ADMINISTRATIVE PROCEDURE …

ADMINISTRATIVE PROCEDURE                                              Effective: February 15, 2001

Subject:      Requests for Facilities Management Services (RFMS)

              Special Services, Maintenance, Minor Alterations, Lease Requests, Campus
              Projects and Capital Projects

Responsible Administrative Unit:

              Facilities Management (FM), consisting of the following:

                     Department of Architecture, Engineering & Construction (AEC)
                     Department of Building and Landscape Services (B&LS)
                     Department of Facilities Planning (FP)
                     Department of Operations and Maintenance (O&M)
                     Office of Facilities Administration (OFA)

Applicable Form:  Request for Facilities Management Services
                  [Available at www.facilities.umd.edu/RFMS]
______________________________________________________________________________

A.     PURPOSE       This statement is provided to all units/departments as a guideline to the

                     policies and proper procedures for requesting the services of FM. These

                     services include the following: Special Services, Maintenance, Minor

                     Alterations, Lease Requests, Campus Projects and Capital Projects.

B.     POLICY

       1.     FM has been charged with the responsibility for management of campus facilities.

              FM maintains a complete inventory on the assignment and utilization of all

              interior spaces. Periodic reports are made to the State and Federal governments

              on space utilization as classified by different functional categories (e.g.,

              classroom, laboratory, office, etc.) and conditions of facilities. Periodic audits are

              conducted to determine the validity of these reports.




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2.   Divisions and colleges are generally expected to accommodate facilities needs

     within the space that is assigned to the division/college. Requests for additional

     space must follow the procedures for lease requests or capital projects.



3.   Departments are not authorized to make the following modifications to existing

     buildings (e.g., architectural modifications, heating, ventilation and air

     conditioning systems, electrical systems, plumbing systems, etc.) or equipment

     (e.g., fume hoods, audio visual, etc.) that impact the building systems without the

     prior review and approval of the proposed modification by FM and other

     appropriate approval authorities. (Note: Carpet installation/replacement can be

     purchased directly through the Department of Procurement and Supply (DPS)

     x55831.)



4.   Requests for services from FM must be submitted through the review and

     approval chain on a Request for Facilities Management Services form. Note:

     Maintenance items and/or operations problems of an emergency nature may be

     requested over the telephone by calling Work Control (x52222). Requests for

     services must be funded by the requesting department or funded by central

     university funds approved by the Facilities Council or the Facilities Improvement

     Subcommittee.




5.   Projects funded by the requesting department in space assigned to them may be


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     approved by FM contingent upon customer and VP review and approval of the

     project scope, budget and schedule. No dollar limit is placed on this delegated

     authority, but Facilities Council review may be requested at the discretion of the

     Director of FP.



6.   All requests, which seek partial funding from central university funds for campus

     projects, must be accompanied by a detailed budget prepared by FP for which

     there is a charge of $500.



7.   Due to the limitations of the central university funds, project cost sharing is

     encouraged. The general cost sharing guideline for campus projects funding

     requests is that the customer provides one half of the amount with the university

     contributing one half, if the project is approved. Adjustments to this guideline

     may be made in the funding recommendation to accommodate the financial

     situations of the requesting department.



8.   Any funding required over the approved authorization must be borne by the

     responsible school/college/division.



9.   The Facilities Council (FC) oversees - at a high level - the use, maintenance,

     upgrade, and planning for the university's facilities. The Council decides upon

     major space reassignments, allocation of funds for new buildings and major

     renovation projects, prioritization of capital construction and renovation projects,

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and oversees the short-term and long­term facilities planning, including the

campus Facilities Master Plan. The Council approves program statements and

design concept plans for all university facilities. The Facilities Council meets

once a month. All projects that require Facilities Council approval are routed

from FP to the Facilities Council. Facilities Council approval is required for

projects under the following circumstances:



       ·   budgeted to cost more than $100,000 for which the department is

           requesting partial funding;



       ·   budgeted to cost more than $100,000 and involve a change in space

           utilization, assignment or configuration that crosses divisional lines

           i.e., between one Vice President and another, or space assigned to the

           university (e.g., classrooms, mechanical rooms, hallways, etc.); and/or



       ·   that involve the lease or purchase of space (e.g., off-campus lease

           space, trailers or modular buildings); and



       ·   involving major policy issues.




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10.   The Facilities Advisory Committee (FAC) advises the Facilities Council

      regarding projects to be included in the university's facilities budgets. FAC is

      informed of site selection issues for new facilities. With input from FM, FAC

      reviews and makes priority recommendations to the Facilities Council for annual

      facilities project submissions from the colleges/schools/divisions for projects to

      be included in the capital budget programs, including the:

      ·   Capital Improvement Program (CIP)
      ·   System Funded Construction Program (SFCP)
      ·   Access Maryland Program (AMP)
      ·   Access UM Program
      ·   Occupational Safety and Health Administration (OSHA) Program
      ·   Various environmental programs (asbestos, chlorofluorocarbons, etc.)


      Recommendations for these capital budget programs are developed during the fall

      semester.



      FAC also reviews and makes priority recommendations for the annual facilities

      project submissions from the colleges/schools/divisions for projects to be funded

      from central university funds including the:



      ·   Facilities Renewal Program (FRP)

      ·   Facilities Council Program (Central Funds).

      Recommendations for use of central university funds are developed during the

      spring semester.



      All project submissions that request partial funding require a detailed project



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      budget to be provided by FP. All funding requests over $100,000 are to be

      reviewed by FAC which makes recommendations to the Facilities Council on

      projects to be included in the annual capital budget programs. The Facilities

      Council approves all projects to be included in these annual capital budget

      programs. Funding approval by the University System of Maryland Board of

      Regents (for SFCP) and/or the Maryland State Legislature (for CIP, FRP, AMP

      and the environmental programs) is required before proceeding with

      implementation. FP provides staff support for FAC and Facilities Council.



11.   All projects that require Facilities Improvement Sub-Committee (FIS) approval

      are routed from FP to FIS. FIS meets as needed to quickly address project

      requests. FIS approval is required for projects under the following circumstances:



      ·      budgeted at $100,000 or less for which the department is requesting

             partial funding;

      ·      budgeted at $100,000 or less and involve a change in space utilization,

             assignment or configuration that crosses divisional lines i.e., between one

             Vice President and another, or space assigned to the university (e.g.,

             classrooms, mechanical rooms, hallways, etc.);

      ·      that involve the siting of satellite dishes and antennas.



12.   The Teaching Facilities Committee (TFC) advises the Facilities Council and the

      Provost on all teaching related facilities issues. An annual call will be made by

      TFC to the Deans requesting suggestions for classroom improvement projects.

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           All requests for changes to teaching facilities and facilities actions that may affect

           teaching facilities must be reviewed by TFC. A representative of the TFC will be

           involved at all stages of the project.



     13.   The UM Architectural Design Standards Board (ADSB) is the group charged to

           develop design guidelines and standards for architecture and the landscape and to

           assist in the development of a UM Architectural Review Board. The ADSB also

           is charged to assure the aesthetic quality and design coherence for the campus as

           well as to review design of new facilities and renovation projects until the

           Architectural Review Board is established. The major focus of the ADSB is on

           new construction and renovation/renewal projects that will result in a visible

           change to the exterior campus environment. The ADSB meets as needed and

           reports to the Facilities Council through the Assistant Vice President for Facilities

           Management.



     14.   Major Building Committees are established for capital projects and include

           representatives from the occupants of the new or renovated facility as well as

           representatives who will address broader land use development and open space

           issues for the university.




PROCEDURES



1.   Customer completes a Request for Facilities Management Services (RFMS) form and

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     submits it to Work Control. A Financial Record System (FRS) number is required for

     processing the form. Note: If a form is not submitted by the requestor, the first point of

     contact in FM will provide assistance to the customer to complete a RFMS form and

     forward to Work Control.



2.   All emergency service items are directed to Work Control via a phone call.



3.   All incoming requests are reviewed by a Work Control staff member who assigns a

     number, enters the item in the database, then routes the item to either AEC, B&LS, FP or

     O&M according to the type of service requested.



4.   Specific procedures follow for each of the six services provided by FM.



     a.     Special Services

            Special services include requests for assistance to support special events.



            Examples include: extra cleaning services, set up of tables and chairs, providing

            electrical power, supplying microphone/speakers/podium and other equipment,

            moving units, and assistance with packing for moves.



            The cost of providing these services must be paid by the requesting department.

            These requests are routed directly to B&LS or O&M by Work Control.




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b.    Maintenance

      Maintenance is the recurrent, day to day, periodic or scheduled work

      required to preserve or restore a facility to such condition that it can

      effectively be used for its designated purpose.



      Examples of maintenance work that might be requested by building occupants

      include: broken doors, water coming into facility from a leaking pipe, roof or

      ground seepage, toilet backup, no heat, no air conditioning or improper

      functioning of the heat or air conditioning.



      The university funds maintenance of facilities occupied by state-supported units.

      Auxiliary units (i.e., Intercollegiate Athletics, Dining Services, Residential

      Facilities, Campus Recreation Services, etc.) are responsible to provide funding

      for the maintenance of facilities they occupy. B&LS and O&M have separate

      agreements with each auxiliary unit and maintenance is performed by B&LS and

      O&M as a reimbursable cost.



      These services may be called in to Work Control (x52222) if they are of an

      emergency nature. There is no charge to state-supported units for these services.

      These requests are routed directly to B&LS or O&M by Work Control.



 c.   Minor Alteration




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        A minor alteration is defined as work in a facility that is beyond

        maintaining an existing building component. For this type of work, there

        is no space use change and no design services required. This type of work

        is intended to move quickly ("fast track") into implementation.



       Examples of minor alterations include: making/installing signs (room number

       and name plates), bulletin boards, shelves, counters, replacing window air

       conditioning units, fans, mail boxes, show cases, electric outlets, switches,

       lighting fixtures, carpet or moveable equipment, completing repairs to

       departmental furniture, unscheduled room painting, making multiple keys, lock

       core changes, lock function changes, installing padlocks or other security

       devices/systems, and small modification projects determined by O&M to be able

       to be performed by the In-house Construction unit. Work is performed by B&LS

       or O&M as a reimbursable cost.



       These requests are routed directly to B&LS or O&M by Work Control.



d.     Lease Requests

 Lease requests are for additional space requirements that can be located in rental

 facilities off campus.




       A university unit requiring space must first obtain signatures from the respective

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Dean and Vice President indicating that no space is available in the

college/division to satisfy the requirement.



The RFMS is then forwarded to the Director of FP. In the request, the unit should

identify the source of funding for the monthly lease payments for the term of the

required lease and the associated one-time moving, tenant improvement,

brokerage and related transaction costs if the unit will provide funding. If funds

are being requested from the university, the unit should identify the request on the

RFMS.



If FP determines that there is no on-campus space available, FP will advise the

Vice President for Administrative Affairs who will gather the latest leasing

market information for off-campus space. The off-campus space need will be

forwarded to the Facilities Council for approval. The Council will authorize a

fund source and an estimated funding amount and the designee of the Vice

President for Administrative Affairs will work with the prospective tenant to lease

the most suitable off-campus space at market rates.



The designee of the Vice President for Administrative Affairs will negotiate lease

terms with the prospective landlord. Any brokerage and advisory fees, tenant fit-

up, moving and other related transaction expenses will be included in the rental

cost estimate for each lease presented to Facilities Council for approval and will

be charged back to the authorized fund source.



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     The UM Office of Legal Affairs (OLA), will document the transaction terms in

     the lease, obtain the landlord's and the President's signatures prior to execution

     by the Vice President of Administrative Affairs, or its designee. Certain leases

     will also require the Office of the Attorney General and Board of Regents (BOR)

     review and approval prior to execution by the President and/or the University

     System of Maryland Chancellor. OLA will obtain the necessary approvals.



     Upon full execution of the lease, OLA will retain the original and the Office of

     the Vice President for Administrative Affairs will update the UM Rent Roll.



     The unit as tenant will receive monthly invoices for rent and other charges under

     the lease and shall ensure that they are paid in a timely manner.



e.   Campus Projects

     Campus projects are facility improvements or new construction projects

     that cost under $1 million which may be approved by the UM

     administration's Facilities Council.



     Examples range from modifications to subdivide a space to renovating an entire

     office suite to support new/changed programs or equipment.



     The FM services related to a campus project may include:

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-   a written detailed scope of work;

-   a graphic layout/plan of the construction work;

-   a conceptual budget will be provided if the user needs preliminary

    information for a decision to proceed (no fee charged, budget will be

    provided as a range);

-   a detailed budget for the total project costs including design (if applicable),

    fees, contingency, design review, new construction/renovation, project

    management, construction inspection, life safety review,

    data/telecommunications, furniture/equipment, special cleaning and moving

    as appropriate. The cost for a detailed budget done by in-house staff is $500;

    work associated with the detailed budget includes a line item estimate of

    costs for the scope of work, a space plan/layout for the area to be modified

    and a project schedule. Some detailed budgets may require specialized

    expertise of outside consultants at a cost of $500 plus the cost of the outside

    consultant. If the project is implemented, the $500 charge is applied to the

    total cost of the project.

-   a proposed general schedule (duration in number of days/weeks/months) for

    the project;

-   interaction with the O&M unit that will execute the work;

-   authorization of funding (requires a detailed budget if campus funds are

    requested);

-   design; A 4.5 percent fee will be applied to projects designed with outside

    firms. The cost of the design is in addition to the fee. A 10.5 percent fee will

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    be applied to projects designed by FM staff; and

-   construction.



For campus projects costing more than $100,000 that the customer requests

partial funding, colleges/departments/divisions forward project requests through

their Dean/Vice President to FAC (March). A detailed budget prepared by FP is

required for all projects to be considered by FAC. The customer must get the

Vice President's endorsement that the project is one that requires further

investigation by FP and has a good chance of being implemented.



Campus projects funded by the customer or costing $100,000 or less are routed on

a RFMS form directly to FP. For fullest consideration, these requests must be

submitted by January to be evaluated for construction implementation during the

summer time period and October to be evaluated for construction implementation

during the winter break.



A Project Manager in FP will be responsible for the project from idea generation

(preparation of scope of work, budget and implementation schedule) through

completion of design. The FP Project Manager will:



-   meet with the customer to develop scope of work, budget and schedule. (If

    the customer is providing funds for the project and wants to bypass the need

    for a project budget, the customer must guarantee to cover the cost of all

    services. An outside architect/engineer is required to complete the functions

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    that a Project Manager would perform. Project approval by FP is required

    prior to implementation.

-   obtain TFC input and approval for all projects involving teaching facilities

    and facilities actions that may affect teaching facilities.

-   provide direction on the method for implementing construction and the

    project schedule.

-   obtain the customer's and appropriate VP's agreement/signature on scope of

    work, budget and schedule.

-   prepare the agenda item for the necessary approval authorities (e.g., FC, FIS,

    ADSB).

-   notify the customer, service providers (Office of Information Technology,

    Department of Business Services, Building Services, etc.) and O&M of the

    action of the approval authority.

-   implement appropriate architect/engineer selection process, if outside design

    services are required

-   conduct a design initiation meeting with the customers and other university

    representatives as required.

-   review requests and make a recommendation on scope additions/changes or

    quality upgrades.



A plant fund account will be established by the Comptroller's Office following

project approval and funding authorization. Multi-year funding authorizations

can be accommodated in plant fund accounts. All funds for project expenses

managed by FM will be transferred to the plant fund account to which all project


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expenses will be charged. Upon financial close-out of the project, unspent funds

will be returned proportionately to the contributing units/sources.




Design Procedures

-   The architectural firm/in-house design staff meets with customers and other

    university representatives (O&M and B&LS staff, TFC representative,

    Department of Environmental Safety Staff, etc.) to gather information and

    prepare a schematic design.

-   The customer and others review and comment on the schematic design.

-   The architectural firm/in-house design staff incorporates all appropriate

    review comments directed by UM and the schematic design is approved by

    FP and the customer.

-   The customer and others review and comment on all subsequent design

    submissions which are dependent on the complexity of the project (design

    development, 50 percent construction documents, 95 percent construction

    documents and 100 percent construction documents).

-   Each subsequent design submission is approved by FP and the customer.

-   FP Project Manager provides written comment for conformance to project

    scope at each design submission.

-   If the customer requests a scope change during design, the request must be

    reviewed by FP. A scope change is defined as an adjustment (additional

    work or quality upgrade) that will result in an increase to the project budget

    or the project square footage or changes to the approved room uses. Changes


                                  16
    requiring additional funding are funded either by the customer or require the

    customer to submit a supplemental funding request to be forwarded by FP to

    the approving authority. The FP Project Manager will make a

    recommendation to the approving authority and the customer of the action.



The construction phase of campus projects will be executed by O&M. The O&M

Project Manager will be responsible for the project from the bidding phase

through construction completion and financial close-out.



Construction Procedures

-   Upon completion of design, the O&M Project Manager requests proposals

    from one of the construction vendors, requests the procurement office to bid

    the project or assigns the project to be executed by the In-house Construction

    unit.

-   A contract for construction is awarded.

-   O&M Project Manager works with the customers to establish the substantial

    completion date.

-   If the customer requests a scope change during construction, the request must

    be reviewed by FP. The FP Project Manager will make a recommendation to

    the approving authority and the customer of the action.

-   As the project progresses through construction, the contingency accounts are

    used to cover the cost of items not foreseen in the project scope at the time of

    approval. These items include latent conditions and design adjustments. The


                                17
    construction contingency accounts are not to be used to fund scope changes.

    Scope changes, if desired by the customer, are funded by the customer or by

    allocation of supplemental funding by the approving authority.

-   O&M Project Manager coordinates with the FM Move Coordinator and with

    the customer to ensure delivery and installation of furniture and other

    moveable equipment, voice and data services, moving services and keys are

    provided. The O&M Project Manager will coordinate the project schedule

    with other service providers (Office of Information Technology, Department

    of Business Services, Building Services, etc.) by making contact by phone or

    e-mail at the appropriate time for coordinated services. The customer must

    identify a departmental move coordinator to act as the on site contact for

    equipment, furniture, voice and data, signs, moving and keys for the project.

    The departmental move coordinator or other staff in the department will

    complete all necessary forms for voice and data, keys, moving, etc.

-   Prior to occupancy, O&M Project Manager completes a site walk through of

    the project with the customer and FP. The O&M Project Manager generates

    a punch list of items, identifies warranty problems and develops a schedule to

    complete the project. O&M works with the customer to correct warranty

    problems.

-   O&M Project Manager obtains signature of customer and O&M AD for

    Maintenance on letter of substantial completion acknowledging and

    accepting that all work has been done.

-   Upon construction completion, the O&M Project Manager's goal is to

    financially close-out the project within 60 days.

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f.   Capital Projects

     Capital Projects are those improvements for new facilities or major

     renovations that cost $1M or more and require approval beyond the UM

     administration's Facilities Council (i.e., University System of Maryland

     Board of Regents and/or the Maryland State Legislature).



     Budgeting

     -   Colleges/departments/divisions forward project requests through their

         Dean/Vice President to FAC (September). A detailed budget prepared by FP

         is required for all projects to be considered by FAC.

     -   A 3.75 percent fee will be applied to all capital project expenditures,

         regardless of fund source starting in FY 2001.

     -   FAC reviews all project requests and prepares a recommended 10-year

         Capital Improvement Program (CIP) (includes Capital Facilities Renewal

         funded projects over $1M) and a recommended 10-year System Funded

         Construction Program (SFCP) (January).

     -   Facilities Council reviews and approves the 10-year CIP and 10-year SFCP

         (February/March).

     -   FP prepares the required documentation for the 10-year CIP and 10-year

         SFCP for submission to USMH (March).

     -   The University of Maryland Board of Regents recommends a five-year CIP

         and SFCP and provides funding authorization for the first year of the SFCP

         (June).

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-   Funds for projects in the first year of the five-year SFCP are available (July).

-   The five-year CIP is submitted to the State Department of Budget and

    Management (DBM) (July).

-   DBM recommends a five-year CIP to the Governor (November).

-   The Governor's recommended five-year CIP is published (late January).

-   The Maryland State Legislature approves funding for projects in the first year

    of the five-year CIP (April).

-   Funds for projects in the first year of the five-year CIP are available (July).

-   A plant fund account will be established by the Comptroller's Office

    following project approval and funding authorization. All funds will be

    transferred to the plant fund account to which all project expenses will be

    charged.



CIP Projects

-   Following UM approval of the CIP request, FP initiates development of the

    Part I program to meet external deadline requirements.

-   FP works with the customer to prepare a Part I program that justifies and

    describes the project including a room by room space list, special space

    requirements, site analysis and assessment of capital equipment that will be

    needed to support the project.

-   FP obtains TFC input and approval for all projects involving teaching

    facilities and facilities actions that may affect teaching facilities.

-   Facilities Council approves the Part I program executive summary which


                                  20
     includes the scope/overview, justification, space and population summaries,

     site and financial plans as appropriate.

-    The Part I program is submitted to the USMH for submission to the state

     review agencies (DBM, and the Maryland Higher Education Commission -

     MHEC).

-    The state review agencies prepare program comments and questions.

-    FP prepares responses with input from the customers and others as needed.

-    The state review agencies (DBM and MHEC) approve the Part I program.



- FP initiates development of the Part II program to meet external deadline

    requirements.

- FP works with the customer and others to prepare the Part II program that includes a

detailed description of the scope of work (including a space requirement sheet for

each room) and the scope of architectural/engineering services required. Any

program changes must be approved by the Facilities Council, USMH, and the state

review agencies.

- The Part II program is submitted to the USMH for submission to the state review

agencies.

- The state review agencies prepare program comments and questions.

- FP prepares responses with input from the customers and others as needed.

- The state review agencies approve the Part II program.




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SFCP Projects

-   Following UM approval of the SFCP request, FP initiates development of the Part I

    program.

-   FP works with the customers to prepare a Part I program that justifies and describes

    the project (including a room by room space list).

-   FP obtains TFC input and approval for all projects involving teaching facilities and

    facilities actions that may affect teaching facilities.

-   Facilities Council approves the Part I program executive summary which includes the

    scope/overview, justification, space and population summaries, site and financing

    plan, and approves proceeding with a Part II.

    -   FP works with the customers, AEC Project Manager, O&M Staff and others

        to prepare a Part II program.

    -   Any program changes must be approved by the Facilities Council and

        USMH.



    Project Implementation

    -   Upon program and funding approval, AEC prepares an implementation plan

        designating the financial arrangements, schedule and construction

        methodology that the President submits to USMH.



    Selection of Architectural Firm

    -   AEC prepares an A/E selection Request for Proposal (RFP).

    -   Upon program and funding approval, AEC submits the RFP to DPS to

        advertise for an architectural firm to design the project.


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-   Upon receipt of technical proposals, AEC chairs a committee to review

    proposals. AEC is the lead university representative, and requests

    participation from the customers and others. Through several steps, the

    committee rank orders the firms.

-   AEC negotiates the fee with the top ranked firm. AEC requests input from

    the customers and others as needed.

-   If the contract exceeds $500,000, approval is required from the Board of

    Public Works (BPW).

-   After appropriate approvals, AEC requests DPS to issue the design contract.

    Upon issuance, AEC administers the design contract.



Design

-   Upon approval of the design contract, AEC conducts a design initiation

    meeting that will include FP, the customers and other university

    representatives.

-   The architectural firm meets with customers and other university

    representatives to gather information and prepare a schematic design.

-   The customer and others review and comment on the schematic design. AEC

    presents the schematic design to the Architectural Design Standards Board

    (ADSB) for review. ADSB provides a recommendation on the schematic

    design and design development submissions, and AEC presents the

    recommendations to Facilities Council for approval. AEC presents the

    schematic design submission to the State Architectural Review Board (ARB)


                               23
    if required, for review and comment.

-   The architectural firm incorporates all appropriate review comments of the

    design team directed by UM and the schematic design is approved by AEC

    and the customer.

-   The customer and others review and comment on all subsequent design

    submissions (design development, 50 percent construction documents, 95

    percent construction documents and 100 percent construction documents).

-   Each subsequent design submission is approved by AEC and the customer.

-   FP provides written comment for conformance to project scope at the final

    design submission.

-   If the customer requests a scope change during design, the request must be

    approved by the Facilities Council. For CIP projects, program changes must

    be approved by the Facilities Council, USMH, and the state review agencies.

    For SFCP projects, program changes must be approved by the Facilities

    Council and USMH.

-   Scope deletions that do not compromise standards/specifications must be

    approved by the Vice President for Administrative Affairs and university

    administration.



Construction

-   Upon design completion and construction funding approval, AEC requests

    the DPS to bid the project.

-   The project is awarded after BPW approval of the contract price.

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-   If the customer requests a scope change during construction, the request must

    be approved by the Facilities Council. For CIP projects, program changes

    must be approved by the Facilities Council, USMH, and the state review

    agencies. For SFCP projects, program changes must be approved by the

    Facilities Council and USMH.

-   As the project progresses through design and construction, the contingency

    accounts are used to cover the cost of items not foreseen in the project scope

    at the time of approval. The contingency accounts are not to be used to fund

    scope additions/changes or quality upgrades. These situations, if desired by

    the customer, are funded by the customer or by allocation of supplemental

    funding by the approving authority.

-   AEC works with the customer to establish the substantial completion date

    and develop a punch list. AEC coordinates with the customer to ensure

    delivery and installation of furniture and other moveable equipment, voice

    and data services, moving services and keys are provided. The customer

    must identify a move coordinator to act as the on site contact for equipment,

    voice and date, moving and keys for the project. The departmental move

    coordinator or other staff in the department will complete all necessary forms

    for voice and data, keys, moving, etc.

-   After occupancy, AEC completes a site walk through of the project with the

    customer, FP and O&M to generate a punch list of items, identify warranty

    problems and develop a schedule to complete the project. AEC/O&M works

    with the customer to correct warranty problems. (Warranty periods extend



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    two years after substantial completion.)



Furnishings and Equipment



CIP Projects

-   The state requires submission of a detailed capital and operating equipment

    list when the university is requesting construction funding. AEC initiates

    development of this list in time to meet this deadline. This comprehensive

    list contains every item of moveable equipment needed, along with its

    estimated price. It includes both capital equipment with a greater than 15-

    year life expectancy such as desks, chairs, tables, file cabinets, etc. and

    operating equipment with a less than 15-year life expectancy such as

    computers, copy machines, fax machines, A/V equipment, etc.

-   AEC coordinates the submission of the list and requests input and

    information from the customers and others.

-   The list is submitted to the state review agencies via USMH.

-   AEC responds to state agency questions with input from the customers.

-   The state approves the equipment list and the budget amounts.

-   Upon funding authorization, AEC initiates requisitions for capital equipment.

-   Customers and others prepare operating equipment specifications for

    requisitions, with AEC coordinating.

-   DPS purchases the equipment.

-   AEC coordinates with the customer, contractors and vendors to receive and


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    oversee equipment installation.

-   AEC certifies receipt of equipment prior to any payment.



SFCP Projects

-   The State does not require equipment lists for SFCP projects. However,

    AEC and the customer may determine that a list is needed in order to

    prioritize equipment purchases within the project budget and to provide

    information to the A/E during design. AEC coordinates the development of

    the list with input from the customers.

-   Upon funding authorization, AEC initiates requisitions for equipment.

-   Customers and others prepare equipment specifications for requisitions, with

    AEC coordinating.

-   DPS purchases the equipment.

-   AEC coordinates with the customer, contractors and vendors to receive and

    oversee equipment installation.

-   AEC certifies receipt of payment prior to any payment.




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