Management of University Facilities

Handbook of Operating Procedures 4-1030

Management of University Facilities

University of Texas SealEffective August 14, 2015
Executive Sponsor: Vice President for University OperationsPolicy Owner: Associate Vice President - Utilities, Energy & Facility Management
I. Policy Statement 

The University of Texas at Austin (“University”) manages University-owned facilities in accordance with The University of Texas System ("UT System") Board of Regents’ Rules and Regulations, including Rules 20201, 80301, 80402, and 80403.

 

As delegated by the president, Planning, Energy & Facilities (PEF) is responsible for

  • maintenance and operation of University-owned facilities;
  • all renovation, repair, and remodeling within University buildings;
  • design and construction, directly or by means of a contract, for all renovation, repair, and remodeling of existing University-owned structures;
  • construction of new University buildings with a total project cost of less than $10 million;
  • facility-related capital planning and feasibility studies; and
  • prevailing wage rate determination and enforcement.

PEF’s authority excludes telecommunications-related design, installation, maintenance, and operation except for prevailing wage rate determination and enforcement. 

II. Reason for Policy 

To establish clear authority for the maintenance, repair, renovation, remodeling, new construction, and capital planning and feasibility studies related to University facilities.

III. Scope & Audience 

This policy applies to all University employees.

IV. Definitions (specific to this policy) 
Capital Projects and Facility Planning:

Projects exceeding $10 million that result in construction or complete renovation of a building. This includes development of long-range facility plans and feasibility studies.

Maintenance and Operations:

Activities performed on buildings and campus infrastructure (except telecommunications) to maintain those facilities in normal operating condition. These activities do not include major repairs or construction.

Major Repairs:

Repairs to buildings or facilities involving substantial repair of major building systems and/or having a cost over $5,000 and an expected life of at least five (5) years. 

Major Renovation and Remodeling:

Substantial work in a building or its interior spaces as a result of the repair, replacement, or upgrade of one (1) or more major building systems; modifications to address new programmatic requirements; and/or modifications of existing space. These projects extend the expected useful life of the facility and do not generally result in an increase in building space nor exceed $10 million in total project cost. 

Planning, Energy & Facilities (PEF):

An organizational unit within the Office of the Vice President for University Operations that is responsible for creating and maintaining the University’s architectural fabric and physical environment through the activities of the following:

  • Utilities, Energy & Facilities Management (UEFM)
    • Facilities Services
    • Utilities & Energy Management (UEM),
  • Campus Planning & Project Management (CPPM)
    • Campus Planning
    • Campus Real Estate Office
    • Office of Sustainability
    • Project Management and Constructions Services (PMCS)
Prevailing Wage Rates:

A worker employed on a contract for public work, including a construction, renovation, remodeling or repair project, by or on behalf of the University, is required to be paid not less than the general prevailing wage rate determined by PEF and specified in the call for bids, request for quote, request for proposal, project specifications, and in all contracts, agreements, purchase orders, work orders, or other contract documents.

V. Website (for policy) 
https://www.policies.utexas.edu/policies/hop/4-1030
VI. Contacts 
Contact Details Web
Campus Planning OfficePhone:512-471-4763Fax:512-475-8292Website:
Project Management and Construction Services (PMCS)Phone:512-471-7776Fax:512-471-8788Website:
Facilities ServicesPhone:512-471-4110Fax:512-471-7739Website:
Facilities Services CenterPhone:512-471-2020Website:
Utilities & Energy Management (UEM)Phone:512-471-6241Fax:512-471-3311Website:
Planning, Energy & FacilitiesWebsite:
VII. Responsibilities & Procedures 
  1. Capital Projects and Facility Planning

All proposals for projects listed in this section must first be submitted to Planning, Energy & Facilities (PEF) for review. This includes:

  • construction of a new facility
  • complete renovation of an existing building
  • projects likely to exceed $10 million
  • facility-related projects requiring large-scale planning efforts

Campus Planning & Project Management (CPPM) is the primary contact for these types of efforts. CPPM will assist University organizations in determining how to move the proposal forward.

 

  1. Renovation, Remodeling, and Major Repairs

The Project Management and Construction Services (PMCS) department is authorized to hire architects and engineers and to negotiate construction contracts for work associated with the renovation, remodeling, and major repair of University facilities. All design and construction work must follow standards published by PMCS and other codes and requirements as deemed necessary.  All projects of this type must be initiated by request of the department head to the PMCS department.

 

  1. Maintenance and Operations

Facilities Services is responsible for the maintenance of building systems, including but not limited to: heating-ventilation-air conditioning (HVAC), plumbing, electrical, fire safety systems, and interior finishes. Departments experiencing problems with these types of systems, or anticipating the need for such a system, must contact Facilities Services.  The installation of departmentally-owned, stand-alone equipment must be approved by Facilities Services.


Facilities Services’ responsibilities also include custodial services, lock and key services, recycling and solid waste services, event and moving services, surplus property, and landscape services. 

 

  1. Utilities

Utilities and Energy Management (UEM) is responsible for the production and supply of utilities through centrally distributed systems on the University's main campus and the J.J. Pickle Research Campus (PRC). This includes electricity, emergency power, chilled water, steam, compressed air, and deionized water.  
 

UEM is also responsible for operating and maintaining the following systems: electrical systems above 480V, exterior lighting not mounted on buildings, Recreational Sports lighting, licensed stand-alone boilers, and also elevators and escalators on the University’s main campus, at PRC, and at the UT System Administration’s facilities.

 

  1. Exceptions

Under certain circumstances, the responsibility for maintaining University facility operations may be delegated from PEF to another University department. This transfer of responsibility must be established in advance via a Memorandum of Understanding (MOU) between PEF and the individual campus department.

 

  1. Prevailing Wage Determination and Enforcement

PEF is responsible for the determination and enforcement of prevailing wage rates as required by state law to be paid to a worker employed on a contract for public work, including a construction, renovation, remodeling or repair project, by or on behalf of the University, without regard to project cost, and without regard to whether the work is contracted by PEF or by another University department.
 

VIII. Form & Tools 

Memorandum of Understanding (contact Facilities Service Center)

 

Facilities Service Center (FSC)

 

XI. History 

Last review date: August 14, 2015

           Editorial changes made August 25, 2015


Next scheduled review date: August 2017

 

Replaces HOP policy called “Remodeling and Repair Projects”
Formerly referred to as HOP 6.02 (July 22, 1974 )