Space & Capital Management Services

I’m unsure what category my project falls under – what should I do? Start by reading through all the category tabs and information above to determine the closest example to your request. If you are still unsure of which category your project best fits after reading the project definitions and examples provided, you may use the general contact form and a member of our team will reach out to help determine the best avenue for submission. 

I want to suggest a project for the Annual Call, but I’m not a delegated authority. Who do I talk to? Who can submit? Please see the list of authorized submitting bodies and contact the individual who oversees your department or closest representative. They will collect your proposal for consideration and department prioritization. 

I am a student and would like to suggest a project. How can I do that? We collect project submissions from the University of Maine Student Government and Graduate Student Government. UMSG meets weekly, on Tuesdays at 6pm in the Bangor Room of the Memorial Union. You can contact your UMSG representative with project ideas. GSG can be reached at gsg@maine.edu.  

My department has funding for a small project; where do I request a quote? If your project is small and does not require FM funding, you can request a quote for the work under the Functional Renewal Project form. This form is reviewed monthly and a representative will contact you for more information and next steps. 

What if my project isn’t selected to move forward? If your project was not selected for submission by your delegated authority, contact them for more information on prioritization. If it was submitted and not selected for initiation, your delegated authority will receive a notice explaining why it will not be moving forward. In some cases, the Dean or Department head may choose to resubmit the following year. Space & Capital Management Services retains all submitted project data but will not reconsider unless officially submitted again. 

I have a general question about the project approval process; how do I ask it? You can use the general question form found here or, for urgent inquiries, contact Tricia A. Hobbs (University Designer/Architect & Space Manager) and Josh Burke (Campus Planner) at tricia.hobbs@maine.edu and joshua.w.burke@maine.edu. 

I submitted a project; when should I expect to hear back? The listed contact on project submissions will be contacted within 2 weeks of the project submission deadline.

Do I need to have estimates or quotes before I submit my project? No, all you need to submit a project is the location, a general description of what you would like to see done, and the department contact. A Space and Capital Management Services team member will reach out to discuss the project and define the scope and cost. If you have any known costs, such as specialized equipment or something your department previously priced, you can include them in the submission, but they are not required. 

What if I don’t have a fully fleshed-out project? Can I submit a broad idea? Absolutely! We aim to make the submission process as easy as possible for everyone. All you need to submit a project is the location, a general description of what you would like to see done, and the department contact. A Space and Capital Management Services team member will reach out to discuss the project and define the scope and cost.

I submitted a project last year that was not moved forward. Should I submit it again? Only if you would still like that project to be considered, as we want to allow each submitter to refine and adjust priorities each year. If a project that was not selected is still of high priority to your department, please submit it again. We keep a record of previous submissions but do not automatically include them for consideration. 

What is the difference between Functional Renewal and Refresh and Reutilization (Annual Call)? Functional Renewal projects are typically smaller or narrow in scope and are, more often than not, funded by the submitting body. Due to the more frequent review, this is an opportunity for departments to request work to be done that may need a quicker resolution and/or can be accomplished without annual call support. Examples of this work include new carpet in an office, refreshing a small space for an incoming faculty member, or new window shades in an office suite. This is not the appropriate place to request larger renovations or significant changes of use, which require review by the Space Committee. For urgent break-fix, please submit a maintenance and operations work order. 

Can my department submit multiple projects for consideration? If so, can I submit them all at once? Yes! While there is no official limit on the number of projects submitted, please keep in mind the limited funding and prioritization. We encourage departments to refine their selections internally to 4-6 projects before submitting. Projects must be submitted individually through the intake form. This ensures that each project is cataloged appropriately and accurately.