POLICY PURPOSE

Colorado law requires that public entities conform to specific statutory and regulatory requirements for funding, initiating, performing, bidding, insuring, bonding, and contracting for any type of construction, including small projects and remodels. All construction activities must be undertaken pursuant to the authority of the State Architect, who has delegated authority to CSU Pueblo to sign contracts, authorize work, and oversee project management. Selection of contractors and other professionals requires specific procedures that must be followed. Plan approvals, code compliance inspections, and other aspects of construction planning and performance must also be managed by Facilities Management to avoid risks to the University and individuals. The purpose of this policy is to inform the campus community of the requirements for approval of construction projects.

POLICY APPLIES TO (Persons Affected)

This policy applies to all CSU Pueblo academic and business units and all employees.

DEFINITIONS

Construction or Construction Project: Any acquisition, construction, alteration, repair, demolition, renovation or improvement of any land, building, structure, facility, road, highway, bridge, or other public improvement for use by or for the University, and maintenance of such facilities.  This includes, without limitation:  

• Purchase of land, regardless of the value thereof;
• Purchase, construction, remodeling, renovation, or demolition of buildings or other physical facilities, including utilities, to make physical changes for any reason, including, but not limited to, making programmatic changes, to meet standards required by applicable codes, to correct conditions hazardous to the health and safety of persons which are not covered by codes, to effect conservation of energy resources, to effect cost savings for staffing, operations, or maintenance of the facility, or to improve appearance;
• Site improvement or development;
• Purchase and installation of the fixed and movable equipment necessary for the operation of new, remodeled, or renovated buildings and other physical facilities;
• Contracting for or performance of building trades and services, including, but not limited to, electrical, plumbing, painting, flooring, installation or removal of mechanical systems, paving, concrete work; and
• Purchase of Professional Services.

Professional Services: As used herein, “Professional Services” has the meaning set forth in C.R.S. § 24-30-1402(6) and includes all services within the scope of the practice of architecture, engineering, professional land surveying, landscape architecture, and industrial hygiene (which includes hazardous material consulting and surveys).

POLICY

All University departments/units desiring to initiate any construction project (as defined above) are required to contact Facilities Management prior to commencing any work, retaining any contractor, soliciting any bid or quote, or otherwise commencing the project, regardless of the project cost. Departments may not independently retain the services of contractors or hire or use existing employees, students, or anyone else to perform construction, including building trades, without prior approval from Facilities Management.

Construction Project Approval Process

The responsible Dean, Director or other senior administrator of any campus unit desiring to undertake any construction project is responsible for contacting Facilities Management to discuss the need for the project, funding, projected timeline, and other aspects of the project before any work is undertaken or any contractor is consulted. See the Facilities web page for more information on the campus projects process and Project Initiation Form.

The responsible Vice President or the Provost for the college or department must approve of all requests that are initiated by units within their respective area of authority.

Facilities Management will determine what reviews and approvals may be required for a proposed project (e.g., Master Plan Committee, Board of Governors, State Legislature, State Buildings Programs, or other official or body); advise the unit representative regarding the processes for requesting and obtaining any required approvals; and assist the unit in the planning, bidding, contracting and performing the work. The approval of the Cabinet is required for all projects with an estimated total cost of $150,000 or more.

Small-dollar projects (those under $150,000 total estimated cost) that can be performed by Facilities Management staff shall be estimated by Facilities Management before any contract is solicited. If Facilities cannot perform the work, or the campus unit desires to use an outside contractor, Facilities is responsible for conducting the construction procurement and administering the contract.

In the event of a disagreement between a campus unit and Facilities Management as to project oversight, management, timing of performing services, or use of in-house vs. contract labor, the Dean or Director responsible for the unit and the Senior Director(s) of Facilities Management will meet and confer. If the disagreement cannot be resolved, the parties will inform the Vice President for University Operations/Chief Financial Officer of the circumstances for a determination.

Compliance

Failure to comply with this policy may result in immediate suspension of any work and termination of any unauthorized contract. Pursuant to C.R.S. § 24-30-202(3), individuals who sign contracts or incur obligations on behalf of the University without the proper authority are personally liable for that contract or obligation.

REFERENCES

• C.R.S. § 23-1-106 et seq., State Buildings Programs
• C.R.S. §§ 24-30-1303(1)(z), (3)(a), (5)(a), (b), (c) (delegations to agencies/institutions)
• C.R.S. § 24-30-1401-1403 (negotiation of consultants’ contracts/professional services)
• C.R.S. §§ 24-92-101, et seq., Construction Bidding for Public Projects
• C.R.S. §§ 24-105-101, et seq., Construction Contracts
• C.R.S. § 24-30-202(3), Procedures - vouchers, warrants, and checks - rules - penalties - definitions

APPROVAL

Approved by: Armando Valdez, President

12/20/2024