I. GENERAL
To ensure that long-term considerations as well as building codes, health and safety codes and concerns, ADA regulations, and specific needs are taken into account when constructing new areas or major modification or major remodeling of existing areas within the buildings, this policy is to be followed.
II. APPROVAL
A. Preliminary
When a school or department wishes to initiate a building construction project an informal preliminary review process will be required.
The review will be done by a committee composed of the Dean or Department Head or their delegated representative (requestor), the Provost, the Vice President for Administration and the Controller, with the advice of the Director of Physical Plant. The Vice President of Planning and Advancement will be included when donor funding is involved. The President will be kept advised of all proposed projects.
The purpose of this process is to review the proposed project, the funding source, the estimated costs, and the support that it will require (HVAC, electrical, plumbing, access, etc.).
B. Board of Trustees
Major capital projects will be reviewed and approved by the Board of Trustees. The projects to be referred to the Board of Trustees involve major renovation, new building construction, and any other project as determined by the President.
C. Costs
After preliminary approval by the Preliminary Review Committee a project budget will be developed. This budget is to include all costs associated with the project. It includes (as applicable) the following: construction (HVAC, electrical, plumbing, etc.), equipment and furniture, telephone installation, computer network cabling and installation, relocation costs, and a contingency for changes. The project budget will be submitted to the Budget Committee for their review, if necessary.
D. Construction Plans
1. Use of architect/consulting engineer
Where necessary an architect and/or consulting engineer will be employed to develop construction plans for submittal to the City/County agencies. The employment of an architect will be the responsibility of the Vice President for Administration in consultation with the requestor and with the approval of the President.
2. Drafting
When an architect is not required but a building permit is required, plans will be drawn by either the Physical Plant Department or a draftsperson selected by the requestor in conjunction with Facilities Management and approved by the Vice President for Administration.
3. Project specifications
Projects which do not require a building permit will have specifications of each element detailed so that bids (either internal or external) can be accurately obtained. Requestor will discuss and submit to Facilities Management their specifications. Specifications if modified by Facilities Management will be returned to the requestor for their approval.
E. Plan Review
Plans will be reviewed and approved by the school/department for whom the work is being done together with the Facilities Management Department.
F. Plan Approval - Government agencies
For projects requiring a building permit, the architect, the Facilities Management Department, the contractor or the requestor as authorized by the Vice President for Administration in coordination with the Facilities Management Department, will be responsible for submitting the plans and obtaining the required governmental approvals. Normally, the actual building permit is not obtained until the contractor has been selected and construction is ready to commence.
G. Bidding
Construction projects may either be done by an outside contractor or by the Facilities Management staff. The requestor may submit names of contractors to be included on the bid list. The determination will be made by the Vice President for Administration in conjunction with the Director of Facilities Management and the requestor.
1. Facilities Management
All projects done by Facilities Management will have a cost estimate prepared which will be a “not to exceed” cost. When changes are required by the City Building and Safety Department, the County Fire Department or other governmental agencies, after the building permit has been issued these “change orders” will be over and above the original cost estimate.
2. Outside contractors
When outside contractors are to be used the Facilities Management Department will in conjunction with the requestor, will be responsible for contacting potential bidders (contractors) and for conducting on-site inspections of the project with potential bidders. Any projects with a cost in excess of $5,000 will require two bids or a valid justification for less than two bids. The selection of a contractor will be made by the Director of Facilities Management, the Vice President for Administration and the requestor. Factors to be considered are the bids, proper licenses, ability to perform the required job, financial capacity and proper insurance coverage (liability and workers compensation). A completion bond may be required depending upon the financial strength and track record of the successful bidder. This will be determined jointly by the Vice President for Administration and the Director of Facilities Management.
H. Cost Approval
When the bids or the cost estimates are received the review committee (requestor, Provost, Vice President for Administration, Controller and Director of Facilities Management) will meet to review and approve the costs. The President will be kept advised and have final approval authority, when appropriate. Major capital projects may be subject to further Board of Trustee review and approval.
III. CONSTRUCTION
A. Contracts
All contracts will be signed by the Director of Facilities Management or the Vice President for Administration.
B. Inspections and Payments
The architect (if applicable), the Facilities Management Department and the requestor will inspect the construction done by an outside contractor and authorize payments as called for in the contract. Normally, a 10% hold will be deducted from each payment until the project is completed.
C. Change Orders
Change orders will be approved by the Director of Facilities Management after discussion with the requestor and Vice President for Administration. Those costs that cannot be included within the contingency allowance will have to have a funding source identified prior to approval.
D. Completion
Normally, areas will not be occupied until the City building inspector (if applicable) has signed off on the project. For all construction outside the existing buildings (new buildings) a “Notice of Completion” will be filed by the office of the Vice President for Administration.