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1、Out-of-Cycle Maintenance ReserveRequestsVirginia Department ofPlanning and BudgetOctober 2009OverviewAll agencies with a physical plant are to submit maintenance reserve requests to identify any new requirements needed to maintain or extend the useful life of their facilities. Most maintenance reser
2、ve requests are normally submitted as part of the biennial capital budget development process. However, occasionally additional maintenance reserve needs are identified as emergencies that cannot wait until development of the next biennial capital budget. Once these maintenance reserve requests are
3、requested and approved by DPB, agencies can incorporate them into the current maintenance reserve plan to be completed with existing maintenance reserve funding. This document provides guidance for submitting these out-of-cycle requests for new maintenance reserve subprojects. DPB will review each m
4、aintenance reserve subproject request and validate those that meet the maintenance reserve criteria. DefinitionsMaintenance reserve subprojects are not intended to enhance, upgrade, or otherwise improve plant, property, or equipment unless such work is incidental to the main purpose of the subprojec
5、t (less than 25 percent of the overall cost). They should include facilities funded from nongeneral funds, as well as those supported with general fund dollars. However, Level III institutions of higher education are not required to request subprojects funded entirely from nongeneral funds.A mainten
6、ance reserve subproject is a major repair or replacement to plant, property, or equipment that is intended to extend its useful life. Each subproject usually costs between $25,000 and $1 million. However, a subproject costing under $25,000 or over $1 million that meets the criteria may also qualify
7、as a maintenance reserve subproject with the permission of DPB. Consult your DPB analyst if you have any questions.Section 2-0.E.2. of Chapter 781 permits institutions of higher education to expend up to $1.0 million for a single repair or project through the maintenance reserve appropriation withou
8、t a separate appropriation, subject to the rules and regulations of the Governor. However, the DPB Director can provide exemptions to this threshold for any agency or institution of higher education as long as the subproject in question meets the DPB definition of a maintenance reserve subproject.A
9、subproject that meets one or more of the following criteria may be included in a maintenance reserve plan: Repair or replacement of functionally obsolete, damaged, or inoperable built-in equipment such as elevators, furnaces, plumbing fixtures, air conditioning, and ventilation; Repair or replacemen
10、t of components of a plant, such as exterior wood, masonry, ceilings, floors, floor coverings, doors, windows, roofs, sidewalks, parking lots, fencing, and exterior lighting; Repair or replacement of existing utility systems, such as steam lines, natural gas, air, electrical, water, and sewer; Corre
11、ction of problems resulting from erosion and drainage; and/or, Work related to handicapped access, energy conservation, building and safety codes compliance, lead paint abatement, or asbestos correction.A subproject that meets one or more of the following criteria is normally not considered maintena
12、nce reserve: Maintenance contracts to clean, maintain, repair, or protect existing plant, property, or equipment; Routine periodic maintenance, such as servicing, adjusting, minor repairs, painting, scraping, cleaning, and spraying of plant or property; Repair or replacement of office, motorized, me
13、dical, laboratory, electronic, photographic, educational, cultural, computerized, and other specific-use, moveable equipment that is not permanently installed as a part of the plant or property; and/or, Leak testing and monitoring of underground storage tanks and the removal of underground storage t
14、anks not associated with tank replacement.Detailed InstructionsGetting StartedGo to http:/dpb.virginia.gov/CapSix to access the CapSix login screen. You may use the “Request Form” link to request a login ID and password. If you already have a VA Performs account or a six-year CapSix account, you wil
15、l not need a new account; however, your VA Performs account will not have access to CapSix until you email dpbwebmasterdpb.virginia.gov to request the change. This is a continuation of DPBs effort to create a single sign-on solution for all DPB web applications.Submitting to DPBBefore submitting you
16、r request to DPB, please spell check your entries. When you are satisfied with all of your agencys maintenance reserve subproject requests, click “Submit to DPB” on the left menu. CapSix will generate an email to notify your DPB analyst that you have submitted an MR-1. General Info TabMake sure you are in the MR-1 Emergency Table and not
