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Managing Window Replacement Projects
By Frank Bartlett
Associate Director of Residence Life
University of Wisconsin - Whitewater
I don't know how many of you have looked at changing out your window units recently, but it certainly proved to be an interesting project for me at The University of Southern Mississippi. With past projects I was able to specify items and installation methods, but the window project was a little too challenging for that.
We had a problem in Pulley Hall, a six story, 30-year old residence hall. When it rained, as it often does in the fall and winter months in Mississippi, a large number of the windows in the facility leaked. Depending upon the severity of the rains the number of rooms impacted could be 15 and up. An attempt to remedy this situation had taken place about 5 years prior as a contractor was hired to caulk the windows and paint the fiberglass panel under the window unit. Clearly, the fix was short term at best in regard to stopping the leaks as well as painting over the fiberglass panel. As such, the Residence Life department had identified funds available for an improvement project; we just needed to make it happen.
The windows were not the residential sash and sill variety. The windows each had a 52" by 10 foot opening that included a paneled area underneath the window. In addition, the panel underneath was comprised of an asbestos insulating material that would need to be specially removed and disposed of. A reality of the finished project would be modern tinted windows that are aesthetically attractive, energy efficient and would meet the needs of the student of today and beyond.
Our goal was to implement the window project during the summer of 2000. Our challenge was that it was already the beginning of November 1999. We had identified the style of windows we wanted installed, we just needed the project to be designed and coordinated. We had thought about writing the specifications for bid ourselves, but with the asbestos abatement the project would be best served by experts.
Contact was made through the Physical Plant offices at The University of Southern Mississippi. An architect was recommended that had experience with projects involving the removal and disposal of asbestos. A project manager was appointed within the Physical Plant department, and the Board of Trustees gave the go ahead for the Architect to be hired. An architect from Slaughter/Allred /McNabb P.A. was selected.
The architect was able to take the information regarding the direction we wanted to go with the project and compile a bid document. There were three meetings in which we discussed the project and our needs regarding the project (project scheduling, window requirements, etc). We were clearly in a rush with the project as the summer was rapidly approaching. The bid process would take a month, and the ordering of windows would take three months.
The bid document was finalized and the project went out to bid on January 13, 2000 with bid opening to take place on February 11, 2000. The bids were opened and compared to the specifications of the bid document. Based upon the specifications of the bid, the contract was awarded.
We made the project even more complicated by coordinating an asbestos removal of the flooring with a flooring replacement to occur after the windows were installed. Being as we were doing some asbestos abatement, it made sense to take care of all of the building needs at that particular time. Of course, the flooring project didn't fall under the supervision of the architect and so it made matters a bit more challenging.
The projected timeline for the project was:
|
May 13th | Residents move out of the building by 8am in the morning. |
| May 13th | The maintenance staff would enter the building and remove/relocate items in the rooms. Beds and mattresses would be placed in another hall and new ones furnished at the end of the summer. The chairs and microfridges were placed in the closets. The rest of the furniture was built in. | |
| May 15th | The abatement of the floors and windows would begin. | |
| May 20th | The installation of the windows would begin. | |
| June 1st | The installation of the flooring would begin. | |
| July 28th | The window installation process would be completed. | |
| August 4th | The flooring project would be completed. |
As with most projects, not everything went according to schedule. The clearing of the building occurred without incident, but we were quickly reminded about just how much "stuff" is contained in one residence hall. The abatement started without a hitch, but took a little longer than expected. A decision was also reached between the abatement vendor and window installer that the asbestos panels would be removed one floor at a time. The delivery of the windows didn't arrive early as the installers had anticipated. When the installation began, it was at a very slow pace making us a little nervous. When the window installation got up to full speed, they were installing windows on a floor over a two-day period with the exception of bathroom, hallway and stairwell windows.
The flooring installation was delayed until the window installation was underway. The quality of the flooring contractors made up for the shorter time period available to them.
Suggestions:
- It is best to go with an architect to design and oversee the project.
- Allow enough time for the proper design, bid process and ordering. The project should have been started in late summer by at least September to avoid pressing the issue.
- Set up a time schedule that is functional for both contractors and the needs of the University.
- When trying to coordinate different projects within the same facility and space. Be organized, communicate and do everything possible to keep people on task or timeline.
About the Author
Frank Bartlett is the Associate Director for Residence Life at the University of Wisconsin - Whitewater. Prior, Frank was the Assistant Director for Residence Life for Maintenance and Custodial Services at the University of Southern Mississippi. Frank made the transition to supervising maintenance functions after a number of positions focused in residence life.