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Our process ‑ an overview

What is the process for having work done on campus?

All services provided by Facilities Management can be coordinated by submitting a service request through an online program called FAMIS self-service.  Check our website for a complete list of services provided by Facilities Management.

FAMIS self-service will allow departments and faculties to submit their own work requests, check work status, and review billing information. Please note that a valid account is required to submit a service request through FAMIS.

Who can submit a FAMIS request?

Each department or faculty has a building administrator who has been given a FAMIS username and password.  If you do not have access to FAMIS, please see your building administrator to submit your request.

How do I identify my Building Administrator?

If you don't know who your Building Administrator is, please contact Nick Tentomas (Facilities Management) at 494-2251 or nick.tentomas@dal.ca.

What is the role of a Building Administrator?

Your Building Administrator:

  • Will work directly with Facilities Management during the planning, design and construction of your project
  • Has signing authority and can approve project management forms (PMFs) that are required to complete work
  • Will bring information and updates back to others in your faculty or department
  • Will ensure that all account information is valid

If my Building Administrator is away, how do I have work done?

Monday – Friday, 8:00 am - 4:15 pm: contact Facilities Management Client Reception

  • Halifax campuses - 494-3345
  • Dalhousie Agricultural Campus - 893-4638

After hours and weekends: contact Security Services

  • Halifax campuses - 494-6400
  • Dalhousie Agricultural Campus - 893-4190

Once a FAMIS request is submitted, who is typically involved in this process and what are their roles?

Facilities Management Planner:

  • Asks the question “why is this project happening and what will it achieve?”
  • Understands and defines the intent and requirements for your work
  •  Identifies any limitations (budget, access to space, etc.)
  • Identifies any operational risks (for example, if a classroom isn’t ready for September, what are the impacts to the academic schedule)
  • Defines and prioritizes all constraints
  • Develops budgets
  • Develops a project schedule
  • Develops an overall scope of work for a project

Facilities Management Project Manager:

  • Manages the design phase
  •  Manages procurement/purchasing
  • Manages all contracts (internal and external trades)

Facilities Management Trades Supervisor/Contractor:

  • Coordinates estimates
  • Coordinates scheduling of trades
  • Works with Dalhousie’s Environmental Health and Safety office (EHSO) to provide safety audits of construction activities, review safety incidents, and provide expertise and training as required

Who is my primary Facilities Management contact for a specific minor project? Does this change at various stages of the work?

  • The Planner is the primary contact during the planning phase
  • The Project Manager is the primary contact during the design, procurement, and construction phases

If any dangerous or hazardous materials that are discovered during work, how will I be notified, if at all?

Hazardous materials surveys are conducted on most projects by an external consultant who specializes in hazardous materials.  The Project Manager will arrange for this report and any testing.  A copy of the report will be provided to your department or faculty as soon as it is available.

 

Can I hire my own contractor? If not, why not?

No – departments and faculties cannot hire their own contractors. Facilities Management is responsible for the stewardship of all University facilities and faculties and departments may not appreciate or understand the many challenges associated with working in a large, varied campus.   As a department, Facilities Management takes on the responsibility of ensuring that:

  • Any changes to University space layout or function are reviewed and approved by Planning, recognizing that all campus spaces are governed by University space guidelines
  • External design services are used, if required  
  • University procurement processes are adhered to
  • Any contractor working on campus meets bidding requirements related to liability insurance, Workers’ Compensation Board coverage, safety certification
  • Any contractors working on campus have an acceptable performance record
  • All work being performed complies with applicable building codes and regulations, as well as our design and construction standards
  • All required permits are in place (electrical, plumbing, building, pressure vessel, propane/gas, etc.)
  • Required inspections are performed and documented
  • All known hazards associated with the execution of the work are identified and the work must be performed in a manner that meets or exceeds safety legislation and/or our internal safe work practices
  • All work involving connection/tie in to existing building services is reviewed, approved and coordinated by Facilities Management

 

What do I do if I am not pleased with the work that has been done?

Contact your Project Manager to review your concerns. S/he will initiate appropriate corrective measures by external vendors or internal trade supervisors. If you have concerns it is best to identify them as early as possible in the construction phase.

Will my office be cleaned up after work is completed?

Any debris created as a result of the construction activity by Facilities Management trades should be cleaned up/removed by the tradesperson performing the work.  This person would make arrangements with custodial staff to clean the space if required.

How can I assist Facilities Management with regard to their work on campus?

  • Submit service requests as early as possible.
  • Be clear on your “needs and wants” for your project, including available budget.
  • Actively participate in communicating with students, staff and faculty to encourage cooperation around the project.  This is especially helpful when construction is noisy or otherwise inconvenient.
  • Attend and actively participate in all scheduled project-related meetings.
  • Ensure that all account information is valid.
  • Ensure timely approval of a project management form (PMF), as required.
  • And most importantly, talk to us.  We want to constantly improve our services, and appreciate constructive input.