Non-capital construction, renovation, and repair of college-owned facilities

Facilities Management Policy 20030

1. Purpose

The Manager of Facilities at Germanna Community College is charged with the responsibility for the design, construction, and maintenance of the College buildings and grounds. The purpose of this policy is to provide the necessary structure to successfully manage this responsibility. To achieve this, the following objectives must be met:

1.1. College facilities must be designed, constructed, renovated, and maintained in accordance with the Virginia Uniform Statewide Building Code (VUSBC), the Americans with Disabilities Act (ADA), and the Uniform Federal Accessibility Standards (UFAS).

1.2 The College must comply with building permitting procedures developed and enforced by the Virginia Department of General Services.

1.3 The design, construction, renovation, maintenance, and repair of College facilities must be accomplished in a manner consistent with the College’s master plan, historic preservation concerns, College standards of quality and aesthetics, and environmental health and safety standards.

1.4 The public and private investment in the College facilities must be protected by providing appropriate control over the manner in which they are maintained and renovated.

1.5 The College’s records of its facilities must be kept current.

1.6 The work performed on College facilities must be done by qualified tradesmen in accordance with legal requirements.

2. Policy

All non-capital construction, renovation, and maintenance of College-owned facilities, and the installation of equipment within those facilities, shall be accomplished under the management and direction of the Buildings and Grounds Department. This policy shall not apply to capital projects, leased facilities, or portable equipment.

3. Procedures

3.1 The Facilities Manager shall be the single point of contact for all College work covered by this policy. Members of the College community wishing to pursue any activity which involves the construction, renovation, maintenance, or repair of any College facility shall contact the Facilities Manager to initiate these activities.

These may include

  • Procurement of professional design services, including the hiring of architect-engineering firms to prepare plans and specifications for facilities projects.
  • Preparation of designs.
  • Procurement of labor and materials.
  • The accomplishment of the work itself.

Questions about project feasibility, cost estimates, College procedures, and similar issues should also be directed to the Facilities Manager.

3.2 The Facilities Manager shall work with other College departments and outside regulatory agencies to develop and implement procedures to ensure full compliance of the design and execution of the work with applicable codes, standards permitting requirements and other College concerns. These contracts shall include, but are not limited to:

  • Virginia Community College System (VCCS)
  • Germanna Community College Information Technology Department
  • Virginia State Fire Marshal’s Office
  • Virginia Department of General Services – Division of Engineering and Buildings

3.3 The Facilities Manager shall establish procedures by which other College departments with qualified staff can be authorized to perform certain types of building maintenance and repair. These procedures shall establish the minimum qualifications needed, define the scope of work to be covered, and ensure that permitting requirements are met. Authorizations issued under these procedures must be in writing.

3.4 The Facilities Manager shall ensure that the requirements of this policy are enforced. The Facilities Manager has been designated as the Agency Representative to enforce the Department of General Services’ VUSBC building permit program for the College. This policy establishes the College mechanism for implementing the permitting program and assuring compliance with the VUSBC for all work done in our facilities. These are legal requirements that affect the safety of College facilities.

4 Definitions

4.1 Building service equipment: The fixed equipment associated with any mechanical, electrical, plumbing, elevator or fire protection system within or serving a facility.

4.2 Capital project: Any construction or renovation project with a total project cost of $500,000 or greater; or a general fund project involving new construction, with a total project cost of $250,000 or greater.

4.3 Facility: Any portion of a building, structure or area, including the site on which the building, structure or area is located, wherein specific services are provided or activities are performed. This includes all utilities, systems and building service equipment associated with the facility.

4.4 Maintenance: Work performed at a facility or the fixed systems and building service equipment therein, for the purpose of maintaining quality and function.

4.5 Non-capital project: Any project which does not meet the definition of a capital project.

4.6 Portable equipment: Equipment used within a facility but without a permanent connection to the building’s utility services.

4.7 Renovation: Any work to a facility or the fixed systems and building service equipment therein which is done to improve the existing level of quality and functionality or to accommodate a change in the nature of the use of space within a building or facility.

4.8 Repair: The reconstruction or renewal of any part of an existing facility for the purpose of maintenance or restoration of its state.

5 References

5.1 Virginia Polytechnic Institute and State University, Policies and Procedures, February 28, 1999

5.2 Americans with Disabilities Act

5.3 Annual Permit for Construction of State-Owned Buildings and Structures (issued by the Department of General Services, first issue date July 1, 1998)

5.4 Commonwealth of Virginia Employee Standards of Conduct

5.5 Uniform Federal Accessibility Standards

5.6. Virginia Uniform Statewide Building Code

6. Point of contact

Facilities Manager

7. Approval and revision dates

President’s Council: August 12, 2002; August 18, 2014

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