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Pima County Community College District Standard Practice Guide

SPG Title: Short Form Facilities Specifications
SPG Number: SPG-2301/AD
Effective Date: 2/24/97
Approval Date: 2/24/97
Review Date(s):  3/11/03
Revision Date(s): 3/11/03
Sponsoring Unit/Department: AVC Administrative Services and Facilities
Regulation Title & No.: Assessment and Development of College Facilities RG-2301/A
Board Policy Title & No.: Assessment and Development of College Facilities BP-2301
Legal Reference: State Board R7-1-82; State Board SP7-701
Cross Reference:             


I.    Introduction

The facility specification (Fac Spec) describes the requirements for a facility project.  The purpose of this SPG is to assist College administrators, faculty and staff in preparing the Fac Spec for their capital improvement project.  The Fac Spec needs to state clearly:

  • The objectives for the project, based on the approved College academic plan and Facilities Master Plan, and
  • The outcomes, measures or criteria that will determine if the facility project is successful.
  • This SPG relates to Category II, Minor Projects with budgets of $49,999 or below.  The following section describes the three categories of facility projects.

II.   Project Categories

There are three categories of facility projects.  The table below defines the Scope, Cost, Submittal and Approval requirements which must be met for each category.

Category

 Budget

Notes  

 Data Required

Approvals 

I

$0 to

$4,999

Micro Project: budget is less than Capitalization limit

Work Order

Campus President or Vice Chancellor

II

$5,000 to

$49,999

Minor Project: budget is less than Board of Governors reporting limit.

Short Form Facility Specification SPG-2301/AC

Campus President or Vice Chancellor

 III

Over

$50,000

Major Project: Line item in annual budget.  

Long Form Facility Specification

SPG-2301/AB

Campus President or Vice Chancellor & Chancellor & PCC Board & State Board

III.  Annual Cycle for Development of Minor Projects

The typical Minor Project requires approximately nine months to develop and construct from the first time Facilities Planning is initially contacted to the completion of construction.  Most minor projects are scheduled for construction during the summer session and for completion by the start of the fall the semester. The Annual Cycle for the development of Minor Projects is:

1st week of November:    Facilities Planning receives Fac Spec from customer, approved by Campus President or Vice Chancellor

1st week of December:    Facilities Planning provides customer with a project budget and customer secures funding

1st week of January:     Customer notifies Facilities Planning that funding is available and to proceed with project planning

1st week of June:        Construction starts

Mid-August:       Construction complete

IV.   Facility Specification Content

The short form Fac Spec can be as brief as one or two pages and in the form of a memo.  The approval of the campus president or vice chancellor needs to be indicated on the Fac Spec.

Part A:  Justification

Provide a brief justification of the requirements.  Describe the factors which resulted in requirements stated in Part C, e.g., changes in instructional methodology, new discipline, increased students, etc.

Part B:  Location

Note the location of project within the College and how the project relates to the approved Educational Master Plan and Facilities Master Plan.  List the campus, building, and all room numbers affected by this project.  Discuss how the project relates to future master planned activities in the area or building.  Is this a step in the direction of the master plan or does the project necessitate a revision to the master plan?

Part C:  Requirements

Describe the requirements of the project.  For each space listed in Part B describe the following:

  • Old Function in the space, e.g., office, computer class room, biology lab.
  • New Function in the space.  Whenever possible discuss quantitative issues, e.g., number of students served, number of stations required, hours of operation, and full vs. part time.
  • Changes in the space, e.g., add a door to the south wall, install a fume hood, or add computer student stations.

Part D:  Proposed Schedule

Determine when you would like the construction scheduled.  Actual construction of a Minor Project takes between four and ten weeks.  Discuss temporary locations for the existing function in the area while construction is proceeding.

Part E:  Budget

1.    If a predetermined amount has been established for the work, state that amount. Facilities Planning will budget for project to fit within the predetermined amount of funds and meet the requirements of your Fac Specs to the extent possible.

2.    If funds have not been set aside, state that there is no predetermined amount.  Facilities Planning will develop a budget for your project based on the requirements of your Fac Spec.  After your approval, this will be the budget for your use in section V.2 and V.3 below.  (A budget is not an estimate.  Budgets are developed on information in your Fac Spec.  Estimates are based on plans and specifications prepared by Facilities Planning after the planning process.

Attachments

Attach a copy of the current "Facilities Handbook Page".  This is a plan of the facility available from the campus director of administrative services, campus plant manager or the Facilities Planning web page.  Show your ideas for changes on the plan.

V.    Funding

Availability of funds for capital projects is determined by the Vice Chancellor for Finance and Administrative Services.  Facilities Planning will assist the customer in requesting funding by preparing budgets, schedules and diagrams based on the Fac Spec.  Securing funding is the customers responsibility.  There are three basic funding scenarios:

  1. Sufficient funding exists within your current campus or unit budget:  Facilities Planning can proceed after the budgeted amount is transferred to a Facilities Planning capital fund FOAP.  The Vice Chancellor for Finance and Administrative Services must approve the transfer.
  2. Partial funding exits within your current campus or unit budget: You must secure additional funding from the Vice Chancellor for Finance and Administrative Services.  Facilities Planning can proceed after the budgeted amount is transferred to a Facilities Planning capital fund FOAP.
  3. No funding exists within your current campus of unit budget: You must secure funding from the Vice Chancellor for Finance and Administrative Services.  Facilities Planning can proceed after the budgeted amount is transferred to a Facilities Planning capital fund FOAP.