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Facilities and Safety

Remodeling, Alterations, or Improvements to University Facilities (IV.B.4)

Volume IV: Facilities and Safety
Chapter B: Use of Facilities
Issuing Office: Executive Vice President and Treasurer
Responsible Officer: Executive Vice President and Treasurer
Responsible Office: Environmental Health and Public Safety
Originally Issued: August 1, 2004
Most Recently Revised: November 18, 2011

TABLE OF CONTENTS

Statement of Policy
Reason for Policy
Who Should Know This Policy
Contacts
History

STATEMENT OF POLICY

All work that involves the physical construction, alteration or improvement to university owned, leased or occupied facilities, or any improvements to land owned or leased by the university must be performed with the full knowledge and written consent of the EVPT or Designee. This applies whether the work will be performed by university employees (either Physical Facilities or department staff), students or outside contractors.

Physical Facilities is responsible for the planning, development, maintenance and construction of all facilities of the University. It is their responsibility to prepare or supervise the preparation of estimates, drawings, plans and specifications for major and minor alteration and remodeling projects including, but not limited to: new buildings and building additions or alterations, utilities, campus land improvements, landscape design and building maintenance for all University facilities. In order to fulfill this responsibility, plans and construction for this work are managed by Physical Facilities. They will insure compatibility with established University standards, building codes, and coordinate the work of the architects, engineers, contractors and Physical Facilities construction and maintenance staff with the requirements of the departments for which the work is being planned.

All requests for new space (new buildings, additions or leases, etc.), repairs, alterations, modifications and improvements to existing space (in university facilities of leased space, etc.) that are greater than $2,500, must begin with a Request for Professional Services (RPS) sent to the Work Request Center in Physical Facilities. A Project Manager will be assigned from Physical Facilities who will guide the requesting department through the appropriate process. Services estimated to cost less than $2,500 can be ordered electronically through the Work Request Center by departmental business units.

Project requests include all modifications to existing facilities, including but not limited to equipment installation, repair or modification of building envelope and structural components, electrical systems and equipment, telecommunication wiring and equipment, lighting, security alarms, heating, ventilating and refrigeration systems, plumbing and piping systems, walls and wall finishes, doors and partitions, furniture and casework, hazardous material abatement, masonry work and grounds site improvements.

Typically project work will be performed by in-house construction and maintenance crews or contractors hired through Physical Facilities. Some departments may have their own maintenance staff to perform some aspects of the work, but the request and coordination processes remains as stated above. Physical Facilities is responsible for providing professional oversight of both the design and construction phases of all construction. In order to insure this responsibility is met, Physical Facilities will inspect all work. Any work that is found to be not installed per codes and standards will be corrected, at the expense of the entity that did the work.

REASON FOR POLICY

The construction, alteration or improvement of any university facility is regulated by various State and Federal laws and regulations, and by procedures established by the Purdue University Board of Trustees. These regulations, in part, control the process for awarding a public works contract (Indiana Public Works statues found in IC 5-16 and the by-laws established by the Board of Trustees), the requirements for the design of the facility (State Building Codes), the means and method of conducting the work and control of the workplace environment (OSHA and IOSHA regulations), the requirements for the testing for hazardous materials and their disposal (EPA and IDEM regulations), etc. Failure to comply with the laws and regulations may expose the university to fines. In addition, the individual responsible for the violation also may be subject to fines and/or prosecution by outside agencies.

The University takes these regulations seriously, and intends to fully comply with them. To insure compliance with the requirements, Physical Facilities has been established as the entity responsible for overseeing the construction, alteration or improvement of all university facilities. They have the responsibility to employ professionally trained and certified staff to insure all work done is in compliance with the regulations.

WHO SHOULD KNOW THIS POLICY

  • President
  • Provost
  • Executive Vice President and Treasurer
  • Chancellors
  • Vice Presidents
  • Vice Chancellors
  • Vice Provosts
  • Deans / Directors/ Department Heads / Chairs
  • Principal Investigators
  • Faculty Facility Managers
  • Business Office Staff
  • Administrative Staff
  • Professional Staff
  • Clerical and Service Staff
  • Graduate Students

CONTACTS

Subject Contact Telephone
Exceptions/Application VP of Physical Facilities 49-48000

HISTORY

November 18, 2011: Policy number changed to IV.B.4 (formerly I.4.6).

October 13, 2008: Prior to October 2008, this policy was included as an appendix to policy I.4.1, Regulations Governing the Use and Assignment of University Facilities.