APPENDIX A SHOP RATES

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2 APPENDIX A SHOP RATES Service Hourly Rate Overtime Rate Operations and Maintenance $ $ Events and Setups $ $ Vehicle Maintenance $ $ Housekeeping (other than BAS provided services) $ $ Grounds (other than GCA provided services) $ $ Shop Rates includes base labor, fringe benefits and a nominal charge for incidental supplies and repair, replacement and recalibration of shop tools. Current Shop Rates are published online at shoprates.htm Facilities does not charge a markup for any purchased materials, supplies, equipment and/or services used for work orders. Labor hours are charged for the actual recorded hours worked on the job rounded to the closest 0.25 hour. An overtime premium (1.5 times the appropriate rate) will be billed if the personnel performing the work are working on an overtime basis. Facilities recognizes the need for all our customers to function within their budgetary constraints, therefore, Facilities will endeavor to perform all Preventive Maintenance and Corrective Maintenance Work during normal business hours to the extent possible. Facilities will perform specific Preventive Maintenance Work on an overtime basis at the customer s request to facilitate the Customer s normal daily operations. Facilities will perform emergency Corrective Maintenance Work on an Overtime Basis if Facilities determines this is necessary to satisfy code or safety requirements or otherwise ensure preservation of the facility. In the event that any scheduled work will extend more than one hour beyond normal hours due to unforeseen complications, Facilities will coordinate with the Customer for approval to either proceed to completion on an overtime basis or to reschedule the work for a later date if it is physically feasible to do so in the specific situation. Facilities bills for its services monthly, based on actual costs. Time sheets and billing details will be made available if requested by RRC on a case by case basis. I:\PPLANT\COMMON\Business Operations\SLA\FY2016\FY16 Drafts\BAS-RR\FY16 SLA BAS RRC docx Page 2 of 7

3 APPENDIX B FACILITIES OPERATIONS AND MAINTENANCE SERVICE GUIDE UTSA Handbook of Operating Procedures (HOP) Section 8.03: The Office of Facilities has the responsibility for all maintenance, repair, upkeep, remodeling, alterations, and additions to all University physical facilities regardless of scope. This includes the general structures; all mechanical, electrical, and plumbing systems; all infrastructure including fire and life safety systems, roads, grounds, landscape and hardscape; and equipment and modular furniture systems that impact building systems. Exceptions to this are: (a) fire sprinkler systems maintained by Environmental Health Safety and Risk Management (EHSRM); (b) electronic security systems maintained by the University Police; (c) food service equipment maintained by Business Auxiliary Services or the University Center; (d) all normal housing maintenance (except where they may need or choose to engage University Facilities for supplemental maintenance services) will be overseen and managed by appropriately qualified staff employed by Housing and Residence Life; (e) minor maintenance (e.g. replacing damaged ceiling tiles, tightening loose chair rails, and interior patch and paint work) specifically approved by Facilities and overseen by appropriately trained staff employed by Campus Recreation Services and or the University Center; and (f) housekeeping performed by Student Affairs. SERVICES PROVIDED: Facilities oversees and manages food service equipment maintenance activities per agreement with Business Auxiliary Services. Services include additional preventive, corrective, deferred or grounds maintenance work. Elective maintenance other than preventive maintenance and inspections listed in Appendix C normally require prior approval by authorized BAS staff. In situations in which critical maintenance is deemed necessary by Facilities management, BAS will be notified in advance when possible but BAS will be responsible for any expenses associated with this type of maintenance activity. Facilities provides and automatically bills without mark-up for contracted maintenance services for fire safety, oilfilled transformers, and natural gas line testing. FACILITY AND EQUIPMENT PREVENTIVE MAINTENANCE (PM) Preventive Maintenance (PM) is defined as a series of periodic inspections, cleanings, adjustments, repairs, replacements, and analyses of buildings, building systems and other equipment, in an effort to extend asset life and minimize equipment failures. Preventive Maintenance includes some activities by all maintenance trades in all facilities and is based on industry best practices and sound engineering judgment. FACILITY IMPROVEMENT REQUESTS All requests for interior or exterior renovation, or remodeling, or for the installation of anything which does not exist at the time of the request, or wherein the Customer requests a cost estimate prior to proceeding with the work, is considered a form of planned maintenance. These types of requests may require forwarding to the Engineering and Project Management Department for analysis, planning, design, contracting and project management rather than direct performance by Facilities Operations and Maintenance personnel. Each request shall be evaluated individually and handled appropriately, including necessary reviews and approvals prior to execution. Billing requires customer pre-approval. CORRECTIVE MAINTENANCE The repair and/or replacement of existing building systems and their components as failures occur, or as identified via a Preventive Maintenance Action, or Grounds Maintenance activities under special request from the customer. All trades perform Corrective Maintenance activities. End-users are required to identify their needs for Facilities consideration before procuring outside contract support. I:\PPLANT\COMMON\Business Operations\SLA\FY2016\FY16 Drafts\BAS-RR\FY16 SLA BAS RRC docx Page 3 of 7

4 OPERATIONS RESPONSE The initial response to any customer call, any day, any time (365/24/7) including, but not limited to: immediate on-site response to address an emergency-level operational difficulty, the emergency call-out of Facilities Housekeeping or Maintenance personnel, or the emergency call-out of contractor personnel as appropriate. Operations Staff shall elevate an operational difficulty to the Director of Facilities Operations and Maintenance when deemed necessary due to an event which has a negative impact or the potential for a negative impact on the University outside of the Office of Facilities. GROUNDS MAINTENANCE AND PEST CONTROL Facilities provides grounds maintenance and pest control to RRC through a services contract with GCA, Inc. Contract rates are valid through the end of FY16 though they may be extended to future years. Any variation from the contracted services must be negotiated through the Office of Facilities. GCA invoices are passed through Facilities to RRC with no mark-up or change. RRC is only billed for areas abutting or adjacent to the building. A complete list of services provided by GCA is available from the Facilities Operations and Maintenance Contract Administration staff. WORK REQUEST PRIORITY DEFINITIONS It is the objective of the Facilities Operations and Maintenance Department to respond to all requests in as timely a manner as possible. The following guidelines are intended to allocate Facilities resources appropriately to varying levels of urgency. Priorities are established by Facilities Work Control in advance of planned activities or upon receipt of a Work Request for unplanned activities. Often times, consultation with the Requester or with O&M Leadership is needed to make this determination. Facilities Response & Completion Time Guidelines Effective September 1, 2010 All in Calendar Days from Date of Request Priority Type Target Time to Description Number Name Respond Complete Criteria 1 Emergency 1 Hour 24 Hours Research, main utility, building is out of service. University mission or a portion of it is stopped. An immediate life safety danger exists. 2 Urgent 3 Days 7 Days 3 Necessary 7 Days 21 Days 4 Routine 10 Days 45 Days Occupant safety is threatened. Portion of a facility is out of service. University mission is impaired. Non-threatening to University mission or safety. Significant building or system discrepancy. Minor building or system discrepancy with minimal impact to University mission - an inconvenience. 5 Project 10 Days Project Scope Dependent Work Requests; E&PM and O&M projects to provide something that is not there; or enhance, improve or modify something that exists. I:\PPLANT\COMMON\Business Operations\SLA\FY2016\FY16 Drafts\BAS-RR\FY16 SLA BAS RRC docx Page 4 of 7

5 APPENDIX C FY16 COST ESTIMATES The following are Facilities estimates for expenses to be charged to BAS. Amounts are for the annual total of monthly services. The monthly amounts will vary depending on the services provided in a given period. Please note that these are estimates only. Billing is based on actual service cost without markup or modification by Facilities. Facilities: Roadrunner Café Estimated Annual Contract Services SERVICE FY16 Estimate Fire Alarm Inspections $1, Kitchen Fire Suppression Inspection and Testing $1, Natural Gas Testing $3, Oil-filled Transformer Testing $ Closed Loop Water Treatment $ Chiller Maintenance $17, TOTAL ESTIMATED CONTRACT SERVICES $24, Annual Summary Preventive Maintenance Roadrunner Café Task Description Forecast Hours Eqpt Count Cost GRILLE, MONGOLIAN $ OVEN, CONVECTION 2 4 $ O179 - DAILY MECHANICAL ROOM INSPECTION (APPA 2) $5, P049-1 WEEK PM WATER SOFTENER (APPA 2) $2, E185-1 MONTH OIL FILLED TRANSFORMER INSPECTION (APPA 1) $ M147-1 MONTH PM GAS FIRED BOILER (APPA 1) $1, M195 - AIR COOLED ICE MACHINE FILTER MEDIA CHANGE $ O137-1 MONTH PM BATT OPERD EXIT SIGNS & EGRESS LIGHTS (APPA 1) $ O193-1 MONTH CLOSED LOOP SAMPLE COLLECTION $ M191-3 MONTH PM FOOD SERVICE WALK-IN REFRIGERATOR/FREEZER 18 3 $ O136-3 MONTH PM LIGHT POLES AND EXTERIOR LIGHTS (APPA 1) $ C144-6 MONTH PM FENCES AND GATES $ M005-6 MONTH AHU FILTER CHANGE & INSPECTION 10 4 $ M024-6 MONTH PM EXHAUST,MK-UP & FUME HD FNS (APPA 2) $ M092-6 MONTH PM ON CENTRIFIGAL PUMPS (APPA 2) $ M133-6 MONTH PM DX CONDENSING UNIT $ M195-6 MONTH Clean, Sanitize & Water Filter Change Ice Machine $1, O146-6 MONTH PM NOV & MAY Outdoor Light Timers (APPA1) 1 1 $ P103-6 MONTH PM DRINKING WATER FOUNTAINS $ P139-6 MONTH PM EXTERIOR FAUCET OR HOSE BIBB $ C MONTH PM EXTERIOR DOORS (APPA1) $ C027 - ANNUAL EXTERIOR BLDG WALLS, SOFFITS, AND FACIA 20 1 $ C MONTH MAJOR ROOF PM $ C MONTH PM ROOMS $ I:\PPLANT\COMMON\Business Operations\SLA\FY2016\FY16 Drafts\BAS-RR\FY16 SLA BAS RRC docx Page 5 of 7

6 6C140 - ANNUAL PM Interior or Exterior Furniture & Bus Benches/Enclosures $ E MONTH PM GFCI RECEPTACLES (APPA 1) 1 1 $ E MONTH PM of Electric Motors (APPA1) $1, E MONTH PM LIGHTNING PROTECTION SYSTEM (APPA 1) $ E MONTH PM VFD DRIVE $ E MONTH PM BATT OPERD EXIT AND EMER LIGHTS (APPA1) $ F MONTH FIRE ALARM INSPECTION & TEST (APPA 1) 9 1 $ F MONTH PM FOR FIRE SPRINKLER SYSTEMS $ M MONTH MAJOR PM AHU $ M MONTH PM CENTRIFUGAL PUMPS 4 4 $ M MONTH PM HYDRONIC AIR SEPARATOR $ M MONTH PM WATER FOUNTAIN $ M MONTH STANDARD PM AHU 8 2 $ M MONTH PM GAS FIRED BOILER (APPA 1) $ P MONTH PM NON COMMERCIAL SINK $ P MONTH PM WATER EXPANSION TANK $ P MONTH PM WATER SOFTENER $ P MONTH PM BACKFLOW PREVENTER (APPA1) $ E MONTH PM ROOM ELECTRIC INSPECTION $ E M PM OIL FLD MED VOLT XFMR (APPA 1) 4 1 $ F MONTH PM OF TEMP SENSORS $ F MONTH VAV BOX PM $ F MONTH (5 YRS) Fire Sprinkler Full System Service 3 1 $ TOTAL ESTIMATED PREVENTIVE MAINTENANCE $21, I:\PPLANT\COMMON\Business Operations\SLA\FY2016\FY16 Drafts\BAS-RR\FY16 SLA BAS RRC docx Page 6 of 7

7 APPENDIX D ADDITIONAL INFORMATION The contract between Business Auxiliary Services and Aramark stipulates the level of housekeeping services and makes Aramark responsible for the repair, replacement, corrective and preventive maintenance of all kitchen appliance type equipment, including but not limited to Freezers, Coolers, Ovens, Fryers, Grills, etc. At the discretion of authorized Business Auxiliary Services staff, a funded Work Request may be submitted for housekeeping and maintenance services from FACILITIES for these items or to supplement Aramark s work. This work will be scheduled in accordance with FACILITIES workloads and coordinated with Business Auxiliary Services (BAS). Repairs of existing kitchen appliance equipment by Aramark shall not be permitted beyond the point of equipment connection to the facility infrastructure, i.e., the nearest cut-off, valve, electrical outlet, and the like. The entire Facility and its infrastructure and surrounding grounds, including all disciplines and trades, remains the responsibility of the Office of Facilities. Business Auxiliary Services shall submit funded Work Requests for all associated corrective maintenance requirements. When kitchen appliance equipment replacements are necessary, Aramark shall provide Business Auxiliary Services and Facilities with a copy of all proposed new equipment specifications. Business Auxiliary Services will submit a funded Work Request for Facilities to review the proposed new equipment to ensure its functionality and advise Business Auxiliary Services of any code issues and/or required facility infrastructure modifications. Facilities shall coordinate with ESHRM staff on all such requests. Facilities has developed and implemented a preventive maintenance program as summarized herein. Business Auxiliary Services shall rely on Aramark to provide a preventive maintenance program for kitchen appliance items. Facilities Staff will respond to emergency calls and bill for such services on a time and material basis. Lighting: When a technician purchases or withdraws lighting supplies from Stores, if at all possible, that technician shall only purchase or withdraw from Stores what is required to complete the work. In the event this is not possible and there are multiple items in a box not used on the work order, the box will be labeled with the work order number that it was charged to and stored at the site. BAS will not be charged again when this stock is used since this stored stock has already been paid for. An inventory of items stored on site shall be maintained by the Auxiliary Zone Supervisor or his designee and shared with BAS on a periodic basis. Facilities will provide an inventory of stored lights upon request by BAS. The technicians will have the flexibility to repair up to five additional lights without notifying BAS. Anything over this amount will be communicated to BAS for approval before work commences. It is understood that in some instances (for safety reasons), two technicians may be replacing lighting as a team. This includes difficult access by ladder and also when electrical safety is a concern. It is understood by all parties that when lights are replaced in a lighting fixture and the light has multiple bulbs, all bulbs will be replaced at that time. In the vent there are multiple light fixtures in a grease hood or in a similar situation (i.e., an entire room), the technician shall contact the customer to make recommendations. The customer will make the final decision on how to proceed. I:\PPLANT\COMMON\Business Operations\SLA\FY2016\FY16 Drafts\BAS-RR\FY16 SLA BAS RRC docx Page 7 of 7