DATE: Date

TO: Client, TitleDepartment

VIA: William H. Throop, Director (if over $500k) OR Michael DeBow, Associate DirectorProject Management & Construction Services

FROM: [PM Name], Project ManagerProject Management & Construction Services

SUBJECT: [Project Title]Capital Project # [CPXXXXXX]Preliminary Budget Estimate

Work Summary: The work requested is to [brief description of work]. This estimate covers [components or major divisions of work, if applicable].

Project Budget: The estimated total budget for this project is $XXX,000. This reflects our understanding of the request and consideration of existing conditions in the project area. Please see the attached Client Budget Summary for more detailed information.

Institutionally Managed Costs: The estimated budget for Institutionally Managed Costs for this project is $xx,xxx. This budget amount is dedicated to construction contingency, associated services provided by Facilities Services and project overhead, and may not be used at a later time to increase or revise the approved scope of the project.DELETE THE ABOVE SECTION IF NOT RELEVANT TO YOUR PROJECT (NOTE: This section IS required on all projects funded with academic space improvement funds (provost funds))

Periodic Maintenance Costs:Ongoing equipment maintenance costs are covered by The University and budgeted within the Facilities Maintenance department in many circumstances.  However, the maintenance of some specialized equipment may not be budgeted within the Facilities Maintenance Department and may incur an additional periodic maintenance cost that could be charged to the department who owns the equipment.  Due to the specialized nature of such equipment, we are currently unable to provide an estimate of maintenance costs.  However, you will be informed if your project contains equipment which will incur additional future maintenance costs. THESE SENTENCES MAY BE ALTERED IF THE COST HAS ALREADY BEEN DETERMINED.

Justification: This project is required by TAS section [relevant TAS section].DELETE THE ABOVE SECTION IF NOT RELEVANT TO YOUR PROJECT

Standards: The proposed work will be built to current University of Texas Construction Standards, which can be found at http://www.utexas.edu/campusplanning/dc/index.html

ADA Requirement: To comply with TDLR requirements for ADA accommodations, our estimate for necessary work is $XXX,000 to be funded from other sources. DELETE THE ABOVE SECTION IF NOT RELEVANT TO YOUR PROJECT

Life Safety Compliance: To comply with state and federal life safety codes, our estimate for this project is $X,XXX, and will be funded from other sources.

Hazardous Materials: Asbestos and lead are commonly found in older construction. Environmental Health and Safety will test for the presence of these materials. The costs of these tests are included in this estimate, but any consequential costs related to those findings are not.

Unforeseen Conditions: In renovation, there is always the possibility of unforeseen conditions that could affect project costs significantly. If this project goes forward, we will notify you of conditions that will affect the construction cost or schedule.

Next Steps [ Provost Approval Required]: If you elect to proceed with this project, you must provide approval from the Provost, an account number from which funding will be transferred, and an authorized signature for that account on the attached Client Authorization to Proceed form. Please e-mail the Client Authorization to Proceed to me. Once I receive it, I will work with you to produce final design and construction plans.

Note: Use only one of these two “Next Steps” paragraphs. Projects for academic units over $25k and projects requesting Provost funding will use the paragraph above. All others will use the paragraph below.

Next Steps [Provost Approval Not Required]: If you elect to proceed with this project, you must provide an account number from which funding will be transferred, and an authorized signature for that account on the attached Client Authorization to Proceed form. Please e-mail the Client Authorization to Proceed to me. Once I receive it, I will work with you to produce final design and construction plans.

Time Limit: This estimate is valid for three months from this date. If the project is not funded within this period of time, the Capital Project will be canceled. If you wish to pursue this work at a future date, please notify Project Management & Construction Services, and we can reactivate the Capital Project. We will re-evaluate the costs at that time.

Contact: If you have any questions concerning this estimate, scope of work, or associated procedures, please contact me by phone: xxx-xxxx or email: pm.e-mail@mail.utexas.edu.

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Attachments: Service Request (SR10)Client Budget SummaryLocation Map / Area of Work PlanPreliminary PlanClient Authorization to Proceed

cc: Dan Slesnick, PhD, Executive Vice Provost (College/Academic Estimates over $25kand College/Academic Estimates asking for Provost funding)

Vice ProvostAssistant/Associate Dean (academic projects)Director / Associate Director (non-academic projects)Vice President (non-academic projects)Linda Millstone, Director, Equal Employment Opportunity Office (ADA projects)(Insert additional stakeholder cc’s as necessary)File – D. Financial

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