Help Yourself by Understanding How to Best Request & Track Your Work Requests

Preservation and Renewal Services:
Preservation and Renewal Services includes work that extends the useful life of a facility or its components/systems without changing the facility's use, program or services within that facility. This includes work that renews and/or replaces components/systems that have reached the verified end of a definable life.

Requesting Preservation and/or Renewal Services and Who Pays:

  • For academic buildings, utilities and/or university grounds
    • Typically larger projects funded through the university's capital budget. These are usually beyond the scope of the operating budget.
    • Current capital project minimum thresholds are $25,000 and 13 year useful life. Since the majority of these projects are funded through the capital budget, on a 2-year biennium basis, funding requests are initiated 1-1/2 to 3 years before the work can be started. These preservation and renewal needs with prioritized needs are documented and managed by Facilities Management through the Backlog of Maintenance and Repair (BMAR) and through backlog of work requests.
    • For each capital request cycle per biennium the BMAR list is prioritized and submittals are completed using the Capital Budget Office request process. All branches of campus have the ability to submit for preservation capital funds using the Capital Budget Office process.
    • For questions contact the Work Control Center, 650-3420, where your call can be appropriately routed.
    • Key issues controlling decisions on whether or not work is funded and delivered through the Operating Budget, Capital Budget, bid out as Public Works projects or are not funded and placed on the backlog all related to how the state defines and separates Ordinary Maintenance, Capital Projects, Public Works and Emergency Contracts.
      • See OFM's Capital Project Request within the 2009-2019 Request Instruction at http://www.ofm.wa.gov/
        budget/instructions/capinst/09-19capinstr/sec2.pdf
        for a complete explanation of the state's capital request process, definition and requirements.
        • Ordinary maintenance costs should be included in the operating budget: Costs for ordinary repair and routine maintenance work necessary to keep an existing facility or asset in useful condition for its function and occupants are included in the operating budget and not included the capital budget. This type of work maintains or preserves the usefulness of an asset rather than changing or significantly improving it, and there is usually little or no effect on operating costs of the facility at the completion of the work. Usually, minor repairs or maintenance work can be done by agency trades staff or by private contractors, and there is generally no need for involvement of an architect or engineer.
      • See WAC 296-127-010 at http://apps.leg.wa.gov/
        WAC/default.aspx?cite=296-127-010
        for definition of Public Works and Ordinary Maintenance.
        • Ordinary maintenance which is defined as work not performed by contract and that is performed on a regularly scheduled basis (e.g., daily, weekly, monthly, seasonally, semiannually, but not less frequently than once per year), to service, check, or replace items that are not broken; or work not performed by contract that is not regularly scheduled but is required to maintain the asset so that repair does not become necessary.
      • See RCW 28B.10.350 and House Bill 1847 for updates on the limits when projects must be accomplished via public works at http://apps.leg.wa.gov/RCW/default.aspx?cite=
        28B.10.350
        and http://www.leg.wa.gov/pub/billinfo/
        2009-10/Pdf/Bills/Session%20Law%202009/1847-S.SL.pdf
        . Also see these links for when public work process changes for emergencies.
        • When are facility projects bid out versus performed by FM crews - Sec. 2. RCW 28B.10.350 and 2007 c 495 s 1 are each amended to read as follows: 1) When the cost to The Evergreen State College or any regional or state university of any building, construction, renovation, remodeling, or demolition, other than maintenance or repairs, will equal or exceed the sum of ninety thousand dollars, or forty-five thousand dollars if the work involves one trade or craft area, complete plans and specifications for the work shall be prepared, the work shall be put out for public bid, and the contract shall be awarded to the responsible bidder who submits the lowest responsive bid.
        • Emergency Exemptions - Sec. 2. RCW 28B.10.350 and 2007 c 495 s 1 are each amended to read as follows: (5) In the event of any emergency when the public interest or property of The Evergreen State College or a regional or state university would suffer material injury or damage by delay, the president of such college or university may declare the existence of an emergency and, reciting the facts constituting the same, may waive the requirements of this section with reference to any contract in order to correct the condition causing the emergency. For the purposes of this section, "emergency" means a condition likely to result in immediate physical injury to persons or to property of the college or university in the absence of prompt remedial action or a condition which immediately impairs the institution's ability to perform its educational obligations.
  • For auxiliary buildings
    • This information is documented and managed by the auxiliary building managers. For more information about preservation and renewal of University Residence facilities contact 650-3556; or 650-3450 for Associated Student facilities or 650-4972 for the Wade King Student Recreation Center.
Page Updated 11.25.2013