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Capital Improvement projects are defined by the following: “Capital Improvements include repairing or replacing dilapidated building components, systems and equipment; utility upgrades; correcting code violations; roofing and paving repairs; structural repairs; remodeling non-functional or inadequate space; site improvements; and hazardous material abatement.”
As mentioned above, the Capital Improvement Program is overseen and administered by DFCM in coordination and cooperation with UDOT. A Capital Improvement project as defined by Utah State Code 63a-b-401(2) is:
Remodeling, alteration, replacement, repair, or site or utility improvement projects
Utility infrastructure improvement project
New facility (space)
Also, DFCM uses the following criteria to assist with the prioritization and selection of the Capital Improvement program:
Life Safety: a structural issue, fire safety, a code violation, or any issue that impacts health and safety;
Critical Needs: an HVAC system, electrical system, essential equipment, essential building component or infrastructure, including a utility tunnel, water line, gas line, sewer line, roof, parking lot, fence or road.
Necessary: Carpet, painting, windows and doors.
Programmatic: Remodels and new space
Up to 10% of the total dollars allocated can be spent on programmatic needs
Utah code 63A-5b-405 outlines the amounts and rules for how agencies will apply and the funding limitations that can be spent on different types of Capital Improvement projects. As the amounts and rules can change between legislative sessions, it is best to consult the actual rules for the latest information.
The Utah code 63A-5b-406(3a) requires that capital improvements be funded at the rate of 1.1% of the current replacement cost of existing facilities and infrastructure, at the present time.
The Capital Improvement program for UDOT is led and administered by Central Maintenance. Central Maintenance currently overseas and works with the different divisions and departments to identify, prioritize and ultimately apply for Capital Improvement funding through DFCM.
Capital Improvement Process Overview
Capital Improvement Process Overview
Every fall DFCM calls for a list of Capital Improvement projects from State Agencies and Institutions of Higher Learning. Central Maintenance is tasked with managing, coordinating, and overseeing this program for the Utah Department of Transportation. As part of this effort the Lands and Buildings Project Managers from Central Maintenance have created a Capital Improvement Committee.
Capital Improvement Committee (CIC)
Capital Improvement Committee (CIC)
This committee includes representation from the various divisions and departments throughout UDOT (see table below for committee members). The representatives from this committee are asked to provide a prioritized list of project applications from their respective areas to the committee for preliminary evaluation and overall prioritization for the Capital Improvement Program. In determining projects the Facility Condition Assessment report should be used. This report provides detailed information regarding the facility systems and will provide recommendations for work that is needed (see below for an example of a Facility Condition Assessment Report). The representatives from the different divisions should vet their projects with their leadership before proposing to the CIC.
Table 13.3.1
The Committee meets several times a year to screen all the proposed project applications and prepare a finalized list for senior leaders to review and approve. Once approval is given by the senior leaders, the final project applications are prepared and sent to DFCM for legislative review and approval. A high level schedule of times frames and key dates are provided below that outline the decision making process for the capital improvement program.
Figure 13.3.1
As mentioned above each Division/Department representative needs to provide a project application for each project.
The project application consists of the following documents and information:
Needs Statement - identifies the scope of work for the project (Why does this work need to be performed?)
Cost Estimate - itemized cost estimate detailing out each item of work and the apparent estimated cost for the overall repair
Supporting documentation
Capital Improvement CBE Application - Please check with Central Maintenance to ensure you have the latest form as this form changes every fiscal year.
Capital Improvement FY 25 Request - This list contains all the current projects that have been submitted to DFCM by State agencies, including UDOT. The legislature will make the final determination on which projects are funded. For the amount of funding that the State Legislature has approved for UDOT for Capital Improvement projects, please click on the link below.
DFCM Capital Improvement Project Approvals - This link provides the latest information regarding the Capital Improvement program, the approved projects and general information.
DFCM’s websites lists both approved and requested Capital Improvement and Capital Development ProjectsOnce funded, these projects are managed and overseen by the Lands and Buildings Project Managers with assistance from DFCM and UDOT Maintenance personnel. It is UDOT’s responsibility to ensure the projects are delivered and completed.
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