Annual Improvement Plan (APIP)
Facility Improvement Process
Policies and Procedures
The Office of Administrative
Services is responsible for establishing all Permanent Improvement Projects
(PIP) regardless of the source of funding.
Permanent Improvements are defined as:
1.
Renovation/Remodeling of additional
facilities and any work on existing facilities; including their renovation,
repair, alteration or demolition, in which the total cost of all work involved
is $5,000 or more; and
other
types of planning and design work, regardless of cost, which is intended to
result in a permanent improvement project.
Feasibility studies are not permanent improvement projects and are
therefore not to be included;
2.
Furniture, Fixtures & Equipment that either becomes a permanent fixture of
a facility or does not become permanent, but is included in the construction
contract, should be included as a part of a project.
II. Procedure
The Office of Administrative
Services shall submit an Annual Permanent Improvement Plan (APIP) each year.
This plan defines the projects that are to be established as permanent
improvement projects. Projects shall be categorized for submission
to the President’s Executive Group (PEG).
The President’s Executive Group (PEG) shall prioritize and approve
the APIP prior to its implementation.
A. Annual Permanent Improvement Plan (APIP)
1.
Requests:
Written
requests for projects that are to be established as Permanent Improvement
Projects (PIP) shall be submitted to the Office of Administrative Services.
All requests must be submitted by June 30th.
Requests should include:
a. Project Description.
b. Project Justification.
c. Estimated Project Cost, where possible.
d. Additional Operating Costs, where possible.
e. Proposed Source of Funds.
f. Desired Completion Date.
g. Include/attach available
back-up vendor documentation (i.e., quotes, estimates, etc.) when possible.
2. Preparation
The Office of
Administrative Services will review all requests for Permanent Improvement
Projects. The projects will be categorized
based on description, proposed funding source and justification.
3. Submittals
The Office
of Administrative Services shall submit the APIP to the President’s Executive
Group for prioritization and final approval.
4. Notification of APIP Approval
The Office
of Administrative Services will notify the requesting departments once the
APIP has been approved and will coordinate with the individual departments
in establishing the project schedules and implementation strategies.
5. Establishment of Project
Once
the start date for a project has been established, the Facilities Manager
will request from the District Facilities Planning & Development Office
the assignment of a project and account number.
Upon assignment, the project can be initiated.
B. Amendments
If a project need arises that
was not included in the APIP, an amendment to the APIP must be established.
Amendments to the APIP are not encouraged and should be avoided except
in cases of extreme need. A written request must be sent to the Office
of Administrative Services as outlined in Section II.A.1 above. If funding is available, the Office of Administrative
Services will submit the request to PEG. The submittal, approval, and notification process
will be as outlined above.
TIMELINE
Facility Improvement Process
| MONTH | ACTIVITY |
| April | Notification of Facility Improvement Process announced to the campus |
| April-May | Applications distributed upon request |
| June 30th | Deadline
for submission of Facility Improvement Request Form for work to be performed
subsequent fiscal year(s). |
| July-August | Requests
compiled for review. |
| September | Compiled
data forwarded to President’s Executive Group (PEG) for consideration |
| October | Department
notified of PEG approval. Project identification numbers assigned and
project planning begins. |