1. Acquisition or conveyance of title to community college real property including exchanges;
2. Master site plans;
3. Requests for line item appropriations; maintenance reserve refunds, and all other blanket/umbrella appropriations;
4. Proposed construction of new building space which is not covered under capital outlay;
5. Preplanning Studies;
6. Contract awards for any construction projects which meet the following criteria:
   • Price in excess of 10 percent of the authorized construction estimate;
     
   • Fewer than three (3) bids received;
   
   
7. Any other commitment which would have substantial impact on the real property of the VCCS; and
8. Any litigation proposed on behalf of the VCCS or initiated against the VCCS relative to construction or real estate.

• Construction and Professional Services Manual (10/04). Bureau of Capital Outlay Management (BCOM).
  The Commonwealth of Virginia Construction and Professional Services Manual – 2004 (called the Manual, or CPSM) is published under the authority of §2.2-1132, Code of Virginia, as amended, and sets forth the standards, policies, terms, conditions, and procedures to be followed by all departments, agencies, and institutions of the Commonwealth in procuring professional services, designs and constructions of all structures (except roads and bridges which are under the purview of the Virginia Department of Transportation) which are on state property to include new construction, and renovations, modifications and additions to existing facilities. The technical standards set forth in this Manual establish the levels of design, quality, energy efficiency, and performance required for projects on state property in addition to the minimum standards required by the applicable codes and standards for the project. These standards are intended to assure the protection of the public health, safety, welfare and accessibility as well as the protection of real property insofar as the use and occupancy of buildings on state property are concerned. The administrative and procedural requirements are intended to assure conformance with the Virginia Public Procurement Act, the Acts of Assembly (also called the Appropriations Act), and applicable Executive Orders and Fiscal Policies.
  
  The Director of the Bureau of Capital Outlay Management, acting under the authority of the Director of the Division of Engineering and Buildings, Department of General Services, is responsible for the authoring, compiling, editing, publishing, maintaining and administration of the Manual. The Director of the Division of Engineering and Buildings is the Building Official for all construction on state property as authorized by §36-98.1, Code of Virginia as amended. The Division of Engineering and Buildings also has the statutory responsibility under §2.2-1159.B to establish standards for accessibility for the physically disabled and has the statutory responsibility under §2.2-1161 to assure compliance with the standards established. By written agreement with the Department of Housing and Community Development (DHCD), the State Fire Marshal’s Office assists the Building Official by providing on-site Fire Safety inspections of buildings / facilities on state property.
   
• Higher Education Fixed Asset Guidelines for Educational and General Programs, SCHEV.

7.3.5 Development of Capital Outlay Requests page top

Requests for capital outlay to meet space needs are the joint responsibility of a number of agencies: individual colleges, the Community College System Offices, the State Board for Community Colleges, the State Council of Higher Education for Virginia, the Division of Engineering and Buildings, the Governor's Office, and the Legislature. The sequence for developing capital outlay requests is outline in Section 10.0.1.1.1. of the VCCS Policy Manual.

7.3.6 Priorities for Types of Facilities

The State Board for Community Colleges establishes priorities for constructing facilities on a Statewide basis. Priorities for approving different types of community college facilities are listed below. Modifications may be necessary to meet special needs:

1. Basic college facilities -


1. Basic instructional classrooms, laboratories, and shops, including facilities to house basic occupational/technical programs;
2. Administrative counseling offices;
3. Learning resources center, including library and learning laboratories. (These may be temporary facilities.);
4. Basic student study lounge, including vending machines and bookstore;
5. Lecture Hall with audio visual workroom;
6. Faculty offices; and
7. Maintenance, receiving, custodial and storage areas.



2. Specialized occupational/technical laboratories and shops to meet local needs.
3. Permanent learning resources center, including library and learning laboratories (programmed materials, audio or language, and visual aids).
4. Permanent student study lounge, including vending machines or snack area, bookstore, and student activity rooms. This area should be planned as part of a building housing other facilities and not as a separate student study lounge building.
5. Additional general classrooms and faculty offices.
6. Physical education and fitness building for non spectator use, to meet curricular requirements for transfer to four year institutions. The development of outdoor athletic fields will be the responsibility of the local community college board as part of site development projects.
7. Fine arts center, including instructional facilities for music, art, and drama.
8. Theatre. If and when theatre facilities are constructed, they shall be designed to complement and supplement facilities and programs already existing in the community.
   

7.3.7.0 Basic Policy

A ten year educational master plan must be prepared by the college staff, approved by the college board, the Chancellor, and the State Board for Community Colleges.

A master site plan is required for each community college campus and must be approved by the State Board for Community Colleges. Once a master site plan has been approved, any changes in location, size, or use of buildings or other facilities shall be similarly approved.

7.3.7.1 Development Sequence for Master Site Plan

1.  A MSP shall be developed for each campus in accordance with the guidelines contained in the DGS/DEB Capital Outlay Manual. The MSP shall encompass facility needs projected by the Educational Master Plan.
2. After planning funds have been allocated for the MSP, an architect shall be selected and a contract executed by the System Office.
3. The VCCS shall furnish the architect the approved development projection data, diagrams showing the relationships of buildings to each other, basic information such as traffic and parking standards, physical education needs, a topographic map, and utility projections.

7.3.8.0 Basic Policy and Procedure

The planning of educational facilities includes several distinct performance and approval phases, namely:

1. Educational master plan;
2. Educational-architectural program;
3. Pre-planning;
4. Authority to proceed;
5. Schematic drawings;
6. Preliminary drawings; and
7. Working drawings.

These phases may be waived by the agencies authorized to provide specific approvals to construction plans.

7.3.8.1 Building Committee

The Building Committee should consist of a college educational planner, and a decision-making representative of the college, other members appointed by the president, and an engineer from the System Office.

7.3.8.2 Educational-Architectural Program

The educational-architectural program is the means by which the educator describes educational activities and spaces to be housed in a proposed new or renovated facility. The educational-architectural program should provide the architect necessary information to design the facility and develop architectural solutions.

In developing space requirements for the educational-architectural program, it is recommended that spaces be kept as flexible as possible, considering open, landscaped areas when feasible. The "egg crate" effect, created by excessive numbers of partitions, should be avoided.

7.3.8.3 Maintenance Standards

Minimum acceptable standards for facilities maintenance management are outlined below:

7.3.8.4 Organization

Each college must develop an organization structure clearly defining responsibility/authority for the maintenance of all permanent facilities under its control. Individuals responsible should be technically competent through experience, education, certification, etc., to discharge their assignments. Agencies without technically qualified facility maintenance managers may choose to retain such experts under contract.

7.3.8.5 Agency Policy

A clearly defined written Facility Maintenance Program stating maintenance policy best suited to obtaining the goals and objectives of the Capital Outlay Manual is required. The program's intent should be aimed at extending asset life expectancy and reducing cost while assuring a functionally safe and well-maintained facility plant.

• Maintenance programs may be formal or informal and performed by employees or provided by service contracts. Facility maintenance programs can be manual or computerized but every college must have a maintenance program.
• A typical maintenance program should address, as a minimum, the following:
  • Organization
  • Work control system
  • Job skills, selection and training
  • Parts, supplies, and tools
  • Scheduling/prioritizing
  • Planning
  • Preventive maintenance
  • Cost control and cost accounting
  • Work measurement
  • Inventory of assets

7.3.8.6 Importance of Maintenance

A good maintenance program has as its objective the timely accomplishment of all maintenance requirements. To achieve this objective, colleges must identify their maintenance requirements and allocate adequate resources to satisfy identified need.

A poorly developed or inadequately funded maintenance program will result in substantial deferred maintenance requirements and the long-term deterioration of the physical plant.

Recognizing this, the General Assembly has identified maintenance of facilities as a high priority for biennial appropriation and is attempting to provide the capital necessary for the colleges to assure development and execution of an effective program.


7.3.8.7 Semi-Annual Roof Inspections

Each college is required to perform semi-annual roof inspections, completing and retaining on file a condition report for each building roof. Such inspections shall be performed by competent individuals experienced in roofing design and repairs.

7.3.7.8 Self-Appraisal page top

Good facilities maintenance incorporates an annual self-appraisal inspection listing its building and equipment deficiencies.