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Engaging Design Professionals and Contractors

Office of Space Mgmt

View policy pdf: Engaging Design Professionals and Contractors Policy

Policy Statement

The Vice Chancellor of the Board of Regents (BOR) of the University System of Georgia (USG) has delegated authority to the President of the University of Georgia for contracts and instruments related to construction activities and projects (including but not limited to planning, design, construction, utilities and infrastructure) which have been authorized and budgeted by the university and approved per Board of Regents policy or delegation.

The President of the University delegated this authority to the Vice President for Finance & Administration (F&A) and this has been further sub-delegated to specific divisions within F&A.

Only the Facilities Management Division (FMD) and /or the Office of University Architects for Facilities Planning (OUA) and/or UGA Procurement may, on behalf of UGA, lead selection processes, and recommend final selection of construction contractors and design professionals, including but not limited to architects, engineers, and other design consultants.

Only those departments/units with official delegated authority may engage design professionals including, but not limited to, architects and engineers, contractors, and other consultants related to planning, including feasibility studies and master plans, design, and construction services for facility projects for any dollar amount, within the university’s delegated authority, including pro-bono or donated time. Engagement includes but is not limited to request qualifications and / or proposals, preparation and execution of contracts, soliciting professional opinions and advice, meeting to discuss and develop design and / or construction activities and projects, and review and approval of invoices for payment for services.

For facilities not owned by the State, and where the university is either lessor or lessee, the procedure to engage with a design professional or contractor will be determined on a case-by-case basis led by the Office of Real Estate. Communications systems engagements by Enterprise Information Technology Services (EITS) are excluded from this policy but such work should comply with the related "Performing Work in University of Georgia Facilities" policy and should be coordinated with FMD and/or OUA. Any other exceptions to this policy must be coordinated and approved, in writing, by the Vice President for Finance & Administration, and / or FMD and OUA on a case-by-case basis.

Reason for policy

This document sets out the policy, authorities and requirements for retaining design professionals and construction contractors for facilities work carried out in university-owned and operated facilities. The intent of this policy is to ensure that selection and engagement of design professionals, contractors, etc. for work related to facilities is in compliance with university policies and procedures, the policies and procedures developed by the BOR Facilities Office, UGA Design & Construction Supplemental General Requirements & Standards, and with federal and state regulatory requirements governing facilities work on university campuses.

This policy will also ensure that all facility projects, including feasibility studies, are aligned with institutional as well as USG strategic goals and objectives, and will help ensure that limited resources are being targeted to institutional priorities.

Procedures

Departments/units, including all auxiliary units (University Housing, Georgia Center and Auxiliary Services) which have identified projects, or work, which shall require the services of design professionals or construction contractors shall follow these Procedures:

The initiator (see Policy Definitions) shall complete the “Facilities Project Initiation Form” form (link below) and submit the proposed project through the routing outlined therein. https://fanda.uga.edu/FPIF/

This request must be approved by the department’s Dean or Vice President before it is routed via F&A to the Provost (if required) for review. This approval may not be delegated.

Facility Project Initiation Form Review / Approval Matrix

Project Type
(includes design and/or work) *1
Facilities Project Initiation Form Request Facilities Management Division (FMD)
and Office of University Architects (OUA)
Approval or Recommendation *2
Finance & Administration
Review/Approval
Provost Review/Approval *3
MAINTENANCE        
Scope doesn't require any third-party consultants, engineers, or design professional fees greater than or equal to $2500 N N N N
Scope estimate is less than $50k and requires third-party consultants, engineers, or design professional fees greater than or equal to $2500 Y Y N N
Scope estimate is greater than or equal to $50k and requires third-party consultants, engineers, or design professional fees greater than or equal to $2500 Y Y Y N
Utilizes a FMD or OUA Task Order Contract Y Y Y N

 

PROJECT
(New Construction/Addition/Renovation)
       
Specific project approved
via MRR Program
(will utilize full or partial MRR funds)
N N N N
Scope estimate is less than $25k
without any third-party consultants,
engineers, or design professional
No. FPIF is not required though
work must be performed
per UGA Policies. *1
Submit a Work Order if the
scope is in a Resident
Instruction facility in Clarke County.
N N N
Scope estimate is less than $50k
with third-party consultants,
engineers, or design professional
fees greater than or equal to $2500
Y Y Y N
Scope estimate is greater than or equal to $50k regardless of third-party consultants, engineers or design professional fees Y Y Y Y
Scope estimate is greater than or equal to $50k regardless of third-party consultants, engineers or design professional fees and utilizes full or partial MRR funds that were not approved through MRR process for this specific project Y Y Y Y
Change in Use of Space (i.e. restroom to IT closet, etc.) Y Y Y Y
Requires new space lease or modification to an existing space lease Y Y Y Varies

*1 Refer to Engaging Design Professionals and Contractors, Performing Work in UGA Facilities, and Performing Work Outside of Clarke County policies.

*2 Approval if less than $25k; recommendation if more than $25k

*3 Provost Approval not applicable for University Housing or Finance & Administration projects (President approval may be required on case by case basis).

Responsibilities

The Vice President for Finance and Administration (VPFA) is responsible for all Resident Instruction facilities, to include but is not limited to operation and maintenance, repairs, construction, renovations, alterations and demolition.

The Associate Vice President for the Office of University Architects for Facilities Planning (OUA) is responsible for planning the long-range development of the campus. OUA makes continuous studies of the physical needs of the University and coordinates the planning and construction of physical facilities. Present and future facility needs are determined by working closely with the various instructional and administrative departments. The office assembles all requests and analyzes all plans for expansion of facilities and changes, which affect the exterior appearance of the campus. OUA also manages new construction or capital improvement projects. OUA also provides design and construction support for Auxiliary and Administrative Services departments, Athletics, Housing and other campus organizations, and such other duties as may be assigned by the VPFA.

The Associate Vice President for Facilities Management Division (FMD) is responsible for the operation and maintenance of the university's facilities. This encompasses responsibility for building maintenance and repairs, building alterations, maintenance of mechanical and electrical systems, custodial services, and related activities. Additional responsibilities include operation of the steam and chiller plants and construction, operation, and maintenance of utility systems, providing engineering support, and operation of a warehouse. Other responsibilities include maintenance of roads and grounds, landscaping, maintaining an inventory of university buildings and land, vehicle rental pool, and automotive maintenance shop. FMD ensures facilities are operated and maintained in a technically and fiscally responsible manner, ensuring energy efficiency, life safety, and ADA compliance. FMD also provides engineering and maintenance support for Auxiliary and Administrative Services departments, Athletics, Housing and other campus organizations, and such other duties as may be assigned by the Vice President for Finance & Administration.

The Associate Vice President for Environmental Safety Division (ESD) is responsible for advising all campus organization with regard to health, safety, and environmental issues, recommending appropriate corrective actions or controls, and in some cases performing monitoring and project oversight. For the purpose of this policy, the OUA or FMD staff shall have responsibility for contacting ESD and ensuring ESD concerns are incorporated into the project scope of work.

The Office of Real Estate oversees all of the University real estate transactions and is responsible for coordinating and managing all real estate purchase and lease agreements.

The Office of Space Management (OSM) receives all requests for space and coordinates with the Office of the Provost on such requests to ensure space allocation occurs in a fair and transparent manner while simultaneously addressing the university’s strategic goals. Approved requests for space and the resulting changes of any such approval are coordinated through OSM. Additionally, OSM coordinates requests for demolition between the institution and the University System of Georgia.

The UGA Procurement Office is responsible for the procurement of supplies, materials, equipment and contractual services. The Procurement Office has responsibility, within the University, for negotiating, preparing, executing or recommending execution, awarding and administering all contracts, purchase orders and rental agreements which involve expenditures for supplies, materials, equipment and contractual services.

Related information

Performing Work in University of Georgia Facilities” policy:

Responsibilities

Date Issued: 02/01/2017

Last Reviewed/Updated: