Policies

Project Initiation Policy

Policy Purpose

The purpose of this policy is to ensure that projects related to construction, rehabilitation, equipment installation, and other activities involving the modification of campus facilities are in compliance with New York State construction codes, fire safety codes, the Americans with Disabilities Act, and other construction-related regulations. This policy is also intended to ensure that projects are consistent with the campus’ strategic plan, budget, and space utilization goals.

Persons Affected

Faculty, Staff, Third-Parties

Policy Statement

All Farmingdale State College projects related to campus facilities (hereinafter “Projects”), must be reviewed and approved by the Executive Vice President and CFO. Projects include any modification to campus facilities including construction, rehabilitation, installation of equipment, conversions of existing space, and work requiring use of materials and labor of any form. All departments and offices, including Related Entities, are required to request such Projects, as defined below, by following the procedures outlined in the policy. This includes all Projects regardless of funding sources. Funding sources include, but are not limited to: campus operating funds, income fund reimbursable (IFR), dormitory income fund reimbursable (DIFR), Research Foundation, Related Entities, New York Power Authority (NYPA) grants, any other grants.

Procedures

1. A Project Request Form must be completed and approved by the dean, department head or director, and area vice president.

2. The Office of Administration and Finance will review the Project Request Form to ensure the Project aligns with the campus’ strategic plan and budget, and will submit the request to the Executive Vice President and CFO for approval.

3. If the project request is denied by the Executive Vice President and CFO the Project Request Form will be returned to the requestor with an explanation.

4. If the Project Request Form is approved, the Office of Administration and Finance will assign the Project to either the Office of Facilities Operations or the Office of Capital Projects and Construction (hereinafter “Responsible Office”). The office assigned to the project will do the following:

a. Schedule a meeting to discuss the project, if deemed
b. Establish a scope of work based on the project details in the Project Request
c. Prepare a cost
d. Establish a project schedule based on the scope of This schedule will target critical dates and help achieve an anticipated completion date.
e. Make any necessary changes to the project initiation form and forward the form to the Budget Office.

5. The Budget Office will assign a funding source and complete the form.

6. Once all parts of the Project Initiation Form are completed, a final copy will be sent to the requestor and dean, department head or director and area vice president for their records.

7. At this time, the project, depending on the size and complexity, will be scheduled for design or construction and will follow all State University of New York procurement guidelines for design and construction.

8. If the project must go to design, construction will not take place until the design is fully complete.

9. All work will follow current New York State building codes and

10. The Responsible Office will manage all aspects of inspections and testing required for the project. If testing and inspection are required by a third party, the Responsible Office will coordinate all services that are needed.

11. The Responsible Office will be the only liaison between the campus and designer and/or contractor. No negotiations of changes to the contract, work day or any other aspect of the project shall be discussed with the designer and/or contractor by campus staff or personnel.

12. Upon completion of design and/or construction, the Responsible Office will do a final inspection with the requestor and dean, director or department head, and area vice president to ensure that the designer and/or contractor have fulfilled their scope of work.

13. The Responsible Office will approve all payments related to design professionals, materials, contractors, testing and inspecting services for the project.

By following these procedures, the campus will benefit from properly planned construction endeavors while ensuring that project goals are achieved in an efficient manner from project request to project completion.

Definitions

Projects – For the purpose of this policy, projects are defined as any campus modification to facilities (including but not limited to painting, carpet and equipment installation etc.) construction, rehabilitation, ordering of equipment, and conversions of existing space, and requiring use of materials and labor of any form.

Related Entities – Entities related to the campus that are formed to meet the specific needs of, or provide a direct benefit to, the campus. For Farmingdale State College, these include the Auxiliary Services Corporation, Alumni Association, College Foundation, the Bookstore, Aramark Dining, the Children’s Center, and any other entity formed and approved by the Chancellor or designee.

Equipment – Any device that requires installation, a building permit, structural work, mechanical work, electrical work, plumbing work, abatement, and/or removal of hazardous materials. Facilities Operations should be contacted to determine whether or not equipment being requested meets the criteria.

Related Documents

SUNY Procurement Policies and Procedures

Construction Authority

Project Request Form

Responsible Office

Facilities Operations, Capital Projects and Construction

Policy History

Date of Permanent Approval: December 10, 2019
Revised: October 2, 2023