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Internal Audit Office

Kansas State University
214 Anderson Hall
Manhattan, KS 66506-0118

 

785-532-7308
785-532-0186
internalaudit@k-state.edu

Division of Facilities

Chapter 7810
Revised August 31, 2012

Table of Contents

.010 Use of Facilities Folding Tables and Chairs
.020 Access Control - Utility Tunnels
.030 Access Control - KSU Building Roofs
.040 KSU Utilities - Utilization Requirements
.050 Processing Requests for Estimates
.060 Repairs, Maintenance, Renovation, and Other Changes to University Buildings and Grounds
  1. Definitions
  2. Maintenance Services
  3. Repairs
  4. Minor Renovations and Alterations
  5. Capital Improvements
.070 Questions
Related Content
.105 Interdepartmental Requisition
.110 Request for Use of University Buildings and Grounds
.115 Request for an Estimate

.010 Use of Facilities Folding Tables and Chairs

Use of university tables and chairs is provided upon request by submitting an Interdepartmental Requisition indicating the number of tables and chairs needed. If tables and/or chairs are requested in conjunction with an event, a Facilities Request for Use of University Buildings and Grounds form is required.

Tables and chairs are to be used on authorized Kansas State University property by recognized university groups or departments. The sponsor or the group representative must be present when the chairs are delivered in order to verify their condition upon delivery. If not present, the tables or chairs will not be delivered. The sponsor or the group representative must be present when the chairs and tables are picked up in order to verify damage or loss during use. If not present, the Facilities supervisor will note the condition of the tables or chairs. If damage occurs, the using department or group will pay for the total amount of replacement. The order form for pick-up and delivery must be signed by the sponsor or the requesting group at both the delivery time and the pick-up time.

The sponsoring department will be billed by the Division of Facilities for the use. Additional charges are assessed for delivery, set up, tear down, and re-storage. If the request for use is to be canceled, the sponsor or group must notify the Special Events Coordinator 24 hours prior to the scheduled date in order to release them for use elsewhere. Failure to do so will result in the group being billed for the use.

Arrangements for delivery and pick-up of tables or chairs is to be done through the Facilities Moving and Hauling Service Center in Dykstra Hall.

.020 Access Control - Utility Tunnels

The tunnel system, housing utilities that serve the Kansas State University campus, is part of campus facilities and the responsibility, both for safety and security, of the Division of Facilities. Entrance to any tunnel shall have direct approval from the Associate Vice President for Facilities and be in accordance with the following procedures:

  1. Two or more persons shall be present to enter a tunnel and must always remain in sight of each other. Bump/hard hats shall be worn while in the tunnel.

  2. Entryway to tunnels shall be secured. Doors, manhole covers, screens, etc., required to be left open must be manned or properly barricaded.

  3. Applicable safety regulations will be followed at all times and safety appliances used where required. All persons, other than Facilities personnel, who may be approved by Facilities to go in university utility tunnels will be required to sign a waiver of liability.

  4. All installations in the tunnels shall meet the standards and guidelines of the Division of Facilities and such installation will be monitored by the Associate Vice President for Facilities or his designated representative. Damages to the tunnels or utilities will be the responsibility of the company/department causing the damage.

  5. Damages to the tunnels or utilities will be repaired at the discretion of Facilities and paid for by the responsible party. Any installation that is not in compliance with Item 4 will be subject to removal and reinstallation by Facilities at the expense of the responsible party.

  6. The Kansas State University Police Department will be notified by the user, if other than Facilities personnel, each time entrance is made into the tunnel system, giving the point of entry, number of persons, work location, approximate duration, and when user leaves and tunnel is secured.

Failure to secure authorization to enter tunnels or violations of any other procedure(s) outlined above will be reported to Kansas State University Police Department and trespassers will be immediately removed from the tunnels.

.030 Access Control - KSU Building Roofs

Roofs of university buildings are the responsibility of the Division of Facilities. Access to roofs shall be requested from and approved by the Associate Vice President for Facilities as follows:

  1. Before placement of any object, permanent or temporary, a detailed sketch is required and must be approved by the Director of Facilities Building Maintenance, showing the method of attachment and roof system protection. All installation will be monitored by a representative from Facilities. Any damages occurring to the structure or roof will be repaired by Facilities and the cost paid by the user.

  2. Access routes and means of access to roofs will be established by Facilities, and access is not permitted unless approved as stated. If access is approved, unlocking access routes will be arranged through the Director.

  3. Applicable safety regulations will be followed at all times and safety appliances used where required. All persons, other than Facilities personnel, who may be approved by Facilities to go on university building roofs will be required to sign a waiver of liability.

  4. Any requested opening and/or closing of a roof penetration will be made by Facilities and the cost will be borne by the requestor.

 .040 KSU Utilities - Utilization Requirements

Utilities are described as domestic water, chilled water, steam, natural gas, electricity, and sewer. The availability and/or accessibility of any or all of these utility services is limited in certain buildings on campus. To assure that Kansas State University departments and college needs can be satisfactorily met in the development of their programs and laboratories, the following guidelines are recommended.

  1. The Associate Vice President for Facilities is to be contacted at the beginning of any program planning if the project will include installation of equipment or remodeling of an area which would involve any of the referred to utilities. All utility connections shall be made according to the latest building codes, as required by Kansas statutes.

  2. The Associate Vice President for Facilities shall be contacted BEFORE purchase request is initiated, gift is accepted, or grant request is submittedto ensure all utility systems involved are adequate and any necessary adjustments or increases in service can be made prior to start-up. Such changes may be required in either internal building systems or external delivery systems.

  3. IT IS THE RESPONSIBILITY OF THE USER to notify the Associate Vice President for Facilities in sufficient time to make service arrangements and it is the responsibility of the Associate Vice President for Facilities to provide utility services where possible and economically feasible.

  4. Failure to make adequate advance arrangements for the activities as outlined in guidelines 1 and 2 can result in significant delays.

.050 Processing Requests for Estimates

Procedures and guidelines for external and internal requests for estimates must be followed. Estimates may be needed for two reasons: (1) to be used to prepare a project cost for purposes of requesting funds for long range planning, (2) to plan, fund, and complete a project in a specific time. These procedures are intended to define two methods of requesting and receiving estimates from the Division of Facilities.

  1. A Department Head or Dean may request an estimate, based on preliminary ideas or plans, verbally or in writing, for purposes of planning specific funding or budget expenditures. Facilities will respond to such a request with a PRELIMINARY UNSIGNED estimate based on best information available, and which IS NOT binding on the Estimator or the Division.

  2. A Department Head or Dean may request an estimate, in writing with specific details of the project. Facilities will respond to such a request with a detailed estimate of the project cost from beginning to completion, which IS BINDING on the Estimator and Facilities for the period of time stated in the estimate. ALL BINDING ESTIMATES WILL BE IN WRITING AND SIGNED BY THE PROPER FACILITIES ADMINISTRATOR.

  3. Conceptual plans may be required to properly estimate renovation, alteration, or new construction projects. These plans will be provided by the Division of Facilities, Facilities Planning in conformance with the rates quoted in Chapter 7830. Requests which require the renovation or alteration of facilities or new constructions will be reviewed for compliance with the latest building and life safety codes.

Binding estimates will not be prepared without sufficient supporting information from the requestor and approval by the Department Head or Dean.

.060 Repairs, Maintenance, Renovation, and Other Changes to University Buildings and Grounds

The Associate Vice President for the Division of Facilities is responsible for maintenance services, repairs, renovation, alterations, and capital improvements to buildings, campus grounds, parking lots, sidewalks, streets, and utilities, whether the work is done by Facilities personnel, contract, or by a department, and regardless of the source of funding. This policy defines procedures and identifies responsibility for approval and payment.

    1. Definitions

"Maintenance Services" are the recurring, day-to-day, periodic or scheduled work required to preserve or immediately restore a facility or grounds to such condition that it can be effectively used for its designed purpose. Such services are budgeted and performed through the Division of Facilities. Departments wishing extraordinary services can obtain same through a request and the transfer of funds to cover the related costs.

It is the responsibility of individual departments to assure that day-to-day usage and all special activities are conducted in a manner which maintains the integrity of our buildings and grounds.

If damages result in excess of normal wear and tear (as determined by Associate Vice President for Facilities) departments will be charged back for the repair and they will be responsible for the correction of the circumstances that caused the problem.

"Repairs" relate to the restoration of a facility or grounds to such a condition that it may be effectively utilized for its intended purpose. This may involve the overhaul or replacement of major constituent parts that have deteriorated by action of the elements or usage. Ordinary repairs are budgeted and performed through the Division of Facilities, and through the Special Maintenance and Repairs allocation. Departments wishing extraordinary repairs can obtain same through a request accompanied by an Interdepartmental Voucher authorizing the transfer of funds to cover the related costs. It should be noted that some types of repairs will necessitate upgrade of a facility or grounds to comply with the latest building code, as required by Kansas statutes.

"Renovation" is the total or partial upgrading of a facility or grounds to higher standards of quality, efficiency, or compliance with the latest building codes as per Kansas statutes, than originally existed.

"Alteration" on the other hand, is changing the internal arrangement or other physical characteristic of an existing facility so that it may be effectively used for a current or new purpose. In many instances, approval to proceed is needed from various state authorities (details below). Renovations/alterations are funded through a variety of fund sources, including, but not limited to, the university operating budget, the Special Maintenance and Repairs allocation, the Capital budget, departmental budgets, gifts, and in-kind contributions.

"Capital Improvement" relates to new construction, or major renovation or alteration of a facility or grounds. New construction is the erection of a new facility or the addition, expansion, or extension of an existing facility that adds to the building's overall external dimensions. These projects will obligate the state for increased utility and/or operating costs and will add physical space to the campus. Major renovations or alterations are projects that cover a whole or large part of a building or area, and/or involve construction costs over $500,000 (architectural) or $100,000 (engineering).

    1. Maintenance Services
      1. The Division of Facilities provides the following routine maintenance services for academic and administrative facilities:
        1. Care of the grounds area including lawns, trees, flowers, shrubs, and other aspects of the landscape. (This does not include design of these areas.)

        2. Snow removal from streets and walks.
        3. Complete custodial services in buildings. This is inclusive of floor care, general cleaning, emptying of waste baskets, cleaning of chalkboards, and arranging chairs in classrooms.

        4. Trash removal.
        1. Drinking fountains.
        1. Plumbing services including water, storm, and sanitary sewer to drain traps.
        1. Utilities: electricity, gas, water, and sewer to all public areas and to departmental equipment.
      1. Requests for services beyond the routine will be charged to the requesting department. These services may include, but are not limited to:
        1. Additional cleaning services.
        2. Trash removal beyond normal items and frequency, heavy or bulky materials, or excessive amounts.
        3. Carpet cleaning contracted by off-campus vendors and Facilities.
        4. Installation of department equipment.
    1. Repairs
      1. The Division of Facilities provides the following routine minor repairs:
        1. Exterior and interior building surfaces. This includes walls, windows, doors, and existing floors

        2. Campus streets and walks.

        3. Lighting of buildings and grounds, which includes replacement of bulbs and fixtures that are a part of the building.

        4. Comfort air conditioning. This includes maintenance and repair of existing units.

        5. Utilities to tables or equipment, as noted in 2b above, or to the basic electrical disconnect or shutoff valve that services the equipment.

        6. Painting of building common area interiors and exteriors on a regular maintenance schedule.

        7. Other minor repairs, maintenance, or building code related upgrades which do not fall into departmental or other jurisdiction.

      1. Departments wishing to have minor repairs beyond those routinely provided may pay for same through the Interdepartmental Requisition process. For example:
  • Light fixtures not a part of the building and special light bulbs.
  • Painting not a part of the regular schedule.
  • Plumbing to the drain trap.
  • Carpeting in areas not currently carpeted.
  • Air conditioning in areas not now air conditioned.
  • Utilities from equipment, table, or shutoff valve.
  • Other equipment or furnishings or equipment owned and/or on the departmental inventory.
    1. Minor Renovations and Alterations

Facilities Planning is responsible for the receipt and processing of all renovation and alteration requests. If an alteration will cause a marginal increase in utility or maintenance expenses to the state, even if the project will be completed with in-house staff, the project in its preliminary form will be approved by the State Architect, the Joint Committee on State Building Construction, and the Board of Regents. The Board and the Legislature will approve the marginal increase in utility and maintenance expenses. The following procedure applies to architectural/landscape architectural projects that are under $500,000, and any engineering projects that are under $100,000:

      1. The requestor submits a preliminary statement of need, including the initial approval of the appropriate Dean/Director and Vice President/Provost.

      2. Facilities Planning:
          1. Reviews the request and determines the feasibility and compatibility with the building structure, the overall campus plan, and applicable codes/regulations.

          2. Assists the department in the development of preliminary plans and specifications for the project. (See Chapter 7830 section .010 for professional assistance and charges.)

          3. Prepares a preliminary cost estimate.

          4. The requestor obtains the necessary departmental and Vice President/Provost approval.

          5. The appropriate Vice President/Provost obtains university administration approval through a President's Staff meeting, and formally advises Facilities Planning to proceed.

          6. The requesting department has four options to complete the project.
          1. Division of Facilities can prepare a "firm bid" construction estimate. This provides the client a specific project cost. The requesting department will submit an Interdepartmental Voucher with the Interdepartmental Requisition to Facilities.

          2. Division of Facilities can complete the work on a "time and materials cost" basis. The requesting department will submit anInterdepartmental Requisition to Facilities. The department will receive a monthly billing during the progress of the work.

          3. Outside firms may be requested to bid on the project, according to state and university procedures. The State Division of Purchases will manage the bidding processes and the Department of Administration will award the construction contracts based upon a university recommendation.

          4. The department may complete the work using their own personnel. This requires the use of state and university approved materials and completion of the work within university standards and appropriate building codes, per state statutes. Work not completed according to these standards will be corrected at the cost of the client.

        1. No option is available for departments to modify mechanical or electrical systems.

      3. Facilities Planning will:
        1. Administer the planning, design, construction, and approval processes. The approval of the project's preliminary planning is required before final plans can be initiated. The Board of Regents and the State Architect must approve the final plans and specifications for any and all projects involving life safety concerns, or a construction cost over $10,000 prior to the award of construction contracts.

        2. Complete the space reassignment procedures and update the space inventory, if required, for the project. (See Chapter 7830.)

        3. Provide code review and enforcement on all projects.

    1. Capital Improvements (Major Renovations, Alterations, or New Construction)

All capital improvement projects constructed on state-owned property or in state-owned facilities, regardless of fund source including agency and gift funds, must be included in the capital budget submitted to the Board of Regents each year. Following administrative approval, the university budget office submits requests by April 1 for funding in the second following fiscal year (example: submit April 2003 for FY2005). Items not submitted during the regular budget cycle require the approval of the Board of Regents and the Joint Committee on State Building Construction to be included as an amendment to the university budget. This includes all projects on the main KSU campus or on any KSU property at any location.

Regardless of fund source, all projects statutorily require the approval of the State Architect, the Joint Committee on State Building Construction of the Legislature, and the Board of Regents. Any unauthorized project undertaken without Regents and/or Legislative approval can lead to immediate dismissal from state service and criminal charges based upon the circumstances.

For state-funded projects, the State Division of Architectural Services follows a negotiating procedure to hire the architect/engineer. After final plans and specifications are prepared, the State Division of Purchasing follows a competitive bidding procedure. The state hires the contractor(s).

Facilities Planning has a statutory responsibility to serve as the agency representative in all planning, design, and construction contractual procedures and is responsible for coordinating with the Board of Regents and State Department of Administration for administering all minor and major renovation, alteration, or new construction projects. This is inclusive of all university projects throughout the state. The Director of Facilities Planning has been appointed as the building codes enforcement official for all capital projects.

The procedure for initiating and implementing capital projects includes:

    1. Department, college or agency identifies need or request.

    2. Initial approval by Dean or appropriate administrative head.

    3. Approval by the appropriate Vice President or Provost.

    4. Facilities Planning reviews request and determines project type. If not capital, follows procedures indicated for project type. If designated a capital project, continues to the following steps.

    5. Assist the department, college or agency in the preparation of the required documentation. This will provide the project description, cost estimate, program, and complete preliminary drawings.

    6. Presentation by Provost or Vice President for approval of University Administration.

    7. Request new building number from the Financial Reporting and Inventory Fiscal Analyst in the Division of Financial Services at (785) 532-6525.

    8. Submission of preliminary plans and budgets to the University Budget Office for Board of Regents approval during the regular budget cycle or as an amendment. The request may include information on funding for utilities, custodial, and routine maintenance.

    9. Program and schematic design are approved by the State Architect, the Joint Committee on State Building Construction of the Legislature (required by statute), and the Board of Regents.

    10. Legislative approval of the project and funding.

    11. State Division of Architectural Services follows statutory negotiating procedure to hire the architect/engineer. (See exception for KSU Foundation at end of this section).

    12. After approval of preliminary design, the architect/engineer prepares final plans and specifications.

    13. Final plans and related documentation are approved by the State Architect and the Board of Regents.

    14. Capital projects which create additional net assignable square feet of building provide an opportunity to request the Board of Regents to approve funding for (new space) utilities, custodial services, and routine maintenance.

    15. State Division of Purchasing follows the statutory competitive bidding procedure.

    16. State Department of Administration hires the contractor(s) at the recommendation of the university.

    17. Construction is completed.

    18. New space is added to the building inventory.

The KSU Foundation, by statute, is authorized to initiate gift-funded capital projects. Gift-funded projects, whether new construction or renovation to be constructed on state-owned land or in state-owned facilities, require the same approval process as for state funded projects. Board of Regents approval requires the prior advised consultation with the Joint Committee on State Building Construction, but does not require statutory approval by the Legislature.

The KSU Foundation is authorized to execute architectural or engineering agreements and construction contracts, after review and approval by Facilities Planning. All construction documentation and execution of the work must meet university and state standards, as determined by Facilities Planning. The Foundation is not obligated, however, to follow the architectural/engineering selection or competitive bidding process. Foundation-sponsored projects are included in the capital budget for information purposes only.

If the source of funds is not a gift then the state treats the funds as though they were state funds and the preceding process applies.

ALL GROUNDS PROJECTS, including volunteer groups desiring to contribute to the aesthetic appearance of the university campus, shall require the approval of the Associate Vice President for Facilities and be coordinated through the Director of Facilities Planning and the Director of Facilities Services.

.070 Questions

All questions concerning policies and procedures should be referred to the Associate Vice President for Facilities, 532-5967.