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Policy: XIII.A.2

Issued: February 9, 1994

Owner: Chief Facilities Officer

Latest Revision: March 23, 2000

FACILITIES MANAGEMENT ACTIVITIES

1.0 Purpose

This policy describes the general functions and responsibilities of the Facilities Management division.

2.0 Policy [Top]

2.1 Introduction

Facilities Management is responsible for helping all departments with the planning, design, acquisition by lease, construction, renovation, maintenance, repair, inspection, and operation of buildings, structures, grounds, infrastructure, and utilities systems for all components of the University of Virginia, including the Academic Division, the Health System, 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 outlay projects at the University of Virginia College at Wise.  In the development of 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.


2.2 Facilities Responsibility

Some University auxiliary enterprises and other components maintain separate arrangements for facilities maintenance and repair. However, Facilities Management assures all 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 approved in writing by the Chief Facilities Officer prior to their implementation.


2.3 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.


2.4 "Self-Help" Work

Departments with assigned technicians or other personnel with trade skills may wish to perform minor facilities improvements(alterations and renovations) themselves.  A building permit signed by the Chief Facilities Officer is required for this work.  In addition, Facilities Management must review and approve plans prior to start of work, and must inspect the completed work must 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 for all construction, renovation, and maintenance projects.  Work performed without prior Facilities Management approval will have to be restored to the original condition at department expense.

Departments are encouraged to have all facilities work done by or under the direction of Facilities Management to avoid personal liability.

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.


2.5 Work on Utilities Systems

All work on any University utilities system (both distribution systems and internal building systems) may only be performed 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, and medical gas systems.


2.6 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.


2.7 Funding Responsibility:

Facilities Management administers an annual appropriation which provides for basic maintenance, grounds care, custodial services, and utilities to Academic Division facilities supported by state education and general funds.  Certain general facilities planning services are also budgeted by Facilities Management.  Other services are normally provided on a reimbursable basis, chargeable to the requesting department.

All services to the University Medical Center, auxiliary enterprises, and other non-general fund supported activities are provided on a reimbursable basis.

3.0 Definitions [Top]

4.0 References [Top]

5.0 Approvals and Revisions [Top]

Approved by Robert P. Dillman, Chief Facilities Officer, March 23, 2000
Previous version in effect from 2/9/94 to 3/23/00 available in policy archive.


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