Facilities Management Services Guide The University of Iowa

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1 Facilities Management Services Guide The University of Iowa Welcome to the Facilities Management Services Guide for the University of Iowa. We have developed this reference for you, the user of University facilities. This guide references nearly everything you need to know about the role of Facilities Management on campus. We include a comprehensive alphabetical listing of facilities-related information. Whether you have a leaky faucet or a major capital project, our staff will evaluate your service requests and determine how best to meet your needs. We may offer the services of our in-house staff or connect you with the responsible campus office. Please take a few moments to familiarize yourself with our Services Guide and reacquaint yourself with Facilities Management. As the stewards of campus facilities, we want to ensure that you receive high-quality and cost-effective facilities services. We focus on preserving the value of the University s physical assets, while following our mission Providing a physical environment that promotes University excellence. The University of Iowa Facilities Management October

2 Emergency Services In case of fire and other life-threatening emergency, please dial 911. Maintenance Emergency: Facilities Management defines a maintenance emergency as any situation that will result in a threat to life, safety, health, facilities, or utilities if not responded to immediately. Facilities Management also defines a maintenance emergency as any situation that will result in the cancellation of classes, clinics, or events if not responded to immediately. For example, a broken water pipe flooding the building would qualify as a maintenance emergency. Should a maintenance emergency arise, call Work Control Center 24 hours a day, 7 days a week ( ) and indicate the urgent nature of the situation. (If you are in University of Iowa Hospital and Clinics, please call ) We respond as quickly as possible to stabilize the situation and prevent further damage. If departmental negligence causes the emergency, we will bill the cost to the department. We bill customers in non-general fund space for all Facilities Management emergency assistance. Help Us Serve You for Maintenance and Custodial Needs The Facilities Management Work Control Center ( ) will answer calls 24 hours a day, 7 days a week. Tell us the room number not just the room name of the area in need of service. Tell us your name, phone number, and the department for which you work. Estimate the urgency of the problem. Tell us how long you think the problem has been going on. Provide any details that will help us determine an appropriate response. Examples of helpful details: If you have an elevator problem, give the floor number on which the problem occurred. If you have a water leak, give as precise a location of the leak as possible. The University of Iowa Facilities Management October

3 Help Us Help You Trained and knowledgeable Facilities Management staff wants to help you. Working together, we can help keep our costs down to free up resources for other critical uses. Here's how you can help: Plan ahead. Coordinate your project plans well in advance with Facilities Management staff. That will help us plan more efficiently and get your job done on time and on budget. Conserve energy. Close windows and turn off lights and equipment when not in use. Consider energy efficient models when purchasing new equipment. For more information refer to Respect the UI facilities. The better we take care of the buildings today; the better off the University will be tomorrow. Give us your feedback. We want to hear from you so we know how we're doing. Please respond to any surveys we distribute, and please feel free to contact our Work Control Center by sending an to or phone ( ) with any input you may have to help us improve our services. To Contact Us 1. The Facilities Management Work Control Center ( ) will answer calls 24 hours a day, 7 days a week. 2. address: 3. Mailing Address: Facilities Management Work Control Center 260 University Services Building Iowa City, IA The University of Iowa Facilities Management October

4 Table of Contents 1.0 Facilities Management Works for You Our vision is to continually improve the quality of our services Our organization is fully committed to customer service Facilities Services Who Pays? Maintenance and Custodial Services Maintenance Service Custodial Service Classroom Services Remodeling and New Construction Alphabetical Listing of Services and Policies Other Services You May Have Thought We Provided 41 Appendices 43 A. Facilities Management Institutional Roads 1) Main and Oakdale Campuses The University of Iowa Facilities Management October

5 1.0 Facilities Management Works for You The University of Iowa Facilities Management October

6 Our mission Providing a physical environment that promotes University excellence reflects our role as campus managers. As stewards of the University s facilities, Facilities Management provides comprehensive maintenance, project delivery, and space planning services to approximately 240 academic and support units on the main and Oakdale campuses. We consider all campus visitors, students, faculty, and staff our customers. We manage the maintenance and repair of over 200 campus buildings. We provide and maintain utilities infrastructure to those buildings. We equip, manage, and schedule roughly 200 general assignment classrooms. We plan for the assignment and utilization of space. We design and manage new construction and renovation on campus. We provide interior design services. We provide comprehensive campus planning and landscape maintenance. We contract outside facilities services (if they conform to applicable Board of Regents and legislative policies). We provide expertise in contract administration, vendor selection, and vendor performance review. 1.1 Our vision is to continually improve the quality of our services. By working together for excellence, we look to build on the respect and trust of our people, improve communication, focus on customer needs, act responsibly, and use innovative approaches to improve our organization. 1.2 Our organization is fully committed to customer service. If you are not satisfied with the work performed by staff or contractors, please call our Work Control Center ( ). Facilities Management will thoroughly investigate the situation and work with you to resolve concerns. Our stewardship: Facilities Management develops, manages, and maintains the buildings, grounds, and physical infrastructure of the University. Administration Administration oversees fire safety, deferred maintenance, access for persons with disabilities, and the University Building Renewal process. Administration ensures that Facilities Management departments function well together. The Administration office serves as the Facilities Management liaison to Central Administration and the Board of Regents. The Director, assisted by the Director s Staff, coordinates all Facilities Management activities. Staff Development supports Facilities Management operations with workplace skills, development opportunities, and safety and technical training. Business & Financial Services Business & Financial Services supports Facilities Management. Accounting establishes departmental budgets, exercises accounting control, and provides financial information to Facilities Management staff. Human Resources assists in the recruitment, employment, and retention of staff; and maintains payroll records and personnel files. Information Technology provides technical support for departmental computing systems. The University of Iowa Facilities Management October

7 Campus & Facilities Planning Campus & Facilities Planning facilitates the effort led by Design & Construction Services and Campus Planning committees and participates in Architect Selection. Campus & Facilities Planning plans and coordinates capital projects, including the annual University five year Capital Plan Campus & Facilities Planning oversees the collection and management of University space database information. Campus & Facilities Planning leads in initial capital project planning and participates and supports capital project planning through schematic design. Campus Planning is responsible for the overall development of the main campus and Oakdale campus, guides development and implementation of the Campus Master Plan, directs major campus planning studies, and participates in landscape improvement projects throughout the campus. Design & Construction Services Design & Construction Services provides comprehensive project management for all capital projects. Design & Construction Services provides cost estimating, interior design, landscape design, facilities and systems evaluation, building code evaluation, and building planning and programming. Design & Construction Services is organized into three major project groups that serve specific University areas: Residence Halls and Medical; Athletics, Parking, Roads, and Iowa Memorial Union; and Liberal Arts, Oakdale, and Other. Design & Construction Services has five additional groups providing services based on functional need: Mechanical and Electrical, Interiors, Utilities, Landscape, and Building Envelope. Design & Construction Services operates as a self-supporting University enterprise, in that it generates operating revenue through service charges to departments. Operations & Maintenance Operations & Maintenance divides the campus into five areas, each with its own custodians, maintenance mechanics, and skilled trade s people. Operations & Maintenance maintains the physical appearance, mechanical systems, and cleanliness of all general fund buildings on the main and Oakdale campus. Operations & Maintenance has a carpenter shop, sheet metal shop, paint shop, insulation shop, key shop, access services shop, and a building controls services shop. Operations & Maintenance provides moving services, grounds maintenance, snow removal, refuse collection, and recycling for general fund areas. All services are provided for non-general fund areas on a billable basis. The Work Control Center handles all requisitions and work orders. Utilities & Energy Management Utilities & Energy Management acquires fuel and electrical energy. Utilities & Energy Management operates and maintains campus energy conversion plants. Utilities & Energy Management provides heating, cooling, and electrical service to the campus. Utilities & Energy Management infrastructure includes a central steam power plant, two central chilled water plants, a water plant, and associated distribution systems. Utilities & Energy Management includes plant operators, crafts people, engineers, and administrative support. The University of Iowa Facilities Management October

8 1.3 Facilities Services Who pays? Facilities Management pays for general fund space maintenance. General fund space: University of Iowa property that the state funds Facilities Management to maintain. This includes areas occupied by academic departments and designated academic and administrative support units. The state supports general fund space based on the functional or programmatic use of the property. Within the same University building, there may be some areas where the cost of operations and maintenance is paid by Facilities Management; in other areas, operations and maintenance is paid for by the non-general fund unit occupying the space. Facilities Management does not pay for non-general fund space maintenance. Non-general fund space: University property that the state does not fund Facilities Management to maintain. This generally includes facilities used by departments, programs and units that sell a product or service on the open market. It also includes self- supporting units such as Parking, Athletics, Iowa Memorial Union, Residence Services, and University of Iowa Hospitals and Clinics. The department, program, or unit that uses the non-general fund space pays to maintain it but Facilities Management can provide services to groups in non-general fund space at the expense of the occupant. Facilities Management maintains sidewalks, grounds, planting areas, and building entrances adjacent to general fund supported buildings. A. Who pays for equipment? Facilities Management does not pay for maintenance of departmental equipment. Departmental Equipment: We define University property that a department or unit has purchased specific to the needs of that department to be departmental equipment. Refrigerators, centrifuges, freezers, incubators, warm and cold rooms, special environmental systems with non-standard controls and tolerance of less than three degrees or five percent humidity, special filtering systems, package units and power conditioners used for temperature control of specialized departmental equipment are all considered departmental equipment and will require a requisition for repair. Facilities Management repairs and replaces equipment necessary for building systems operation in general fund space. B. Who determines when to repair or replace equipment necessary for building systems operation? Facilities Management determines the need for repair of public spaces such as lobbies and corridors, and also the repair and replacement of the building envelope (roofs, windows, and doors). C. Who decides who pays in complex situations? As with any complex funding arrangement covering a wide variety of circumstances, exceptions arise. When programmatic exceptions are identified, or disagreements result over who pays for services, Facilities Management and the parties involved work to resolve the issues. The University of Iowa Facilities Management October

9 D. What responsibilities do occupants and users of campus buildings have? Individuals or departments whose actions result in the need for repair or restoration must pay for such work. As occupants and users of the campus buildings each of us has a personal responsibility to ensure that our building use does not result in excessive wear or disrepair. Examples of behaviors that can lead to excessive wear or disrepair include bringing pets or bicycles into buildings, and damage to walls caused by hardware used to hang pictures. If departments or individuals make aesthetic or architectural changes without Facilities Management oversight, those departments and/or individuals may be required to pay to restore the space to its original condition. E. Billable Services: Facilities Management must bill customers for certain services. Facilities Management receives an annual budget to maintain existing facilities. Services that extend beyond this scope will require payment from customers. F. How do I request a billable service? Each department must send a requisition along with their request for a billable service through appropriate administrative channels. Some examples of billable services are replacing window air conditioners, maintaining special departmental air systems, moving, special events set-up, furniture repair, re-keying, metal fabrication, refrigeration equipment service, remodeling or renovation, and special cleaning. G. Billing for services and projects: How often do I receive a bill for billable services? Facilities Management bills customers monthly for services considered "billable. Facilities Management bills customers monthly for projects done on a time and materials basis as well. Units that request additional services also receive monthly bills. H. Billing for Capital Projects: How does Facilities Management bill for capital projects? Generally Facilities Management uses a separate cost-accounting system for capital projects. Facilities Management manages customers funds from the beginning of a project allocating them to make necessary payments as the project progresses. Capital Projects: Projects with a budget of $25,000 or more. The University of Iowa Facilities Management October

10 2.0 Maintenance and Custodial Services The University of Iowa Facilities Management October

11 We provide customers in general fund spaces with maintenance and custodial service from Operations & Maintenance, as staffing and funds allow. Call Work Control Center ( ) for all service requests and follow-up inquiries. Customers may need a requisition sent through appropriate administrative channels. Customers in non-general fund space may receive Operations & Maintenance services on a billable basis. Our staff evaluates each project request, whether billable or non-billable. In-house staff or contracted outside vendors may perform the requested work as appropriate. 2.1 Maintenance Service A. Does Facilities Management maintain fixed equipment in general fund space? Yes, to reduce frequency of equipment breakdown, Facilities Management conducts ongoing preventive maintenance on fixed equipment located in general fund space. These preventive measures include inspection, lubrication, cleaning, and filter and belt changes. We perform the work according to the manufacturer's recommended maintenance procedures and typically the work does not require a customer request. Facilities Management's preventive maintenance responsibilities include those mandated by government regulation, insurance requirements, and building codes. Many of these, such as fire alarm testing, ensure the safety of building occupants. Additional preventive maintenance follows industry standards, equipment manufacturers' recommendations, and equipment warranty requirements. B. Does Facilities Management do preventive maintenance for non-general fund space? Yes, Facilities Management provides preventive maintenance services in non-general fund space on a billable basis at the customer s expense. C. Does Facilities Management do preventive maintenance for departmental equipment? Yes, should a customer wish to have Facilities Management maintain departmental equipment we will bill such services. Call The University of Iowa Facilities Management October

12 D. Routine repairs: How do I request routine building maintenance services? Call the Work Control Center ( ) and alert us to the problem. Routine repairs: We define everyday work that originates within Facilities Managementsupported facilities and that addresses normal wear and tear on building structure and equipment as routine repairs. For example, repair of dripping faucets, replacement of broken windows, or door and lock repair qualifies as routine. Facilities Management processes and completes each customer's routine-repair request as rapidly as possible. When you call our Work Control Center ( ) we log your request into our Maintenance, Planning, and Scheduling system. Facilities Management handles all customer requests on a first-come, first-served basis, except in the case of an emergency. Facilities Management staff scans the system several times each day to schedule jobs according to priority and staffing availability. If the repair might be disruptive, Facilities Management staff will call the customer and coordinate schedules to minimize any inconvenience. We handle the requests of customers in general fund space and those in non-general fund space according to the same guidelines. For further clarification, see Section 1.3 Facilities Management Who Pays? E. Campus maintenance: Do I need to request campus maintenance services? General fund buildings do not need to request these services. The Campus Shops provide maintenance services to most of the campus. Campus Maintenance: Campus maintenance includes grounds keeping; snow removal and ice control for sidewalks and institutional roads; refuse collection; recyclable collection; and equipment support for small projects requiring crane work, sidewalk replacement, or excavation. A moving crew is available to assist departments on a billable basis. The bio-hazardous waste pick-up service collects waste from research and health facilities, including University of Iowa Hospitals and Clinics. Call the Health Protection Office ( ) for information on packaging hazardous waste. The University of Iowa Facilities Management October

13 F. Emergency services: How do I get emergency services? In case of fire and other life-threatening emergency, please dial 911. Maintenance Emergency: Facilities Management defines a maintenance emergency as any situation that will result in a threat to life, safety, health, facilities, or utilities if not responded to immediately. Facilities Management also defines a maintenance emergency as any situation that will result in the cancellation of classes, clinics, or events if not responded to immediately. For example, a broken water pipe flooding the building would qualify as a maintenance emergency. Should a maintenance emergency arise, call Work Control Center ( ) and indicate the urgent nature of the situation. We answer the Work Control Center phone ( ) 24 hours a day, 7 days a week. We respond as quickly as possible to stabilize the situation and prevent further damage. If departmental negligence causes the emergency, we will bill the cost to the department. We bill customers in non-general fund space for all Facilities Management emergency assistance. 2.2 Custodial Service Facilities Management routinely provides custodial service to general fund spaces. Customers in non- general fund spaces may receive these services on a billable basis. A. Routine Cleaning: What is it? Routine cleaning: We define work done from a custodial cart as routine cleaning. The custodian works on a route through his or her area cleaning rooms as scheduled for service. The custodian routinely performs the following tasks: Dusting and cleaning of horizontal and vertical surfaces Dusting and cleaning of furniture and cleared surfaces. Custodians do not move items or clean office equipment and personal items. Emptying trash Cleaning floors Cleaning doors and vents B. Project Work: How do I get cleaning that requires special equipment? Facilities Management performs project work on a regular schedule, and at no charge, in general fund spaces. Project work: Facilities Management defines cleaning that requires special equipment as project work. Examples include buffing floors, washing windows, washing walls, replacing lamps, cleaning carpets, refinishing floors, etc. You will receive advance notice from your custodian whenever Facilities Management plans a major project for your space. C. Special Cleaning: How do I get extra cleaning? Requests for cleaning beyond routine work or scheduled project work require a requisition sent through the appropriate administrative channels. The University of Iowa Facilities Management October

14 D. Cleaning Schedules: What spaces are cleaned by Facilities Management? Facilities Management provides daily service to all public spaces such as entrances, lobbies, halls, rest rooms, elevators, loading docks, and stairways. In addition, spaces such as conference rooms, classrooms and other scheduled teaching areas, break rooms, and locker rooms, also receive daily service. Facilities Management services private spaces such as offices, research and medical laboratories, etc. We determine cleaning frequency by the amount of traffic in the space and/or the amount of trash generated. For instance, departmental offices and workrooms may be cleaned several times weekly, while we clean private offices less frequently. We service departmental libraries daily, but some portions, such as stack areas, we clean less frequently. Your custodian can supply a service schedule for your space upon request ( ). E. Building Entrances: Who cleans them? Custodians provide daily cleaning to the area immediately outside each entrance, including sweeping, cigarette urn cleaning, and snow removal. Custodians provide and maintain matting inside building entrances during winter months. F. Lock up responsibilities: Who does the locking up? Each occupant must secure his or her assigned space. Keep your office and lab keys with you. Custodians may not admit anyone to locked spaces, even if they know the person. On the days that custodians clean the space, the custodian will lock unlocked vacant spaces after cleaning. Depending on the shift, the custodians will either unlock or lock the building entrances daily. Public Safety unlocks some campus buildings. To check building hours, call Space Planning & Utilization ( ). Call Public Safety ( ) if you need assistance with admittance. G. Infectious/Bio-Hazardous Waste: Who handles it? When presented as a sealed, properly labeled container, set into the hallway, custodians will remove infectious/bio-hazardous waste to a staging area for pickup and disposal. For specifics, consult the Health Protection Office instructions for proper laboratory procedures concerning infectious or other hazardous waste. For more information, call the Health Protection Office ( ). The University of Iowa Facilities Management October

15 3.0 Classroom Services The University of Iowa Facilities Management October

16 For detailed classroom information, see the Space Planning & Utilization web site, A. Scheduling General Assignment Classrooms: How can I reserve one? To reserve a classroom, call or We give initial assignment priority for general assignment classrooms to academic semester courses. We assign classrooms well in advance of each semester. B. Can I schedule rooms for uses other than academic semester course instruction? Yes, but we may assess a charge. After we have assigned classrooms for academic semester courses, customers may schedule these rooms for other purposes. We assess a charge for weekend use of general assignment classrooms seating over 100, or for multiple use of small classrooms. We assess charges for any use of general assignment classrooms outside of regular building hours. This fee pays the cost of custodial services for overtime cleaning of the spaces, including associated rest rooms, hallways, and building lock-up. C. Portable Technology for use in General Assignment Classrooms: How can I reserve it? Call or Facilities to reserve portable carts with technology (computer, video-data projector, slide projectors, TV monitor with VCR) in buildings that house general assignment classrooms. The user must pick up a key from Space Planning (250 University Services Building) to access the equipment closet in the building where the equipment is stored. Reserve equipment 24 hours in advance. Report all problems to the Work Control Center ( ). We will charge damage due to negligence to the department or individual responsible. NOTE: Never lock general assignment classrooms. They should be available to students whenever the building remains open. D. What other classroom services do you offer? Space Planning & Utilization can provide multimedia services and maintain departmental multimedia equipment, with a charge for time and materials. Call Facilities Management cleans chalkboards, marker boards, chalk trays and erasers daily. Unless you provide clear instructions on the section to be saved, we erase all writing on the boards while cleaning. We supply most classrooms with three erasers and four to six sticks of chalk. Instructors must supply dry-erase markers for marker boards. Do not use permanent markers on these boards. Departments pay for replacement of equipment and furnishings in departmental classrooms and auditoria. The University of Iowa Facilities Management October

17 4.0 Remodeling And New Construction The University of Iowa Facilities Management October

18 Facilities Management provides comprehensive project management and delivery services for all renovation and new construction projects on the campus. Project: Facilities Management defines a project as any body of work that has the effect of repairing, modifying, or improving the physical environment in some way. The University has processes for all types of projects, from moving a door to constructing a building. All projects share a number of common steps: 1. Identification of a problem or need. 2. Formulation of project scope. 3. Preliminary design and preparation of cost estimate. 4. Identification of funding source. 5. Final approval of budget and project, the decision to proceed with construction. 6. Final design and bidding. 7. Construction. 8. Project close out. This process becomes progressively more complex as the size and cost increase and additional approvals become necessary. Facilities Management must protect the long-term interests and architectural integrity of the University. Facilities Management must obtain all appropriate approvals and authorizations from the Board of Regents and the State of Iowa. Facilities Management must ensure that construction follows all applicable laws, building codes, and other state and federal rules and regulations. Call Work Control Center ( ) if you have questions regarding these processes. A. What must I do to remodel or begin new construction? Since the University categorizes all University projects according to the type of work being done, cost, and source of funds; it is important to identify the type of project and follow the appropriate procedure. Small projects: Small projects cost less than $25,000. Examples range from very minor projects such as hanging a bulletin board to more complex projects like moving a wall. Submit a requisition to Work Control Center identifying a problem or need. Facilities Management personnel verify the project scope. If the customer requests, Facilities Management provides a preliminary design and prepares a cost estimate. The initiating department gives final approval to proceed. Facilities Management arranges construction. Facilities Management closes out the project. Minor Remodeling: Minor remodeling costs from $25,000 to $250,000. Examples: Remove walls, recarpet office area, minor laboratory remodeling. NOTE: See detailed rules governing the Building Renewal process in Chapter 33 of the University Operations Manual. (www.uiowa.edu/~our/opmanual/v/33.htm) The University of Iowa Facilities Management October

19 Any University department or Facilities Management can initiate a request by submitting a Building Renewal form at the Work Control Center (260 University Services Bldg, ). Describe the project scope in consultation with Facilities Management. Facilities Management personnel provide preliminary designs and prepare a cost estimate. The department can fund the project or request that the Facilities Repairs and Equipment Committee (FREC) allocate Building Renewal funds. Facilities Management provides the final design in consultation with requestor. Facilities Management administers a contract identified via public bid. Major Projects: Major projects cost over $250,000. Examples: Construct new building, building addition, comprehensive remodeling and renovation. NOTE: See detailed rules governing the process in Chapter 34 of the University Operations Manual. (www.uiowa.edu/~our/opmanual/v/34.htm) University departments submit a proposal through their administrative channels to central administration. Departmental personnel consult with central administration and Facilities Management Administration to determine project scope. Facilities Management provides preliminary design and prepares cost estimate, usually with outside architectural assistance. Depending on the project, Facilities Management, the customer, or central administration identifies a funding source. Central Administration authorizes Facilities Management to request permission from the Board of Regents to proceed. Facilities Management provides the final design, usually with outside architectural assistance. Facilities Management administers a contract identified via public bid. The University of Iowa Facilities Management October

20 5.0 Alphabetical Listing of Services and Policies The University of Iowa Facilities Management October

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