FACILITY IMPROVEMENT PROCEDURE
Date: March 1, 1995
Effective date: March 15, 1995
Rev date.: September, 1995
Procedure Owner: L. A. ZEMKE
Purpose: The purpose of this procedure is to establish and organize the steps required to implement an improvement to the CAE buildings under ownership and/or under lease.
Scope: This procedure applies to the properties in and near Palatine, Illinois. The Maintenance Dept. (97M) will maintain a Log for each Facility Improvement Request as the request passes through this procedure. With modifications this procedure may be used by outlying office business managers for the stated purpose.
Measurement: Identify at any point in time the progress made toward the completion of a facility improvement including its' cancellation or completion.
Definitions:
1) Facility improvement:
An addition materially to an established building that may change the appraised value, appearance, occupancy permit, or lease. This does not constitute and is separate from maintenance of the existing building.
Materials: The materials needed are as follows:
1) Facility Improvement Log Form (FIL) from Dept. 97M (copy attached). The purpose of this form is to identify the current status of the improvement request.
2) Facility Improvement Request Form (FIR) from Dept. 97M (copy attached). The purpose of this form is to allow review and comment concerning improvements be affected departments and corporate officers.
Procedure:
Once a facility improvement request is received by Dept. 97M a FIR form will be sent to the requesting department or committee. The FIL form will be started by department 97M. The FIL will remain with Dept. 97M. The FIR will be directed as defined below by Dept. 97M. Not all items apply for each improvement. Items that do not apply will be marked DNA.
A) The improvement will be reviewed by the PWRTB committee for alignment with corporate aim. A preliminary approval will be made to proceed with review and quotation or the request will be returned to the requesting department.
B) After preliminary approval, the requesting department will generate a detailed description of the improvement with the help of Dept. 97M if requested. The detail will include but not be limited by the following:
Department(s) chargeable for the improvement.
Facility requirements such as HVAC, electrical, UPS and constructions
In house or outside contractors
Dimensioned drawings as may be required.
This information will be included with and attached to the FIR to assist with building code checks and contractor quotations
C) Generation of cost estimates by originating department or, if requested, Dept. 97M.
D) Review by accounting department for possible lease conflicts and the inclusion of area rental changes if any to proper department and funding of improvement.
E) Approval of lease holder to proceed.
F) Review by appropriate committees and authorities to verify completeness of project including but not limited to:
Environmental committee
Safety Department
Village of Palatine building department
Village of Palatine fire department
Insurance committee/accounting
Requesting department final review
G) Approval by President to release funding and approve in-house or outside contractor.
H) Start of physical modifications.
I) Completion of project
J) Review of project with requesting department manager to determine satisfaction with project or additional modifications needed.
FACILITY IMPROVEMENT LOG
REQUEST NUMBER __________
START DATE ____________________
START OF MODIFICATION _________
END DATE ______________________
1. Review by PWRTB committee. Submitted to WIW date _________
Approved date ________________
Returned without approval date ________________
2. Detailed improvement description to Dept. 97M submitted date _________
Meeting date. ________________
Meeting date. ________________
Completed date _______________
3. Cost Estimates by dept. ____________ submitted date _________
Completed date ________________
3.a Cost estimate by dept. 97m for in house construction req.? ________
Submitted ______________ completed ______________
4. Review of lease and accounting practices submitted date _______________
Completed date ________________ charge dept. _______
5. Approval by lease holder of building submitted date _________
Approved date ________________
Returned without approval date ________________
6. Review of possible building codes by ____________ submitted date _________
Completed date ________________
7. Review by village building department submitted date _________
Approved date _______________________
Returned without approval date _________
FACILITY IMPROVEMENT LOG PAGE 2 PROJECT _____________
8. Review by Environmental committee submitted date _________
Approved date ________________
9. Review by Safety Department submitted date _________
Approved date ___________________
10. Review by village fire department submitted date _________
Approved date _______________________
11. Insurance review by CFO submitted date _________
Approved date _________________
12. Final approval and agreement to costs by assigned department _______ business manager Submitted date _______________
Approved date _______________
13. Approval by W. I. Walker including contractor and funding submitted date _________
Approved date ________________
Returned without approval date ________________
14. Start of permit reviews, licensees, and other preliminary steps. date _________
15. Start of ordering of material, contractor OK. date _____________
16. Start of physical modifications. date _____________
17. Completion of improvement data _______________
18. Review of project by department to determine if objectives of modification were met. date submitted ________________
date completed _______________
form FIL rev. 1 3/1/95 lz
FACILITY IMPROVEMENT REQUEST
REQUEST NUMBER _________
DATE __________
NOTE: RETURN TO MAINTENANCE FOR LOG IN AND TRANSMITTAL FOR NEXT STEP
Brief description of improvement requested (attach additional sheet if necessary):
Reasons for improvement (attach additional sheet if necessary):
Department requesting ______________ approved by business manager ________
Preliminary review by PWRTB committee. Approved by ___________ date _____________
Reviewed by dept. _______. Approved by __________ date ____________
Detail of improvement including materials, equipment, HVAC, electrical and occupancy for development of request for quotations, permit reviews, et. al. to be supplied on attached sheets.
submitted to dept. ________ date __________ for review with dept. 97M.
meeting date ____________
Approved by ________________ dept. ________ date __________
Generation of outside cost estimates by dept. _______ submitted date ______
Number of estimates required _________ received date ________
Generation of in house estimates by 97M submitted date ________
completed date ______________
Reviewed by accounting dept. for lease, charges, and costs applied to dept. _____
by ________________ date _____________
FACILITIES IMPROVEMENT REQUEST PAGE 2 PROJECT __________
Reviewed with lease holder and written acceptance or rejection attached by _________ date _______
Reviewed with Village for building codes by __________ date ________
Review by Environmental committee ______________
Reviewed by Safety Dept. ______________________
Reviewed by accounting for Insurance __________________
Reviewed by _____________ __________________
Final review by dept. ________ to proceed including charges ________________
Final approval by W. I. Walker including funding and contractor ________ date _______
form FIR rev. 1 3/1/95 lz
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