University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Minor Construction, Renovation, Remodeling, and Demolition

UPPM 80.56

For more information contact:
   Facilities Services
   509-335-9000 / facilities.services@wsu.edu

Form: Facility Review for New Equipment

1.0   Overview and Purpose

Ensuring that all building and facilities modifications are centrally monitored and coordinated through Facilities Services protects the safety, integrity, and visual appeal of University property as well as supporting compliance with all applicable laws, regulations, and policies. This policy sets forth requirements for units engaging in minor construction and renovation of buildings and other facilities.

2.0   Applicability

This policy applies to all WSU-owned buildings and facilities regardless of location.

3.0   Requirements

3.1   Partnership with Facilities Services

Minor construction, renovation, remodeling, improvement, or demolition of space that involves connections to the existing building or building utilities must be done in partnership with Facilities Services. Some minor remodeling or renovations that only involve furniture replacement, simple carpet work and/or painting with no deeper connections to the walls or building utilities may be performed, procured, or managed by units (see Section 3.3). All projects, whether done in partnership with Facilities Services or by the unit, must be submitted in advance to Facilities Services for review. In addition, all projects must be approved by the responsible unit administrator (dean, director, chair). The process is outlined below.

Facilities Services will assist in identifying risks associated with modifications to University facilities including, but not limited to, disturbing hazardous materials such as lead and asbestos, disruptions to building systems’ integrity and function, capacity for additional electrical, HVAC, or network load, and structural requirements necessary for proposed modifications.

Facilities Services’ review of the project proposal is necessary to evaluate:

  • Adherence to WSU policies, standards, and regulations;
  • Adherence to applicable local, state, and federal codes and regulations;
  • Adherence to civil service and public works laws; and
  • Compatibility of project with existing spaces and utility systems.

This initial Facilities Services’ review is performed at no charge.

3.2   Project Requests, Funding, Estimates, and Design

For all projects, departments submit a written request to Facilities Services through myFacilities. Project requests should include as much information as possible, including:

  • A thorough description of the project, including sketches when appropriate, and any other supporting documentation developed or prepared by the department to assist scope definition;
  • A Facility Review for New Equipment form (PDF), if applicable;
  • Schedule limitations, requirements, or preferences;
  • Any known budget limitations; and
  • Approval of the responsible dean, director, or chair.

3.3   Limited Self-Performed Work

Facilities Services may approve self-performed work for limited building alterations that are not subject to public works bid thresholds, do not impact building systems including electrical, plumbing, fire/life-safety, HVAC or structural elements, or do not require stamped drawings or have special permitting or code requirements. Some self-performed work, such as painting, requires completion of the Self Help Painting Request (PDF) and the training identified in the form.

3.4   Purchasing Services

Units can purchase furniture and equipment directly through Purchasing Services only if no structural, electric, plumbing, or HVAC alterations/modifications are required. Units should complete a Facility Review for New Equipment form (PDF) to capture utility requirements associated with new equipment and submit the completed form to Facilities Services for review prior to purchase/installation. Design services offered by furniture or carpet vendors in conjunction with the order for materials/installation may be utilized if no structural modifications are required.

3.5   Project Management of Public Works Projects

For any project that is not defined as limited, self-performed work, all work, construction, alteration, repair or improvement other than ordinary maintenance (which is work performed by university staff) is considered public work (RCW 39.04) and is thereby subject to prevailing wage rules (RCW 39.12) and public bid requirements (28B.10.350), irrespective of fund type or source.

Those projects subject to public bid requirements, specifically when construction costs are greater than $90K for a single trade or $110K for multi-trade, must be constructed by contractors licensed in the state of Washington. The Facilities Services project management team plans, budgets, designs, coordinates, and manages all public works construction contracts. The Facilities Services staff member assigned to the construction phase is the sole point of contact for the contractors.

Projects under the public works bid thresholds may be constructed by Facilities Services.

Facilities project management staff prepare a project proposal, including a scope description, a cost estimate, and an estimated time schedule. An initial consultation, which may include a site visit, is not billable. Facilities project management staff routes the proposal to the department for review and approval prior to proceeding with a project. Written approval by the department encumbers funds up to the total project cost estimate and serves as authorization for Facilities Services staff to expend the funds.

Project Proposals vary by project size and complexity but typically include the following elements:

  • Professional Services: Predesign/design, special consultants, and interior design;
  • Construction: Public works contract or Facilities Services shops (only if under the $90K/110K limits noted above);
  • Project Administration; Project management and on-site supervision;
  • Moveable Equipment/Furniture: Purchases separate from the construction contract; and/or
  • Other Direct Expense: Facilities support for shutdowns/locates, IT support, construction waste, insurance and advertising (for public works contracts), parking replacement, or rental.

Facilities Services charges fees only for project administration and interior design (when performed in-house) to cover the staff costs and overhead associated with those efforts. All other expenses are direct costs charged to the project for the actual expense incurred.

WSU’s Facilities Services project management fees follow capital budget instructions that detail how and what to charge for fees on state funded projects. For consistency, this standard is used for all projects regardless of funding source. Generally, the larger the construction budget, the lower the fee percentage. Project management fees range from 9.5% (total construction costs less than $100,000) to 7% (total construction costs of $2 million) on minor projects.

Facilities Services proceeds with the design and construction of the project and provides the department with regular progress updates throughout the project’s lifecycle.

A concerted effort will be made to finalize project closeout within 90 days of project completion (post punch) and not carry balances across fiscal years for minor construction, renovation, remodeling, and demolition projects.

3.6   Unauthorized Modifications of University Facilities

When Facilities Staff encounters unauthorized modifications, they will:

  • Notify the appropriate dean, director, or department chair; and
  • Make appropriate modifications to the facility to bring it into compliance with University standards and applicable codes.

The occupying department must cover the expense of these corrective actions.

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Revisions:  July 2026 (Rev. 657); Jan. 2022 (Rev. 586); Sept. 2014 (Rev. 438); May 2006 (Rev. 280); May 1997 (Rev. 103); Oct. 1989 – new policy (Rev. 78).