I. Policy

The University will plan and establish permanent improvement projects in accord with applicable codes, rules, and regulations of the State of South Carolina. The Office of Planning and Special Projects is responsible for establishing all University Permanent Improvement Projects (PIPs) regardless of the source of funding. Permanent Improvements are defined by the State as:

1. Any acquisition of land, regardless of cost;
2. Any acquisition (as opposed to the construction) of buildings or other structures, regardless   of cost;
3. Construction of facilities and any work on existing facilities including their renovation, repair, maintenance, alteration or demolition in those instances where the total cost of all work involved is $100,000 or more;
4. Architectural, engineering and other types of planning and design work, regardless of the cost, which is intended to result in a permanent improvement project. Master plans and feasibility studies are not permanent improvement projects and, therefore, are not to be included;
5. Capital lease purchase of any facility acquisition or construction; and
6. Equipment that either becomes a permanent fixture of a facility, or does not become permanent but is included in the construction contract.

These definitions focus on the significance rather than on the types of improvements being made. Significance is measured primarily in term of the magnitude of funds being spent. For example, a $100,000 renovation is considered significant, as is a $100,000 project to replace a roof.
It is the responsibility of the requesting department to contact the Office of Planning and Special Projects when any contemplated work, from routine maintenance (even painting) to renovation to new construction, falls within the definition.

Required Approvals

All work meeting the above PIP definition must proceed through a complex approval process involving many internal and external steps. Final authority to proceed with any PIP is vested with the State and exercised largely through the Budget and Control Board. Other significant agencies involved in the State level approval process include the Commission on Higher Education and the Joint Bond Review Committee (a joint House/Senate Committee). Internal University approval, at a minimum, consists of the President's Council and Board of Trustees.


Time for Approval

Please understand that the approval process can be quite lengthy and completing a project could take years depending on its complexity. Contact the Office of Planning and Special Projects early in your conceptualization of any anticipated work that meets the State definition of a PIP. We will work with you and move the project through the process as reasonably possible given the circumstances.

 
II. Procedures

South Carolina statutes require each State Agency providing and maintaining facilities to develop and submit a Comprehensive Permanent Improvement Plan (CPIP); covering a five-year period. This CPIP sets forth the PIPs the University plans to establish in the coming year together with the anticipated sources of funds. The CPIP also includes each State Agency's request for State Capital Improvement Bond funding in the second year of the plan.  Planning for years three, four, and five are information only. The CPIP is developed during the late fall and winter of each year, and submitted to the State in March of each year. State approval of the University's CPIP is required of the Commission on Higher Education, Joint Bond Review Committee and finally the Budget and Control Board. Final approval is usually granted in the fall for the then current fiscal year.

A. Comprehensive Permanent Improvement Plan (CPIP)

The Office of Planning and Special Projects develops written requests for anticipated PIPs for the University each fall. All requests are due to the Office of Planning and Special Projects December of each year. Each request must include:

1. Project Description - What is the project? A clear, general description of what the proposed project consists of will be required (i.e.: demolition, electrical, HVAC, plumbing, painting, wall construction, floor covering, etc.). Please provide a line drawing of the project area.
   
   a. Justification - Why is the project needed? This should include comments about the functions that will be provided within the project area and the reasoning for the project. Any documentation which helps to convey the rationale and urgency of the project should be provided and included in the supporting documentation for the project. The specific deficiencies in facilities which the project is to address must be described.
   b. Alternatives - What alternatives to this project were considered? Describe any other means of meeting the needs identified which were considered and discarded.
   c. Proposed Source of funds - Indicate the sources of funds available to fund the project and provide the UDAK number.
   d. Estimated Project Cost - Provide the total estimated cost of the proposed project in the level of detail available. For example, the estimate project cost for the renovation of Baruch Auditorium is $700,000 consisting of: roof replacement - $70,000 (current roof age 25 years); replace HVAC system - $200,000; add and upgrade restrooms - $100,000 (renovation of 1,500 square feet and new construction of 1,500 square feet); general renovation and refurbishment - $210,000; architectural and engineering fees - $50,000; and contingency - $70,000. If you need assistance in developing estimated costs, please provide what you can and indicate that help is desired. We will assist you in developing estimates. Once the project request has been developed, forward the request to the Office of Planning and Special Projects.
   

2. Upon receipt by the Office of Planning and Special Projects, the staff works to further develop proposals as needed, and forwards all proposals to Engineering and Facilities. Engineering and Facilities is responsible to review and provide final cost estimates on all proposed PIP budgets.

3. Planning and Special Projects distributes a package of proposals (including Engineering and Facilities cost estimates) to the Vice President for Finance and Administration.

4. The Office of Planning and Special Projects, in accord with the decisions and directions of the President and Vice President for Finance and Administration, prepares the  CPIP submission and forwards it to the State in March of each year, as required by State rules and regulations.

5. It is the responsibility of the Office of Planning and Special Projects to establish each project upon notification from the Chief of Engineering and Facilities. The Office of Planning and Special Projects prepares the State A-1 Form collaboratively with the Property Control Department and Engineering and Facilities Project Administration. The Office of Planning and Special Projects submits the A-1 to the State and notifies appropriate internal units of the return of the signed A-1 from the State. (Project expenses for a PIP cannot be incurred prior to the State authorized signature date on the approved A-1 Form and assignment of the State's Project Number).

6. Notification of A-1 approval. It is the responsibility of the Office of Planning and Special Projects to notify the Property Control Department and Engineering and Facilities Project Administration of all approved projects. Following this action, the project can be initiated and funds expended.

B. Permanent Improvement Projects – Amendments/Changes

If a need arises to establish a PIP outside of the University's annual CPIP submission, a PIP must be proposed and approved by the State. Internal approvals may be needed by the President's Council and the Board of Trustees. At the State level, three separate approvals are required:  The Commission on Higher Education, Joint Bond Review Committee and Budget and Control Board. To initiate a PIP, a written request must be sent to the Office of Planning and Special Projects. This request is to be developed as outlined in II A, 1 above.

The Office of Planning and Special Projects will take necessary steps to process the request for necessary internal and external approvals. The submittal, approval, and notification process will be as outlined above. If a change needs to be made to an established project, internal and external approvals are necessary. A change is defined as follows:

• Increase Project Budget
• Decrease Project Budget
• Change Source of Funds
• Revise Scope of Project
• Change Project Name
• Close Project
• Cancel Project

When it is determined that a change is necessary, contact the Office of Planning and Special Projects to initiate the applicable process.

C. Acquisition of Land and/or Buildings

The proposed acquisition of land and/or buildings is a Permanent Improvement Project as defined by the State. Therefore, the University Policy and Procedures for Establishment of a Permanent Improvement Project apply. Further, the Office of Planning and Special Projects will commission reports constituting a Phase I and/or II Environmental Assessment(s). The Offices of Occupational Safety and Health and Engineering and Facilities will conduct a pre-purchase review for determination of occupancy load and classification as appropriate. The Office of Planning and Special Projects will secure a full MAI appraisal of the property prior to presenting the proposed acquisition for internal action within the University