ALTERATION AND MODIFICATION REQUEST

The following information is provided to assist you in initiating and completing an alteration, modification, or an addition on the University campus. Please feel free to contact Facilities Services(Ext. 75175) should you have any questions concerning the following procedures.

EXTERIOR PROJECTS:

The following steps need to be followed for projects which affect the exterior of University facilities or the University's grounds:

Step 1. DISCUSSION OF YOUR PROJECT

Contact either the Facilities Services, Ext. 75175, or the CPDC, Ext. 75136, to discuss your proposed project. Depending upon the nature of your proposal, you will be notified of the exact steps you will need to take in order to have your project approved and completed. You may also be provided with a form to use to request Facilities Management services (if desired). You will need to demonstrate a source of funding for your proposed project or have vice-presidential approval to proceed through the process without approved funding.

Step 2. DESIGN OF YOUR PROJECT

Depending upon the nature of your proposal, the design of the proposed work may be completed by you, by CPDC and, or by an architect or licensed engineer. You will be notified of the level of design work required when you review your proposed project with Facilities Services or the CPDC.

Step 3. REVIEW OF YOUR PROJECT DESIGN

The review of a proposed project is divided into two major areas. The two areas of review are a code review and a planning review.

Step 3a) CODE REVIEW FOR CONSTRUCTION/SAFETY ISSUES

The following departments or agencies may require review of a project (depending upon it's and scope):

1) Facilities Services

2) Environmental Health and Safety

3) University Police

4) State Fire Marshal

5) a. Accessibility Review/ADA compliance (University committee)
    b. Office of the State Architect-Access Compliance

6) Seismic Review Board

7) Computing Hardware Support

8) User Services

Step 3. CONSTRUCTION OF YOUR PROJECT.

Once your project is approved by the University administration and is certified to comply with applicable codes, you will be permitted to begin the construction phase of your project. See "CONSTRUCTION DIRECTIONS" below.

INTERIOR PROJECTS:

Projects which affect the interior use of University facilities or space must also follow steps 1, 2 and 3a as described on page 1 of this document. In addition, the committee and departmental reviews required for interior Projects are as follows:

Step 3b)REVIEW OF SPACE USE.

The use of the space should be discussed with your vice president or the vice president's designee responsible for space allocation. Once you have agreed to proceed with your proposal the following reviews and approval are required:

Level 1) Space Advisory Committee (review & recommendation)

Level 2) University President (review and approval)

Step 4. CONSTRUCTION OF YOUR PROJECT.

Once your project is approved by the University administration and is certified to comply with applicable codes, you will be permitted to begin the construction phase of your project. See "CONSTRUCTION DIRECTIONS" below.

CONSTRUCTION DIRECTIONS:

NOTE: UNIVERSITY APPROVALS OF THE PROJECT ITSELF MUST BE OBTAINED BEFORE PROCEEDING WITH CONTRACTING OUT OR PREPARING OF PLANS AND SPECIFICATIONS. APPROVAL OF THE FINAL DESIGN AND ACTUAL CONSTRUCTION DRAWINGS WILL BE REQUIRED TO BE REVIEWED BY THE APPROPRIATE COMMITTEES AND DEPARTMENTS.

REQUIREMENTS:

All construction on California State University buildings must meet Title 24 of the California Code of Regulations which incorporates the State Building Code, Mechanical Code, National Electric Code, Handicapped Compliance Regulations (ADA) and the California Fire Code.

Any modification, alteration or addition to the physical structure of any University facility or its environs or grounds must be performed by Facilities Services, under its supervision, or with its approval if performed by a licensed contractor. Inspection by a licensed building inspector may be required depending on the scope of the project.

Facilities Services is funded to perform services defined as maintenance. Facilities Services is required by CSU policy to charge for non-maintenance work or work performed for non-state funded agencies. Included in the Facilities Services charges for services are the cost for salaries and benefits plus overhead (the amount is established in accordance with applicable CSU policy).

All utility system connections (water, storm sewer, sanitary sewer, electrical, gas, steam or nuclear) either within or outside of University buildings, must be performed by Facilities Services, under its supervision, or with its approval by licensed contractors.

All alarms, telephones, voice mail, network and data line wiring campus wide are the responsibility of Computing Hardware Support and User Services; any alterations to these systems must be coordinated with those departments.

All plans of work and completed modifications, alterations or additions, or construction work must be inspected and approved for compliance with applicable codes and University policies by Facilities Services, other applicable State agencies (i.e., Seismic Review Board) and Environmental Health and Safety prior to acceptance of the work by the University.

Project specifications must include Exhibit "F" which contains the University requirements for parking, submittals, asbestos language, hazardous materials information, NESHAPS notifications, and other requirements. This is regardless of funding methods for payment of the project.

STEPS:

Step 1.

PREPARATION OF CONSTRUCTION PLANS AND SPECIFICATIONS. After the appropriate approvals have been obtained, Facilities Services can prepare the construction plans and specifications for use by Facilities Services personnel or by a licensed contractor. Facilities Services is required to charge for these services. If you prefer to manage the project yourself, you will be required to have a licensed person prepare the plans and specifications for approval by Facilities Services and Environmental Health and Safety prior to proceeding with the following step.

Step 2.

SELECTION OF A CONTRACTOR. You can use either the Facilities Services Department (for projects costing under $35,000 when using general fund dollars) or a State of California licensed contractor (the contractor must be in current standing and have the appropriate insurance and bonding for work to be performed). All specialty work must be performed by licensed subcontractors. A licensed contractor must be used for projects exceeding the $35,000 (general fund) limit. You must follow the steps described below if you decide to use a private contractor to perform the work.

Step 2a.

STATE-FUNDED PROJECTS. If the project is funded by State fund money (General, Minor Capital, Special Repair), the project must be bid through the University Contracting Office. The Contracting Office will prepare the bid package together and notify and receive approvals from the various departments on campus. They will also verify insurance, indemnification and bonding where applicable.

When Facilities Services manages the contract, they will obtain the necessary approvals/notifications through the Fire Marshal and/or Union as necessary. If the sponsoring department manages the contract preparation, the department must obtain approval by all of the departments listed above depending on whether the project is within a building or on the exterior and provide the notifications to the Union. The University's Memorandum of Understanding with the SETC Union requires an advance notification prior to commencing a project.

Step 2b.

FOUNDATION FUNDED PROJECTS. If the project is funded by non-State money, it is recommended that the project be managed by Facilities Services and bid through the University Contracting Office so that all approvals and notifications are fulfilled. However, if the department prefers to manage the project (and it is not bid through the Contracting office), it is still required that work be performed by a licensed contractor and they must have a purchase order issued through University Foundation prior to commencing work. The requestor must also verify that the following steps and notifications have been completed in addition to the above approvals for interior or exterior work:

• Environmental Health and Safety
• Facilities Planning
• Facilities Reservation
• Facilities Services
• Computing Hardware Support
• User Services
• University Police
• Contracting Office, including the following items:
• Proof of proper licensing
• Proof of Worker's Compensation Insurance
• Public liability, property damage and vehicle liability insurance
• Indemnification of University

Union Notification: There is a memorandum of understanding between the CSU and SETC Union that requires SETC be provided with an advanced notice (a 15 day notice is preferred) of construction when it is to be performed by a private contractor. This notification is made to the SETC representative and the University's Personnel Department.

A job start meeting. This meeting must be scheduled a minimum of 5 working days prior to the commencement of the project. The following departments are to be included: Facilities Services, Environmental Health and Safety, Facilities Planning and University Police.

Any utility shutdowns must be requested of Plant Operation a minimum of 5 working days prior to the date the shutdown is needed.

CONTRACTING OUT CHECKOFF LIST

N ORDER TO EXPEDITE THE APPROVAL PROCESS, THE FOLLOWING ORDER SHOULD BE FOLLOWED IN THE REVIEW PROCESS. FACILITES MANAGEMENT AND SERVICES WILL STAMP YOUR DRAWINGS FOR SIGN OFF.

1. FACILITIES PLANNING DEPARTMENT REVIEW
2. CEQA AS REQUIRED (VIA FACILITIES PLANNING)
3. LAND USE AND AESTHETICS COMMITTEE REVIEW
4. UNIVERSITY ARCHITECT (WHEN REQUIRED BY COMMITTEES)
5. FACILITES MANAGEMENT AND SERVICES (APPROVAL OF FINAL PLANS AND SPECIFICATIONS)
6. ENVIRONMENTAL HEALTH AND SAFETY (APPROVAL OF FINAL PLANS AND SPECIFICATIONS)
7. UNIVERSITY POLICE
8. STATE FIRE MARSHAL (APPROVAL OF FINAL PLANS AND SPECIFICATIONS)
9. OFFICE OF THE STATE ARCHITECT - ACCESS COMPLIANCE
10. UNIVERSITY COMPUTER HARDWARE SUPPORT & TELECOMMUNICATIONS
11. CAMPUS PLANNING COMMITTEE REVIEW
12. UNIVERSITY PRESIDENT'S APPROVAL
13. SPONSORING DEPARTMENT MUST PROVIDE THE FOLLOWING IF THEY PROVIDE MANAGEMENT / CONTRACTING OF PROJECT:
    1. PROOF OF PROPER LICENSING
    2. PROOF OF WORKER'S COMPENSATION INSURANCE
    3. PUBLIC LIABILITY, PROPERTY DAMAGE & VEHICLE LIABILITY INSURANCE
    4. INDEMNIFICATION OF ALL PARTIES
    5. NOTIFICATION TO PERSONNEL FOR UNION 15-DAY CONTRACTING OUT NOTICE
    6. COORDINATION WITH FACILITIES RESERVATIONS
    7. COORDINATION WITH FACILITES MANAGEMENT AND SERVICES FOR ALL UTILITY    CONNECTIONS (EXCEPT TELEPHONE & DATA)
    8. COORDINATION WITH EMH&S FOR SAFETY SUBMITTAL
    9. COORDINATION OF TELECOMMUNICATION & COMPUTER CONNECTIONS