Handbook of Operating Procedures 4-1030

Management of University Facilities

Effective August 14, 2015
Executive Sponsor: Vice President of Operations
Policy Owner: Associate Vice President for Campus Operations and Planning

1. Policy Statement

The University of Texas at Austin ("University") manages University-owned facilities in accordance with The University of Texas System ("UT System") Board of Regents' Rules and Regulations, including Rules  20201, 80301, 80402, and  80403.

As delegated by the president, Campus Operations and Planning is responsible for:

• maintenance and operation of University-owned facilities;
• the production and supply of utilities through centrally distributed systems;
• all renovation, repair, and remodeling within University buildings;
• design and construction, directly or by means of a contract, for all renovation, repair, and remodeling of existing University-owned structures;
• construction of new University buildings;
• facility-related capital planning and feasibility studies;
• maintenance of campus grounds & landscape, and
• prevailing wage rate determination and enforcement.

Campus Operations and Planning’s authority excludes telecommunications-related design, installation, maintenance, and operation except for prevailing wage rate determination and enforcement.
 

2. Reason for Policy

To establish clear authority for the maintenance, repair, renovation, remodeling, new construction, and capital planning and feasibility studies related to University facilities.
 

3. Scope & Audience

This policy applies to all University employees.
 

4. Definitions (specific to this policy)

Campus Operations and Planning:

An organizational unit within the Office of the Vice President of Operations that is responsible for creating, maintaining, cleaning, and powering the University's architectural fabric and physical environment through the activities of the following:

• Facilities Services
• Grounds and Landscape
• Operational Safety and Compliance:
  • Building Standards and Technical Review
  • Environmental Health and Safety
  • Fire Prevention Services
• Planning, Design and Construction
• Utilities and Energy Management
  • Office of Sustainability

Capital Projects and Facility Planning:

Minor projects up to $10 million, and Capital Improvement Program projects exceeding $10 million, that result in construction or complete renovation of a building. This includes development of long-range facility plans and feasibility studies.

Maintenance and Operations:

Activities performed on buildings and campus infrastructure (except telecommunications) to maintain those facilities in normal operating condition. These activities do not include major repairs or construction.

Major Repairs:

Repairs to buildings or facilities involving substantial repair of major building systems and/or having a cost over $5,000 and an expected life of at least five (5) years.

Minor and Major Renovation and Remodeling:

Substantial work in a building or its interior spaces because of the repair, replacement, or upgrade of one (1) or more major building systems; modifications to address new programmatic requirements; and/or modifications of existing space. These projects extend the expected useful life of the facility and do not generally result in an increase in building space.

Prevailing Wage Rates:

A worker employed on a contract for public work, including a construction, renovation, remodeling or repair project, by or on behalf of the University, is required to be paid not less than the general prevailing wage rate determined by Campus Operations and Planning and specified in the call for bids, request for quote, request for proposal, project specifications, and in all contracts, agreements, purchase orders, work orders, or other contract documents.
 

5. Website (for policy)

https://secure4.compliancebridge.com/utexas/public/getdoc.php?file=4-1030
 

6. Contacts

7. Responsibilities & Procedures
   1. Capital Projects and Facility Planning

All proposals for projects listed in this section must first be submitted to Campus Operations and Planning for review. This includes:

• construction of a new facility
• complete renovation of an existing building
• minor projects and major projects likely to exceed $10 million which are required to be added to UT Systems Capital Improvement Program
• facility-related projects requiring large-scale planning efforts

Planning, Design and Construction (PDC) is the primary contact for these types of efforts. PDC will assist University organizations in determining how to move the proposal forward.

2. Renovation, Remodeling, and Major Repairs

Planning, Design, and Construction is authorized to hire architects and engineers and to negotiate construction contracts for work associated with the renovation, remodeling, and major repair of University facilities under $10 million. For projects $10 million and above, PDC will coordinate with Procurement and Payment Services for hiring and contracts. All design and construction work must follow standards published by Operational Safety and Compliance and other codes and requirements as deemed necessary. All projects of this type must be initiated by request of the department head to the PDC department.

3. Maintenance and Operations

Facilities Services is responsible for the maintenance of building systems, including but not limited to: heating-ventilation-air conditioning (HVAC), plumbing, electrical, fire safety systems, interior finishes, and also elevators and escalators on the University's main campus, at PRC, and at the UT System Administration's facilities.. Departments experiencing problems with these types of systems, or anticipating the need for such a system, must contact Facilities Services. The installation of departmentally owned, stand-alone equipment must be approved by Facilities Services.

Facilities Services' responsibilities also include custodial services, lock and key services, recycling and solid waste services, event and moving services, surplus property, and landscape services.

4. Utilities

Utilities and Energy Management (UEM) is responsible for the production and supply of utilities through centrally distributed systems on the University's main campus and the J.J. Pickle Research Campus (PRC). This includes electricity, emergency power, chilled water, steam, compressed air, and deionized water.

UEM is also responsible for operating and maintaining the following systems: electrical systems above 480V, exterior lighting not mounted on buildings, Recreational Sports lighting, licensed stand-alone boilers.

5. Exceptions

Under certain circumstances, the responsibility for maintaining University facility operations may be delegated from Campus Operations and Planning to another University department. This transfer of responsibility must be established in advance via a Memorandum of Understanding (MOU) between Campus Operations and Planning and the individual campus department.

6. Prevailing Wage Determination and Enforcement

Campus Operations and Planning is responsible for the determination and enforcement of prevailing wage rates as required by state law to be paid to a worker employed on a contract for public work, including a construction, renovation, remodeling or repair project, by or on behalf of the University, without regard to project cost, and without regard to whether the work is contracted by Campus Operations and Planning or by another University department.
 

8. Forms & Tools

Memorandum of Understanding (contact Facilities Service Center)

 Facilities Service Center (FSC)

9. Frequently Asked Questions

None
 

10. Related Information

Board of Regents' Rule 20201 - Presidents

Board of Regents' Rule 80301 - Capital Improvement Program
 
Board of Regents' Rule 80402 - Major Construction and Repair and Rehabilitation Projects
 
Board of Regents' Rule 80403 - Minor Construction and Repair and Rehabilitation Projects
 
Texas Government Code, Title 10, Chapter 2258 - Prevailing Wage Rates
 

11. History

Last review date: August 14, 2015
     Editorial revisions: August 25, 2015
     Editorial revisions: March 17, 2026

Next scheduled review date: March 2029


Replaces HOP policy called "Remodeling and Repair Projects"

Formerly referred to as HOP 6.02 (July 22, 1974)