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Cal Poly Pomona

Minor Capital Outlay Process Instructions

 

2005-2006 MINOR CAPITAL OUTLAY

INSTRUCTIONS FOR COMPLETING THE MINOR CAPITAL OUTLAY REQUEST PROPOSAL

Minor Capital Requests range from $10,000 to $400,000. Projects that include an architectural or engineering aspect must include 20% for project related expenses.

Please submit, through the Division Vice Presidents to Facilities Planning, minor capital outlay requests on the attached form entitled 2005-2006 Minor Capital Outlay Request Proposal (Attachment A). If the proposed project is adding new space or changing the use of existing space, complete the attached New Space/Capacity Space Change Request (Attachment B) and include it with the Minor Capital Outlay Request Proposal. Because the initial review is based predominantly on information supplied on these forms and supporting documentation attached to your request, it is important for you to complete them as fully as possible according to the following general guidelines.

As you develop your proposal, please keep in mind the following limitations:

  1. By Trustees' policy, safety items requiring correction as dictated by the Division of Industrial Safety, Sate Fire Marshal, Public Health, or other authoritative agency, must be given first priority.
  2. Projects relating to cafeterias, parking lots, residence halls, campus unions, health centers, or other non-state funded projects may not be undertaken with state funds.
  3. Equipment may only be purchased as part of a minor capital outlay project.
  4. Minor capital improvement appropriations shall not be used for (a) special repair or maintenance work, (b) work specifically deleted from major capital outlay projects, or (c) separating a project into smaller components when the total cost of the initial project is in excess of $400,000. [Supplemental Report Language, Item 560, California State University, Minor Capital Outlay (Budget Bill, 1980/81).]

Project Title:

Provide a short, descriptive title using one of the following verbs, as appropriate:

  • "remodeling" indicates construction where there is no change in the type of use; it includes splitting or combining spaces.
  • "adding" includes construction extension or stand-alone structures, and creating assignable out of non-assignable space.
  • "reclassifying" indicates the space use is to be changed; for example, from administrative to instructional.

Project Category:

CRI Critical infrastructure deficiencies which impair program delivery, such as replacement of aging mechanical systems, etc.
CD Code deficiencies. Noncritical fire/life safety projects, and all other code deficiencies except Americans with Disabilities Act (ADA).
S Security.
ADA2 All ADA compliance.
WRK Workload-driven projects. These are projects for existing programs resulting from workload (i.e., nonpolicy) changes.
ECON Projects justified primarily by economic impacts. Examples include savings, cost avoidance, or revenue generation.

Project Location:

Indicate specifically where the project is located.

Person to Contact:

The "Person to Contact" must be the appropriate dean, director, or department head; include a telephone number.

Resubmission:

If you have submitted this project for minor capital outlay funding in a previous year, please indicate the year(s).

Description:

This section asks you to tell, as clearly as possible, what you propose to do; indicate who will be affected by the project, and describe in detail the work to be done. Repeating the project title is not sufficient. Be sure to attach schedules and brochures that support statements in your description, and floor plans showing the existing layout and use (function) or rooms; and the proposed changes including use of rooms. Existing floor plans can be obtained from Facilities Management, Plans and Specs. Photographs are helpful.

New Space/Capacity Space Change (Attachment B):

Complete the form (Attachment B) whenever "adding" or "reclassifying" space occurs. Identify the space(s) involved by room number, function or discipline as defined by HEGIS Code, instructional area or administrative unit, assignable square feet, and number of stations.

When academic space changes are proposed, Academic Affairs (Attn: Robert Charles) must be consulted and approval obtained prior to submitting the Project Request to Facilities Planning and Management.

Justification:

Justifications are the most carefully scrutinized portion of the proposal requests. In this section, you have the opportunity to explain why the proposed project is needed. You must support your assertion with evidence, e.g., enrollments, program requirements, existing resources. Explain how the project will benefit the academic program and describe what will happen if the project is not accomplished.

Budget:

Identify any construction costs, including asbestos abatement, if known.

Asbestos Impact:

Identify if asbestos is present and if it needs to be abated.

If you have questions or require additional information, please contact Carolyn Dias, Facilities Planning, at extension 4100.