13.1.4 Physical Facilities Capital Improvements

Printable Version

Effective Date:

8-3-64

Revision Date:

12-14-18

Policy - General

The broad term of Physical Facilities Capital Improvements is separated into two categories for purposes of planning, financing and accomplishment.

  1. Capital Construction
  2. Asset Preservation/Deferred Maintenance and Minor Renovation Improvement

Specific procedures apply to each of these categories  

Policy Statement

It is the responsibility of the Eastern Michigan University Physical Plant to perform and/or supervise all work (including the hiring of architects, engineers and contracts) that involves the physical construction, alteration, or improvement to University owned, leased, or occupied facilities, or any improvements or modifications to land owned or leased by the University. No other department or individual is authorized to contract for or perform these functions.

In order to fulfill this responsibility, plans and construction for this work are managed by the Physical Plant, who will insure compatibility with established University standards, regulations, and building codes, and will coordinate the work of the architects, engineers, contractors and physical plant maintenance and operations staff.

Capital Construction

Capital construction consists of those projects which provide totally new facilities on the campus, which materially alter the use of a facility, or construct a major addition, alteration or improvement to a facility; cost of a Capital construction project shall exceed $75,000; they are financed by capital provided by the state or federal government, ,bond proceeds, or other localized funding as appropriated by the chief financial officer; and they require professional and technical services in the planning ,construction and closeout stages.

The Vice President of Operations and Facilities and the Chief Financial Officer shall review and recommend to the President the priority of projects, the plans and the method of financing for his or her review and recommendation to the Board of Regents.

Bids for capital construction projects will be obtained from the Physical Plant in conformance with the physical plant and the purchasing department procurement policies and procedures.

Construction contracts are awarded in accordance with the physical plant and purchasing Department policies and procedures.. Each request for payment from a contractor is to be reviewed and approved in accordance with the physical plant and purchasing department policies and procedures for signatory authority prior to payment. 

Asset Preservation/Deferred Maintenance and Minor Capital Improvement

Asset Preservation/Deferred Maintenance

Consists of those projects costing over $25,000 whose aim is to restore a facility to its former state without changing the purpose or program for which it was designated.

Minor Renovation Improvement

Consists of those projects costing between $25,000 and $75,000 which alter the facility by increasing its value or changing its use.

Funds to support asset preservation/deferred maintenance and minor renovation improvement projects, which are estimated to cost over $25,000, shall be appropriated in the annual capital appropriations priority project list submitted annually to the President for Board of Regents approval  or funded by the benefiting department and approved in accordance with the departmentally funded project procedures.

Projects in this category costing less than $25,000 are financed from the appropriate operations budget.

Asset preservation/ deferred maintenance and minor renovation improvement projects may require professional and technical services in the planning, construction, and closeout stages.

Programs for minor renovation improvement projects are developed cooperatively with the physical plant professional staff and the using department(s).

Bids for asset preservation/deferred maintenance and minor renovation improvement projects will be obtained from the Physical Plant in conformance with the physical plant and purchasing policies and procedures.  Each request for payment from a contractor is to be reviewed and approved in accordance with physical plant and purchasing policies and procedures for signatory authority prior to payment.  An asset preservation/deferred maintenance or minor renovation improvement project, costing in excess of $25,000, consists of the sum total of all contracts including labor, material, furnishings and equipment related to a certain designated project to complete the total project.

Reason for Policy

To establish clear authority for the maintenance, repair, renovation, remodeling and new construction (including the hiring of architects, engineers and contracts) related to the University facilities.

Violation

Non-approved work that is initiated in violation of this policy will be corrected if necessary by the Physical Plant Management Department, with all associated costs charged to the responsible unit.

Authority for Creation and Revision


Minutes of the Board of Regents, August 3, 1964; para. .102M; .103M; .104M; .105M; .106M; .107M; .108M; .109M; .110M; .111M; .112M; .113M.
Minutes of the Board of Regents, December 14, 2018


Last Review Date: December 2018


Policy - General

The broad term of Physical Facilities Capital Improvements is separated into two categories for purposes of planning, financing and accomplishment.

  1. Capital Construction
  2. Asset Preservation/Deferred Maintenance and Minor Renovation Improvement

Specific procedures apply to each of these categories  

Policy Statement

It is the responsibility of the Eastern Michigan University Physical Plant to perform and/or supervise all work (including the hiring of architects, engineers and contracts) that involves the physical construction, alteration, or improvement to University owned, leased, or occupied facilities, or any improvements or modifications to land owned or leased by the University. No other department or individual is authorized to contract for or perform these functions.

In order to fulfill this responsibility, plans and construction for this work are managed by the Physical Plant, who will insure compatibility with established University standards, regulations, and building codes, and will coordinate the work of the architects, engineers, contractors and physical plant maintenance and operations staff.

Capital Construction

Capital construction consists of those projects which provide totally new facilities on the campus, which materially alter the use of a facility, or construct a major addition, alteration or improvement to a facility; cost of a Capital construction project shall exceed $75,000; they are financed by capital provided by the state or federal government, ,bond proceeds, or other localized funding as appropriated by the chief financial officer; and they require professional and technical services in the planning ,construction and closeout stages.

The Vice President of Operations and Facilities and the Chief Financial Officer shall review and recommend to the President the priority of projects, the plans and the method of financing for his or her review and recommendation to the Board of Regents.

Bids for capital construction projects will be obtained from the Physical Plant in conformance with the physical plant and the purchasing department procurement policies and procedures.

Construction contracts are awarded in accordance with the physical plant and purchasing Department policies and procedures.. Each request for payment from a contractor is to be reviewed and approved in accordance with the physical plant and purchasing department policies and procedures for signatory authority prior to payment. 

Asset Preservation/Deferred Maintenance and Minor Capital Improvement

Asset Preservation/Deferred Maintenance

Consists of those projects costing over $25,000 whose aim is to restore a facility to its former state without changing the purpose or program for which it was designated.

Minor Renovation Improvement

Consists of those projects costing between $25,000 and $75,000 which alter the facility by increasing its value or changing its use.

Funds to support asset preservation/deferred maintenance and minor renovation improvement projects, which are estimated to cost over $25,000, shall be appropriated in the annual capital appropriations priority project list submitted annually to the President for Board of Regents approval  or funded by the benefiting department and approved in accordance with the departmentally funded project procedures.

Projects in this category costing less than $25,000 are financed from the appropriate operations budget.

Asset preservation/ deferred maintenance and minor renovation improvement projects may require professional and technical services in the planning, construction, and closeout stages.

Programs for minor renovation improvement projects are developed cooperatively with the physical plant professional staff and the using department(s).

Bids for asset preservation/deferred maintenance and minor renovation improvement projects will be obtained from the Physical Plant in conformance with the physical plant and purchasing policies and procedures.  Each request for payment from a contractor is to be reviewed and approved in accordance with physical plant and purchasing policies and procedures for signatory authority prior to payment.  An asset preservation/deferred maintenance or minor renovation improvement project, costing in excess of $25,000, consists of the sum total of all contracts including labor, material, furnishings and equipment related to a certain designated project to complete the total project.

Reason for Policy

To establish clear authority for the maintenance, repair, renovation, remodeling and new construction (including the hiring of architects, engineers and contracts) related to the University facilities.

Violation

Non-approved work that is initiated in violation of this policy will be corrected if necessary by the Physical Plant Management Department, with all associated costs charged to the responsible unit.