Project Management

All project requests need to be submitted through the FSS Project Request Form.

FSS will coordinate and manage all DOR facility projects. DOR facility projects fall under a variety of categories including:

• Office remodel/renovation/reconfiguration

• Office relocation/buildout/counters

• Replacement carpeting, paint, flooring, windows/window treatments, doors, cubicles

• Electrical/data wiring

• Plumbing/plumbing fixtures

• Access/security control (badges, cameras, card readers)

• Equipment mounting

• Fire suppression

• ADA compliance

• Graphics/signage

FSS has established relationships with Landlords, Property Managers, and preferred vendors that allow for the implementation of required procedures that must be followed for proper project management and completion. Please DO NOT initiate vendor contact.  Project requests are typically very different from maintenance requests. Some maintenance requests may evolve into projects.

Due to the long lead times for materials, and the difficulty in finding Contractors to work on DOR projects, FSS cannot guarantee a project started in the current FY will be completed in that FY. Programs must be prepared to have some or all cost of a project rolled over into the following FY. 

Office Finish Standards

FSS, in collaboration with DOR Divisions, has identified standards for materials such as paint, flooring, baseboard trim, cubicles, and exterior signage for build-outs and remodels based on popular choices from the various Programs.

These materials and design standards provide the Programs choices and flexibility. Utilizing these standards allows for consistency across the Department and helps reduce maintenance costs for paint touch-ups and replacing worn or damaged items.

The paint and flooring options presented do not have to be selected at the onset of a project. Availability of the various options cannot be guaranteed, so selecting a second choice as a backup is highly recommended. The options are all interchangeable.

The exterior signage samples shown are designs currently in-use across DOR, your specific local jurisdiction code requirements and property owner restrictions may impact your options as far as size, placement, and illumination.

The cubicle configuration samples shown are currently in-use across DOR. Your final cubicle configuration may vary based on a variety of factors including, layout design, space limitations, and availability of units.

Facilities Project Process

In general, all Facilities projects will follow this basic process:

1. Project Initiation:

   • The Program requesting the project will complete the FSS Project Request Form, completing all sections, including Business Needs and Case, Business Goals and Objectives, Funding, and Description of Work.

   • FSS will coordinate a meeting or a site visit with the requesting Program to gain full understanding of the project request.

2. Project Pricing/Bidding:

   • FSS will work with Property Managers and preferred vendors to request quotes. If multiple trades are involved (i.e. construction, plumbing and electrical); a general contractor may be engaged to oversee the various vendors.

   • If the anticipated cost of the project exceeds certain thresholds, the project may need to go to a public bid. The public bid is a PAC process that can take several months.

   • FSS will submit project quotes to the requesting Program for review and approval. It is the Program’s responsibility to create RQS(s) and begin the PO process. Please note that material cannot be ordered, and work cannot be scheduled or started until POs are in place. 

3. Project Coordination:

   • FSS will coordinate with the awarded vendor(s) to schedule and perform all work requested. All awarded vendors will undergo background checks. The background check process can take 1-2 weeks.

   • FSS will schedule progress meetings with the Program and vendor(s) as appropriate and manage the day-to-day operations of the vendor(s).

   • If surplus of unwanted furniture/equipment is necessary, FSS will arrange for this as well.

   • All work will be performed to meet current ADA requirements and will adhere to FSS finish standards.

4. Project Completion:

   • When complete, FSS will schedule a final walk-through with the Program and vendor(s) to ensure satisfactory project completion. If necessary,  the vendor(s) will make any corrections.

   • Final vendor invoices are sent to FSS, who forwards to the Program for payment against the open PO.

Prevailing Wage Requirements

Projects over $500,000 must conform to prevailing wage requirements, this applies to projects in State-owned and leased properties.  For more information on Prevailing Wages, visit the Colorado Department of Labor and Employment.