FACILITIES MANAGEMENT - FUNDING RESPONSIBILITIES

• 1.0 Purpose
• 2.0 Policy
• 3.0 Definitions
• 4.0 References
• 5.0 Approvals and Revisions

1.0 Purpose

This policy describes the general guidelines for Facilities Managements funding responsibilites.

2.0 Policy [Top]

Facilities Management budgets to provide maintenance, utilities, and custodial services to state general fund-supported Academic Division facilities. Similar services for the Medical Center, the University auxiliary enterprises, and other non-general fund supported activities are provided on a reimbursable basis. For a number of University buildings that are jointly occupied by units funded by two or more fund sources, maintenance, utilities, custodial, and other general support costs are allocated among fund sources on the basis of space use, consumption, or other equitable procedures.

Services other than basic building maintenance, utilities, and custodial services are normally provided as departmental services and are charged to the departments.

ACADEMIC DIVISION SERVICES BUDGETED BY FACILITIES MANAGEMENT:

• Maintenance/repair of buildings (type 1 assets as categorized by Property Accounting) and their installed heating, ventilating/air conditioning systems (including window A/C units), and electrical, plumbing, fire detection and suppression, or other special systems, (type 2 fixed equipment as categorized by Property Accounting) including large cold rooms and large cage washers, and equipment installed as integral parts of the buildings. Most major repair, replacement, and renewal projects costing more than $25,000 must be funded from the capital appropriation for maintenance reserve.
• Painting of exterior surfaces on a periodic, scheduled basis, and painting of classroom space as needed.
• Providing estimates for most basic maintenance and renovation upon request.
• Maintenance and repair of basic classroom furniture and furnishings, such as window shades and venetian blinds, seats, lecterns, and blackboards.
• Maintenance of walks, roads, and drainage, and care of lawns, trees, and shrubs.

Maintenance of utilities plants and distribution systems for heat, water, gas, compressed air, electric power, sewers, and street lighting. Maintenance of distribution systems funded by Facilities Management under its utilities program extends to the following limits:

• Hot water heating distribution systems up to and including the building primary heat exchanger (converter). Secondary water heating system lines underground between buildings.
• Secondary systems pumps and valves located in the equipment (converter) room adjacent to the converter.
• Water distribution systems to and including the building water meter or main building shutoff valve. Meter and valve may be inside or outside the building.
• Domestic hot water which is centrally produced and distributed to some areas of the Central Grounds, Health Sciences Center, and some student housing complexes up to the point of the building shutoff valve.
• Sanitary sewer systems outside the exterior walls of buildings.
• Electrical distribution system to and including primary transformer. This includes all switches with more than 600 volts at the switch.
• Steam distribution system to and including the first pressure reducing station and meter in the building. Condensate return system from and including last pump which moves condensate out of building.
• Storm water piping system from inlet structures to out-fall structures.

Basic, scheduled custodial and refuse collection services to state general fund-supported Academic Division activities.

Utilities consumed in state general fund-supported Academic Division facilities.

General facilities planning support for all general fund supported University components to the extent of available funds. Funds for this service are allocated by vice presidential area, and their use must be approved by the appropriate vice president. This support includes Capital Outlay program development up through the legislative approval process and development of preliminary project investigation reports.

SERVICES NORMALLY CHARGED TO THE DEPARTMENT REQUESTING SERVICE:

• Basic setup support for University-wide special events such as graduation exercises.
• Maintenance, repair, or replacement of movable equipment (type 3 as categorized by Property Accounting) such as special classroom equipment, special lighting or sound installations, office furniture and furnishings, laboratory equipment, sterilization systems, autoclaves and other departmental property.
• Painting or decorating beyond the level provided under basic Facilities Management maintenance budgets.
• Installation of departmental equipment.
• Fabrication of cabinets, shelves, signs, keys, name tags, and other miscellaneous items, departmental furniture repairs and reupholstering.
• Addition, improvement, or expansion of fire detection, fire suppressions, or security equipment and systems.
• Special custodial or refuse collection services which are in addition to those normally provided by Facilities Management.
• Moving services.
• Services required to set up for special events.
• All facilities planning and design, or other professional services performed by outside consultants, architects, or engineers.
• Design, project management, and construction management services for all approved capital budget projects and other projects supported by sponsored programs, auxiliary services, or other general or non-general fund sources.
• All services to University auxiliary enterprises, the University Hospitals, or other activities supported by sources other than the University's state general fund budget.

Work Pricing

Work performed by Facilities Management on a reimbursable basis is priced in various ways depending on nature of service and customer preference.

• Work performed at cost - Typical of service and minor work or when time constraints or customer preference precludes advance estimates.
• Unit pricing - Typical of key copies.
• Fixed price work - A firm price for construction and certain other work of defined scope, to be billed at the fixed price amount regardless of actual costs.
• Guaranteed Maximum Price (GMP) - Construction and other work of defined scope, billing for which will be for actual costs only, but not to exceed the agreed price.
• Maintenance agreements - Fixed price annual agreements for preventive maintenance and routine minor maintenance for buildings, systems, or equipment.

3.0 Definitions [Top]

4.0 References [Top]

5.0 Approvals and Revisions [Top]