712 Facilities Management and Planning

712.1 Routine Maintenance Policy

The maintenance department provides maintenance services for a large variety of building systems. The knowledge, experience, skills and tools necessary to provide repair and maintenance services to the systems listed below represent a valuable resource of the institution. The maintenance department is the “custodians” of all building systems, maintaining them for the current campus community and preserving them for future generations.

712.2 Funding for Building Maintenance

Many, but not all, building maintenance activities are funded by the department operating account. When new buildings are erected, budget requests are submitted to fund various operating expenses including utilities, custodial support, landscape services and building maintenance. The maintenance program utilizes the funds available to support the maintenance activities highest on the hierarchy and working down as funds allow. Departments will be notified if a service they have requested requires a requisition for departmental funding.

712.2.1 Departmentally Funded Services

Departments may requisition and fund maintenance services for:

Maintenance services which are not funded on the maintenance hierarchy

Service to departmentally owned equipment

Service for assembly of departmentally purchased furniture

Minor building modifications such as additional electrical outlets or connections

Estimates. Estimating fees will be reimbursed for all projects that are eventually funded and complete

712.2.2 Troy University Facilities Management and Planning Utilities Outage

PLANNED OUTAGES:

Planned outages shall include all repair projects with enough lead time to allow them to be accomplished on a non-emergency basis and all Architectural and Engineering Services projects which require outages during construction.

EMERGENCY OUTAGES:

Emergency outages are the type of repairs that must be accomplished immediately to safeguard property and health. Telecommunications has a record of Departmental Personnel, Facilities Management and Planning Personnel and Security Personnel telephone numbers and names, which they contact as standard procedure. The “RESPONSIBLE PARTY” handling an emergency outage shall call the Facilities Service Desk Troy (334-670-3342) if outage occurs during normal working hours and call Campus Security Troy (334-670-1999) if outage occurs during non-working hours and relay as much information as is possible at that time. The University Operator or the Facilities Service Desk will contact the appropriate people at that time

712.3 Troy University Facilities Management and Planning Motor Vehicle Travel Policy on the Troy Campus

Changing campus and parking congestion combine to make access to facilities and campus worksites a challenge for all service units. Our individual and collective activities on the campus must work together to help form a positive image of Troy University. We want our campus spaces and walkways to be safe and inviting for all pedestrians, especially for those persons with limited physical capabilities. An increasing number of incidents of motor vehicles crossing the paths of pedestrians points to the need to clearly identify guidelines for safe operation of service vehicles within the campus. The guidelines provided here govern operation of all departmental use and contractor or vendor-operated motor vehicles within the scope of all Troy campus operations.

Cars, trucks, and other motor vehicles operated on campus will travel only on campus or city streets, obey all traffic laws and regulations, and park in approved spaces for service or vendor vehicles under normal service and operating conditions.

If emergency conditions or other necessity require that a motor vehicle be operated on campus sidewalks or other pedestrian paths to reach a worksite, the safety of the Troy campus community must be the first consideration. When a vehicle must travel to a worksite by a route other than a city or campus street, it must be operated with great caution, at a speed of no more than 5 miles per hour, and emergency flashers must be in operation. Whenever possible, vehicle travel in non-street areas should be avoided during class change periods when pedestrian traffic is heaviest. When necessity or emergency require that a vehicle be driven on sidewalks or other non-street areas, a direct route which reduces the likelihood of pedestrian conflict should be taken to and from the worksite. All University-owned, motorized vehicles will be prominently marked with a unique numeric identifier. Vehicles that travel primarily on campus will display a phone number to facilitate communication and questions about safe operation. Violations of these guidelines will be addressed by normal administrative procedures.

These guidelines apply to all areas of the Troy campus.

712.4 Troy University Facilities Management and Planning Special Event Support Services

The purpose of this policy is to describe the services available through Building Services and to specify the procedures for requesting those services.

The Facilities Management and Planning Department provides housekeeping and special event support services for the administrative and academic functions of the University being supported by Educational and General (E&G) funding. Support is provided on a limited and cost reimbursable basis for events staged by organizations whose functions do not meet the above criteria when specifically approved by the Vice President of Finance and Administration. Support is not provided for any function or event operated for personal or private gain whether it is or is not staged on University property.

712.5 Troy University Facilities Management and Planning Troy Campus Outdoor Space Usage

Troy University student, faculty and staff organizations have many opportunities to use and enjoy the beautiful outdoor spaces on the Troy Campus. Both academic and social events are welcome if proper care is taken to protect landscape turf, plantings, and related facilities.

712.6 Troy University Facilities Management and Planning

Facilities Planning and Construction Policy

Construction projects must be processed through Facilities Planning and Construction for:
  1. Building code compliance and issuance of building permits
     
  2. Project management
     
  3. University and Board of Regents policy and procedure compliance
     
  4. Centralized permanent records
     
  5. Cohesive architectural design of campus and design guidelines compliance
The following guide outlines the various steps and approximate time frames required to initiate, plan, design, and build a construction project at Troy University.  This applies to the Troy Campus, as well as Dothan, Montgomery, and Phenix City Campuses. Facilities Planning and Construction assists University departments and involves them in decision making throughout the process. A construction project is defined as any new building, building renovation, building addition, building remodel, major building repair, exterior site work, or infrastructure project. Maintenance projects under $15,000 that involve only the replacement or repair of components of existing facilities and that do not require design and specification by architects or engineers may be directed to the Maintenance Department.

Facilities Planning and Construction is a professional service office within the Facilities Management and Planning Department. This area contributes to the physical development and enhancement of the University by planning, designing, and managing construction projects. Facilities Planning manages the project initiation and project definition phases of construction projects as well as managing the design, specification, bidding, award, construction, warranty and closeout phases of construction projects. All University construction projects must be processed in accordance with this section in order to ensure compliance with University procurement and contracting policies, state and national building and life safety codes, and accessibility codes. Conformance with this guide is also required so that good planning, design, and construction standards appropriate for the long-term interest of the University are maintained.

Requests for additional information or assistance should be directed to the Manager of Facilities Planning and Construction, who is located at Facilities Management and Planning, Melton Carter Drive, 670-3354.

712.7 The Planning, Design and Construction Process

Planning a Project?

Call Facilities Planning and Construction and ask to speak with a project manager. A Project Manager will help you define the scope and cost of your project. After working with the Project Manager, you will receive a written scope of work and cost estimate.From the design phase through the end of the construction and closeout phase, a Project Manager will coordinate all aspects of the project with you.

Range* of duration for projects UNDER $400,000

 
Estimating and Scoping 1-6 Weeks
Architect and Engineer Selection (unless designed in-house) 1-4 Weeks
Design and Specification 1-13 Weeks
Bidding and Award 2-8 Weeks
Construction, Occupancy and Closeout 4-23 Weeks

Range* of duration for projects OVER $400,000

 
Programming 4-12 Months
Architect and Engineer Selection 1-3 Months
Design and Specification 3-12 Months
Bidding and Award 2-3 Months
Construction, Occupancy and Closeout 3-36 Months

* Range depends on size and complexity of the project.


PROJECT MANAGEMENT RESPONSIBILITIES:
  1. Communicate (Troy University point of contact) with all project participants which include:
     
    • The user department
       
    • Architects and engineers
       
    • Contractors
       
    • Troy University Building Code Official
       
    • Troy University and Central Administration
       
    • Troy University Entities (Telecommunications, Utilities, Environmental Health and Safety, Parking Services, Landscape Services, Moving Services, Campus Planning, Police, Aesthetic Review Committee, Purchasing, Inventory, Vending Services, Police, Maintenance, Custodial, etc.)
       
    • State Fire Marshal
       
    • State Health Department
       
    • State Elevator Inspector
       
  2. Manage the scope, budget and schedule of the project to ensure compliance with what was approved and funded.
     
  3. Adhere to Board of Regents and University policies and procedures for construction projects.
     
  4. Manage architect selection process
     
  5. Manage CM/GMP or Design Build selection process
     
  6. Prepare Board of Regents agenda items for requesting approvals and reporting project milestones.
     
  7. Negotiate fees with architects and engineers that are within project budget limitations.
     
  8. Prepare contracts for architects and contractors.
     
  9. Attend project meetings with all architect, user department and others every week or every other week to monitor progress of project.
     
  10. Review work of architects and engineers, coordinate reviews by all interested parties and send all comments to the architect. Require incorporation of comments into the design.
     
  11. Review and approve architect/engineer pay applications.
     
  12. Bid construction projects, coordinate advertising, printing, addendums, analyze bids and recommending award of contracts.
     
  13. Manage removal of asbestos prior to start of construction.
     
  14. Prepare construction contracts.
     
  15. Obtain building permit.
     
  16. Conduct Preconstruction conference with all interested parties.
     
  17. Inspect construction work to ensure compliance with construction drawings and specifications.
     
  18. Attend project meetings every two weeks or every month with user department, architect, contractor and others to monitor progress of project.
     
  19. Review and approve contractor pay applications.
     
  20. Coordinate change orders.
     
  21. Review and approve contractor shop drawings and submittals with user department and architect.
     
  22. Coordinate purchase of furniture and equipment with user and Purchasing
     
  23. Coordinate with Telecommunications to install equipment.
     
  24. Coordinate with Landscape Services to install landscaping.
     
  25. Coordinate procurement and installation of interior signage.
     
  26. Coordinate substantial completion and move in with contractor, user and Moving Services.
     
  27. Obtain as-built drawings from the contractor and architect.
     
  28. Obtain operation and maintenance manuals from the contractor.
     
  29. Review Punch List, completion and approve final payment to contractor.
     
  30. Review warranty items and claims against the contractor.
     
  31. Reconcile accounting, budget and close out of project.
     
  32. Manage claims against the architect/engineer and contractor for defects within the ten-year statute of limitations period.

712.8 Facilities Usage Policy

Troy University welcomes the responsible use of its buildings, rooms, and grounds by persons outside the institution. The university retains the rights to set detailed policy and procedures for their use to include deposits, fees per by room, facility and grounds, specifics about how the premises may and may not be used, and any actions that might be taken if facilities are misused. The Director of Auxiliary Services maintains detailed information for the Troy campus. The office of the campus vice chancellor at Dothan, Montgomery, and Phenix City or their designees should be contacted directly about their Campus facilities. Facility request forms and lists of facilities available along with detailed procedures on the use of facilities can be found on the Internet at https://www.troy.edu/publicservices/.