Project Management

Do-It-Yourself
Facility Renovation and Alteration Project
Policy and Procedures

 

1. GENERAL

 

a. Applicability. All renovations or alterations of the buildings, utility systems, roads or grounds of the University of New Hampshire.

 

b. Definitions.

   

i) Renovation. Work to restore and/or upgrade a facility or portion thereof to its original function and purpose. An example is a project to modernize a laboratory by installing new wiring, HVAC, lighting, ceilings, flooring and casework.

   

ii) Alteration. Work on a facility or portion thereof that changes the function or use. An example is conversion of a classroom into offices. Alteration is often combined with renovation.

   

iii) Do it Yourself Projects. A Do it Yourself project is any work to maintain, repair renovate or alter any building, utility system, road or grounds or any component thereof undertaken by an individual, group or organization that occupies, uses or otherwise has an interest in that facility or facility component. The individual, group or organization may provide labor and/or obtain materials from outside sources or the work may be accomplished through contractors working directly for the organization.  Examples include painting an office, constructing a partition to subdivide a room, installing built-in shelving, adding electrical outlets for equipment, replacing light fixtures, etc.

 

c. Background. Numerous technically complex and overlapping laws, codes, regulations and policies govern university facilities and their construction, renovation and maintenance.  It is important that all renovations and alterations be reviewed for consistency therewith.

2. AUTHORITY

 

a. Space Allocation Repair and Renovation Committee.  The Space Allocation Repair and Renovation Committee (SARRC) is responsible for oversight of all facility repair, renovation, alteration and new construction.

 

b. Associate Vice President for Facilities. To ensure compliance with applicable regulations and codes and to provide for effective planning and project management, the Associate Vice President for Facilities has established the Facilities Project Management (FPM).  Responsibility for the planning, design and execution of all building, utility, roads and grounds renovation, alteration and major repair projects is delegated to FPM. A staff of engineers, architects, related disciplines and crafts persons has been assembled to insure the proper planning and execution of all such projects.

 

c. Associate Vice President for Business Affairs. The Associate Vice President for Business Affairs is delegated responsibility for the safe, proper operation, maintenance and repair of certain auxiliary buildings.  This includes student housing, dining halls, portions of the MUB, the New England Center, and portions of the Whittemore Center.  To carry out this delegated responsibility, the Associate Vice President for Business Affairs has established a cadre of individuals to perform routine operation, maintenance and repair of the assigned buildings.  The Assistant Vice President for Business Affairs has also been delegated the responsibility and authority for routine summer renovation projects in student housing facilities.

 

d. Dean of the College of Life Sciences and Agriculture.  The Dean has been delegated the responsibility for operation, maintenance and repair of facilities, utilities and roads on agricultural properties managed by the college.  The Dean has established a small workforce familiar with the needs of the college’s agricultural programs to carryout this work.

3. POLICY

 

a. General.  The University strives to provide high-quality places to support the living, working and learning environment. However, resource constraints often limit our ability and less than desired conditions exist.  Where individuals or organizations are willing to undertake improvements to the places that they occupy or use, their initiative is encouraged and supported. However, self-help projects must receive the same technical review as regularly funded projects and must meet the same material and quality standards.

 

b. Implementation.

   

i) All “Do It Yourself” projects as defined above will be submitted to the Director of Facilities Project Management, for review and approval using the attached “Do It Yourself” Project Submittal Form. Alternatively, self-help projects may be submitted electronically by completing the on-line request form found at the link below.  Projects being considered may be discussed the Director of Facilities Project Management if advice or an informal opinion of feasibility is desired.

   

ii) The Director of FPM will assign a project manager who will review the planned work for compliance with all applicable codes, regulation, and standards. For projects involving utility systems the Facilities Project Manager will coordinate these projects with the Director of Utilities. Reviews will be given timely attention so as to not unnecessarily delay the work. Until approval has been received from FPM, however, work will not commence.

   

iii) “Do It Yourself” work will be monitored by the FPM project manager who will assure that all work conforms to applicable codes, regulations and standards.

   

iv) Air Conditioning (A/C) Specific Projects. All A/C requests must be approved by Facilities Project Management. The assigned Facilities Project Manager will determine:

 

   

(1) Availability of power (to ensure electrical code compliance) with an analysis of total building capacity.

     

(2) Availability of space for air handling units, ductwork, piping, condensers, etc.

     

(3) If window units are contemplated, the ability to modify the window to receive a window unit.

 

   

(4) The aesthetic impact of the installation.  Will rooftop condensers be visible?  For window units, what face of the building will be affected and are there existing window units on this face?  If there are issues, the Project Manager and customer will consult with the Campus Architect.

     

(5) The recommended installation and necessary equipment capacity to satisfactorily provide cooling.

     

(6) The approximate cost for the installation or a summary of the actions needed to develop an estimate.

   

v) Facilities Maintenance is not funded to maintain window A/C systems.  Customers who receive approval to install window A/Cs are responsible for funding maintenance and replacement of these types of units.

   

vi) Any work found to have been accomplished without prior approval of FPM and/or determined to not be in compliance with applicable codes, regulation or standards, including particularly the University’s Construction and Repair Standards, will be removed and the area restored to its original condition or redone so as to meet standards.  The cost associated with any such rework will be provided by the responsible individual, group or organization.

   

(vii) Any person or unit organization who accomplishes work under this Policy, without the prior approval of FPM accepts and assumes all risks and responsibility for losses, costs, and damage incurred as a result of accomplishing such non-approved work, including but not limited to risks of personal injury and property damage.  The University and its administrators, officers, and employees shall have no liability for any harm caused by non-approved work.  Additionally, when discovered, the person or unit organization may be directed to remove/restore the unauthorized changes.

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