IFAS Internal Management Memoranda

IFAS; UF Form 90 Procedures and IFAS Project Approval Process Regarding Repairs, Renovations, Remodeling, New Construction, and Land Improvements.

EFFECTIVE DATE: June 23, 2006

INTERNAL MANAGEMENT MEMORANDUM NUMBER: 6C1-6.40-5 (Revised)

SUBJECT: IFAS; UF Form 90 Procedures and IFAS Project Approval Process Regarding Repairs, Renovations, Remodeling, New Construction, and Land Improvements.

  1. Definitions
    1. New construction--defined in Ch. 1013, Florida Statutes as the construction of a building or unit of a building in which the entire work is new or an entirely new addition connected to an existing building or which adds additional square footage to the space inventory. 
    2. Remodeling--defined in Ch. 1013, Florida Statutes as the changing of existing facilities by rearrangement of spaces and their use and includes, but is not limited to, the conversion of two classrooms to a science laboratory or the conversion of a closed plan arrangement to an open plan configuration. 
    3. Renovation--defined in Ch. 1013, Florida Statutes as the rejuvenation or upgrading of existing facilities by installation or replacement of materials and equipment and includes, but is not limited to, interior or exterior reconditioning of facilities and spaces; air-conditioning, heating or ventilating equipment; fire alarm systems; emergency lighting; electrical systems; and complete roofing or roof replacement, including replacement of membrane or structure. As used in this subsection, the term "materials" does not include instructional materials. 
    4. Maintenance and Repair--defined in Ch. 1013, Florida Statutes as the upkeep of educational and ancillary plants including, but not limited to, roof or roofing replacement short of complete replacement of membrane or structure; repainting of interior or exterior surfaces; resurfacing of floors; repair or replacement of glass; repair of hardware, furniture, equipment, electrical or plumbing fixtures; and repair or resurfacing of parking lots, roads and walkways. The term "maintenance and repair" does not include custodial or grounds keeping functions, or renovation except for the replacement of equipment with new equipment of equal systems meeting current code requirements, provided that the replacement item neither places increased demand upon utilities services or structural supports nor adversely affects the function of safety to life systems. 
    5. Minor construction projects--a project whose construction cost is estimated to be $1,000,000 or less, or a planning or study activity for which the professional fee is $25,000 or less. Minor projects may be funded by: 1) aggregate appropriation of the legislature for deferred maintenance, remodeling, renovation, maintenance, repairs and site improvements or fire code corrections 2) State appropriation line items approved by the legislature 3) from non-General Revenue Funds, e.g. auxiliary funds, grants, etc. 4) from General Revenue Funds. 
    6. Form 90--used by the University to document the review and approval/disapproval of proposed minor construction projects relating to new construction, remodeling and renovation. 
    7. Fixed Capital Outlay (FCO)--defined in Ch. 216, Florida Statutes as the appropriation category used to fund real property (land, buildings, including appurtenances, fixtures and fixed equipment, structures, etc.), including additions, replacements, major repairs and renovations to real property which materially extend its useful life or materially improve or change its functional use and including furniture and equipment necessary to furnish and operate a new or improved facility, when appropriated by the Legislature in the fixed capital outlay appropriation category. 
  2. Fund Applications
    1. New Construction--Shall be funded from Fixed Capital Outlay. PECO minor project funds may be used if the project meets the criteria specified in FS Section 1013.64. 
    2. Remodeling--May be funded from PECO, general revenue, auxiliary, grant, and other sources as appropriate.  
    3. Renovation--May be funded from PECO, general revenue, auxiliary, grant, and other sources as appropriate. Major renovations which materially extend the buildings useful life or materially improve or change its functional use shall be funded from Fixed Capital Outlay. 
    4. Maintenance and Repair--May be funded from PECO, general revenue auxiliary, grant, and other sources as appropriate. Replacement of equipment with new equipment of equal systems meeting current code requirements is considered maintenance and repair and may be funded accordingly. 
    5. Site Improvements/Site Development--May be funded from PECO, general revenue, auxiliary, grant and other sources as appropriate. 
  3. Project Approval  
    1. PECO projects (minor renovation funds), established initially at the start of the fiscal year will be referred to the IFAS Space and Facilities Committee for recommendation to the Senior VP/Deans for approval.  
    2. However, GR funded projects under $100,000 and other non-PECO funded projects under $50,000 may also be initiated by FP&O Director, all other projects above these fund types/amounts to be approved by the IFAS Space and Facilities Committee and/or the Senior Vice President's Office for approval.  
    3. FCO projects funded over $25,000 must be approved by the IFAS Space and Facilities Committee and/or the Senior Vice President’s Office. 
    4. Project funds may be transferred between projects at the discretion of the Director of FP&O (net change not to exceed $10,000), IFAS Space and Facilities Committee, and/or the Senior Vice President’s Office. 
  4. New construction (including minor buildings) requires Legislative Approval and will require Fixed Capital Outlay budget.  
  5. Funds for projects covered by this IMM may come from general revenue, auxiliary, grant, or other sources. (See IMM 6C1-6.60-5 if SHARE funds are to be used)  
    1. Where Fixed Capital Outlay (FCO) is required, the Fixed Capital Outlay budget will be released, upon approval of the State Comptroller's Office, to the University of Florida's Fixed Capital Outlay Fund. Cash (the same amount as that on the approved UF Form 90) will be transferred from the approved FCO-type funding source by UF Construction Accounting to the University of Florida's Fixed Capital Outlay Fund to cover this released budget. A specific account will be established in the FCO fund for the project and expenditures will not be made from the originating source.  
  6. A Form 90 will be initiated for any new construction project adding space or any renovation/remodeling project that changes space configuration. The IFAS Facilities Planning and Operations Project Manager will initiate the Form 90 in consultation with Unit Leader. The Form 90 will be routed as follows:
    • FP&O Administration for verification of project information,
    • FP&O Space Inventory Administrator,
    • FP&O Operations for review of maintenance concerns,
    • FP&O Accountant,
    • FP&O Director,
    • UF Environmental Health & Safety,
    • UF Construction Accounting,
    • UF Campus Facilities Planning & Construction,
    • UF Finance and Administration (if over $50,000),
    • UF Campus Facilities Planning & Construction sends approved Form 90 back to FP&O for project to proceed.

  7. If construction is to be done by an outside contractor, IFAS FP&O will determine the contracting method and in accordance with University standards.
  8. At the completion of a project, IFAS FP&O will prepare a Project Completion Form and forward to UF Construction Accounting, and the project capitalized as appropriate.