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Policies and Procedures

Building Permit Policy

California law dictates that all physical improvements to facilities within the State – including buildings and public areas located on the Cal Maritime campus – require the issuance of a building permit prior to construction. The Department of Facilities Planning, Design & Construction (FPDC) is responsible and accountable for procuring all building permits on the Cal Maritime campus. Therefore, when any capital project is being considered – beyond basic maintenance and repairs – FPDC shall be contacted immediately and prior to contracting, design, and/or construction. Non-compliance with the approved capital project procedures will result in suspension of the project. Furthermore, any project built outside the established procedures and which does not comply with building codes can be ordered demolished by building officials and fines can be levied on the project.

Construction & Site Visit Policy

Cal Maritime construction projects will catch the attention of students, parents, faculty, and staff members. This is an exciting time on campus and FPDC understand the interest caused by the construction. However, we can only accommodate very limited site visits during construction due to safety, security, liability, and legal reasons. Permission from the Design and Construction Manager is required for any construction site visit and individuals on a construction site without permission will be escorted off. 
 

Procedures

 

Buildings, facilities and infrastructure construction projects on the Cal Maritime campus are under the purview and authority of Facilities Management. For the purposes of managing these projects, they are divided into two categories:
 
  • Routine General Maintenance Projects – Non-capital projects, such as interior painting and replacement of carpet.
  • Capital Improvement Projects – Any project requiring a jurisdictional permit and plan check. Regardless of size, cost or funding source, projects that require a jurisdictional permit and plan check, must follow the capital improvement project procedures outlined below. 

Routine General Maintenance Procedures

Routine general maintenance projects may not be subject to the capital improvement project procedures and are typically managed by Facilities Operations. If you require general maintenance you can place a service request >>

Annual Capital Improvement Project Nomination Procedures

Capital improvement projects typically require building permits and are managed by FPDC. Please follow the steps below to nominate a capital improvement project.
 

 

 Steps Diagram

 

 

Step 1. Nomination:  To ensure the timely approval of your project, it is essential that you contact FPDC as early as possible, and prior to commencing any contracting, design, or construction. We are responsible for ensuring that the project is subject to the established process of capital improvement project approval that has been authorized and sanctioned by our President and the President's Cabinet – including prioritization in relationship to other campus projects and budget approval. 

The capital improvement project nomination and approval process runs in parallel to the university's annual budget process and follows the fiscal year. Projects can be nominated each year ONLY during the month of October by completing a project nomination submission. The cut off for submission for a project to be considered within the upcoming fiscal year is the 30th of October. No project will be considered for the upcoming fiscal year if received after the 30th of October unless otherwise authorized and approved by both the Vice President of Administration and Finance and the President.

Step 2. Approval: Once a project nomination has been received, FPDC assigns a cost estimate and projected schedule to the project. During the first two weeks of November, FPDC will prioritize the project in a listed ranking in relation to all other existing and nominated capital improvement projects. The list of prioritized projects is then reviewed by the President's Cabinet during the last two weeks of November. Each Cabinet member assigns their own prioritization to the list and the projects are then ranked according to their greatest overall score.

During December FPDC compares the re-prioritized list to the capital improvement projects annual fund. Projects will be budgeted following the approved prioritization list until funds have been exhausted. Those projects that do receive funding will automatically be entered into the project nomination and prioritization process for the following fiscal year. The President and the President's Cabinet will provide a final evaluation, adjustment and review of the prioritized projects and budget from January to early April. 

Once the project has been authorized by the President it is considered approved and budgeted. FPDC will then request a unique Project ID from the Cal Maritime Contracts and Procurement Office which will be tied to an appropriate budget. Once the Project ID has been created the project is considered budgeted and scheduled to begin. 

Step 3. Contracting: FPDC will begin to contract for the project which will include the selection of project team and contract negotiation. Minor capital projects – with a total $709,000 or less – will be negotiated and contracted through the Cal Maritime's Job Order Contract (JOC) authority. Major capital projects over $709,000 will wither be subject to the campus's Task Order Contract Negotiation (TOCA) authority or will be released to public bidding. 

Step 4. Design & Permitting: FPDC is responsible for managing the project's design and permitting process. All project's which require a building permit to proceed into construction will require all or some of the following: 

  • Complete construction documents (plans and specifications) prepared to professional standards. 
  • Peer review by a campus consulting architect or engineer.
  • Compliance with the California Building Code. 
  • Compliance with the California Environmental Quality Act (CEQA). 
  • Plan check by outside agencies, including building standards code compliance review, State Fire Marshall review, access compliance review by the Division of the State Architect, and a seismic structural peer review. 

The design and permitting process will be managed by FPDC, with your department in the role of "client" and being closely consulted on all major decisions. Once all design and permitting criteria have been met, we will request a Building Permit from Cal Maritime's Deputy Building Official.

Step 5. Construction: Once a building permit has been issued, construction can begin. NO construction shall commence until the project has received a CO CPDC Building Official construction permit. FPDC will provide direct construction administration for the project. During construction FPDC will oversee and approve any project modifications, schedule changes, and change orders. 

Step 6. Notice of Completion and Occupancy: Construction will be considered complete and the project will be ready for occupancy once all inspections, commissioning, and punch-lists are completed.  Final costs will be posted, invoices paid, and contracts closed. A final "Notice of Completion" will be filed by FPDC with Solano County and Cal Maritime's Budget Office.   

 

 


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Last updated: 7/16/20