Policies Under Review: CAP 1200 Information Technology Services Draft (comments due by 2/23/2020)

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Policies Under Review: CAP 152 Data Management Draft (comments due by 2/23/2020)

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Policies Under Review: CAP 322.2 Construction Project Approval Policy (comments due by 2/23/2020)

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CHAPTER 300: ADMINISTRATION AND FINANCE

320 Facilities Planning And Capital Projects

Facilities Planning and Capital Projects is a service department that assists the University and its Auxiliary Organizations in meeting their physical space needs. The department shall provide professional services for a quality-built environment to support the University’s academic mission. Units within the department include: Planning, Major Capital Projects, Permitting and Compliance, and Contracts Administration.

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321 Physical Master Planning

Facilities Planning and Capital Projects shall be responsible for the University’s physical master plan, including:

  • Determining the physical space need for instruction and instructionally-related facilities;
  • Managing the physical space allocation process;
  • Managing the five-year capital improvement program;
  • Updating the campus master plan;
  • Managing the University’s natural resources; and
  • Developing, implementing, and enforcing campus facility standards.

Standards are developed in conjunction with Facilities.

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322 Building Planning, Design and Construction

Facilities Planning and Capital Projects shall be responsible for the University’s planning, design, and construction including:

  • Buildings, site improvements and renovation;
  • Manage the major capital outlay program;
  • Manage the minor capital outlay program;
  • Manage requests for public works projects for the improvement of instructional and instructionally-related space, utilities, roads and energy conservation projects; and
  • Track projects to completion including the campus building permit program and maintain project schedules.
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322.1 Donor Funded Construction Project Policy

322.1.1 Purpose & Scope

This Policy outlines the required steps to ensure that construction projects with gift-funded components (Donor Funded Projects) are properly managed, adequately funded, appropriately guide the expectations of donors, and ultimately reduce financial risk to the Project Sponsor and Cal Poly. Any exceptions to this Policy must be approved in writing by the University President.

Donor Funded Projects are developed in support of Cal Poly’s institutional priorities. They are conceived to support the mission of Cal Poly by providing a physical campus environment that fosters excellence, creativity, and a sense of community. Donor Funded Projects include major capital and minor capital projects as defined in the Cal Poly “Construction Project Approval Policy” (CPAP).

Donor Funded Projects may be funded through a combination of State and federal funds, unrestricted campus funds, external debt financing, and donor funds. Cal Poly’s approval and commencement of capital projects depend on the availability of such funding sources and the impact such funding sources may have on Cal Poly’s financial condition.

Funding sources provided through gifts to Cal Poly are an essential component of supporting needed capital investment and all academic and administrative leadership are encouraged to seek opportunities for gift support of such projects where appropriate.

The purpose of this Policy is to provide guidance for construction projects funded in whole or in part by gifts. Capital projects that do not include a Gift funded component are not within the scope of this Policy.

322.1.2 Definitions

Gifts refer to liquid assets including but not limited to cash, real estate, and securities. This excludes in-kind gifts, bequest intentions, and other revocable arrangements.

Project Sponsor refers to the Associate Vice President, Dean, University Librarian, or Athletic Director who will be sponsoring a capital project that is funded in whole or in part by Gifts.

322.1.3 Policy Statement

All capital projects must obtain the appropriate approvals pursuant to California State University (CSU) and Cal Poly policy.

To ensure that prospective donors are presented with feasible project opportunities, the Senior Vice President for Administration & Finance (VPAF), Provost and Executive Vice President of Academic Affairs (Provost), Vice President of University Development (VPUD) and appropriate Vice President must issue approval in accordance with this Policy prior to initiating donor solicitations.

  1. Prior to Soliciting Gifts

    Prior to soliciting gifts for a Donor Funded Project, the Project Sponsor must submit a Project Concept Request Form as described in the CPAP. Per CPAP, Facilities Planning and Capital Projects will perform a Preliminary Feasibility Analysis. The Project Sponsor will review this analysis and reassess the concept prior to resubmission for final review by the VPAF, Provost, VPUD and appropriate Vice President to assess the fundraising and business feasibility of the proposed project (Donor Funded Concept Analysis).

    The Donor Funded Concept Analysis includes, but is not limited to, the following elements:

    1. Program Analysis
      1. Does the concept align with programmatic and institutional priorities?
      2. Does the concept enhance or elevate the teaching and/or research mission of the University?
    2. Business Case Analysis
      1. Is pursuit of the concept the highest and best use of institutional resources and donor goodwill?
    3. Assessment of Financial Feasibility (cash flow, construction market analysis, etc.)
      1. Can a reasonable cash flow strategy be constructed given proposed traditional and donor funding?
      2. Is the Anticipated Total Project Cost (as provided in Project Concept Request Form) within construction estimate range determined during the Preliminary Feasibility Analysis?
      3. What are the financial risks to the University?
      4. Adequacy of financial plan for the project.
    4. Site and Massing Alternatives
      1. Have alternative sites been given adequate consideration?
      2. Does the proposed site conflict with other institutional plans or objectives?
      3. Is this the best site for the project?
    5. Fundraising Feasibility and Strategy
      1. Is proposed fundraising target attainable?
      2. If so, in what timeframe?
      3. Identify requirements for cash on hand prior to design and construction.

    An initial written assessment will be issued to the Project Sponsor under signature of the VPAF, VPUD and Provost as soon as practical but no later than 30 days from receipt of the Project Concept Request Form. If the assessment supports project feasibility, the concept moves forward for further assessment and approval under the CPAP process. If it does not, the Project Sponsor may revise the project concept to address the issues identified in the assessment and resubmit. Ultimate approval authority for any donor funded project lies with the President.

  2. Funding Sources – the written determination will include terms that will commit the Project Sponsor to:
    1. Gift Funded Amounts. The Project Sponsor will identify funding expected from gift and other non-state funding sources and identify the specific assets or revenue sources to be allocated towards funding. This will include the amount of gifts already received and the amount of irrevocable pledge commitments assigned to the project. All pledges must convert to cash within the period prescribed in the written determination, typically 3-5 years from project approval.

    2. Requirements for Commencement of Design and Construction. Prior to schematic design, at least 50% of total gift funding will be formally documented via signed pledges. Feasibility studies and programming activities as described in the related Construction Project Approval Policy may be conducted prior to achieving 50% gift funding.

      Prior to construction, pledges equivalent to 105% of the donor funded component will be formally documented via signed pledges. Cash requirements will be established as part of the overall financial strategy.

    3. Bridge Funding. Limited bridge funding may be available to address cash flow issues during the course of design and construction. The University has limited resources for this purpose and the cost of capital must be included in project cost. Bridge funding should not be relied on to cover a fundraising shortfall, only cash flow needs.

    4. Project Specific Conditions. Donor funded construction projects are inherently unique and complex. Depending on factors including but not limited to project complexity, cost and fundraising strategy, the requirements and guidelines contained in this policy may be modified to create a foundation for project success. Any deviation from these standards must be approved and agreed upon by the VPAF, Provost, VPUD and appropriate Vice President.

322.1.4 In-Kind Gifts

322.1.4.1 Administrative Procedure Overview:

For purposes of this policy section, in-kind gifts refers to materials and services associated with the construction of buildings, structures and other types of real property. Goods and equipment that are not fixtures of realty are beyond the scope of this policy.

In-kind gifts must not increase the project cost, delay completion, compromise quality or compromise ethical standards.

Design Services are prohibited as In-Kind donations for any phase of a Capital Project.

The solicitation of in-kind gifts should be a part of the public bid process. The public bid process is inclusive and fair to all interested parties. If the potential for in-kind gifts exists, it is recommended that the project designer and construction manager take into consideration the in-kind gifts as they divide the project into bid packages and prepare the specifications and performance standards.

The receipt of proposals for in-kind gifts must be included with the receipt of competitive bids and proposals.

Those who donate services or materials must be held to the same standards as other vendors and contractors as defined in University policy, contract terms and conditions. Solicitations and discussions regarding in-kind gifts should make it clear that donors, like other vendors, will be expected to agree to standard University contract terms and conditions.

Pledges to provide in-kind design or construction services and/or materials cannot be counted toward meeting a capital project's funding requirement.

322.1.5 Process:

322.1.5.1 Develop the RFBs/RFPs for the Bid Packages

The Requests for Proposals (RFPs) or Requests for Bids (RFBs) will be publicly available. Vendors will be invited to submit bids that may or may not include a gift component. Consistent with standard University practices, the lowest bid or the highest rated proposal will receive the award without prejudice as to whether the vendor’s offer included a “gift” element. In the case of bids, the gift element will be reflected as a reduced price. In the case of proposals, if a gift is part of the vendor's proposal, the “gift” element will be taken into account in the cost section of the evaluation criteria.

322.1.5.2 Review of RFP / RFB:

The VPAF or designee, on behalf of the University, reserves the right to, following consultation, as needed, with Provost or other involved parties:

  1. Accept or decline any gift offered as part of a bid/proposal.
  2. Evaluate the acceptability of any gift that is offered: A gift's value will be considered reduced, or even unacceptable, if it is not considered advantageous to the University for any reason. Examples of gifts that would be considered disadvantageous:
    • Gift includes obsolete equipment.
    • Acceptance of gift will involve significant or excessive maintenance charges after installation (unless funding to cover such costs has been identified).
    • Gift requires unacceptable modification of other building components.
    • Acceptance of gift will cause unacceptable delays or cost to the project.
    • Acceptance of gift is inconsistent with the principles or goals established for the project.
  3. Request any clarification or additional information in order to facilitate that bid/gift evaluation.

322.1.6 Cal Poly Foundation (Foundation) and University processes for In-Kind Donations

The Foundation is responsible for awarding and maintaining gift credit for these In-kind donations. All in-kind donations must be first coordinated with the Foundation. The tax value associated with those donations is the sole responsibility of the donors.

References for CAP 322.1

  1. Date approved by the President: October 15, 2019
  2. Effective Date: October 15, 2019
  3. Responsible Department/Office: Administration and Finance/University Development
  4. Revision History: Not applicable; New
  5. Related University Policies, Procedures, Manuals and/or Documents:
  6. Laws, Regulations and/or Codes of practice referred to herein or related to this policy:

DRAFT - 322.2 Construction Project Approval Policy

Cal Poly’s Campus Administrative Policy development process includes a 30-day open review and comment period for new and significantly revised policies. This provides an opportunity for the University community to consider and respond to policy proposals before they are in effect. The policy owner will review and consider all feedback received prior to finalizing the particular policy and associated documents.

We encourage you to provide your input, both positive and constructive, by emailing cap@calpoly.edu. Feel free to make comments or changes on the following word document as well and attach to your email.

Download 322.2 Construction Project Approval Policy

322.2.1 Purpose & Scope

Capital planning integrates planning and budgeting processes while embracing and supporting the University's long-term goals and priorities for responsible growth and development. Campus divisions or departments considering capital projects must follow the steps outlined in this document to ensure each project adheres with University regulatory and budgetary requirements. No allocation or expense of funds shall occur, nor shall any projects be presented to prospective donors until the individual project has been through the approval process outlined in this document.

Cal Poly Facilities Planning & Capital Projects (“FPCP”) has been delegated responsibility for the management and oversite of all University projects. FPCP may further delegate management and oversight of capital projects to the Cal Poly Corporation (“CPC”) or Associated Students Incorporated (“ASI”). In collaboration with California State University Capital Planning Design and Construction (“CSU-CPDC”), FPCP works to complete hundreds of projects annually for the University. Each project has specific regulatory and procedural requirements depending on the total estimated project cost and its associated classification under the public contract code (“PCC”) as a major or minor capital project. Capital projects are broadly defined to include all new construction, alteration, renovation, repair, and infrastructure improvements. This policy is intended to document Cal Poly’s capital planning and project approval process, ensure review and approval by the appropriate campus stakeholders in consideration with the University’s priorities, campus master plan, and strategic plan.

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322.2.2 Definitions

Capital Project: As defined under PCC 10701, includes the erection, construction, alteration, painting, repair, or improvement of any state structure, building, road, or other state improvement of any kind.

Major Capital Projects: capital projects where the estimated total project costs exceed PCC 10108 thresholds. For fiscal year 2019-2020, that amount is $709,000. State site acquisition projects, regardless of amount, are funded in major capital outlay.

Minor Capital Projects: capital projects where the estimated total project cost falls below the defined threshold for major capital projects set by PCC 10108.

Project Concept Authorization Request Form: the official document utilized by the University to recommend or initiate capital projects. Regardless of the funding source being utilized, this form must be completed with the appropriate authorization granted prior to funds being expensed.

Project Sponsor: the Associate Vice President, Dean, University Librarian, or Athletic Director who will be sponsoring a construction project.

Project Manager: an individual appointed by FPCP responsible for the management and coordination of design and construction for all capital projects.. Responsibilities include development of capital project programs, project budgets and project coordination from concept through planning preparation for bidding, construction inspection, and contract closeout.

Campus Planning Committee: serves as an advisory body to the President to assist in coordination, development and control of a long-range plan for physical development of the campus within the framework of policy established by the Trustees of the California State University.

Space Management Committee: responsible for the management of space or allocation of space on the Cal Poly campus. This committee does not provide project scopes or approve funding.

Construction Strategic Procurement: strategy to maximize the value of every construction project on campus which can be accomplished through a collaborative approach with stakeholders, general contractors, design professionals, and trade contractors. Typical strategies may include planning, sourcing, negotiations, and performance based contracting that is led by Strategic Business Services and FPCP.

Feasibility Study: the first significant step to facility planning/programming and design. The goal is to establish the scope of the project and estimate an accurate cost range. Subsequently, a feasibility study will identify key issues; analyze and narrow alternatives to a preferred solution; identify reasons to proceed or not proceed; and provide documentation that all options were thoroughly investigated. This report will be a major factor in making the decision to maintain the current facility, to renovate, to add on or to construct a new facility. Finally, the study will analyze and recommend the type of construction delivery method most appropriate for the proposed project.

Programming Study: defines the needs of the user. This includes defining a project’s functional needs and interior and exterior functional requirements including space sizes, contents, activities and relationships. A project program serves not only as a basis for design and a source for information about a project, but frequently as a basis for seeking funding. The programming process concludes with a clear and orderly statement of the problem. Project programs establish quality and scope. Quality is often defined abstractly in the project goals and more specifically in the project program. Scope is clearly defined and incorporates the following factors:

  • Definition of the users and the purpose of the request
  • The functions and programs
  • The assigned square feet of the proposed facility
  • Infrastructure and technology
  • Site selection

Design: accomplished in multiple phases and reflects plan arrangements, specific space accommodations, equipment and furnishings, building configuration, materials, colors and complete layouts of all mechanical and/or electrical systems serving the project.

Schematic Design: the first phase of project design. A range of alternative design concepts and layouts are explored to define the character of the completed project.

Construction Drawings: preparation of drawings and specifications establishing the requirements for the construction of the project. The construction drawing documents describe the quality, configuration, size and relationships of all components to be incorporated into the project. Construction drawings and specifications must be consistent with the project program, the construction budget and the project schedule.

Facilities Infrastructure Improvements: projects to correct structural and health and safety code deficiencies by addressing fire and life safety problems and promoting code compliance in existing facilities. Projects include seismic strengthening, correcting building code deficiencies and failing infrastructure and addressing regulatory changes.

Renovation: making existing facilities operable by providing minor interior changes, new furnishings and/or replacing utility building systems.

New Construction: the erection of a new building/facility or the addition, expansion or extension of an existing building/facility that adds to the building’s/facilities overall external dimensions. These projects will obligate the University for increased utility and/or operating costs and will add physical space to the campus.

Total Project Costs: the costs for the entire project which typically include design/engineering services, project management and inspection services, agency review fees, direct construction costs, furnishings, preliminary investigations/studies, environmental review, temporary facilities, moving costs and any other costs directly or indirectly related to the development of the project.

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322.2.3 Policy Statement

All capital projects must obtain the appropriate approvals, including financing, pursuant to the California State University (CSU) and campus policies, as deemed appropriate. Minor Capital Projects carried out by the CPC are approved independently by the CPC board of directors and are not subject to this section.

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322.2.4 Concept Decision Process

322.2.4.1 Phase 1. Project Concept (Estimated time frame 4-6 weeks)

A Project Sponsor, typically in the form of an Associate Vice President, Dean, University Librarian, or Athletic Director, identifies a facility need to meet anticipated program requirements, and new or renovated facilities appear to provide a viable remedy.

If the Project Sponsor determines the capital project concept viable, it must be brought forward to their respective Vice President/Provost via completion of the Project Concept Authorization Request Form (“PCARF”) located at (insert web address). The Project Sponsor identifies the project scope, project need, desired location, project description, anticipated budget and timeline for the proposed project. Upon completion of the form, the Project Sponsor routes to the appropriate Vice President/Provost for signature approval and submission to Facilities Customer & Business Services at facilities-cbs@calpoly.edu. For questions or help with the form, please contact Facilities Customer & Business Services at (805) 756-5555.

If donor funds are anticipated, FPCP will route the PCARF to the Vice President for University Development for review, approval and signature. Financial thresholds for donor funded projects are available in the Donor Funded Construction Project Policy, CAP 322.1.

Upon receipt of the signed PCARF, FPCP reviews the form to begin an initial assessment. A predetermined fee will be charged to the appropriate unit/department accordingly for the assessment. The initial assessment will include a review of the project scope, site and historical information related to the project and/or the proposed site and initial review of potential environmental requirements, agency review requirements and effects on other surrounding activities/structures related to the project. Additionally, the proposed project will be reviewed for conformance to the Master Plan and for any potential impacts related to other specific plans (design guidelines, landscape master plan, utility master plan, etc.). This effort will require a meeting(s) with the Project Sponsor to understand the programmatic needs, site constraints, timelines and potential funding sources.

FPCP looks at four key areas when developing the initial assessment:

  • Project Scope: Assessment of what is being proposed to build or renovate, including availability of building systems and support infrastructure. Developing an accurate project scope is critical to a successful project.
  • Estimated Cost Range of the Given Scope: Most often defined by dollar/gross square foot of comparable projects. The estimated cost will be a high level, preliminary estimate. A range may be given. This estimate must be for the total project costs.
  • Project Time Frame: A preliminary project time line will be developed indicating approximate task durations. The time line is also used to forecast a general timeline for bid market and construction planning.
  • Environmental and Planning Issues: Preliminary Assessment of likely environmental issues and processes for complying with the California Environmental Quality Act (CEQA), as well as conformity to existing campus planning documents, as noted above. This information will be used to assess potential short- and long-term requirements for the projects, which could include functional limits to the project, ongoing monitoring requirements, project scope and schedule constraints.

The format for the initial assessment will be a brief (2-3 page) written or graphic report that will include a recommendation from FPCP on direction for the project for review and approval by the appropriate pathway reviewer noted below. This assessment should not be considered final or binding by any party, but serves as a first look at the project’s potential requirements to establish rough costs for the effort moving forward. FPCP will assign a Project Manager who will serve as the Project Sponsor’s main contact for communication and collaboration throughout the process.

At the conclusion of Phase 1, Project Concept, FPCP will engage with the Project Sponsor to receive approval to move to Phase 2, Presentation of the Concept.

The Project Sponsor should not engage with any architects, engineers or designers.

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322.2.4.2 Phase 2. Presentation of Concept (Estimated time frame 3-6 months)

FPCP presents the Project Concept and initial assessment report recommendations to the appropriate parties as listed below for review and approval.

PATHWAY PATHWAY REVIEWERS/APPROVERS

Path 1: Minor Capital Project
$0 - $50,000
(subject to change)

Appropriate Dean, Department Head or Budget Representative

Path 2: Minor Capital Project
$0 - $709,000
(subject to change)

Project Sponsor
Appropriate Vice President/Provost
Vice President University Development, if donor funds being used
Budget Representative
Senior Vice President for Finance and Administration

Path 3: Major Capital Project w/out BOT approval
$709,001 - $40,000,000
(subject to change)

Project Sponsor
Appropriate Vice President/Provost
Vice President University Development, if donor funds being used
Campus Planning Committee
Senior Vice President for Finance and Administration
University President, new construction or renovations in excess of $5M
California State University Capital Planning Design and Construction (CPDC) *approval in subsequent Phase 4

Path 4: Major Capital Project BOT Approval
>$40,000,000
(subject to change)

Project Sponsor
Appropriate Vice President/Provost
Vice President University Development, if donor funds being used
Campus Planning Committee
Senior Vice President for Finance and Administration
University President
California State University Capital Planning Design and Construction (CPDC)* approval in subsequent Phase 4
California State University Board of Trustees *approval in subsequent Phase 4

Notes: Dollar threshold defined by CSU CPDC. Current thresholds used are from FY2018-19.

All major capital projects are defined by thresholds set by CSU CPDC and are presented to the Campus Planning Committee for concept approval.

FPCP provides written notification of concept approval or denial to the Project Sponsor. If the project is denied, no further action is needed.

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322.2.4.3 Phase 3. Programming (Estimated time frame 6-20 months)

In order to move forward with programming, funds are needed and will be required to be released from the appropriate department/unit to a project account. This phase will not be started without the appropriate funds transferred.

Major Capital Projects:

For the approval of Major Capital Projects, FCPC initiates the completed PCARF seeking signature from the Project Sponsor authorizing sign-off approval to proceed with either a feasibility study or programming to include, but not limited to, the following minimum elements.

  • Detailed project description
  • Department needs
  • Conceptual site design
  • Conceptual architectural plans
  • Conceptual 3-dimensional rendering
  • Preliminary utility and technology infrastructure plans
  • Total budget estimate
  • Yearly recurring utilities and/or operational and maintenance costs
  • Clearly identified funding source

For Major Capital Projects, materials are required for review and approval by CSU CPDC. As a public institution, there are numerous requirements related to ADA, fire life safety, seismic safety, energy conservation, public works, insurance, and prevailing wages among others that will affect the design and costs of building on campus.

Minor Capital Projects:

For the approval of Minor Capital Projects over $50K, FPCP sends the PCARF and the initial assessment report and recommendations to Budget for confirmation of funds.

For Minor Capital Projects, materials are required for review and approval by CSU CPDC. As a public institution, there are numerous requirements related to ADA, seismic safety, energy conservation, public works, insurance, and prevailing wages among others that will affect the design and costs of building on campus.

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322.2.4.4 Phase 4. Budget Confirmation and Notice to Proceed to Design (Estimated timeframe 1-2 months)

Upon approval from the above appropriate representatives, FPCP sends the PCARF, initial assessment, and feasibility analysis with programming study to the Budget Office for review and approval of available funds. This may require additional consultation from The Vice President of Development and Foundation Treasurer regarding donor funded projects to ensure that minimum fundraising thresholds have been met as outlined in the Donor Funded Construction Policy CAP 322.1. For all capital projects, units or departments are responsible for creating a funding plan that covers 100 percent of the total project cost of the capital project (including temporary relocation during the project). Each unit must ensure that funding required is available and can be committed in support of the project before a project is approved to proceed.

If all funding thresholds are met, the Office of Budget and Finance drafts a Memorandum of Understanding (MOU) to include project scope, timeline and approved funding source(s). Budget sends the completed MOU to FPCP for distribution to the Project Sponsor.

Once project funds are identified and committed, the funds will be set aside in a project account managed by FPCP.

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322.2.4.5 Phase 5. Implementation of Design through Construction (Estimated timeframe design/bid/build 20-48 months)

FPCP communicates with the Project Sponsor and sends the MOU for review and approval to proceed into design, bid and construction. FPCP creates a project folder so that project work can commence. Project funds are allocated from the appropriate sources/accounts and held for use as the project enters various stages.

Working in collaboration with the Project Sponsor, the FPCP project manager manages the project and provides regular communication to all parties throughout the design, and construction processes.

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References for CAP 322.2

  1. Date approved by the President: To be determined
  2. Effective Date: To be determined
  3. Responsible Department/Office: Administration and Finance
  4. Revision History: Replaces CAP 322 and removes CAP 323, 323.1
  5. Related University Policies, Procedures, Manuals and/or Documents:
    1. California State University Capital Planning, Design and Construction (CSU CPDC)
    2. Cal Poly Facilities Planning and Capital Projects (FPCP)
    3. Donor Funded Construction Project Policy, CAP 322.1
    4. Project Concept Authorization Request Form (PCARF) (insert hyperlink)
  6. Laws, Regulations and/or Codes of practice referred to herein or related to this policy:
    1. Americans with Disabilities Act (ADA) Title III, Subpart D and related sections
    2. Public Contract Code 10701
    3. Public Contract Code 10108

323 Major Capital Outlay Program

Facilities Planning and Capital Projects shall be responsible for the administration of the major capital outlay program, as delegated by the Chancellor’s Office through a certification process for administering major capital outlay projects.

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323.1 Submittal and Administration

Facilities Planning and Capital Projects shall be responsible for the following items related to the major capital outlay program:

  • Preparation and submittal of the annual five-year major capital improvement program, including the Program Justification called the Capital Outlay Budget Change Proposal (COBCP), and the project specifications.
  • Administration of the programming, design, bidding, construction, and commission of any state and non-state funded major capital outlay project, including the selection process for the architect/engineer and any studies or other professional services (e.g., inspection, soils testing, materials testing, construction management, and project management) related to the project either before or after completion.
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323.2 Campus Review and Approvals

Facilities Planning and Capital Projects shall be responsible for coordinating all campus reviews of major capital outlay issues with appropriate committees.

The President shall have the ultimate authority for approving the five-year capital improvement program, COBCP, and project designs for major capital outlay projects.

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324 Professional Services

Facilities Planning and Capital Projects shall have overall responsibility for the process of selection, management, and oversight of professional service providers including architects, engineers, and related consultants.

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325 Building Permit Program

Facilities Planning and Capital Projects shall have building code compliance jurisdiction for all construction projects on campus, including repairs, renovations, upgrades, etc. Facilities Planning and Capital Projects issues building permits for all construction projects on campus, regardless of funding source or method of implementation.

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326 Natural Resources Management

Facilities Planning and Capital Projects shall be responsible for managing the University’s natural resources, including:

  • Perform and/or approve California Environmental Quality Act (CEQA) compliance for all campus construction projects;
  • Develop and maintain a long-range water quality management plan in conjunction with Environmental Health and Safety;
  • Encourage sustainable design and construction of campus projects;
  • Act as campus liaison with governmental agencies regulating natural resources; and
  • Incorporate sustainability in the campus master plan in conjunction with Environmental Health and Safety.
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References for CAP 320

  1. Date approved by the President: March 7, 2014
  2. Effective Date: March 7, 2014
  3. Responsible Department/Office: Facilities Planning and Capital Projects
  4. Revision History: January 2, 2001; March 7, 2014
  5. Related University Policies, Procedures, Manuals and/or Documents:
    1. CSU State University Administrative Manual (SUAM)
    2. CSU Capital Planning, Design and Construction website
  6. Laws, Regulations and/or Codes of practice referred to herein or related to this policy:
    1. California Environmental Quality Act.