Facility Planning & Management Procedures Manual

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1 Xavier University of Louisiana Facility Planning & Management Procedures Manual September 2009 Marion B. Bracy, Vice President of Facility Planning & Management

2 XAVIER UNIVERSITY OF LOUISIANA OFFICE OF FACILITY PLANNING AND MANAGEMENT PROCEDURES MANUAL TABLE OF CONTENTS 1. INTRODUCTION Mission Statement Vision Statement OFFICE OF FACILITY PLANNING AND MANAGEMENT (FP&M) Purpose Policy Statement Maintenance & Operation Capital Projects 3 3. REQUESTS FOR FACILITIES SERVICES Purpose Work Requests Emergency Services Reporting During Normal Office Hours Reporting After Normal Office Hours Scheduling of Repairs Priority # Priority # Priority # Priority # Priority # Procuring Service with Departmental Funds Estimate Estimate Status Changing Scope or Cost External Estimate Pre-Approved Vendors 5 4. KEY AND LOCK SERVICE Purpose Scope Master Key File Departmental Responsibilities Key Tracking Log Key Requests Loss of Keys Return of Keys Lock Service Charges Key Duplication and Misuse SPECIAL EVENT SETUP Purpose Scope Definition Requests for Service 6 6. LOGISTICAL SUPPORT SERVICE Purpose Scope Procedure Surplus Property Scheduling of Moves Limits of Service 6 7. FACILITIES CONSTRUCTION, RENOVATION AND REPAIR Purpose Scope Policy Repairs and Renovations Capital Projects Requests for Facilities Renovation Capitol Projects Final Acceptance Inspection Facility Deficiencies.. 7 2

3 XAVIER UNIVERSITY OF LOUISIANA OFFICE OF FACILITY PLANNING AND MANAGEMENT PROCEDURES MANUAL 1. INTRODUCTION Xavier University of Louisiana is a Catholic and historically Black institution of higher learning established in Today Xavier retains its distinction as the only historically Black, Catholic University in the Western Hemisphere. Xavier University campus is located in the heart of New Orleans and consists of approximately 41acres. The University has 1, 200,000 square feet of interior space in an urban setting. 1.1 Mission Statement: The primary function of the Office of Facility Planning and Management is to provide administrative coordination through the operation of Capital Projects, Central Plant and Building Services activities on campus. Our mission is to provide a positive living, learning and working environment for our students, faculty, staff, alumni, and visitors. 1.2 Vision Statement: We are facilities professionals dedicated to the operation and maintenance of the campus physical facilities. Our goal is to provide exceptional customer service. 2. OFFICE OF FACILITY PLANNING AND MANAGEMENT (FP&M) 2.1 Purpose: To describe and define the services provided by the Office of Facility Planning and Management. 2.2 Policy Statement: Services provided by the Office of Facility Planning and Management areas are classified into two categories; Maintenance & Operation and Capital Projects Maintenance & Operation: Direct funding is provided for the Office of Facility Planning and Management for routine maintenance and operation of University facilities and grounds. This funding is intended to maintain the facilities in the condition in which they were originally provided. Examples of Maintenance & Operation include: 1. Maintenance services to structures, mechanical equipment, and grounds. 2. Operation and maintenance of utilities. 3. Heating, Ventilation, and Air Conditioning (HVAC) temperature control. 4. Custodial services Capital Projects: These are services for which the Office of Facility Planning and Management does not receive a budget allocation and the cost must be absorbed by the requesting department or specialized funding sources. Capital Project services are provided on the basis of actual cost charges only. Alterations required by a department to accommodate change or expansion of its program must provide an account for which the renovations are to be charged. Alterations and renovations of an existing facility required to maintain it in suitable operating condition are the responsibility of the maintenance and operations function of the University. Such requests shall be performed based upon overall merit and the availability of existing Repair and Renovations funding. Examples of Capital Projects include: 1. Minor alterations to structures assigned to a department or activity. (i.e. construction of partition walls, installation of light fixtures, construction of counters, etc.) 2. Addition of special equipment such as laboratory equipment, special lighting, etc. 3. Painting at a time other than what is specified in the regular maintenance painting cycle. 4. Replacing of keys or re-keying of locks for purposes other than maintenance. 3

4 3. REQUESTS FOR FACILITIES SERVICES 3.1 Purpose: To define the procedure for reporting maintenance repairs and emergencies to the Office Facility Planning and Management. 3.2 Work Requests: All work requests should be done through the University s computerized work order management system (TMA-Total Maintenance Authority). University faculty and staff may make routine requests for services by submitting on-line work request from the XU web-site. To access the work request page: 1. Go to the XU Home Page = 2. Click on Online Resources 3. Click on Building Services (TMA) - request a repair or service 4. Click on Work Request submit a request When all information has been entered on a request, it is electronically transmitted to the Office of Facility Planning and Management TMA Administrator, where it is reviewed for accuracy and forwarded to the appropriate shop for action. A confirmation number is provided to the requestor by clicking the save button located at the bottom of the screen. The confirmation of your request will provided via the requestor s address. The work order data base can be accessed to check the status of a particular request. Inquires and request can also be made by directly phoning Building Services at Ext or Normal Office hours are 8:00 a.m. to 4:00 p.m. Monday through Friday. 3.3 Emergency Services: Emergencies are defined as those problems requiring immediate action to restore or avoid interruption of services such as electricity, water, gas, heat, air conditioning, and plumbing; or to correct those conditions which are considered hazardous to personnel or students, equipment and facilities Reporting During Normal Office Hours (8:00 am to 4:00 pm, M - F): Situations which appear to require immediate maintenance or repair attention to either prevent or resolve an emergency should be reported by telephone to Building Services at or the TMA Administrator at Reporting After Normal Office Hours: At other times, telephone reports should be made by contacting the University Campus Police at The University Campus Police dispatcher will contact the appropriate individual to handle the problem. This will include, but is not limited to, elevator entrapment, fires, hazardous waste spills, or other potential life-threatening emergencies. 3.4 Scheduling of Repairs: Repairs are scheduled and updated on a weekly basis. Priority is assigned to each work order in accordance with the following work order response priority system: Priority #1: Emergency: Any situation posing immediate danger to life, property and/or the environment. Priority #2: Urgent- Equipment not operational, requires fast action and/or correction. Failure to rapidly correct could have significant impact on operations in facility. Priority #3: Preventative Maintenance. Priority #4: Routine Maintenance. Work which can be deferred and has no established completion date. Priority #5: Shutdown required work that cannot be accomplished while equipment is in operation. 3.5 Procuring Services with Departmental Funds: Services that are to be paid for by a departmental budget must be requested through TMA or Project Request Form Estimate: Preliminary planning and cost estimates are prepared by Facility Planning And Management and are returned to the requesting department. Cost Estimates are 4

5 normally good for 90 days. After 90 days, the estimate must be reviewed and revised as necessary Estimate Status: Requests for information concerning status of an estimate should be directed to Office of Facility Planning and Management at Changing Scope or Cost: Changes in scope after the estimate has been approved must be made in writing and have approval of the Vice-President of the requesting department and the Vice-President of Facility Planning and Management External Estimates: If external estimates are required or requested, the requesting department will be responsible for the added cost Pre-Approved Vendors: All designers, installers, suppliers, construction firms or any company acting in a related capacity, must be pre-approved by the Office of Facility Planning and Management prior to performing work on campus. 4. KEY AND LOCK SERVICE 4.1 Purpose: Explains the policy and procedures regarding the issuance, return, and control of keys utilized to access university facilities. 4.2 Scope: Applies to all university facilities. 4.3 Master Key File: The Office of Building Services maintain a master key file for each building on campus. This file permits Building Services to provide additional keys upon written request from a department head, or authorized representative. 4.4 Departmental Responsibilities: Each department Vice-President or their designee is responsible for the administration of keys issued to the department. All requests for lock replacement or key issuance should be directed to the department Vice-President Key Tracking Log: The Department Head is responsible for ensuring that a log is maintained at all times identifying the employees assigned specific keys Key Requests: Requests for additional keys should be made by the Department Head and requires the signature of the department Vice-President utilizing the XU key request form. A copy of this form may be found on-line at The Office of Facility Planning and Management web-site. Request for new or additional keys will be charged to the requesting department Loss of Keys: Upon determination that issued keys have been lost or stolen, the Department Head must immediately notify the appropriate department Vice-President, University Police, and the Office of Building Services. Lock change due to the loss of keys are charged to the affected department Return of Keys: The Department Heads are responsible for ensuring that keys are returned by departmental employees upon transfer from the department or separation of employment from the university. 4.5 Lock Service Charges: Defective, inoperable, and broken locks will be repaired or replaced by the Department of Building Services without charge to the occupying activity. When such locks are replaced or repaired, they will be set up for operation on the existing key. 4.6 Key Duplication and Misuse: Unauthorized use or duplication of university keys is not permissible. Keys for university locks shall only be reproduced or duplicated through Building Services. 5. SPECIAL EVENT SETUP 5.1 Purpose: To describe the procedures for requesting the Office of Building Services support for the setup of special events. 5

6 5.2 Scope: This procedure pertains to all requests for all event setup. Fees will be charged for all events. 5.3 Definition: Special events are events or activities that requires specific manpower/assistance from the Office of Building Services. Vendor services coordination, facility set-up for programs, and custodial clean up during and after the event are some of the services provided for special events. 5.4 Requests for Service: All requests for event support requires written approval from the appropriate Dean or Department Vice-President. All requests for event setup are considered departmental service requests and the requesting department will be charged for the desired service. Requests for service for special events should be submitted two (2) weeks in advance to permit scheduling and adequate preparation. 6. SECTION 6: LOGISTICAL SUPPORT SERVICES 6.1 Purpose: To provide guidance regarding the request for logistical support services. 6.2 Scope: This procedure pertains to all requesting departments. Logistical support services are provided for the movement of furniture, equipment and other items on campus. 6.3 Procedure: All requests for moving furniture and other items must be initiated in TMA Surplus Property: If the request pertains to the removal of surplus equipment or furniture, the requestor must obtain the serial number of the equipment and the signature of the Vice-President of Fiscal Services or his designee, prior to submission of the TMA request. A move of surplus property will not be performed without this approval Scheduling of Moves: Members of Building Services perform logistical support services on a priority basis. Every effort shall be made to schedule and perform this work in a timely manner Limits of Service: Building Services does not provide pre-move service such as packing of contents to be moved. It is required that file cabinets be emptied and contents packed in boxes. Boxes are usually available on loan from Building Services. 7. FACILITIES CONSTRUCTION, RENOVATION AND REPAIR 7.1 Purpose: To provide an overview of the construction and renovation process and to provide direction on the procedure to request facilities renovations. 7.2 Scope: This procedure pertains to all requesting departments. 7.3 Policy: The Office of Facility Planning and Management is responsible for the planning and coordination of all construction and renovation activity. The general standard used in planning renovations must be accomplished in a manner that will minimize the overall impact on the existing facility. Funding for construction falls into two major categories; Repairs and Renovations or Capital Projects Repairs and Renovations: Construction work limited to existing facilities. Projects that usually do not exceed $50, Capital Projects: Construction of new facilities or major renovations to existing facilities exceeding $50, Requests for Facilities Renovation: A request for renovations or alterations is made by submitting a Project Request Form, which is available on-line. Upon review and approval by the appropriate Vice President, the request shall then be forwarded to the Senior Vice President of Administration who will take the matter under consideration. The following principles shall apply to such matters: 6

7 7.5 Capitol Projects: New Building Design, Construction and Acceptance: The design and construction of new facilities will be governed by the Campus Master Plan, which is currently in the process of being performed. The basic steps in building design and construction are as follows 1. Request for Funding 2. Selection of Designer 3. Design Building 4. Bidding for Construction Contracts 5. Construction Contract Award 6. Construction Administration 7. Final Inspections 8. Final Acceptance Final Acceptance Inspection: When the final acceptance inspection by the Office of Facility Planning and Management indicates that the building is accepted, the Office of Facility Planning and Management receives the keys furnished by the contractor in person or by registered mail. A master file for the keys is made in the Lock Shop, and then keys are furnished to the user personnel Facility Deficiencies: Report all facilities deficiencies to the Office of Facility Planning and Management. Warranty related work shall be directed to the responsible contractor for performance. Items not covered under warranty are normal wear and tear, and property that has been damaged through negligence or misuse. 7

PHYSICAL PLANT OPERATIONAL & MAINTENANCE ADMINISTRATIVE PROCEDURE. Section Subject Effective date Procedure Number

PHYSICAL PLANT OPERATIONAL & MAINTENANCE ADMINISTRATIVE PROCEDURE Section Subject Effective date Procedure Number Administration Work Orders May 30, 2013 A-06 Purpose This procedure is designed to augment