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Internal Audit Office

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

 

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

Facilities Planning

Chapter 7830
Revised June 24, 2003

Table of Contents

.010 Facilities Planning
.020 Naming Buildings and Facilities
.025 Signs
.030 Questions

.010 Facilities Planning

Facilities Planning is responsible for providing professional assistance in the development of plans for the repair, renovation or new construction of physical facilities at Kansas State University. Included in these responsibilities are architecture, engineering, landscape architecture and planning services. The basic parameters of these responsibilities are defined by Kansas Statutory Laws, Kansas Administrative Regulations, and the Policy and Procedures Manual issued by the Division of Architectural Services.

In addition to providing routine general information on physical facilities, it provides varied levels of more detailed and specialized professional planning, design, and/or construction services for which it has a set fee or fee schedule. Examples of services and fees are:

  1. Assistance for preparation of project documentation, including program texts with scope definition and preliminary budgets may be provided by the Planning office at no charge. Certain types of project programming may require outside consulting services for which there may be a fee.

  2. Capital project program statements and budgets, in a format consistent with Board of Regents Capital Improvement Requests, may be prepared by the Planning office at no charge. Certain types of consulting services may be required to fully prepare the documentation for submission to the Regents or Legislature for which there may be a fee.

  3. Other project services will be provided on an as needed basis. Proposals for these types of services will be provided in the following formats as required by each type of project:

    -a set fee (see schedules below)or

    -direct cost (time and materials basis) or 

    -for unique projects, fees may be negotiated, on a mutually agreed upon basis, in conformance with K.S.A. 75-1263.

  4. A properly completed Interdepartmental Requisition, or other written authorization, identifying fund source and amount is required PRIOR to the initiation of such projects.

  5. REGARDLESS OF PROJECT TYPE, CHANGES TO THE APPROVED INITIAL PROJECT SCOPE WILL WARRANT THE IMPOSITION OF ADDITIONAL CHARGES AND REQUIRE AN ADDITIONAL INTERDEPARTMENTAL REQUISITION OR WRITTEN AUTHORIZATION REFLECTING THE ADDED COST.

The set fee schedule used by Division of Facilities, Facilities Planning is as follows:

  1. Programming/Schematic/Preliminary Design Services Fees:
    a.Project Cons. CostStudy Fee 
     $0 - $ 10,000$0 - $250 
     $10,001 - $ 50,000$ Time and Materials basis
     $50,001 - $100,000$ Time and Materials basis
     $100,001 - $500,000$ Time and Materials basis
     Over $500,000$ Time and Materials basis

    b. Presentation Materials provided on a time and materials basis.

  2. Construction Documents Fees:
    a.Project Cons. CostDesign Fee
     Up to $5,000$500
     $5,000 - $50,000$500 + 7% over $5,000
     $50,001 - $100,000*$3,650 + 6% over $50,000
     $100,001 - $500,000$6,650 + 5% over $100,000
     Over $500,000**Fees determined in conformance with K.S.A. 75-1263.
* Engineering Projects over $100,000 must be designed by outside engineering consultants.
**a.Architectural Projects over $500,000 must be designed by outside architectural consultants.
 b.If schematic designs have been previously prepared by Facilities Planning, those charges will be deducted from the construction document fee. Construction administration services will be provided at no additional charge if projects are constructed.
 c.Presentation Materials will be provided on a time and material basis.

 

Due to internal production schedules and the availability of the professional staff, Facilities Planning may elect to utilize the design services of Kansas Division of Architectural Services, or "on call" architects or engineers retained by the University. Facilities Planning will facilitate and administer such arrangements. All related Facilities Planning and consultant fees will be charged to the project if this option is chosen. Time and material charges will be based on established billing rates, and actual material costs (including related overhead charges). In as much as the fee structure for any project can vary widely, guidelines must be made on a project by project basis. The Director of Facilities Planning will assist any department and agency in determining anticipated fees when requested.

1. Administrative Fees for projects designed by outside consultants.

a.Project Cons. CostAdministration Fee
 $0 - $10,000$500
 $10,001 - $250,000$500 + .8% over $10,000
 $250,001 - $1,000,000$2,420 + .6% over $250,000
 $1,000,001 - $10,000,000$6,920 + .4% over $1,000,000
 Over $10,000,000$42,920 + .2% over $10,000,000

b. Presentation materials will be provided on a time and materials basis.

Please note that an additional 1% administrative fee may be charged by the Kansas Division of Architectural Services on any project based on scope of project and funding source.

.020 Naming Buildings and Facilities

A Board of Regents Policy and Procedures stipulation (2/18/83) states that buildings are to be named by the Regents upon the recommendation of an institution's Chief Executive Officer and the Facilities Committee of the Board. No public communication of a proposed name shall be made until the name is presented for consideration to the open meeting of the Committee. Guidelines for submitting naming proposals at Kansas State University are:

  1. Any legally identifiable unit, person (living or deceased), company, or organization is an appropriate consideration for the naming of a building or project.

  2. Other names related to the heritage of Kansas State University may also be considered.

  3. A significant contribution to Kansas State University should be the primary basis for the recommendation.

  4. The contribution should be compatible with the building or project's function and scope. An exception may be made if the individual's contribution encompasses the entire University (e.g. President), or if the building function is to be utilized by the entire University (e.g. Library).

  5. After having received the endorsement of the Dean or other appropriate administrator, a letter including the proposed name and explanation of the contribution shall be forwarded to the Vice President for Administration and Finance.

  6. The Vice President for Administration and Finance will present the request at a President's Staff meeting for review and action and notify the originator of the President's decision.

  7. If the request requires approval of the Board of Regents and the President supports the request, it will be forwarded to the Board for review and action. The Vice President for Administration and Finance will notify the originator of the Board's action.

Procedures

  1. At the time the University desires to select a project name for a building, any internal or external portion of a building, or other facility or area on the campus, that assignment shall be given to an existing group or a special committee as determined by the President, Dean, or Director as appropriate. Such committee shall be specifically authorized to solicit, screen, and recommend an appropriate name or names for the project using the policy criteria.

  2. A letter requesting such action must be forwarded to the Vice President for Administration and Finance after having received the endorsement of the Dean or other appropriate administrator.

  3. The Vice President for Administration and Finance will present the request at the subsequent President's Staff meeting for review and action. The originator will be notified promptly of the President's decision through appropriate channels.

  4. If the request needs approval of the Board of Regents and the President supports the request, it will be placed on the Board's monthly agenda for review and action. The Vice President for Administration and Finance will notify the originator of the Board action through appropriate channels.

  5. To have a project (buildings, laboratories, classrooms, etc.) named after a private donor, the private contribution from a single source would have to be 100% of the project's cost or a lesser percentage based on the total anticipated cost of a project. A flexible percentage scale should be applied for projects in excess of $250,000 with the percentage of contribution decreasing as the amount of money required increases. The following proration is suggested:

    PROJECT COSTCONTRIBUTIONANTICIPATED
    $ 250,000100%$ 250,000
    $ 500,00060%$ 300,000
    $ 1,000,00035%$ 350,000
    $ 2,000,00028%$ 550,000
    $ 5,000,00016%$ 775,000
    $10,000,00010%$1,000,000
  6. Naming opportunities for those significant spaces in new construction or major renovation projects should be actively considered as a means of adding additional private funding to the project. An anticipated donation equivalent to, or based upon, a sliding percentage scale of the cost of construction or renovation of these spaces should be developed in coordination with Facilities Planning and the architect or engineer.

.025 Signs

Federal guidelines have been established that regulate the content and format of the signs displayed on campus. In order to ensure that Kansas State University is in compliance with these regulations, all proposed signs, both interior and exterior, must be reviewed and approved by Facilities Planning before being made and displayed.

.030 Questions

Questions regarding this chapter may be referred to the Director of Facilities Planning at 532-6377.