Facility Improvements Policy and Procedures
Facility improvements, regardless of funding source, require careful coordination and compliance with applicable laws, policies, and regulations. Truckee Meadows Community College (TMCC) shall adhere to all applicable state and federal laws and regulations, and Nevada System of Higher Education (NSHE) Board of Regents Handbook and Procedures and Guidelines Manual, and TMCC policies relating to construction. Any facility alterations require coordination with the appropriate departments including Facilities Operations and Capital Planning and Information Technology.
The Director for Facility Operations and Capital Planning or his/her designee shall be responsible for ensuring appropriate areas of support are included in the planning and implementation of said improvements.
Procedures: TMCC Facilities Operations and Capital Planning Department
Originating source: NRS 341.201 and 477.035 – Inspection of State Buildings
Responsible office: TMCC Facilities Operations and Capital Planning
TMCC Policy: 5001
Updated: March 23, 2012
This procedure applies to all those who plan to make alterations to any TMCC facility, including but not limited to vendors, personnel, and departments of the College. The development of facility improvements on TMCC buildings and lands shall be conducted so as to meet all Federal, State, Board of Regents and TMCC regulations and procedures and to minimize the interruption of faculty, staff, students and visitors in their personal and professional activities on campus. This procedure regulates the approval, design, permitting, inspection and authorization for occupancy of facility improvements on all College owned, leased, or controlled properties.
The objectives of this procedure are as follows:
- Ensure facility improvements meet all Federal, State, Board of Regents, and TMCC laws, policies, and regulations.
- Protect TMCC's investment in its physical plant.
- Ensure the safety of TMCC faculty, staff, students and visitors.
- Aid TMCC employees, vendors and lessees and other collaborators in the development of facility improvements.
Planning, Purchasing and Constructing Facility Improvements
Modifications to any TMCC space may not either be contracted for or constructed without prior written approval of the TMCC Vice President of Finance and Administrative Services or the Vice President of Finance and Administrative Services designee. Such approval will be granted, only after the application process has been completed. Those who construct, manage, and utilize these spaces must become familiar with these principles.
The procedure for planning and receiving approval for space is as follows:
- Any vendors or lessees or College personnel (aka Requestors) who wish to make modifications to College owned or leased property shall prepare and submit a Facility Improvement Request form to the Vice President of Finance and Administrative Services or the Vice President of Finance and Administrative Services designee prior to developing modification plans and/or, contracting for construction. The form must be filled out in its entirety, with the required documents attached, and all required signatures must be included.
- Upon receipt, the Vice President of Finance and Administrative Services will ensure the form is complete and will review the request with all affected operating departments to verify the proposed request is in the best interest of TMCC and will not conflict with future TMCC plans for said space. If the request is found to be in the best interest of TMCC and will not conflict with future TMCC plans for said space it may be conditionally approved and forwarded to the Director for Facilities Operations and Capital Planning for review.
- The Director for Facilities Operations and Capital Planning will determine if the improvement will require a permit. If no permit is required the Director may request further information regarding the project and may require changes to the design or planned work as determined to be in the best interest of TMCC.
- If the requestor is a TMCC employee or department, an estimate of probable cost will be developed by the Facilities Operations and Capital Planning Department for the project. The requestor must then provide the Facilities Operations and Capital Planning Department with the number of an account containing the amount of funds indicated by the estimate of probable cost and earmarked for the project unless other arrangements are agreed to by the TMCC and the requestor. It will be the responsibility of the Facilities Operations and Capital Planning Department to follow the requirements of the NSHE purchasing system to secure the services of Nevada State Registered design professionals when necessary, review plans and specifications with the requestor and for technical issues, obtain permits, follow the proper procurement procedures to hire contractors, work with the requestor to schedule the project, oversee the construction process, determine when payments to consultants and contractors are made, coordinate related issues with adjacent or other affected departments, arrange for inspections and coordinate any associated moves.
- If the requestor is a vendor or lessee that will be funding the facility improvement, and it is determined a permit is required, the requestor shall submit at each design stage two full sets of conceptual, design development and "wet sealed" construction drawings and associated specifications prepared by a professional architect or engineer licensed in the State of Nevada for departmental review. The Facilities Operations and Capital Planning Department will attempt to review the plans and specifications within two weeks, unless additional time is required due to the complexity of the project. In such a case, the Director for Facilities Operations and Capital Planning shall inform the requestor of the extension of the review. If the project design is approved by the Facilities Operations and Capital Planning Department, the requestor will provide the Director for Facilities Operations and Capital Planning or his designee a professionally developed cost estimate for the work. The cost estimate of the work along with the construction drawings and specifications will be used by the Nevada State Public Works Board to determine the cost of the permit. This cost will include the cost of professional plans review by the State Building Official, and professional inspections by registered State inspectors. Additional applications may be needed to the Nevada State Fire Marshall and the State Department of Health District of which cost will be borne by the requestor. Application to the State Public Works Board can only be made from State agencies. Therefore, the requestor must provide TMCC a check for the full amount of the permit prior to any formal submittal to the State Public Works Board. The TMCC Facilities Operations and Capital Planning Department will submit the permit application to the State Public Works Board and will act as a liaison between the requestor and State Public Works throughout the permitting process. TMCC cannot guarantee a time period in which the State Building Official's Office will complete their plans review and issue a permit. Once a permit is issued for the project the requestor may procure the services of a contractor to complete the work. The Director for Facilities Facilities Operations and Capital Planning has the authority to approve or reject the use of any contractor recommended by the requestor if the use of such contractor is not in the best interest of TMCC. Such approval will not be unreasonably withheld.
- Once the contractor is selected and prior to the start of work, the requestor shall provide proof of insurance in accordance with NSHE's requirements.
- Prior to the start of construction, the requestor, contractor, a State Public Works inspector and a representative from the Facilities Facilities Operations and Capital Planning Department will hold a pre-construction meeting to discuss the project schedule, methods of construction, mobilization and materials/equipment staging areas. The Director for Facilities Operations and Capital Planning has the authority to approve or reject any of the above mentioned plans if such plans are deemed not to be in the best interest of TMCC. Approval shall not be unreasonably withheld. Additionally, a list of the contractor's emergency contact telephone numbers shall be provided to the Facilities Operations and Capital Planning Department.
- Throughout the course of construction the contractor shall work with TMCC Facilities Facilities Operations and Capital Planning Department to request inspections as are required. The State Public Works Board has the final authority to determine when new or renovated space can be occupied. This is designated by a Certificate of Occupancy. The requestor or its clients may not occupy the space until a Certificate of Occupancy has been issued. Representatives from the TMCC Facilities Operations and Capital Planning Department shall have the right to enter the work area at any time during construction.
- At the completion of the project a "punch list" walk-through shall be conducted with the requestor, the requestor's contractor and a representative from Facilities Operations and Capital Planning Department to determine whether all work has been completed in a quality, workman like manner and is consistent with TMCC standards. Any work found to be subpar will be required to be brought up to standard at the requestor's or their contractor's expense.
- If facility improvements require alteration, enhancement, or any such modification to TMCC's data and or telephony networks the requestor must coordinate with the TMCC Information Technology Department and must conform to all TMCC standards for network services. Additionally, any other incidental coordination such as room scheduling and security provisions must be identified in the early stages of planning. Coordination should commence as soon as possible while the project is in the conceptual phase.
Modifying or Altering Approved Work
If approved plans and or specifications require modification the requestor must first present the proposed modifications to the Director for Facilities Operations and Capital Planning. If modifications are code driven the Director will require a review and approval from the State Building Official prior to proceeding with the modified work. If the changes are minor in nature and do not involve code related issues the Director for Facilities Operations and Capital Planning may at his/her discretion approve the changes. If in the opinion of the Director the proposed changes are substantive the Director will forward the proposal to the Vice President of Finance and Administrative Services for review.
Should there be an urgent need to modify space for safety, code compliance or other need, the Director for Facilities Facilities Operations and Capital Planning may provisionally authorize the modification of said space and shall notify the Vice President of Finance and Administrative Services as soon as practical. Additionally the Director for Facilities Operations and Capital Planning can stop work on any project if a dangerous situation arises or if it is in the best interest of the College.
All design, permit, and construction costs associated with facility improvements shall be borne by the requestor unless otherwise agreed upon by TMCC and the requestor. Additionally, any cost for trash removal, moving, cleanup or damage to adjacent areas or integrated systems shall be borne by the requestor and included as part of the project costs.