Facilities Manual | PA State System of Higher Education

The Facilities Manual provides procedures for planning, programming, and executing facilities projects for the System. Specific facilities-related contracting procedures are provided separately by the Construction Support Office.

Binder 1

Introduction

Volume I. Statutory Requirements (Act 188)

Appendix I-1 Act 188

Volume II . Board of Governors Policies and Regulations

Volume III. Facilities Maintenance Projects

Appendix III-1 Act 1993-50

Volume IV. Capital Appropriations Approval Process

Appendix IV-1. Capital Appropriation Definitions
Figure IV-1. Capital Appropriations Process
Figure IV-2. Capital Budget Project Justification Form
Figure IV-3. Capital Project Justification and Cost Estimating Information
Figure IV-4. Project Program Statement
Figure IV-5. -reserved for future use-
Figure IV-6. Determination of Tax-Exempt Category for Capital Projects Form
Figure IV-6a. PA Management Directive 105.5

Volume V. System Financed Capital Projects Planning and Programming Guide

Figure V-1. Flow Chart
Appendix V-1. Lease/Construction/Lease-Back Projects Planning and Programming Parameters
Appendix V-2. Data Sheet
Appendix V-3. Project Checklist
Appendix V-4. Auxiliary Capital Facilities Student Referendum Project Survey Results
Appendix V-5. Council of Trustees’ Approval Sample Resolution
Appendix V-6. Loan Covenant Agreement
Appendix V-7. Cost and Cash Flow Data
Appendix V-8. Guaranteed Energy Savings Act

Binder 2

Volume VI . Facilities Planning

Figure VI-1. Facilities Database

Volume VI-A. Inventory

Appendix VI-A-1 . Inventory Data Input Rules
Appendix VI-A-2. Postsecondary Education Facilities Inventory
FICM
Appendix VI-A-3. Infrastructure Inventory

Volume VI-B. Space Guidelines

Volume VI-C. University Master Planning

Volume VI-D. Condition Audits and Life Cycle Requirements

Appendix VI-D-1. Life Cycle Costing: Getting Approval for the Budget You Need
Appendix VI-D-2. Instructions for Completing Life Cycle Maintenance Profile Forms
Appendix VI-D-3. Glossary of Terms
Table VI-D-1. Building Condition Table and Suggested Average Useful Life of Building Components
Form VI-D-1
Form VI-D-2
Form VI-D-3
Form VI-D-4

Binder 3

Volume VII . Programming

Volume VII-A. Capital Appropriated Projects

Appendix VII-A-1. Sample Delegation Memorandum of Understanding
Appendix VII-A-2. Sample Occupancy Report

Volume VII-B. State System Financed Projects

Volume VII-C. Real Estate Manual

Tabe of Contents
Real Estate Manual
Appendix VII-C-1. DGS/PASSHE Transfer of Real Estate Interagency Agreement
Appendix VII-C-2. System Standard Agreement of Sale
Appendix VII-C-3. Standard Agreement for Construction of Facilities on System Property by Donation
Appendix VII-C-4. Standard Lease Agreement (as Lessee)
Appendix VII-C-5. Standard Lease Agreement for Leasing as Lessor
Appendix VII-C-6. Standard Easement Agreements
Appendix VII-C-7. Standard Licenses for Use of Real Property
Appendix VII-C-8. DGS/PHMC Demolition Transmittal Form
Appendix VII-C-9. DGS Surplus Property Input
Appendix VII-C-10. Sample Scope of Work for a Phase I Environmental Site Assessment (ESA)
Appendix VII-C-11. (Reserved)
Appendix VII-C-12. Sample Report of Title, Commonwealth Land Title Insurance Company
Appendix VII-C-13. State System of Higher Education Land Acquisition or Disposition Report

Volume VII-D. Emergency Projects

Appendix VII-D-1. Procedures for Approval of Emergency Projects

Volume VII-E. Special Projects Planning

Volume VIII. Accomplishment of Facilities Projects

Volume VIII-A. State System of Higher Education Facilities Project Administration

Appendix VIII-A-1. Facilities Construction Process Flow Chart

Volume VIII-B. Department of General Services Facilities Projects Administration

Volume IX. Special Projects

Volume IX-A. Official Residences

Appendix IX-A-1. Procedures for Building, Renovating, or Acquiring an Official Residence
Figure IX-A-1. Request for Project Approval for an Official Residence

Volume IX-B. Historic Facilities

Appendix IX-B-1. Act 1988-72 -- Link to Site
Appendix IX-B-2. Historic Resource Survey Form Packet -- Link to Forms
Appendix IX-B-3. Memorandum of Agreement, Pennsylvania Historical and Museum Commission
Appendix IX-B-4. The Secretary of the Interior’s Standards for Rehabilitation and Guidelines for Rehabilitating Historic Buildings (Revised 1983) -- Link to Site

Volume IX-C. Statutory Requirements

Volume X. Facilities Reports

Appendix X-1. Annual Report of Key ’93 Deferred Maintenance Appropriations Expenditures
Appendix X-2. Occupancy Report

Glossary of Terms

Page Updated: September, 2018