Tenant Improvement Program card set

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Meet Our Team

Submitted by cleong on Mon, 12/11/2023 - 18:47

Subtitle

Tenant Improvement Program

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Meet Our Team

Janie photo

Janie Pena
Tenant Improvement Program Manager
Janie.Pena@ucsf.edu | (415) 912-8767

Janie Pena is a dedicated and seasoned professional who brings over a decade of experience to her role as Tenant Improvement Program Manager for the Infrastructure Programs team. With a career that has evolved within the organization, she has consistently demonstrated a commitment to excellence and continuous improvement.

Jeimy loyola

Jeimy Loyola
Jr. Project Manager
Jeimy.Loyola@ucsf.edu | (415) 990-6486

Highly organized Jr. Project Manager with 10+ years of customer service experience. Jeimy oversees the successful completion of multiple small projects, developing solutions to save costs and drive customer satisfaction. She is willing to take on any task to help customers around the UCSF campuses.

eugene mciver

Eugene McIver
Jr. Project Manager
Eugene.Mciver@ucsf.edu | (415) 919-8111

Eugene came to UCSF over 5 years ago as a dedicated professional with a diverse background in project management, manufacturing operations, maintenance, and process improvement. Since then, he’s enjoyed working with the campus community to help solve problems, enhance building spaces, and deliver stellar customer service as a Facilities Jr. Project Manager. Eugene has proven successes managing a variety of Facility projects that include installing equipment, updating lab and classroom spaces, refreshing conference rooms and offices, as well as improving building operations.

Johnny Wong

Johnny Wong
Jr. Project Manager
Johnny.Wong@ucsf.edu | (415) 602-441

Johnny Wong seeks to provide exceptional customer service and deliver numerous small to large scale TI projects within UCSF. With many years of construction knowledge from residential remodeling and seismic upgrades, he consistently makes an impact within our organization.

Jennifer Cassidy portrait

Jennifer Cassidy
Jr. Project Manager
Jennifer.Cassidy@ucsf.edu | (415) 694-1459

Jennifer Cassidy joins the TI team with over 7 years of experience at UCSF, she boasts a deep understanding of campus and health environments. Jennifer's commitment to excellence, coupled with her warm demeanor and genuine desire to assist others, guarantees exceptional service in every engagement.

Project issue resolution

We are committed to delivering exceptional service and ensuring the success of every project, regardless of its size. We understand that even small projects can encounter challenges along the way. That's why we have established our Small Project Issue Resolution Center—a dedicated space where you can voice your concerns, seek assistance, and collaborate with us to swiftly resolve any issues that may arise.

Your satisfaction is our top priority, and we value your feedback. We believe that addressing issues promptly and effectively is essential for building trust and fostering strong relationships with our clients. Whether you have questions, encounter obstacles, or need clarification on any aspect of your small project, this platform is designed to provide you with the support and solutions you need.

We encourage you to use this resource to report and discuss any project-related concerns or challenges. Our team is ready to listen, engage, and work together with you to ensure a successful outcome for your small project. Thank you for entrusting us with your project, and we look forward to assisting you in achieving your goals.

Small Project Issue Resolution Center(will launch in new window)

You may also email or call the Tenant Improvement Program Manager directly.

Janie Pena
Janie.Pena@ucsf.edu
(415) 912-8767

Business Unit

Facilities

We are excited to introduce you to the Tenant Improvement Team! We are committed to delivering exceptional service and ensuring the success of every project, regardless of its size. We understand that even small projects can encounter challenges along the way. That's why we have established our Small Project Issue Resolution Center—a dedicated space where you can voice your concerns, seek assistance, and collaborate with us to swiftly resolve any issues that may arise.

Program Services Overview

Submitted by cleong on Tue, 12/12/2023 - 11:24

Subtitle

Tenant Improvement Program

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Commonly requested work

Our team is well-equipped to handle a wide range of common requests, including:

Painting, flooring, or finish changes in offices/labs
Furniture installations and office refresh services
Installation of new lab equipment and supporting infrastructure
Casework, electric blinds, privacy film, and AV installations
Department specific signage (over 20lbs) or branding

Covered
Smaller scale construction <$640K project fees (e.g. Building Permits, Designated Campus Fire Marshal, Information Technology, and Environmental Health & Safety, and Project Management)
Seismic bracing of existing equipment of compliance violations

Not Covered

Permit work at existing spaces:
- External Design Contractor Cost
- Construction Contractor Costs
- Materials
Cosmetic upgrades or renewal
- Construction Contractor Costs
- Materials
Seismic bracing of new equipment, equipment part of a larger permitting project, and moves.

For any of these services, feel free to reach out to us, and we'll be happy to assist you with your specific needs.

How To Request a Work Order

Submit a work order through the Customer Service Center either online or by calling 415.476.2021.

Request Details: The project details should include essential information such as project scope, name of building or address, room number or location, name and phone number of contact person, urgency, deficiency notice if applicable (Title 19, Accreditation, etc.), request timeline.

Additional project request forms:

Real Estate Project Request | Submit work order form online
Health Small Project Request | Submit work order form online
Lease Space Project Request | Contact Real Estate Services by phone (415) 370-8827 or email.

Project budgets

Every tenant improvement project will be provided with a project budget that outlines the resources required for each phase of the project. The budget will include a contingency to account for any unforeseen circumstances. If the contingency funds are not utilized, they will not be charged to the customer. If funds have already been transferred into the project, unused contingency funds will be returned.

A signed project budget is required to before any work can begin.
Projects under $50,000 - Will be recharged directly to the customer’s chart of accounts.
Projects over $50,000 - Will require a transfer of funds. The project manager will work with the customer to determine the most appropriate transfer approach, either by project phase or for the full project amount to ensure proper tracking and accountability.

SAMPLE BUDGET WORKSHEET

Tenant Improvement Sample Budget Document

30-Day estimate & work order closure

To promote efficient budget management and ensure timely project execution, project budgets within the Tenant Improvement program are valid for a period of 30 days. This timeframe allows for accurate financial planning and resource allocation. It is important to note that work orders that have not received customer approval within this 30-day period will be closed.

Additional resources & helpful links

Videos & Educational Information Coming Soon

Business Unit

Facilities

Business Unit section

Facilities Projects

The Tenant Improvement Program is dedicated to co-creating solutions that enhance the aesthetics, functionality, and safety of the campus through customized alterations. By collaborating closely with the campus community, we aim to understand their specific needs and deliver exceptional project services together.

Seismic Bracing Program

Submitted by aliu on Thu, 12/04/2025 - 16:49

Subtitle

Tenant Improvement Program

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Program Information

In collaboration with Building Permit Services and a structural engineer, Campus Facilities Services has established an annual permit process and pre-engineered details for seismic bracing. Facilities Services uses the annual permit process to seismically brace common lab equipment such as refrigerators, freezers, incubators, biosafety cabinets, cylinders and tanks, and countertop equipment at no cost to the labs.

Once your work order is received, it will be added to the seismic bracing queue. Flammable gas bracing takes precedence and will be immediately assigned to a project manager. All other seismic bracing requests will be completed in batches by building. The equipment will be assessed by a project manager to determine next steps. Please note that if the equipment's location conflicts with accessibility, fire/life safety, or clearance requirements, your work order will be canceled until the equipment is relocated.

Guidelines for Use of Pre-Approved Details

Program Applicability

Facilities Services provides free seismic bracing for common lab equipment in the following buildings:

Parnassus Heights Campus

Mission Bay Campus

Other Campus Facilities

Health Sciences East
Health Sciences West
Dolby Regeneration Medicine Building
Koret Vision Center
Medical Sciences Building
Dental Center Building
Kalmanovitz Library
Millberry Union
Clinical Sciences Building
Ambulatory Care Center

Byers Hall
Smith Cardiovascular Research Building
Genentech Hall
Helen Diller Cancer Center
Rock Hall
Rutter Center
Weill Institute for Neurosciences
Wayne and Gladys Valley Center for Vision
Mission Hall
Sandler Neurosciences

Mount Zion Helen Diller Cancer Research Center
ZSFG Pride Hall
Oyster Point
Hunters Point

Program Exclusions

The program is not intended for:

New construction, lab moves, or space renovations
Combined use with another building permit (i.e., if installation requires additional infrastructure such as electrical outlet or gas connection)
Equipment in Health facilities

Lab Responsibilities

Providing necessary information via the seismic bracing intake form within 30 days of receipt
Relocating items that conflict with accessibility, fire/life safety, or clearance requirements
Providing a lab contact person with whom we can coordinate installation schedules

The Tenant Improvement Team uses the annual permit process to provide seismic bracing of common lab equipment in Campus facilities at no cost to the labs.

FAQ and Knowledge Base

Submitted by cleong on Tue, 12/12/2023 - 10:45

Subtitle

Tenant Improvement Program

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FREQUENTLY ASKED QUESTIONS

1. Why Do I Need a Project Manager?

A project manager plays a crucial role as your primary point of contact, ensuring the smooth and coordinated execution of your project from start to finish.

Project managers are responsible for:

Keeping you informed on progress throughout the project lifecycle.
Managing key phases: scoping, planning, construction, and project closeout.
Coordinating qualified design professionals, such as architects and engineers.
Securing project approvals from university departments, including:
Building Permit Services
Designated Fire Marshal
Campus Small Project Design Review Committee
Environmental Health & Safety (EH&S), and others.
Overseeing the appropriate construction bidding process and selecting contractors.
Managing contractors and supervising project inspections.
Providing follow-up services after occupancy, as needed.

A project manager ensures that your project stays on track, meets its goals, and adheres to university requirements with minimal disruptions.

2. Why Do I Need a Permit?

Permits are essential for construction projects for several key reasons:

Safety: Permits ensure that construction complies with building codes, safety regulations, and zoning ordinances. This protects the safety of construction workers and future occupants of the building.
Structural Integrity: Construction plans are reviewed by building officials and engineers to confirm the building's structural integrity, preventing accidents and structural failures.
Code Compliance: Building codes exist to guarantee that buildings meet specific standards for electrical, plumbing, fire safety, and more. Permits verify that projects adhere to these standards.
Quality Control: The permit process includes inspections at various stages of construction. These inspections maintain quality and ensure work is performed according to code.

By securing the proper permits, you can be confident that your project is safe, compliant, and built to last.

3. Why Does My Project Have to Go Out to Bid?

Competitive bidding is required by the public contracting code and is determined by specific thresholds to ensure fairness, transparency, and value for public funds.

Negotiated Contracting: Used when the construction cost of a project does not exceed $50,000. In this case, the contract sum is negotiated directly between the University and the contractor.
Informal Competitive Bidding: We solicit bids from three or more qualified contractors who can perform the required work. The contract is awarded to the lowest responsible bidder submitting a responsive bid. If none of the bids meet our criteria, all bids may be rejected.
Formal Competitive Bidding: A rigorous process that adheres to applicable laws and regulations. This typically involves issuing requests for proposals (RFPs) or utilizing other authorized competitive selection methods to procure goods or services.

Competitive bidding ensures that projects achieve the best value while maintaining compliance with legal requirements.

Competitive Bidding Sample Document

Knowledge base

WHAT IS TRIAGE?

Facilities Services and Real Estate have collaborated to develop a comprehensive triage document that clarifies whether work falls within the Real Estate or Facilities domain. To enhance the efficiency of our work order handling process and ensure optimal allocation of resources, our Real Estate - Facilities Services Triage team convenes regularly every Monday.

Key Resources:

Real Estate Website
- Project Delivery ($0-$70M)
- Major Capital ($70M+)
Facilities Project Request
Real Estate Project Request

TI Triage Document example

ANNUAL PERMIT

To reduce costs and streamline repetitive small projects, UCSF Facilities Services has partnered with Building Permit Services (BPS) to create standardized sets of pre-engineered details.

Key Features:

Pre-Approval: These details are pre-approved and utilize pre-specified components for installation, simplifying the process for projects such as seismic restraints and small MEP (Mechanical, Electrical, and Plumbing) work.
Efficiency: By standardizing design elements, the initiative reduces the need for customized design efforts, saving time and resources.

For a full list of project types covered under this partnership, visit Annual Permit Bulletin

Important Note:
Projects falling outside the scope of these pre-approved details will require additional design and permitting.

AUTHORITIES HAVING JURISDICTION (AHJ)

Authorities Having Jurisdiction (AHJ) are entities responsible for enforcing building codes, fire codes, and other regulations to ensure compliance within a specific jurisdiction. For UCSF Tenant Improvement (TI) projects, collaboration with these entities is critical to maintaining compliance, safety, and operational excellence.

Key AHJs for UCSF TI Projects:

Building Permit Services	Primary AHJ for all UCSF Campus and Health construction projects.
EH&S (Environmental Health and Safety)	Provides expertise and resources to ensure a safe workplace, safe work practices, and environmental preservation across UCSF.
Designated Campus Fire Marshal	Oversees fire safety compliance for campus facilities and projects.
Campus Small Project Design Review Committee	Reviews and approves modifications to building exteriors and common spaces.
UCOP Facilities Manual	Outlines University of California policies, procedures, and guidelines for facilities, including planning, design, construction, and facilities management. The manual reflects Regents’ policies, state and federal laws, and UC dispute resolutions.
UCSF Signage Standards Manual	Provides comprehensive design standards to ensure cohesive, high-quality design and construction across all UCSF sites. The standards focus on cost-effectiveness, flexibility, efficiency, and durability, supporting design excellence.

By working closely with these AHJs, UCSF ensures that projects meet required standards, comply with regulations, and maintain the highest levels of safety and design quality.

Business Unit

Facilities

Our commitment is to educate our customers and equip them with valuable information to empower informed decision-making.

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