Overview
Facilities, Planning and Campus Development
A. Work Orders and Minor Maintenance – deficiencies that are usually either visibly apparent or causing an operational
or other nuisance for occupants.
$0 - $2,000
- Work is requested through an online Work Order, e-mail or phone call to F and O
- Work is identified by professional consultant and included on master list of spruce up tasks
- F and O General Fund budgets
- District Construction Fund/Miscellaneous Projects
- Work Orders are evaluated by appropriate F&O Supervisor and assigned to staff for completion, or bid and completed by contractor
- Professional consultant obtains contractor bid, Sr. Director approves bid and contractor completes work
B. Infrastructure and Scheduled Maintenance – deficiencies that usually pertain to a building system such as HVAC, plumbing, electrical, roofing or fire alarm, or require professional understanding of building maintenance or construction trades.
$0 - $15,000
- Work is requested through an online Work Order, e-mail or phone call to F and O
- Work is identified by F and O staff, Supervisor or Sr. Director
- Work is identified by professional consultant, vendor or contractor
- Work is required to resolve a health and safety issue
- F and O General Fund budgets
- District Construction Fund/Miscellaneous Projects
- Appropriate F and O Supervisor assigns work to staff or bids out to contractor for completion
- Sr. Director hires professional consultant to prepare bid documents, obtains contractor bids, and contracts with lowest responsive bidder to complete the work
- If scope of work expands project may become a Major Maintenance type project.
C. Major Maintenance and Facility Improvement – maintenance or renovation work to an existing building, building utility system, site utility or site feature that usually requires the hiring of a professional consultant to prepare bid documents, observe construction and obtain any necessary permitting.
$15,000 - $1,000,000
- Work is requested through an online Work Order or e-mail to F&O Director
- Work is identified by F and O Supervisor or Sr. Director
- Work is identified by professional consultant, vendor or contractor
- Work is identified as a priority by a college department, consultative group or included in a college planning document
- Work is requested through the Program Review process
- Work is required to resolve a health and safety issue
- District Construction Fund
- State Scheduled Maintenance Funding (when available)
- Measure V or other bond
Sr. Director verifies work, estimates project cost and scheduling, prioritizes and includes on master list of projects which is reviewed by college consultative groups. Priority levels include:
1 – project resolves a health and safety issue
2 – project resolves critical infrastructure deterioration, failure or omission
3 – project improves a core instructional or student support condition
4 – project improves an aging facility or end of useful life issue
5 – project improves campus appearance and/or operations
Once funding is identified Sr. Director contracts with professional consultant for project management and/or design and bids out work for construction. Project may be bid out informally (under $45,000), formally (over $45,000) or using qualifications/best value based bidding (GC 4217).
D. Capital Improvement or New Construction – a major renovation of an existing building or construction of a new building. Project has been vetted and prioritized through an extensive college consultative process and has been identified as a critical long term need. These high level projects are included in the college’s master planning documents including the Educational Vision Plan, Facilities Vision Plan, Five Year Construction Plan and Long Range Development Plan.
Greater than $1,000,000
- Project is identified as a priority by a college department or a consultative group
- Project is identified through a campus wide survey
- Project is included in a college planning document
- Project is required to resolve a health and safety issue
- District Construction Fund
- State Capital Outlay Funding (when available)
- Measure V or other bond
Project scope and estimated cost are included in a preliminary planning document which is reviewed by college consultative groups and the Board of Trustees.
- If project is approved and funding is available an RFP process is initiated for required professional consultants for project management and design. Once contracted, users assist with design, bid documents are developed and permitting is obtained. Project may be bid out formally or negotiated using a Lease-Lease Back process with a Guaranteed Maximum Price.
- If project is approved and funding is not available project may be submitted to the State for funding through the Five Year Construction Plan or remain as an identified critical need in planning documents until funding becomes available.
E. Program Review – a request for work by a college department that creates an operational efficiency, or a programmatic or facility enhancement. Originated as part of the annual Program Review process but has evolved into an ongoing request process utilizing the online Work Order system.
$0 - $25,000
Work is requested through an online Work Order
District Construction Fund or Equipment Fund
Sr. Director compiles Program Review Work Order requests into a singular list after submission deadline, evaluates requests and sorts them into appropriate work categories. List of requests is reviewed by college consultative groups and funding is allocated for approved work. Sr. Director then executes projects per A – D above.
Usually not required