**INACTIVE POLICY**

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Policy Table of Contents

 


                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  FACILITIES MANAGEMENT - OVERVIEW OF       POLICY:  XIII.A.2x
        FACILITIES MANAGEMENT ACTIVITIES                           

                                                                   

Introduction

Facilities Management is responsible for the planning, acquisition
by lease, construction, renovation, maintenance, repair, and
operation of buildings, structures, grounds, and utilities systems
for all components of the University of Virginia, including the
Academic Division, the University Medical Center, and non-
contiguous University property. Facilities Management provides
basic programs of landscaping and grounds care, recycling and
refuse collection, custodial, and other services.  Facilities
Management is also responsible for facility guidance and the
planning and management of capital budget projects at the
University's Clinch Valley College at Wise, Virginia.  In the
development of all major facilities projects, Facilities Management
works in coordination with the Architect for the University, who is
responsible for facilities master planning support, architectural
guidelines and standards, and approval of design development for
all University facilities and grounds.

Facilities Responsibility

Some University auxiliary enterprises and other components maintain
separate arrangements for facilities maintenance and repair. 
However, Facilities Management must assure all corrective
maintenance, repair, construction, renovation, or alteration to
University facilities and installed systems and equipment is
carried out in accordance with all applicable codes and
regulations, and conforms to University standards.

Regardless of the source of funds or the method used for such work,
Facilities Management is available to review or develop plans and
specifications and to provide field review and inspection of the
construction.  Generally, this is best provided by plans and
specifications developed through Facilities Management, and with
contracts for facilities work administered by Facilities
Management's construction contract management staff.

Facilities Management publishes the University of Virginia
Facilities Design and Construction Guidelines.  These guidelines
have been prepared to guide and assist architectural and
engineering consultants, contractors, and Facilities Management
staff and all other departments in the planning, construction and
renovation of all University-owned facilities. They provide
guidance concerning University standards and preferences in the
design and specification of materials, systems and components of
facilities; specific practices and procedures that should be
followed in the planning and execution of projects; and reference
to various standard specifications, codes or directives that should
be followed.

While these guidelines are applicable, as appropriate, to all
University of Virginia projects, conditions or requirements
peculiar to individual projects may, from time to time, necessitate
deviation from them.  Facilities Management welcomes and will
carefully consider any recommendations for deviation from
guidelines, but all such deviations must be specifically approved
by the Chief Facilities Officer prior to their implementation.

Construction by Facilities Management Forces or Contract

Facilities Management employs personnel trained in principal trades
required for facilities maintenance, repair, construction, or
service.  These employees can respond to urgent or specialized
needs, and provide continuity of basic maintenance and repair
programs.  They also offer timely and flexible responses to
renovation projects of limited scope.

Facilities Management also maintains comprehensive capability for
development, award, and administration of contracts for
construction and all types of facilities services.  Wherever
feasible, Facilities Management will subject each significant
procurement of facilities construction or services to competitive
Make/Buy procurement, under which Facilities Management forces and
outside contractors compete for work on the basis of price and,
where appropriate, other performance criteria.  Facilities
Management, with the customer, determines the best way to complete
each project.  If a University department has a specific preference
for work by either contract or Facilities Management, Facilities
Management will arrange and manage the work accordingly whenever
possible.

"Self-Help" Work

Departments with assigned technicians or other personnel with trade
skills may wish to perform minor facilities improvements
(alterations and renovations) themselves.  Facilities Management
must review and approve plans prior to start of work, and must
inspect the completed work to assure the work conforms to all codes
and standards, is performed with proper materials, and is done in a
competent manner.  Facilities Management retains stop-work
authority in all construction, renovation, and maintenance
projects.

Consultants, contractors, and University staff are all subject to
the University of Virginia Design and Construction Guidelines in
the planning, construction, and renovation of University-owned
facilities.

Costs for review and inspection of self-help work are reimbursable
to Facilities Management, as are costs of deficiencies requiring
correction by Facilities Management.

Departments planning self-help projects should request technical
review and inspection by submitting a Request for Service form with
appropriate information sufficiently in advance of the planned work
to allow for proper review.

See Procedure 13-1, "Preparing Request
For Service."

Work on Utilities Systems

In view of the safety hazards resulting from incorrectly performed
work and to maintain the integrity of utilities systems,
alterations or connections to any University utilities system (both
distribution systems and internal building systems) are to be
performed only by Facilities Management employees or by contractors
working under Facilities Management direction.  This policy is
applicable to steam and hot water heating, air conditioning,
electrical, water, sewer, gas, chilled water, compressed air,
vacuum, medical gasses, pneumatic tube, and communication systems.

See also Policy XIII.C.1, "Facilities
Management:  Utilities Services."

Services to Leased Facilities

Maintenance and repair of leased facilities are typically a
responsibility of the lessor.  When such services are not provided
by the lessor, Facilities Management may provide these and other
services, subject to the concurrence of the lessor.  Similar
arrangements may be made for the renovation, alteration, or
improvement of leased properties.  All such proposed renovations,
alterations, or improvements shall be coordinated through the Real
Estate and Space Management Division of Facilities Management.

All Facilities Management services to leased facilities are
typically provided on a reimbursable basis.  In some cases, where
facilities have been leased for educational and general activities,
Facilities Management may be budgeted to provide maintenance,
repair, and utilities services.

ISSUED BY:                                                02/09/94 

Chief Facilities Officer        13.1.2.1