Vacant 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 bring vacant apartments into a state of good repair before occupancy by a new resident. Base Work can vary considerably due to the condition of each apartment at resident vacancy. 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 through the Apartment Renovations Work Flow.

Base Work/Custom Work

Columbia Residential assesses the condition of an apartment when it is vacated. The assessment includes the electrical wiring, heating system, plumbing, kitchens, bathrooms, flooring, walls, ceilings, windows, and doors and considers the apartment’s layout for use by modern families. At the completion of this assessment, Columbia Residential establishes the Base Work to be completed and will initiate the process to perform the Base Work.

If an apartment assignment has been made prior to completion of the Base Work, Columbia Residential will discuss what the Base Work will be with the new resident. Custom Work will only be approved for tenured faculty and those housed through the Housing Priorities Committee.
Eligible Residents will need to submit a request per the process detailed below. The University will allow Custom Work requested by the Resident after it has been approved through the Apartment Renovations workflow.

The University does not approve requests that would require changes to basic building systems; combinations of apartments; 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.

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 Committee
   • University will allow Custom Work requested by the Resident after it has been approved through the Apartment Renovations workflow.
     • If assignment is conducted prior to design completion, resident may request changes to schematic design layout and material specifications.
     • If assignment is conducted after design completion, no changes to schematic design or material substitution may be requested, except in extenuating circumstances. If approved, 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.
   • The Resident will be responsible to fund the cost of all approved Custom Work. The cost will be dependent upon the magnitude of requested work and the timing of the submitted request as compared to the schedule of the Base Scope work.
   • When Custom Work is approved, 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 of all Custom Work.
   • Any work performed by the University after 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.
   • 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*
   • Except in extenuating circumstances, Custom Work will not be approved.
   • Any work performed by the University after 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 tenant.

Use of Consultants: Architects, Engineers, and Designers

Only Senior 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.

Payment terms shall be predetermined and stated in the contract. Prior to commencement of any construction, change, or alterations, the Resident must have a zero balance ($0.00) on their current lease account and prior to relocation, and the 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.

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 Commencement of Rental Payments

This section applies to Residents that have been approved for Custom Work or for a minimal upgrade request. There are four dates that are relevant to the commencement of rental payments:

1. Completion Date: the date when the Base Work is completed
2. Acceptance Date: the date when the Resident agrees, in writing, to accept the apartment
3. Billing Start Date: the date when the Resident is responsible to begin paying rent
4. Move-In Date: the date when the Resident or associated occupants move into the apartment

If the Base Work has been completed or will be completed within 60 days from the Acceptance Date, the Billing Start Date will be the earlier of the Move-In Date or 60 days after the Acceptance Date.

If the Base Work will not be completed within 60 days after the Acceptance Date, the Billing Start Date will be the same as the Completion Date. Transfer residents will be required to pay rent for their current apartment, and rent for the transfer apartment if occupancy beyond 60 days after the Acceptance Date has been delayed due to Custom Work.

The following should be noted:

1. Performance of Custom Work will have no effect on the Billing Start Date. The resident will be obligated to pay rent at the Billing Start Date regardless of whether the occupancy of the apartment has been delayed due to Custom Work.
2. Rent will be increased on July 1 of each year and any tenant moving in after that date will be charged the new rental rate.
3. The School or Unit is responsible for any rent charges due prior to the tenant’s official employment date with the University.

Occupied Apartment Renovation Policy