UNIVERSITY OF VIRGINIA · FACILITIES MANAGEMENT

Services Bulletin

NUMBER: 180

DATE: August 20, 1999

DISTRIBUTION: Deans, Department Heads, Facilities Coordinators, Selected Administrative Personnel

SUBJECT: TEMPORARY FRAME FACILITIES (TRAILERS)

We have learned by experience that many State mandated reviews and approvals are required to obtain a Certificate of Use and Occupancy for use/occupancy of trailers or other temporary frame structures on the University grounds.

Although you may use any procurement official to obtain the temporary facilities, we invite you to take advantage of our hard won experience and use Facilities Management. If you contact Bill Bohn of our Real Estate and Space Management Office (RESM), he will have a project manager assigned to help you prepare the initiating memorandum. Since the process takes two to eight months, we recommend you initiate it as soon as you recognize a need.

State requirements are detailed in Chapter 14 of the State Construction and Professional Services Manual. Responsibility to coordinate the necessary approvals has been delegated to Facilities Management as detailed in Chapter V of the Higher Education Capital Outlay Manual.

Specifically, prior to occupancy of temporary facilities, the following are required:

a. A building permit (required prior to any sitework).

b. Code review to ensure the leased facilities meet either the Virginia Uniform Statewide Building Code or the Virginia Industrialized Building Unit and Mobile Home Safety Regulations (VIBUMHSR), and are accessible to the disabled.

c. Approval by the State Art and Architectural Review Board.

d. A report of inspection by the Regional Fire Marshal.

e. A Certificate of Use and Occupancy from the State Building Official in Richmond.

Facilities Management can either obtain or provide the necessary approval documentation. To initiate the approval process, University organizations should provide the following by memorandum to the Chief Facilities Officer (CFO):

a. Description of the Facility. g. Planned disposition of the temporary facilities.

b. Justification for the Space. h. Map indicating proposed location of facility.

c. Source of funding for the facility. i. Aesthetic information about the structure.

d. Projected cost of rental. j. A fund code to charge the required effort.

e. Cost of installation. k. A statement that the trailers are being procured.

f. Planned length of lease. separately or that Facilities Management should

procure them.

A project manager will be assigned to work under the overall guidance of Facilities Management 's Real Estate and Space Management Office. The project manager will:

a. Coordinate with requestor, including aiding the requester in assembling the initiating memorandum described previously.

b. Review facility location with ASBO, Utilities Department and the Architect of the University. Coordinate as needed with ITC, P&T, and University Police.

c. Obtain ASBO code review, or VIBUMHSR review and approval, and building permit.

d. Work with the Architect for the University and Facilities Senior Architect to obtain Art and Architectural Review Board (AARB) approval.

e. Obtain necessary documentation for a Certificate of Use and Occupancy (CUO), and submit to the Bureau of Capital Outlay Management (BCOM) by letter signed by the CFO. Documentation will include:

1) Request for CUO.

2) State Fire Marshal Inspection Report.

3) Site Plan.

4) Certification block with inspection serial numbers and Virginia Industrialized Building Unit Registration.

5) Photo copy of each trailer’s registration.

6) Memorandum from the University of Virginia Senior Review Architect that the facility has been anchored according to manufacturer specifications.

7) Foundation design w/engineer certification.

f. Ensure timely trailer procurement if so requested.

g. Prepare a letter from the Chief Facilities Officer to the customer enclosing a copy of the CUO and authorizing occupancy.

h. Provide the original CUO to the Real Estate and Space Management Office to maintain on file.

Questions on this process may be addressed to Bill Bohn at 982-5914, or Bob Dillman at 982-5834.

Robert P. Dillman, P.E.

Chief Facilities Officer