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Performing Work in University of Georgia Facilities located outside of Clarke County and / or are “B" Unit Facilities

Facilities

View Official Policy:  Partnership for Performing Work in University of Georgia Facilities located outside of Clarke County and / or are “B" Unit Facilities

Within Finance & Administration (F&A), the Facilities Management Division (FMD) and the Office of University Architects for Facilities Planning (OUA) have the primary responsibility for work within Facilities. The Environmental Safety Division (ESD), the Office of Real Estate (ORE), and the Office of Space Management (OSM) also have roles and responsibilities regarding facilities. The Procurement Office also has roles regarding facility contracting processes. Refer to the section “Responsibilities” for more information about these units.

A number of University of Georgia units have facilities located outside of Clarke County and / or are “B” units. These units often have needs for performing facility maintenance, renovations, or new construction projects. These include, but are not limited to the College of Agricultural and Environmental Sciences “B” unit facilities, including 4-H and Extension sites, Warnell School of Forestry & Natural Resources “B” unit facilities, Skidaway Institute of Oceanography, the Marine Extension and Georgia Sea Grant, University of Georgia Marine Institute, the Griffin and Tifton campuses, and Wormsloe. As applicable, each unit that has individuals with appropriate qualifications and experience to manage facility projects, as outlined below, will assign key personnel as Designated Local Facility Manager (DLFM).

This policy establishes the procedures for DLFM and F&A to partner for the purposes of efficiently and effectively delivering facility maintenance projects that require a design professional (see Maintenance under Policy Definitions) and construction projects with a construction cost less than $1M. By having some portions of facility project management performed by F&A, and other aspects performed by DLFM, there will be efficiencies in the process – for example, more opportunity for onsite observation, resulting in a more efficient use of resources.

This Partnership for Performing Work in University of Georgia Facilities located outside of Clarke County policy (Policy) includes exceptions to the policy “Engaging Design Professionals and Contractors,” as outlined in the Procedures section of this policy.

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 certain types of contracts, all purchase orders and rental agreements which involve expenditures for supplies, materials, equipment and contractual services.

Responsible University Administrator: Office of University Architects for Facilities Planning

Policy Owner: FacilitiesInquiries@uga.edu

Policy Contact: Gwynne Darden

Phone Number: 706-542-3605

Date Issued: 09/25/2019

Last Reviewed/Updated: