Deferred Maintenance Program

Volume 6, Chapter 2

INTRODUCTION

This chapter specifies the inspection program and systems required to identify and track deferred maintenance and capital renewal needs.

Deferred maintenance is asset replacement that was not performed when it should have been or was scheduled to be and which, therefore is put off or delayed for a future period. The University inspects, tracks, and estimates the cost of deferred maintenance.

Capital renewal is based upon the fact that, over time buildings and infrastructure typically use up their intended design life and through that deterioration lose a portion of their functionality to the University’s Mission. Normally these are larger projects and involve whole system replacement or renewal.

Identified deferred maintenance items are cataloged, prioritized and tracked in the University’s Integrated Capital Asset Management Program (ICAMP).

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2.1 FACILITY AUDIT AND INSPECTION PROGRAM

The purpose of the Facility Audit and Inspection Program is to identify, quantify (provide budget estimates), and prioritize deferred maintenance projects and capital renewal and replacement projects according to the urgency of need and significance to the University’s mission, (Project Categorization Flow Chart).

2.1.1 Facility Inspection and Project Identification

Physically inspect facilities to identify deferred maintenance and capital renewal needs and/or projects. The following facility infrastructure components should be inspected.

 

See: ICAMP (Login and password are available through Office of the President)

See: Below Vol. 6 Sec. 2.1.6 for additional information on ICAMP.

A. ROOFING

  • Membrane, single ply, built-up, or shingle roofing
  • Sheet metal flashing
  • Rigid insulation at roof
  • Roof hatches
  • Skylights
  • Applied membranes at roofs and decks

B. BUILDING EXTERIORS, DOORS, WINDOWS (HARD)

  • Prestressed concrete, brick or cinderblock exteriors 
  • Exterior doors and door hardware
  • Exterior windows, frames, glass and glazing
  • Caulking and sealant
  • Brick pointing
  • Railings
  • Windows
  • Doors
  • Walls

C. ELEVATORS AND CONVEYING SYSTEMS

  • Elevators, escalators, and dumbwaiters
  • Cables
  • Control Systems
  • Pneumatic tubes
  • Any vertical, motorized transportation (both hydraulic and traction)

D. HVAC - EQUIPMENT / CONTROLS

  • Exchangers and circulating pumps
  • Fan coil units
  • Condensing units
  • Exhaust and ventilation units
  • Direct Digital Controls, Energy Management Systems
  • Pneumatic, temperature controls
  • Ventilating and air conditioning
  • Heat exchangers and vacuum pumps.

E. HVAC - DISTRIBUTION SYSTEMS

  • Ductwork
  • Grilles, diffusers
  • Piping
  • Insulation
  • Storage tanks, etc.

F. ELECTRICAL EQUIPMENT

  • Building transformers, service panels and fuses
  • Emergency power within the building
  • Light fixtures and controls  Power receptacles
  • Emergency lighting and generators
  • Motors

G. PLUMBING FIXTURES

  • Water closets, lavatories, service sinks, drinking fountains and showers
  • Laboratory sinks, eye washes, showers, and fixtures
  • Water heaters
  • Floor and roof drains
  • Condensate drain piping

H. FIRE PROTECTION SYSTEMS

  • Fire sprinkler systems
  • Gas or Halon systems
  • Fire alarm detection devices, horns, strobes, heat detectors, pull stations
  • Fire actuated doors.

I. BUILT-IN EQUIPMENT & SPECIALTIES

  • Casework and shelving, bench tops
  • Chalk boards, marker boards and tackable wall surfaces
  • Operable partitions
  • Fume hoods
  • Laboratory, medical equipment, etc. 
  • Autoclaves, glassware washers
  • Cold rooms, dark room equipment

J. INTERIOR FINISHES: WALLS, FLOORS, DOORS

  • Vinyl wall covering
  • Interior doors and hardware
  • Carpet and resilient flooring

K. PAINTING - PUBLIC AREAS

  •  Public Areas includes hallways, public restrooms, lobbies, classrooms, stairwells, entryways, etc.

L. FOUNDATIONS

  • Basement excavation and disposal of excavated material
  • Temporary or permanent shoring for support of excavation at below-grade structure
  • Concrete piles, piers, footings, grade beams, caissons

M. VERTICAL ELEMENTS

  • All columns and pilasters
  • All exterior wall framing including plaster, gypsum board and insulation
  • Applied fire proofing
  • Stairs with at least one-story height
  • Foundations (including below grade waterproofing)

N. HORIZONTAL ELEMENTS

  • Grade and non-grade floors
  • Beams, girders, trusses, joists and decking
  • Concrete topping slabs
  • All roof and ceiling framing
  • Applied fire proofing
  • Ceiling insulation

O. INTERIOR PARTITIONS

  • Interior wall framing including gypsum wall board
  • Insulation
  • Non-wear finishes such as gypsum board, acoustical tiles, plaster
  • Soffits and ceramic tile
  • Interior windows, glass and glazing

P. PLUMBING ROUGH-IN

  • Sanitary sewer waste and vent piping
  • Domestic and industrial water supply
  • Air, gas and vacuum piping
  • All building service piping within 5 feet of building
  • Backflow preventers
  • Medical and research gas distribution and storage systems

Q. ELECTRICAL - ROUGH-IN

  • Conduit and wire

R. SITE PREPARATION

  • (Category not used)

S. SITE DEVELOPMENT - SOFTSCAPE

  • Landscaping
  • Irrigation
  • Landscaping
  • Irrigation lines sprinkler heads, valves

T. SITE DEVELOPMENT - HARDSCAPE

  • Concrete sidewalks, curbs, gutters and paving
  • Asphalt paving and parking
  • Fencing and gates
  • Site furniture, art, signage
  • Roads, walkways, paths
  • Outdoor furniture
  • Exterior lighting

U. SITE UTILITIES - EQUIPMENT

  • Site main switchboards and switchgear 
  • Site transformers
  • Electric substations
  • Storm sewer piping and fittings
  • Storm or sewer lift stations
  • Site pumps and generators
  • Local chillers and boilers
  • Rooftop AC and heating units
  • Window units
  • Furnaces
  • High-voltage distribution systems
  • Underground conduit
  • Substation switchgear
  • Tanks and pumps
  • Natural gas distribution system
  • Central heating and cooling plant equipment (including boilers, chillers, cooling towers, compressors, and surface condensers)

V. SITE UTILITIES - DISTRIBUTION

  • Electrical conduit, wire, manholes, pull boxes to within 5’ of the building
  • Storm, sewer, gas and water lines to within 5’ of the building
  • Chilled water and steam supply and return piping to within 5’ of the building
  • Communication systems conduit and pull boxes to within 5’ of the building
  • Storage areas for potentially hazardous work materials

Note that inspection costs of the Facility Audit and Inspection Program are not allowable as a deferred maintenance item. Include these inspection costs under Plant Administration (Chapter 4). The costs of work, including construction inspection, designing, scheduling, and advertising are allowable deferred maintenance or capital renewal items.

2.1.2 Prioritization

Prioritize each identified project according to the following criteria:

Priority 1: Currently Critical. These are needs and/or projects which significantly impact the mission of the University and require immediate action to return a facility to normal operation, stop accelerated deterioration, or correct a cited safety hazard, especially those conditions which potentially impact an entire Campus or pose a significant risk to health and safety .

Examples of such conditions would be:

Campus impact: A Campus-wide chilled water system is in imminent danger of failing. Failure would make all buildings non-functional, essentially bringing an entire campus down.

Health and Safety Impact: Previously undiscovered dry rot has compromised structural beams. The building can not be safely used without immediate repair.

Priority 2: Potentially Critical. These needs and/or projects will become critical within a year if not corrected expeditiously. Situations in this category include intermittent interruptions, rapid deterioration, and potential safety hazards. The significance of these conditions to the mission of the University should be a factor.

Priority 3: Necessary, Not Yet Critical. These needs and/or projects include conditions requiring reasonably prompt attention to preclude predictable deterioration or potential downtime and the associated damage or higher costs if deferred further. Conditions which do not significantly impact the mission of the University should be placed in this category.

Although determining a need and/or project priority can be a subjective process, the impact upon the University’s mission and the potential for failure should be determinative in prioritizing deferred maintenance and capital renewal needs.

2.1.3 Further Project Categorization

Upon completing the two-step Facility Audit and Inspection Program procedure, categorize projects as deferred maintenance or capital renewal and replacement  following the Project Categorization Flow Chart.

 

2.1.4 Deferred Maintenance Projects

As a general rule, the scope of deferred maintenance projects should be limited to a specific work item or set of integrally related work items in (1) a single building, or group of buildings (2) a clearly identifiable component of a grounds area, or (3) a utilities system. The project should be accomplished under a single contract or work order.

For administrative simplification, no deferred maintenance project should be smaller than $5,000. Fund projects under $5,000 from regular maintenance funds. For planning, budgeting, and implementing purposes, similar work items of small value may be aggregated to make a reasonably sized project if the items are of equal priority and are intended to be accomplished within the fiscal year. However, major work items in individual buildings, separately identifiable grounds areas, or utilities systems are considered separate projects and are not to be aggregated.

2.1.5 Capital Renewal

Capital renewal is the upgrading or replacement of facilities, major building systems, and supportive infrastructures. Capital renewal recognizes the debilitating effect of the aging process on facilities, major building systems, and supportive infrastructures. Projects in this category address the physical deterioration aspect of long-term use, the need for overall facility renewal due to technological obsolescence, the replacement of building systems which have become functionally inadequate, and the upgrading of supportive infrastructures which are no longer capable of adequately performing their function.

Capital renewal projects should be processed for inclusion in the Capital Improvement Program.

2.1.6 ICAMP

ICAMP, referenced in Section 2.1.1, “deconstructs” state funded campus buildings into systems, subsystems. Asset replacement needs (“opportunities”) are identified via inspection and tracked in ICAMP.  Additionally, each system is assigned a life cycle and a unit renewal cost based on the expected life cycle for that subsystem, and components. Capital renewal needs are addressed separately from the directly identified asset replacement needs (“opportunities”) by identifying and valuing assets that have exceeded their anticipated life cycle. All space data in ICAMP is extracted directly from the University's official space inventory maintained in the EFA database.

Using accepted facilities life cycle analysis, ICAMP models life cycle deterioration of building systems and the Capital Assets of which they are comprised.

When building systems are renewed and replaced (such as the complete replacement or renewal of a building HVAC system), ICAMP needs to be updated to reflect these capital investments.

See: ICAMP (Login and password are available through Office of the President).

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2.2 DEFERRED MAINTENANCE FUNDING SOURCES

2.2.1 State Funds

At the current time there are no state funds specifically dedicated to deferred maintenance, special repairs, or capital renewal.

Renewal projects may be submitted for approval and funding under the “State Capital Improvements” program

2.2.2 Non-State Funds

2.2.2.1 External Financing:

External Financing for deferred maintenance and capital renewal may be available for eligible Campuses. Repayment of this financing is through the Campus’s share of Federal Indirect Cost Recovery.

2.2.2.1 Auxiliary Enterprises:

Auxiliary enterprises and equivalent non-state-supported units are responsible for funding the operation and maintenance of facilities or portions of facilities they use. These units are also responsible for funding the maintenance (including deferred maintenance) of roads, grounds, and utility service systems outside their facilities but used exclusively or almost exclusively to serve their facilities. Funds from the unit's operating income or reserves, or other appropriate non-state sources, should be used to pay for deferred maintenance.

Capital renewal funding guidelines for Auxiliary Enterprises are found in:

Business and Finance Bulletin A-59, (Costing and Working Capital for Auxiliary and Service Enterprises)

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2.3 DEFERRED MAINTENANCE FUNDING GUIDELINES

Deferred maintenance projects should be of a size and complexity to allow a lien on the project within 12 months from the date funds are appropriated. A valid lien is when funds are encumbered by awarding a contract or writing a requisition to have specific work performed by the OMP department.

As a general rule, include all phases of a project's scope (design, administration, and construction) for funding in a given year. Under exceptional circumstances, projects with lengthy design work or unusual construction scheduling may have design work budgeted one year and construction, the next.

Funding of one project segment does not commit funding of any other project segment in either the same or subsequent years. Deferred maintenance projects can be initiated and funded with planned or preventive maintenance funds, particularly if emergency action is required.

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2.4 REQUIRED DEFERRED MAINTENANCE LISTS

As funding becomes available the Office of the President will issue instructions for submitting Deferred Maintenance or Capital Renewal projects.

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