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NUMBER: 310
SUBJECT: BUILDING ALTERATIONS, RENOVATIONS AND/OR MODIFICATIONS
AUTHORIZING BODY: VICE PRESIDENT FOR FINANCE & ADMINISTRATION
RESPONSIBLE OFFICE: FACILITIES MANAGEMENT
DATE ISSUED: SEPTEMBER, 1990
LAST UPDATE: SEPTEMBER, 2003
RATIONALE: University facilities may be modified only after proper review and authorization in order to protect the University from inadvertently being placed in harms way and vulnerable to either embarrassment or litigation, and in order to ensure quality and consistency.
POLICY:
In accordance with University Administrative Policies and Procedures (Policy #1000), the Purchasing Department requires the approval of Facilities Management prior to bidding for any contract which requires modification of a building or facility on the campus. All requests for building alterations, to include any plans, must be sent to Facilities Management for review regardless of the funding source or work force. Project design must be approved by Facilities Management prior to being placed out on bid, or the work being performed, (in the case of a volunteer work force).
PROCEDURE
All departmental or auxiliary needs for any form of remodeling, alterations, renovations, and/or modification of University facilities must be expressed on a standard Work Request form and submitted to the Work Control Center within Facilities Management. Plans, drawings, and special requirements must be attached to provide supplemental information. Consultant services, with the consent of the requester, will be engaged as necessary to meet the customer's needs. Self-help projects, designed for implementation by volunteer groups, must also be submitted for review and authorization.
Certain Auxiliary Units, may be authorized to manage their own project in its entirety by employing consultants (if appropriate) and contractors, at the discretion of Facilities Management. The competitive bidding process and the Administrative Policies and Procedures still apply. If authorized to proceed, the accountability for contract administration, project cost/schedule, and contractor performance rests with the Auxiliary Cost Center. The accountability for the protection of University assets remains with Facilities Management, and upon project completion, Facilities Management shall be provided with a full set of "As-Built" drawings depicting the changes made to any building system. For physical moves, it is the responsibility of the moving department to coordinate the relocation of telephone and/or data lines. During the planning stage for a move, Facilities Management will advise the department to contact the Help Desk to coordinate these line relocations.