Business Affairs Policy CI 01 98 (Reivsed 2/20/04)
Purpose: Explains the proper policies and procedures regarding Capital Improvement Projects.
Scope: Applies to all University departments.
1. Definition. Capital Improvement Projects are renovations, repairs, and major maintenance to existing facilities; major landscape improvements; outside athletic facilities; new constructions; land purchases; one-time major equipment purchases; and utility modifications (any of which are in excess of $300,000).
2. Responsibility for Capital Improvement Projects. All Capital Improvement Projects are under the direction of the Office of the Vice Chancellor for Business Affairs. Specifically, the individual designated to be the primary contact is the Capital Projects Coordinator, who is the Director of Planning and Construction.
1. Request/Approval of Capital Improvement Projects. A Capital Improvement Project Request will be filed through UNC General Administration for approval by the Board of Governors and the General Assembly for each project over $300,000. Projects under $300,000 will be considered on campus by the Senior Officers. Preparation of Capital Improvement Project Requests shall be coordinated by the Capital Projects Coordinator. This request/approval process can take as long as two years for projects in excess if $300,000. This time frame requires everyone to do appropriate capital planning.
a. Receipt-Supported Requests. Receipt-supported requests may be filed any time upon approval of the Chancellor and the Board of Trustees. The user shall work with Facilities Planning and Construction to secure all necessary approvals.
b. Appropriation Requests. Appropriation requests are prioritized, prior to submittal, by the Chancellor and the Board of Trustees. Appropriation requests are filed on a schedule established by UNC General Administration. This filing usually takes place during even-numbered fiscal years. At the time of solicitation, a request for new construction projects and/or repair and renovation projects shall be sent from the Vice Chancellor for Business Affairs to all Vice Chancellors and Deans. Proposals for projects must be sent in writing. Facilities Planning and Construction will work with project requestors to prepare the request in the proper format. Prioritization of projects will be approved by the Chancellor prior to final submission.
2. Design Phase. Upon approval of the project, a designer will be chosen through processes established by the UNCP Board of Trustees, UNC General Administration, and the Office of State Construction. Once a designer is under contract, the Capital Projects Coordinator will contact the prospective user department for input into the program to guide the design process. A series of meetings will be held involving the prospective user, the designer, the Capital Projects Coordinator, and any other personnel deemed important to the early phases of the design process. During the first phase of design (schematic design), heavy involvement will be required from the prospective user. During the next design phase (design development), the user will be asked to review plans for compliance with the program that guided the schematic development. The prospective user should not be in contact with the designer after this phase without the knowledge and consent of the Capital Projects Coordinator. Consultants of any type may not be employed without the written permission of the Capital Projects Coordinator.
3. Working Drawings and Bid Document Phase. The next phase (working drawings and bid documents) is a largely technical phase and will be handled by the Capital Projects Coordinator and the designer up through the bidding process. Once the bidding has taken place, approximately a month is required to have the contractor(s) legally under contract by execution of the proper documents. At this point a "Notice to Proceed" is issued by the Capital Projects Coordinator in conjunction with the Office of State Construction. The construction time frame begins with the "Notice to Proceed."
4. Construction Process. During the construction process, the prospective user will direct all questions to the Capital Projects Coordinator and will personally visit the project site only when accompanied by the Capital Projects Coordinator or his designee.
5. Completion of the Project. Upon completion of the project, the Capital Projects Coordinator and the Office of State Construction will inspect the project for compliance with the plans and specifications. The project will be turned over to the user after this final inspection and formal acceptance of the project by the Board of Trustees.
6. Equipment Acquisition.
a. Funding for Movable Equipment. In projects, other than renovations, a percentage of the funding is set aside for movable equipment. The prospective user will be notified early in the schematic design phase by the Capital Projects Coordinator of the specific amount of funding set aside for movable equipment.
b. Procurement of Movable Equipment. It is the responsibility of the prospective user to choose suitable furnishings and other movable equipment in order for such equipment to be purchased through the normal University purchasing procedures. All movable equipment must be approved for purchase by UNC General Administration. It is important the user expedite this phase because the procurement process on movable equipment quite frequently can take six or more months.
c. Movable Equipment List. Using University Purchasing Services as a resource, the user department should prepare a Movable Equipment List (see Form) per preparation instructions. All information necessary to requisition the item should be included, specifically:
Name of item Model number Unit Price Number of items Total price
Only such equipment as necessary to make the facility functional should be included on this list. This list does not include office equipment which should be included in the operating budget. It is not the intent of a capital improvement appropriation to fund a new program but rather to provide a facility to house an existing program. The total of the items on this list must not exceed the allotted amount, including tax. The prospective user will submit the Movable Equipment List to the Capital Projects Coordinator.
d. Requisitioning of Equipment. The user will be notified by the Capital Projects Coordinator when approval is gained or of any exceptions. At that time, the user will prepare a Requisition Input/Authorization Form according to standard UNCP procedures and forward to the Capital Projects Coordinator. The requisition will be transmitted to Purchasing through the Capital Projects Coordinator.
7. Utility Hookup. The Capital Projects Coordinator, when appropriate, will advise the user to proceed with telephone and computer wiring installation. Standard UNCP procedures will be followed by the user. In most cases, the costs of moving telephone and computer will be borne by the using department.
8. Moving. The Capital Projects Coordinator will advise the user of the date of moving in or out of a building. Upon notification, the user should follow standard UNCP procedures. If further assistance is needed, the user may contact the Director of Facilities Operations, extension 6679.
9. Problems. The user of the facility will report any shortcomings or any deficiencies or malfunctions in the facility to the Work Order Desk in Facilities Operations.
10. General Assistance. The Capital Projects Coordinator will be available to help during any part of the Capital Improvement process, including the period following occupancy.
Get Instructions and the Capital Improvement Projects Request Form here!