget process. Appropriate documentation of the project, including project scope, estimated cost, and funding source will be required for central approval of the project and establishment of the Account. No funds may be committed or work performed on projects estimated to cost $100,000 or more until approvals have been obtained, the appropriate account has been established, and funds have been transferred to the account.