Mississippi Administrative Code
Title 12 - Finance and Administration
Part 3 - Bureau of Building, Grounds and Real Property Management
Chapter 2 - Rules for the Bureau of Building, Grounds and Real Property Management
Rule 12-3-2.1 - Policies and Procedures
Section 12-3-2.1-200 - PROJECT REQUESTS
Section 12-3-2.1-200.4 - CLASSIFICATION OF NEEDS

1. Repair: To restore by replacing a part or putting together that which is broken and restoring to a sound state is the process of repairing and returning a facility component to a condition effectively as it was originally designed.

2. Renovation: To restore a facility to its former state and not alter its original design standards or function is one component of renovation. Another aspect includes extensive changes which completely alter the use and function of the facility. Renovations include all improvements necessary to bring a facility into compliance with current codes. Major renovations may be line-item appropriations; smaller renovation projects may be funded from discretionary appropriations, if available.

1. Preplanning: In order to establish creditable construction estimates, some major capital improvements or repair and renovations may require Program preparation, Schematic Document planning and Site Selection. After Preplanning has been completed, the Legislature may consider funding for construction based on the reported estimate. [ Mississippi Code 1972, Annotated, Section 31-11-27]

1. Capital Improvement: New construction, furniture, equipment and major additions to facilities are generally classified as Capital Improvements; and, in all cases the improvement should result in additional use of the facility and provide long-term benefit beyond its present capacity. Most Capital Improvements are line item appropriations and only on rare occasions are discretionary funds used for as Capital Improvement. Ideally, all Capital Improvement Projects in excess of $1,000,000 should be Preplanned one (1) year and funded the next.

2. Furniture & Equipment: Fixed Furniture & Equipment will be specified and installed according to Contract Documents and include, but are not limited to: refrigeration/freezer units, kitchen equipment, science/testing laboratories, telecommunication installation. Loose Furniture & Equipment will be specified and bid under separate contracts and include, but are not limited to: telephones, computer equipment (hardware only), automation programs (i.e., library automation), miscellaneous desks, chairs, etc.. To furnish and equip a facility will be mandated by legislation.

3. Land Acquisition: Purchase of real estate (i.e., land, facility, real property) will be mandated by legislation and all requirements set forth in the law will be met, including required advertisements, appraisals, etc.. The Bureau's Division of Real Property Management will be primarily responsible for the administration of real property acquisition.

4. Grants: Occasionally, the Bureau receives grant funds appropriated by the legislature. These funds are to be used by specific Using Agencies for specific purposes (upgrading libraries, historic buildings, constructing children's homes). The Bureau is responsible for directing these funds to the appropriate Using Agency on a reimbursement basis and using the Bureau's current Request for Grant Funds form. [See Section 400 entitled Codes & Policies for details.] However, the Bureau does not serve as the Owner and is not directly responsible for oversight of any Project resulting from these funds. The recipient Using Agency is accountable for expenditure and compliance all state purchasing and construction laws.

5. Lease-Purchase: In 1993, the Legislature authorized DFA's Bureau of Building, Grounds and Real Property Management to lease, sublease, or lease purchase real property and to defray the cost of acquisition with rent proceeds. Any lease-purchase acquisition must be approved by the legislature, PPRB and the State Bond Commission. All requirements set forth in the law will be met, including advertisements, appraisals, etc.. The Bureau's Division of Real Property Management will be primarily responsible for administering lease-purchases. [ Mississippi Code 1972, Annotated, Section 27-104-107]