Occupied Apartment Renovation Policy

Introduction

The Scope of Work for apartment renovations is composed of two parts: Base Work and Custom Work.

Base Work is the scope of work the University performs to maintain apartments in a state of good repair during occupancy. Base Work can vary considerably due to the age and condition of each apartment at the time of the request of renovation work to be considered. Base Work is paid for by the University. Custom Work is work requested by residents beyond the Base Work.

Custom Work is not allowed for every level of tenancy. See section 3 for more details. Any Custom Work must be pre-approved.

Base Work/Custom Work

Columbia Residential will assess the condition of an apartment at such time as a renovation request is submitted by the resident. The assessment will take into consideration the useful life of fixtures as well as the date of last renovation. At the completion of this assessment, Columbia Residential determines whether, how and when the work can be accommodated. Approval for requested work is not guaranteed and work will not be completed without prior approval.

If the resident wishes to request Custom Work, they will need to ensure their seniority allows the option of requesting custom work and will need to submit a request per the process detailed below.

The University does not approve requests that would require changes to basic building systems; that would create future maintenance or operational problems that would be the University’s responsibility; or that would alter any publicly visible facade; or layout changes that would require reversal before the apartment could be rented to a future tenant.

Custom Work

If a tenured faculty member wishes to expand the scope of work beyond the Base Work, the Project Manager will consider changing the scope of work subject to the reasonableness of the changes and dependent on reimbursement by the faculty member for the additional costs (referred to herein after as the Custom Work). When Custom Work is approved, the faculty member must reimburse the University for the incremental costs of this work including any associated design, engineering and/or filing fees. Faculty members assume full responsibility for the proper repair and maintenance of all Custom Work.

The University does not approve requests that would require changes to basic building systems; that would create future maintenance or operational problems that would be the University’s responsibility; that would alter any publicly visible facade; or layout changes that would require reversal before the apartment could be rented to a future tenant.

The University does not approve requests that would reduce the scope of the Base Work (e.g. if the University deems it appropriate to re-wire any apartment then it will not approve a request that the apartment not be re-wired).

Levels of Tenancy that can Request Custom Work

If a resident is proposing Custom Work in their apartment, they will be required to follow a policy according to their tenancy level. If a level of resident is not listed here, either one of the contacts listed in this policy must be contacted for further instructions. All Custom Work, both fixed and removeable, including appliances, will remain the property of the University.

1. Tenured Faculty; those housed through the Housing Priorities Committe
   • All work performed by the University during occupancy will be limited to general repairs and maintenance to keep the unit habitable. However, the University is not responsible for repairing damage that is caused by the Resident.
   • Resident may initiate a request for construction or renovations in their apartment by completing this form and submitting it to their building’s Director of Residential Operations, who will review the request and determine whether, how and when it can be accommodated.
   • Residents may be responsible for part or all of the cost incurred to complete the requested work. When a decision is finalized, Columbia Residential will notify the resident whether a financial cost applies. The Resident must reimburse the University for the incremental costs of this work including any associated design, engineering and/or filing fees. Residents assume full responsibility for the proper repair and maintenance.
   • The requested work will be considered as a renovation project subject to approval as early as the next fiscal year due to financial long-term budget planning.
   • Cost of custom work will be subjected to a discretionary project management fee.
2. Non-tenured Faculty, Officers of Research, Officers of the Libraries, Officers of Administration*
   • All work performed by the University during occupancy will be limited to general repairs and maintenance to keep the unit habitable. However, the University is not responsible for repairing damage that is caused by the
     Resident.
   • Except in extenuating circumstances, Custom Work will not be approved.

Use of Consultants: Architects, Engineers, and Designers

Only tenured faculty residents and those who qualify for housing through the Housing Priorities Committee are allowed to request to use architects, engineers, or designers.

1. The University will not allow the request to use architects, engineers, or designers who have not been pre-approved by CUFO.
2. All costs associated with the work performed by the consultant that are considered part of the Custom Work are the responsibility of the faculty member.

Use of Contractors

The University, at its sole discretion, procures (through a competitive bid process) the contractors who will perform the Base Work and any Custom Work.

Contracts

This section applies to residents that have been approved for Custom Work.

Custom Work is defined as those renovations requested by the Resident and approved by Columbia in excess of the standards set by Columbia. Resident is responsible and shall pay Columbia for the total cost of the Custom Work, including any adjustments made due to change orders or material costs at time of purchase. The total cost provided in Exhibit A is given only as an estimate, and Resident agrees to pay the actual costs incurred at completion of the renovation.

1. Payment terms shall be predetermined and stated in the contract.
2. Prior to commencement of any renovation, change, or alterations:
   • Resident must have a zero balance ($0.00) on their current lease account and prior to relocation.
   • Resident must provide at least fifty percent (50%) of the estimated costs.
   • Progress payments may be required and will be based on the completion of major tasks, the purchase of appliance(s) or on a monthly payment schedule.
3. The balance will be billed to the Resident after the work is completed and final invoices from the contractor(s) are received and approved. The Resident shall pay the final balance within ten days of billing

In the event the Resident fails to make payments according to the timeframe outlined in the contract, Columbia may cease performance of the Custom Work until such time as the required payment has been made. Outstanding balances, especially at the completion of the project, may be added to the Resident’s rent bill if payment is not forthcoming.

If a Department of the University will be assuming partial responsibility for the custom renovations, they must sign this Custom Work contract to acknowledge that they are assuming partial responsibility. How much of the cost is the Tenant’s or Department’s responsibility must be decided between the two parties.

Any Change Orders will alter the payment plan set forth in the contract. All Change Orders will be totaled at the end and the remaining balance will need to be provided by either the Department and/or the Tenant.

Schedule of Work and Continuance of Rental Payments

This section applies to the scheduling and expectations the Resident must understand and be responsible during the duration of approved renovation work.

1. Columbia Residential will consider approved renovation requests according to project management capacity, budget restrictions and long-term capital planning. Apartment renovation work is planned and scheduled in advance by fiscal year.
2. Once a request is received, it will be considered for scheduling in the upcoming fiscal year, in some cases, if capacity and budget allow work may be scheduled within the same fiscal year.
3. Resident is responsible for rental payments throughout the duration of any renovation work, regardless of occupancy status.
4. If it is deemed necessary for the resident to be relocated temporarily to facilitate the renovation project, alternate housing will be at the responsibility and expense of the resident.

Vacant Apartment Renovation Policy