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Chapter 10: Maintenance

  1. Executive Order 28: Presidential Executive Order 28 establishes annual funding and reporting of the maintenance and repair of UM buildings and equipment. Building maintenance and repair (M&R) funding is set at 1.5% of the replacement value of UM buildings. The funds will be used to prevent deterioration and repair, or replace deteriorated facilities and facilities-related equipment. Funds may be used for preventive maintenance, routine repair, and major repair and replacement. The purpose is to not backlog or defer physical plant maintenance work beyond the normal life-cycle of plant assets. Annually, each campus will report on Building M&R expenses, including a list of major repair projects, for the previous fiscal year. Equipment expenditures are set at 10% of the cost of the current equipment inventory. Annually, each campus will report the actual expenditures on equipment for the previous fiscal year.
  2. Buildings
    1. Qualifying Work: The following work qualifies under Executive Order #28:
      1. Routine Building Repair and Maintenance - Work to restore campus facilities and systems to a usable condition. This includes minor emergency requests for service. The list below contains more specific descriptions of maintenance and repair work. Also, included is Preventive Maintenance: the periodic scheduled work planned to provide adjustment, minor repair, routine inspection, and cleaning of equipment to reduce service interruptions and prevent deterioration before the normal life-cycle of the equipment or facility.
      2. Major Repair and Replacement - Non-annually performed work necessary to keep the physical plant in reliable condition for its present use based on the normal life-cycle of plant equipment and facilities. This includes emergency repair work. Work that significantly increases capacity is not included. The list below contains more specific descriptions of maintenance and repair work.
      3. Repair - Includes the following work to repair deteriorated building components:
        1. Roofs: Includes partial and total roof replacement, bituminous coating, repair and replacement of roof support, decking, drainage systems, parapets, and insulation (when included as part of a roof replacement).
        2. Building Exteriors: Includes exterior painting, tuckpointing, waterproofing, exterior window and door repairs and replacements, and repairs to steps and sidewalks.
        3. Building Interiors: Includes interior painting and repair or replacement of walls and partitions, floors and floor coverings, ceilings, interior doors and stairways, and major fixed equipment.
        4. Mechanical and Plumbing: Includes repair or replacement of mechanical and plumbing systems within a structure.
        5. Electrical: Includes repair or replacement of electrical distribution systems within a structure.
        6. Life Safety and Security Systems: Includes repair or replacement of existing life safety and security systems.
        7. Exterior Site Work: Includes repair or replacement of exterior drainage systems, sidewalks, retaining walls, steps and road repairs that are unconnected to a particular building (i.e., greater than five feet from a building perimeter).
        8. Utility Distribution Systems: Includes repair or replacement of University operated utility distribution systems (i.e., greater than five feet from a building perimeter).
        9. Power Plant: Repair or replacement of fixed equipment at the power plants.
    2. Non-qualifying Work The following work does not qualify under Executive Order #28:
      1. Plant Adaptation - Work to adapt, or renovate, the physical plant to the changing programmatic needs and to changing standards. Plant adaptation includes work done for gaining efficiencies and cost savings. These changes are made when paybacks are attractive.
            Programmatic adaptation includes:
        1. renovation for changes in programs of study or technology, such as adapting labs and classrooms,
        2. similar changes in administrative functions, and
        3. changes to enhance competitive attractiveness, such as updating labs and offices to attract new faculty.
              Funding for major adaptation projects can be requested in the Capital Request. 
          Renovations to meet changing standards include asbestos removal, energy conservation, animal welfare, life safety, and access(ADA). Project funding can be requested in the Capital Request.
      2. New Construction - Funding for major projects can be requested in the Capital Request.
      3. Building Custodial and Groundskeeping
      4. Utilities Generation, Fuel, and Purchased Utilities
      5. Administration [except that necessary to support qualifying work]
    3. Reporting: Facilities Planning and Development will issue reporting guidelines. The report will include both Educational and General (E&G) and Non-E&G facilities and equipment. The report for the previous fiscal year will be submitted by August 31. The financial accounting system will be used to collect cost data for Building M&R and for equipment expense. The report will include a listing of major maintenance and repair construction projects.
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