Frequently Asked Questions

Contracting Services

Where can I view current business opportunities?

Current University of California, Santa Barbara (“UCSB”) construction bidding opportunities with an estimated value in excess of $640,000 and consultant selections with an anticipated value in excess of $100,000 are considered "formal" competitive bids/selections and must be advertised by UCSB.

Construction projects are advertised on the Contracting Services Department’s website (see below), or in a newspaper of general circulation (usually Santa Barbara News Press) AND a trade paper (usually Dodge Report) within the County of Santa Barbara. Requests for consultant qualifications and/or proposals are advertised in a relevant trade publication or professional journal AND on the State Contracts Register - a statewide bid repository website run by the California Department of General Services.

In addition, all “formal” competitive solicitations are also posted on the UCSB website:

CONTRACTOR bidding and prequalification information

or

CONSULTANT selection and prequalification information

How do I retrieve contract bidding documents?

The Bidding Documents associated with formal bid solicitations are available on the UCSB online planroom at https://www.ucsbplanroom.com/. Once registered on the UCSB planroom site, prospective bidders may view and/or download UCSB Construction/Bidding Documents for free.

Informal Competitive Bidding and Negotiated Awards

Contractors interested in participating in either informal competitive bidding ($50k - $640k) or awarded an agreement under a direct selection (or “negotiated”) award (<$50k), should complete and submit a Contractor Profile Form to the University in order to be listed on the UCSB Contractor/Consultant database.

How do I get added to the UCSB contractor database?

Getting listed on the UCSB Contractor/ Consultant database requires contractors and/or consultants to complete either a Contractor Profile Form or a Consultant Profile Form and return the completed item via email to fm-contractsrequests@ucsb.edu.

Upon receipt of a complete form, UCSB staff will add your firm to the UCSB Contractor/Consultant database, thereby making your firm’s business information available to UCSB project managers who may be interested in your firm's services for various informal UCSB construction, renovation, and/or improvement projects.

Should you have any questions or require assistance completing the Contractor/Consultant Profile Form or require additional information, please contact fm-contractsrequests@ucsb.edu.

How do I determine who was awarded a particular solicitation?

CONTRACTOR AWARD(S). The award of the ‘Lowest Responsible Bidder’ for each bid solicitation is posted on the UCSB Contracting Services Department internet page located at https://apps.facilities.ucsb.edu/contracting-services/bids - find the project you’re interested in and click the button to view the Bid Summary and statement as to which firm is the Lowest Responsible Bidder.

CONSULTANT SELECTION(S). The short list of firms developed by the University Screening Committee and the final selection of the most qualified firm, as determined by the University Selection Committee, are both posted on the UCSB Contracting Services Department internet page located at https://apps.facilities.ucsb.edu/contracting-services/qualifications - find the project you’re interested in and click the button to view that information.

General

How do I report a maintenance problem?

To submit a Maintenance or Work request to the Facilities TMA Work Request System, click here.

How do I report a maintenance emergency?

To submit a Maintenance or Work request to the Facilities TMA Work Request System, click here.

How do I report an after-hours maintenance emergency?

Call UCSB Police Department Dispatch - 805.893.3446. 

How do I order keys or lock changes?

To submit a Maintenance or Work request to the Facilities TMA Work Request System, click here.

How do I register a complaint?

Call or send email to Customer Service, 805.893.8300. 

How do I request recharge work?

To submit a Maintenance or Work request to the Facilities TMA Work Request System, click here.

How do I check on work in progress?

To submit a Maintenance or Work request to the Facilities TMA Work Request System, click here.

What maintenance services does FM fund, and what does my department fund?

Facilities Management provides these services.
If you need further information, please contact Customer Service at 805.893.8300.

FM is comprised of skilled and semi-skilled trades people.
We are responsible for the routine maintenance and repair of:

  • All state funded campus buildings.
  • The high voltage electrical distribution system.
  • Water mains.
  • Sewer and storm drains.
  • The gas distribution system.
  • Sidewalks and roadways.
  • Street and walk lights.

 
On a recharge basis, Facilities Management provides a wide variety of services:

  • Minor construction, refurbishment and building alterations.
  • Repair and maintenance of non-state funded buildings.
  • Custom cabinet making and refinishing.
  • Key and sign making.
  • Equipment and intrusion alarm installation.
What is FM?

Facilities Management (FM) is the division of Facilities that is responsible for the operation and maintenance of campus facilities, infrastructure, and grounds.

What is an FM Zone?

The campus is divided into four geographical zones that provide the maintenances services for the buildings and grounds within each zone. 

What are the building maintenance services that FM provides?

Building maintenance services are the building trades services including electrical, painting, carpentry, plumbing, locks, heating and cooling; and grounds and custodial services.

What is DCS?

Design & Construction Services (DCS) is the division of Facilities that is responsible for the design and construction of new facilities associated with the campus and major and minor capital improvement programs 

What is Business & Financial Planning?

Business & Financial Planning is the division of Facilities that provides financial, personnel and payroll services, stockroom, and information services support to both FM and DCS. 

As a Non-UCSB group (vendors, contractors, etc.), how do I request data/internet access?

Communication Services handles this. Their instructions are on their website at: http://www.commserv.ucsb.edu/non-UCSB_groups/data_communications.asp

How do I Add or Change TMA Work Request User Account?

If you need a new User Account in order to submit a TMA Work Request, edit your existing user account name, or change your password for the TMA Work Request System, please email customer.service@pf.ucsb.edu or call Customer Service at x8300.

Lock Shop

Why can't the Lock Shop unlock an office door for a customer who is locked out?

The Lock Shop staff does not have the authority to check a person's ID; the Campus Police Department is best suited for that. Call the Campus Police (805.893.3446) to have a campus police representative come to verify identification (two forms of identification), and proof of need to enter. Departments may authorize the Campus Police, in advance, to allow access under emergency circumstances.   

I have a key and I need to know what door it goes to? I have some keys we don't use or need anymore, do you want them back? Shall I mail them?

Send an email to Customer Service with the key information. We generally respond within two business days.  

Do you unlock and/or repair desk drawers and file cabinets?

The Lock Shop will open and supply keys for a minimum charge of one hour of labor. Contact Central Stores for repair or replacement of office furniture.   

Is the campus department responsible for installation or maintenance of electronic access control devices (e.g. Omni, Best, Radionics locks)?

Electronic access control devices are not installed or maintained by Building Maintenance funds; however, Facilities Management will install or repair these devices at the department's request on a recharge basis. 

Rates for keys? Per hour? Per key? How many keys can be cut an hour?

To submit a Maintenance or Work request to the Facilities TMA Work Request System, click here.

What is the turn around time for a key order? How do they get to the customer?

After receiving a work order from a customer, the Lockshop will cut keys and the turn-around will be 1-2 weeks. Note: When ordering keys, specify the key number (include letter).

Should I report lost keys or keys that have been found?

Yes, report lost keys to Customer Service or place the found keys in campus mail to Facilities Lockshop Mailcode 1030.

Paint

How often are rooms/labs/offices painted as maintenance items?

Usually every 15 years.

How long will it take to get a room painted, once the request is processed for a recharge order?

This needs to be scheduled. Please contact Customer Service, 805.893.8300.

Will Facilities use paint we have purchased, or do they prefer to buy it?

We will not use paint purchased by the client. We have our own stock of excellent paint that meets EPA standards.

Do we move the furniture, or will Facilities move it? What is the cost for Central Stores to move our furniture?

Facilities does not move furniture. Contact Furniture Services, Central Stores, 805.893.2732, for furniture moving.  

How much does it cost to paint a room? Do you charge by the hour?

To submit a Maintenance or Work request to the Facilities TMA Work Request System, click here.

If you don’t have an user account, you may email us with details at customer.service@pf.ucsb.edu or call Customer Service at x8300.

Signage

What is the best way to lookup an existing work order for a sign to find out the status on it and time frame?

Contact Customer Service, 805.893.8300, with control number.

How much does it cost to order a sign? Nameplate? It varies, depending on size, number of letters, color, type of material.

Contact Customer Service, 805.893.8300, with control number.

Can we go off of campus to order a sign?

Certainly, you may choose your own vendor. We would like to be your vendor of choice.  

How much will you charge to hang a sign or nameplate we have ordered on our own?

To request an estimate, click here.

Are there policies as to where we can hang a department sign on campus? Whom do we call?

Yes, there are policies. Please contact Customer Service at 805.893.8300.

How long before we receive the ordered sign or nameplate?

Usually this takes two to four weeks; it depends on material, size, and quantity.