Capital Programs Management Group (CPM)

Effective: 5/24/1990

Revised: 3/1/2013

CPM 002: Definitions

Terms used in this manual are defined as follows:

Archaeological Discovery

Any historic or prehistoric ruin, burial ground, archaeological or vertebrate paleontological site, or site including fossilized footprints, inscriptions made by human agency, or any other archaeological, paleontological, or historical feature.

Architect/Engineer (A/E) or Design Professional (DP)

The firm or person lawfully licensed to practice architecture/engineering, or an entity lawfully practicing architecture/engineering, identified as such in the Owner-Design Professional Agreement, or the authorized representative of the person or entity.

Architectural Program

A program that expands and redefines the facilities program to fully explain and document minimum requirements. It is based on in-depth discussion with all identified building users and detailed analysis of standards and guidelines (see “Facilities Program”).

Arizona Board of Regents (ABOR)

The governing body established by the state of Arizona to oversee the three state universities: Arizona State University, University of Arizona, and Northern Arizona University.

Asbestos Abatement

Programs to encapsulate or remove asbestos containing materials that, if they become airborne or “friable,” would constitute a health threat.

Asbestos-Containing Material (ACM)

Any material containing more than one percent asbestos.

Assignable Area or Net Assignable Area (NASF)

The floor area in any building or structure, except parking structures, that can be used by the building occupants to carry out their function. It does not include nonassignable common building areas (see CPM 316, “Measurement of Building Areas,” for additional clarification and basis of measurement).

ASU Public Art and Design Review Council

A committee appointed by the president consisting of several members and a chair. The council advises the president on public art and campus planning and design issues of significant visual impact, and participates in the selection of architects on major capital projects.

Auxiliary Unit

An operation that derives a substantial portion of its budget from revenues generated from providing goods and/or services to the university community and/or the general public. A list of major auxiliary units follows:

1. ASU Bookstore
2. ASU Public Events
3. Food service contractors or concessionaires
4. Intercollegiate Athletics
5. Memorial Union
6. Parking and Transit Services
7. Residential Life, including fraternities and sororities
8. Stadium Management.

Bid

A price, submitted in accordance with legal contract documents, that represents the amount for which the bidding organization will provide services.

Board

The Arizona Board of Regents.

Budget Estimate

An estimate of the approximate cost of a project based on a program statement provided by the user.

Building Inspection Report

An inventory of university buildings generated by Facilities Management. Buildings are rated according to the condition of the buildings’ architectural and mechanical systems.

Building Permit

A permit is required when a building, structure, or any system thereof is erected, constructed, modified, enlarged, altered, repaired, moved, improved, remodeled, converted, or demolished. Facilities Management reserves the right to approve or disapprove any applications submitted for building permits that do not conform to applicable code/regulation requirements or those not designed in accordance with ASU standards.

Building Renewal

Major activities that involve the repair or reworking of a building, including the upgrading of systems and areas that will result in maintaining or extending a building’s expected useful life. Building renewal does not include new construction, landscaping and area beautification, infrastructure replacement or repairs, routine maintenance, new paving, resurfacing of an area that was not capitalized as part of the original cost of the building, or demolition and removal of a building.

Campus Beautification

The development of new exterior campus spaces, the enhancement of existing spaces through the development of appropriate landscape features and other amenities.

Capital Development

The process in which remodeling, renovation, and construction projects are initiated, approved, and completed.

Capital Development Plan (CDP)

A project submitted by a university to the Arizona Board of Regents. The university also submits a justification for the project indicating its necessity in the attainment of a university goal as outlined in the university’s strategic plan in order to accomplish its mission. If approved, authorization is granted to the university to hire consultants to develop a facilities program and schematic design.

Capital Improvement Plan (CIP)

Universities are required annually to prepare a Capital Improvement Plan that contains proposals for spending on land acquisition, capital projects, energy systems, energy management systems, and building renewal and that includes a one-year plan and at least a two-year forecast of proposed capital activity.

Capital Project

A construction or renovation project with total project labor costs greater than $25,000.

Capital Request Process

The process that offers the Tempe campus organizational and academic units an opportunity to request institutional funding for their capital needs.

Change Order

The documentation approved by the Capital Programs Management Group and submitted to the contractor, indicating a change in the cost, time, or scope of service required to complete a project.

Class III Asbestos Work

Repair and maintenance operations, where ACM, including thermal system insulation (TSI), surfacing ACM, and presumed asbestos-containing material (PACM), is likely to be disturbed. Examples are installation of a single electrical outlet or electric switch where a new electrical panel or service is not required.

Construction Documents

All documents used for the solicitation of bids and the subsequent construction of a project.

Construction Manager (CM)

The person or entity identified as such in the Owner-Construction Manager Agreement, as the authorized representative of the owner throughout the duration of a project.

Construction Manager at Risk (CMAR)

A construction delivery method in which a construction manager/general contractor is brought on during the design phase to be part of the design team and to propose a guaranteed maximum price at or towards the end of the design development phase. If owner accepts the guaranteed maximum price, this contractor will construct the facility.

Contract Claims

The disputes arising out of the interpretation or application of contracts.

CPMG

Capital Programs Management Group.

Demolition

The removal of all or any part of a structure for any purpose.

Disabled Access

Making facilities accessible for individuals with physical and mental impairments that substantially limit one or more major life activity.

Easement

The authorization provided by a property owner for the use of his or her property or any designated portion thereof by another for a specified purpose and/or period of time.

Facilities Program

A program that is based on current facilities use information, projections of future requirements, and other related characteristics from which the need for space can be derived.

Facility

A roofed structure enclosed by walls on all sides, used for the permanent or temporary shelter of persons, animals, plants, or equipment.

Facility Inspection Report

An inventory generated by the Department of Facilities Management of state-owned and university buildings rated according to the condition of the buildings’ architectural and mechanical systems.

FF&E

Fixtures, furnishings, and equipment.

Fixed Equipment

Permanently affixed furniture, fixtures, and equipment.

Funded

A term indicating that the necessary funds and accounts are available to a specific project.

Furniture/Fixture and Equipment (FF&E)

The moveable furniture, fixtures, or equipment that require no permanent connection to utilities or to the structure.

Guaranteed Maximum Price (GMP)

A cost for construction that is guaranteed by the construction manager at risk, based on the design documents and other information at the time the owner and construction manager at risk agree on the GMP. Depending upon more detailed development of the design documents and owner change orders, the GMP may increase.

Gross Area

The sum of the floor areas of a building included within the outside face of the exterior walls for all stories or areas that have floor surfaces (see CPM 316, “Measurement of Building Areas,” for additional clarification and basis of measurement).

Infrastructure

Items such as, but not limited to, utility delivery systems, roadway systems, external lighting systems, grounds, and parking lots that are not capitalized as part of the original cost of a building.

In-house Project

A small project (labor costs of $25,000 and less) designed by Architectural/Engineering Facilities project coordinators and normally coordinated by Department of Facilities Management (see “Noncapital Project”).

JCCR

The Joint Committee on Capital Review.

JLBC

The Joint Legislative Budget Committee.

Life Cycle Costing

A technique that assesses alternatives and considers all relevant economic consequences over a period of time. It should be viewed as a supplemental tool to aid the architect and all project parties in decision making where both initial and continuing costs of design decisions are being considered.

Major Capital Project

A project with total costs of $5 million or more.

Major Maintenance

Keeping in good repair building and infrastructure systems or components that have established maintenance cycles of greater than three years.

Master Plan

A document setting forth the concepts and guiding principles for future development of campus facilities and infrastructure.

Minor Capital Project

A project with labor costs greater than $25,000 and total costs less than $2 million.

New Construction

The creation of a new facility or the addition, expansion, or extension of an existing facility that adds to the building’s overall external dimensions.

Nonassignable Area

The floor area in any building or structure that is used for public corridors, lobbies, stairways, elevators (floor openings), and other general-circulation facilities (see CPM 316, “Measurement of Building Areas,” for additional clarification and basis for measurement).

Noncapital Project

A project with labor costs of $25,000 and less (see “In-house Project”).

OSHA Class III Competent Person

A person who is capable of identifying existing asbestos hazards in the workplace and selecting the appropriate control strategy for asbestos exposure; who has the authority to take prompt corrective measures to eliminate them; and who is trained in a manner consistent with Environmental Protection Agency (EPA) requirements for training of local education agency maintenance and custodial staff as set forth at 40 CFR 763.92 (a)(2).

OUA

Office of the University Architect.

Owner

The Arizona Board of Regents.

Plant Funds

The monies budgeted for construction and/or major repairs of physical facilities.

Presumed Asbestos-Containing Material (PACM)

Thermal system insulation and surfacing material found in buildings constructed no later than 1980.

Project

A Capital Programs Management Group activity relating to the physical needs (excluding general maintenance and repair) of the campus and campus facilities.

Project Approval

Authorization to accept bids or guaranteed maximum price and start construction. For projects with total costs of $2 million or more, authorization is granted by the Arizona Board of Regents; for projects with total costs of less than $2 million, authorization is granted by the university.

Project Budget

The amount of funding estimated or approved for a specific project.

Project Coordinator

Coordinates activities and functions of a designated project to ensure that goals and objectives specified for the project are accomplished.

Project Implementation Approval

Approval of a project, in concept, by the Arizona Board of Regents, which authorizes the funding of a specified amount to complete the design and prepare construction documents.

Project Manager and/or Project Manager Sr.

The Facilities Management staff member responsible for an individual project.

Punch List

A list prepared by the responsible architect/engineer, construction manager, or CPMG staff members that identifies items that must be completed by the contractor or Department of Facilities Management before substantial completion is accepted.

Quarterly Project Status Report

The status report of all capital projects with budgets of $100,000 or more.

Rehabilitation

The reworking of existing infrastructure that was capitalized with the original construction or portions thereof, including the upgrading of or replacement of major systems, that extends the useful life of the systems to an expected useful life approaching that of a new system.

Remodeling

The changing of interior space primarily for aesthetic or preferential reasons when not a part of a renovation.

Renovation

The reworking of an existing building or portion of an existing building, including the upgrading of major systems, that extends the useful life of a building or portion of an existing building to an expected useful life approaching that of a new facility.

RFQ

Request for Qualification. Qualification-based selection for services.

Right-of-Way

A strip of land occupied or intended to be occupied by a street, crosswalk, railroad, road, electric transmission line, oil or gas pipeline, water main, sanitary or storm sewer main, landscaping, or for other special uses.

Routine Maintenance

Keeping in good repair building systems or components.

Shell Space

New building space that has not been finished as part of the original construction project.

Shortlist

A reduced list of proposers (e.g., consultants, planners, architect/engineers, construction managers) who are judged to be “highly qualified” for the work to be done and who will receive further consideration in the professional service selection process for a specific project.

Signage

Any internal or external device providing identification, advertising, or directional information for a specific school, business, service, product, person, organization, place, or building. Included in this definition may be graphic devices such as logos, attention-attracting media such as banners or logo sculptures, and obtrusive colored fascia or architectural elements.

Special Fixed Equipment

Permanently affixed/installed furniture, fixtures, and equipment.

Streetscape

Landscape of street areas.

Subarea Plan

A subset plan representing a portion of the campus that is smaller than the area covered by the master plan.

Suspected Materials

Building materials suspected of containing asbestos, including but not limited to: wall materials (gypsum drywall and plaster), ceiling tiles, ceiling tile adhesives, floor tiles, floor tile adhesives, sheet vinyl floorings, cove base adhesives, pipe insulation, duct seam tape, fireproofing, gaskets, caulkings of all types, and ceramic tile grouts.

Thermal System Insulation (TSI)

Hard packed piping insulation normally found wrapped in-place around plumbing and other piping.

User

The responsible university person(s), organization, or department requesting CPMG services.

Value Engineering

An organized approach to optimizing both cost and performance in a facility or to eliminating items that add cost without contributing to required function. In evaluating the quality, use, life, appearance, and required features of a facility, the consultant attempts to achieve value without reducing quality below required levels while at the same time maximizing function, cost, and worth in design.

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