Issuance Date: 05/31/2013
Issuing Office: Capital Planning
Minor Capital Improvements
Environment, Health and Safety
Capital Planning and Budgeting Home Page
Environment, Health and Safety Home Page
The University is required to maintain strict controls over space and equipment alterations. This requirement is to ensure that campus facilities are fully used; alterations conform to applicable codes; construction quality meets University standards; projects promote energy conservation; and renovations are in the general interest of the campus.
State law requires maximum use of outside contractors for construction projects and limits the amount of in-house construction to $50,000 for each project; however, painting or repainting projects are limited to $25,000. These limits do not apply to experimental or diagnostic equipment.
This policy does not apply to projects funded under formal Universitywide State and non-State major capital programs and the Universitywide State minor capital program.
All proposed changes to University-owned or University controlled property and facilities regardless of the fund source of the original facility or the proposed changes will be reviewed and approved by all cognizant authorities before construction is started.
A Work Request form is used to initiate all projects. For Campus projects greater than $50,000 or Medical Center projects greater than $20,000, use form FO2215 for Facilities Design and Construction (FD&C). For Campus projects less than $50,000, use form FO2212 for Facilities Management (FM). For Medical Center projects less than $20,000, use form FO2019 for Medical Center Facilities Engineering (MCFE.)
A Renovations and Alterations (R&A) form, Exhibit A (also available electronically on the Capital Planning & Budgeting home page), is used to approve work which falls into any of the following categories:
MCFE or FM, or a licensed contractor under the direction of FD&C, MCFE, or FM, will perform all construction/renovations/alterations of University-owned or University-controlled buildings or installations of equipment, including work done to utilities distribution systems, unless an exception is approved under paragraph III.C.
Only FD&C, MCFE, or FM may make contracts or commitments with an outside agency, vendor or contractor (including design professionals), regardless of the size of the proposed project. Exception: Real Estate Development is authorized to make contracts or commitments for buildings it manages.
Renovations, repairs and alterations at leased facilities are subject to requirements beyond those on campus, which may include obtaining City of San Diego building permits, inspection by City building inspectors, liability problems and compliance with City codes. It is in the interest of the University that work at these locations be accomplished by the lessor. Provisions for repairs and alterations are negotiated by the Real Estate Development (RED) office.
If for any reason a renovation cannot be done by the lessor, written permission must be obtained by RED from the lessor prior to commencement of any work.
EH&S must review and approve plans for all alterations to University- occupied space.
If a department wishes to proceed with the work based on the cost estimate and a R&A form is not required, the department authorizes FD&C, MCFE, or FM to proceed.
Any of the above offices that do not grant approval will notify CP&B.
If work is under $35,000 and all approvals have been given, FD&C, MCFE, or FM will proceed with the work, if the following conditions are met:
A project with costs greater than $35,000, but less than $750,000 is considered part of the State or Non-State Minor Capital Improvement Program. See PPM 420-65 for additional policies and procedures regarding projects that meet these conditions.
CP&B maintains master files of R&As covering work accomplished.
REQUEST FOR RENOVATIONS AND ALTERATIONS (R&A)
Department Name/VC Area ______________________________________________________
Work Contact_________________Phone___________E-mail_________Mail Code__________
Description of work to be done (attach sketch or floor plan)___________________________
Proposed fund source name______________________________________________________
(note: for use of 19900 funds see note on back)
Will Federal Funds be used to fund any part of this project? Y N
Will equipment purchased with Federal Funds be installed as part of this project? Y N
Plant Organization number(established by CP&B)______________________________________
In the following order:
Director or Dean___________________ ______________________Date__________________
Capital Planning & Budgeting (0915)___________________________Date_________________
Environment Health & Safety (0920)
For Leased Space Only:
UCSDMC Facilities Planning & Management (8861)_________________Date_______________
(Medical Center projects only)
Real Estate Development (0982)________________________________Date______________
(general campus, SOM, SIO, and UCSDMC after approval by UCSDMC Facilities Planning and Mgmt.)
(*)budgeting purposes only as final plan review and approval is required
Return signed form to Capital Planning and Budgeting (0915)
Use of 19900 funds Up to $35,000 of 19900 funds can be used provided that the project does not result in a capital improvement project. If the project does result in a capital improvement project, 19900 funds cannot be transferred to plant funds.
Minor Capital Improvement Project Minor capital improvements are defined as projects that add new space or alter the programmed design or function of space or building systems, including related fixed equipment, and utility and site development improvements.
A R&A form is required for work falling into any one of the following categories:
All work must be managed by Facilities Design & Construction (FD&C) or Facilities Management (FM) through submission of a R&A form. See Para. III.B., PPM 530-9 for policy regarding the management and inspection of the work.
Signed forms will be archived by Capital Planning & Budgeting.