A.    Purpose.

Explains the proper policies and procedures regarding Capital Improvement Projects.

Applies to all university departments.

1.    Definition.
Capital Improvement Projects are renovations, repairs, and major maintenance to existing facilities; major landscape improvements; outside athletic facilities; new construction; land purchases; one-time major equipment purchases; and utility modifications (any of which are in excess of $100,000).

2.    Responsibility for Capital Improvement Projects.
All Capital Improvement Projects for the university are under the direction of the Office of the Vice Chancellor for Business Affairs. Specifically, the individual designated to be the primary contact is the Capital Projects Coordinator, who is presently the Assistant Vice Chancellor for Business Affairs-Facilities.

1.    Request and Approval of Capital Improvement Projects.
The Capital Projects Coordinator will coordinate preparation of all Capital Improvement Project Requests. Capital Improvement Project Requests will be filed through UNC-General Administration for approval by the Board of Governors and the General Assembly. This request/approval process for Capital Improvement Projects can take approximately two years.
a.    Receipt-Supported Requests.    Receipt-supported requests may be filed any time upon approval of the Chancellor and the Board of Trustees.

b.    Appropriation Requests.    Appropriation requests are prioritized, prior to submittal, by the Chancellor and the Board of Trustees. Appropriation requests are filed on a schedule established by UNC-General Administration. This filing usually takes place in the spring of even-numbered years.
2.    Design Phase.
Upon approval of the project, a designer will be chosen through processes established by the UNCW Board of Trustees, UNC-General Administration, and the Office of State Construction. Once a designer is under contract, the Capital Projects Coordinator will contact the prospective user department for input into the program to guide the design process. A series of meetings will be held involving the prospective user, the designer, the Capital Projects Coordinator, and any other personnel deemed important to the early phases of the design process.
- During the first phase of design (schematic design), heavy involvement will be
   required from the prospective user.
- During the next design phase (design development), the user will be asked to review
   plans for compliance with the program that guided the schematic development. The
   prospective user should not be in contact with the designer after this phase
   without the knowledge and consent of the Capital Projects Coordinator.
Consultants of any type may not be employed without written permission from the Capital Projects Coordinator.

3.    Working Drawings and Bid Document Phase.
The next phase (working drawings and bid documents) is a largely technical phase and will be handled by the Capital Projects Coordinator and the designer up through the bidding process. Once the bidding has taken place, approximately a month is required to have the contractor(s) legally under contract by execution of the proper documents. At this point, the Capital Projects Coordinator will issue a "Notice to Proceed," in conjunction with the Office of State Construction. The construction time frame begins with the "Notice to Proceed."

4.    Construction Process.
During the construction process, the prospective user will direct all questions to the Capital Projects Coordinator and will personally visit the project site only when accompanied by the Capital Projects Coordinator, or his designee.

5.    Completion of the Project.
Upon completion of the project, the Capital Projects Coordinator and the Office of State Construction will inspect the project for compliance with the plans and specifications. The project will be turned over to the user after this final inspection and formal acceptance of the project by the Board of Trustees.

6.    Equipment Acquisition.

a.    Funding for Movable Equipment.   For projects other than renovations, a percentage of the funding is set aside for movable equipment if adequate funding is available. The Capital Projects Coordinator will notify the prospective user early in the schematic design phase of the specific amount of funding set aside for movable equipment.

b.    Selection of Movable Equipment.   It is the responsibility of the prospective user to choose suitable furnishings and other movable equipment, which will be purchased through the normal university purchasing procedures. It is important that the user expedite this phase because the procurement process on movable equipment quite frequently can take six or more months.

c.    Movable Equipment List.   University Purchasing Services will work with the user department to develop a Movable Equipment List for the Capital Improvement Project. It is not the intent of a capital improvement appropriation to fund a new program but rather to provide a facility to house an existing program. Therefore, the Movable Equipment List should include only such equipment as necessary to make the facility functional. The total cost of the items on this list, including tax, must not exceed the allotted amount. Purchasing Services will submit the Movable Equipment List to the Capital Projects Coordinator.

d.    Requisitioning of Equipment.   All movable equipment must be approved for purchase by UNC-General Administration. The Capital Projects Coordinator will notify the user when approval is gained or if there are any exceptions. The user will then prepare a Requisition Input/Authorization Form (see PUR 1.10) and forward the completed input form to the Capital Projects Coordinator. The requisition will be transmitted to Purchasing through the Capital Projects Coordinator.
 

7.    Utility Hookup.
When appropriate, the Capital Projects Coordinator will advise the user to proceed with telephone and computer wiring installation. Standard UNCW procedures (as outlined in TEL 1.10) will be followed by the user. In most instances, the costs of moving telephones and computers will be borne by the using department.

8.    Moving.
The Capital Projects Coordinator will advise the user of the date scheduled for moving in or out of a building. Upon notification, the user should follow standard UNCW moving procedures outlined in Procedure AUX 9.40. If additional assistance is needed, the user may contact the Moving Services Supervisor (extension 3620).

9.    Problems.
The user of the facility will report any shortcomings, deficiencies, or malfunctions in the facility to the Work Order Desk at the Physical Plant (extension 3101).

10.    General Assistance.
The Capital Projects Coordinator will be available to provide assistance during any part of the Capital Improvement process, including the period following occupancy.