MASTER PLANNING

Shared responsibility. West Plains Campus will develop a twenty-five year plan based upon sound projections. A review will be performed by the Springfield Campus, to ensure consistency throughout the System. The Springfield Campus will perform the technical work to publish the master planning products. The plan will be updated annually.

CAPITAL APPROPRIATIONS REQUEST

Project Identification--West Plains Campus responsibility. Major Maintenance and Repair, Corrective Construction, Planning and New Construction projects will be identified with summary justification and impact, along with supportive photographs and location maps, if applicable, for submission to the Springfield Campus Facilities Management office prior to March 1, annually.

Cost Estimates--Shared responsibility. Submit, prior to April 1, preliminary project information to the Springfield Campus for development of rough cost estimates, including A/E consultation fees and appropriate inflation factors.

Produce Final Submission--Springfield Campus responsibility. The Springfield Campus will incorporate the West Plains input into the University’s annual Capital Appropriations Request.

FACILITIES MANAGEMENT

Maintenance of Facility Database-Springfield Campus responsibility. The facility database will be maintained jointly by offices within Administrative Services and by the Office of Institutional Research. Periodic visits to all campus locations will be made to keep the database as current as possible.

Identify Maintenance and Repair Requirements--West Plains Campus responsibility. A work order system will be maintained to record and prioritize work submitted by customers, as well as work identified by periodic facility inspections.

Develop Preventive Maintenance Programs--West Plains Campus responsibility. Based upon manufacturers' recommendations, all mechanical systems will be scheduled for appropriate periodic maintenance. A system will be established and maintained by the West Plains Campus to demonstrate proper execution of this work.

Execute the Maintenance and Repair Program--West Plains Campus responsibility. The West Plains Campus will program and execute proper performance of all maintenance and repair work identified above.

Compliance of Building Plans with Pertinent Codes and Regulations--Shared responsibility. Ensure all facilities are constructed/renovated/maintained in accordance with federal, state and local codes and building regulations. To assure compliance with ADA and life-safety standards, an inspection will be performed on an annual basis. The annual facilities inspections will include: a review of facilities management documentation described in the operations manual; a visual inspection of the campus to identify code deficiencies, safety problems or facility deficiencies; and a documented summary of findings.

Maintain a Campus Maintenance History--West Plains Campus responsibility. The West Plains Campus will document work orders completed by type work, building, and cost of repair. The value of maintenance and repair backlog will be calculated on an annual basis. Additionally, the West Plains Campus will maintain copies of all facility "as-built drawings" and will input to the Springfield Campus Office of Design and Construction, who will assure current database information is available to the State Office of Design and Construction.

Justify Maintenance and Repair Budget--West Plains Campus responsibility. Based upon maintenance history and new requirements, the West Plains Campus will justify its M&R budget for internal/external audits, Board of Governors, and State agencies/legislative committees.

PROJECT MANAGEMENT

Perform Contract Administration--West Plains Campus responsibility. For each construction contract, the West Plains Campus will ensure all contract documents are in order (i.e., bonds, insurance, notices to proceed, etc.), that the contractor pays employees the prevailing wages, and that payments to the contractors are approved and processed in a timely manner. Additionally, the West Plains Campus will maintain accurate and complete construction records for all projects to satisfy an internal/external audit. The Springfield Campus will provide guidance upon request.

Negotiate A/E Contracts--West Plains Campus responsibility. For major construction projects, the West Plains Campus Business Office will secure a qualified consultant through a qualification-based selection process in accordance with Missouri State Statutes 8.285 through 8.291. The Springfield Campus will provide guidance upon request.

Advertise and Award Contracts--West Plains Campus responsibility. Construction contracts will be advertised and awarded (based on Board of Governors approval) by the West Plains Campus Business Office in accordance with Missouri State Statute 8.250 to ensure fairness and competition. The Springfield Campus will provide guidance upon request.

FACILITIES AND CONSTRUCTION REPORTS TO THE BOARD OF GOVERNORS

Activity Reports--West Plains Campus responsibility. In accordance with current Board Policy for contract authorization, the West Plains Campus will provide a resolution for approval of a monthly  Activity Report documenting all contractual transactions (i.e., bids, notices to proceed, change orders, completions, etc.) of construction projects since the previous month's report.

Contract Approval Request--West Plains Campus responsibility. The West Plains Campus will also furnish the Board of Governors with a resolution for approval of all proposed consultants, and a resolution for approval to proceed with any and all construction contracts which exceed $100,000 (include remodeling, new construction, or repair).