Funding Policy for Facilities Work

Purpose

This policy establishes the responsibility for funding facilities work including, but not limited to, maintenance, repairs, construction, remodeling, equipment installation, and other related activities.

Rationale

The Physical Plant and Facilities Planning Divisions receive an annual budget to maintain existing state owned real estate and physical assets such as buildings, landscape, streets, and utility systems. These funds are targeted for maintenance, repair, and operation of the buildings, and the permanent, built-in equipment that is an integral part of the building and necessary for its operation. This does not normally include installed equipment whose purpose is to support the function or operation housed in the building.

The funding responsibility for work defined as construction, alteration, replacement, conversion, expansion, or extension will normally fall to the supported program or the requesting office. Central, institutional resources may be requested for programmatic renovations and associated infrastructure improvements.

This policy is limited to annual operating budget issues that are focused on the operability and maintenance of facilities. As an institution, the Physical Plant and Facilities Planning Divisions have been funded to provide minimum levels of services in areas such as custodial and landscape, and minimum levels of maintenance and repair to buildings and their supporting infrastructure. Any additional burden to provide services outside of those defined in this document will result in building operating deficiencies, compliance deficiencies, and potential closures.

Funding Responsibility

These criteria apply to general academic, classroom, office, and laboratory buildings and functions.

1. Services (labor and materials) normally charged to Physical Plant and Facilities Planning Divisions' operating budgets:


1. exterior building maintenance such as repairs to exterior doors and hardware, windows, roofs, painted and masonry surfaces;
2. most routine interior building maintenance or service such as custodial services, recycling and trash collection, and repairs to interior doors, ceilings, floors, partitions, counter tops, and permanently installed projection screens and furniture in classrooms controlled by the UMA Registrar;
3. repair and servicing of all utility distribution systems (except video, voice, and data communications cabling) and components including steam, hot and cold domestic water, chilled water, gas, compressed air, electricity, and sanitary sewer;
4. repair and servicing to heating, ventilation, and air conditioning systems provided for general building use;
5. repairs to roads, walks, curbs, street lights, and storm sewers; care of lawn, trees, and shrubs;
6. snow removal, refuse collection, and recycling;
7. programmed maintenance services such as painting, floor tile replacement, ceiling tile replacement, carpet replacement, etc., as funding permits;
8. repair and maintenance of building security systems.


2. Services (labor and materials) normally charged to the requesting college, division, department, or other university sources:


1. maintenance and repairs to departmental equipment and property including but not limited to all moveable and/or portable equipment, autoclaves, growth chambers, sterilizers, stills, centrifuges, microscopes, refrigerators, freezers, processed chilled water systems, specialized or self-contained fume hoods, agricultural waterers and supply lines, and all other departmental or research related equipment;
2. repair or replacement of office furniture and equipment;
3. repair and servicing of refrigeration and air conditioning equipment originally installed at the request of the department;
4. all costs of design, construction, and administration of alterations, remodeling, and renovation projects at the request of the department, including the moving of furnishings and equipment;
5. installation and maintenance of research equipment and machinery;
6. special requests from a college or department for painting, carpeting, signage, shelving, specialty lock installation, other redecorating, special cleaning, or support for functions;
7. installation and repair of audiovisual equipment;
8. installation of new utility systems or the upgrading of existing systems such as electric, steam, water, compressed air, etc., whenever the installation of new departmental equipment exceeds the capacity of the existing utility system.

Applicability

The costs associated with all services, maintenance, repair, and replacement of the following buildings are the responsibility of the occupying unit, or as otherwise previously agreed upon.

• Housing - All Residential Units
• University Health Center
• Telecommunications Trailer & Node Sites
• P.V.T.A. Facility
• Mullins Center
• Campus Center Parking
• Garage and Parking Office
• Football Stadium
• Student Union Building
• University Child Care Facility
• Continuing Education
• Campus Center Hotel & Auxiliary Operations

NOTE: The funding responsibility for work defined as construction, alteration, replacement, conversion, expansion, or extension will normally fall to the supported program or the requesting office. Central, institutional resources may be requested for programmatic renovations and associated infrastructure improvements.

Questions regarding this policy should be directed to the Assistant Director for Business Management, Physical Plant at 545-6465.