University of Virginia Facilities Management Services Guide

University of Virginia Facilities Management Services Guide

Facilities Management Key Telephone Numbers MAINTENANCE EMERGENCY AND SERVICE CALLS Health System All Hours...924-2267 University Academic Division All Hours...924-1777 or FIXIT (3-4948) GENERAL INFORMATION Planning and Project Development...982-4621 Contract Construction Management...982-5177 Maintenance...982-5880 Health System Physical Plant...924-8595 Facilities Operations...982-5880 Renovations...982-4660 Systems Control Center...982-4685 Utilities Services...982-5880 Work Control...982-5880 The University s Area Code is 434.

University of Virginia Facilities Management Services Guide "Buildings are often erected, by individuals, of considerable expense. To give these symmetry and taste would not increase their cost. It would only change the arrangement of the materials, the form and combination of the members. This would often cost less than the burden of barbarous ornaments with which these buildings are sometimes charged." Thomas Jefferson on the importance of craftsmanship, NOTES ON VIRGINIA

University of Virginia Facilities Management Services Guide Chief Facilities Officer Facilities Management PO Box 400726 575 Alderman Road Charlottesville, Virginia 22904-4726 TEL (434) 982-5834 FAX (434) 982-5049 WEB: http://fac.mgmt.virginia.edu/ E-mail: fm-service-call@virginia.edu September 2002 Consistent with Federal and State law, the University does not discriminate in any of its programs, procedures or practices on the basis of age, color, disability, national or ethnic origin, political affiliation, race, religion, sex, sexual orientation, or veteran status. The University operates both affirmative action and equal opportunity programs for faculty, staff, and students consistent with resolutions of the Board of Visitors and with federal and state requirements. The Office of Equal Opportunity Programs is responsible for enforcement of the University non-discrimination obligations. An applicant for admission or employment or any student or employee may file a discrimination complaint with the Equal Opportunity Programs Office, Washington Hall, East Range, P.O. Box 400219, Charlottesville, VA 22904, (434) 924-3200. Complaints are to be submitted in accordance with and are subject to the standards of the "University of Virginia Discrimination Complaint Procedures." The University's Section 504 and Americans with Disabilities Act Coordinator is Bradford K. Holland, University ombudsman (434-924-7819; bholland@virginia.edu). The Title IX Coordinator is Karen E. Holt, Director of the Office of Equal Opportunity Programs (434-924-3200; kholt@virginia.edu). Both offices are in Washington Hall, East Range, P.O. Box 400219, Charlottesville, VA 22904.he Director of the Office of Equal Opportunity Programs develops policy statements, affirmative action programs, and related communication strategies. The Director's responsibilities include assisting managers in identifying problem areas and establishing goals and objectives throughout the University. ii

Contents Foreword... v Section 1. General Information... 1 Section 2. Work Requests and Related Procedures... 5 Section 3. Planning, Project Development, and Construction... 13 Section 4. Maintenance, Repair, and Renovation Services... 19 Section 5. Utilities Services... 23 Section 6. Facilities Management Organization and Responsibilities... 27 Section 7. Quick Reference Guide to Services... 33 Appendix... 41 Key Telephone Numbers...Inside Front Cover Key Personnel Directory...Inside Rear Cover iii

Foreword The Services Guide is an instrument to inform the University community about Facilities Management services, how they may be obtained, and what financial considerations are involved. The Quick Reference Guide to Services at the back of the book and Glossary may be especially helpful. As a service organization, we are responsible for the planning, construction, renovation, maintenance, and repair of University buildings and facilities; and the provision of utilities, grounds care, custodial, trash collection, recycling, and other services. Our goal is to provide these services in a manner consistent with the University of Virginia's standards of excellence. Links to updates of current and extended information on services are noted throughout the Services Guide. These live links are in the "on-line" version of the Services Guide on Facilities Management's Web address at www.fm.virginia.edu/. Look for the category, Services Guide. Additional copies of the Services Guide may be obtained from the Customer Service Representative. If you have questions, please call Work Management at 982-5880 concerning all Facilities Management services for University areas. In the Health System, call Health System Physical Plant at 924-2267 or contact me at 982-5834. Robert P. Dillman, P.E. Chief Facilities Officer v

General Information Section 1 The Facilities Management Mission...2 Facilities Coordinators...3 Facilities Management Advisory Board...4 1

General Information THE FACILITIES MANAGEMENT MISSION Facilities Management is responsible for design, construction, renovation, maintenance, repair, and operation of facilities, grounds, and utilities at the University of Virginia, including the University Academic Division, the Health System, and the Mountain Lake Biological Station. In addition, Facilities Management conducts the planning and construction of capital projects at the University s College at Wise located in Wise, Virginia. In the development of all major projects, Facilities Management works in close coordination with the Architect for the University, who is responsible for facilities master planning and for architectural and landscape design. Facilities Management policies and procedures are explained in The University Financial and Administrative Policies Manual available on the University of Virginia Web site at www.virginia.edu/~polproc/. Facilities Responsibility While some University auxiliary enterprises and components maintain separate arrangements for facilities maintenance and repair, Facilities Management must assure that all maintenance, repair, construction, renovation, or alteration to University facilities and installed systems and equipment is carried out in accordance with all applicable codes and regulations, and conforms to University standards. Facilities Management's staff is available to review or develop plans and specifications and to provide field reviews and inspections. Generally, this is best provided by plans and specifications developed through Facilities Management, and with contracts for facilities work administered by Facilities Management's contract management staff. Project/Building Permit Most work on University buildings and structures is required by the Commonwealth to have building permits prior to start of work. Project permits are a special category of building permits for non-major alterations. The Commonwealth of Virginia has granted project permit approval authority to several professionals within Facilities Management. The Chief Facilities Officer also has been granted building permit authority by the Commonwealth of Virginia. Contact any department director, the senior review architect, or see Facilities Management Directives on-line at www.fm.virginia.edu/ directives/ for further details on permit application procedures. Work by Facilities Management Forces or Contract Facilities Management employs a staff trained in every principal trade required for facilities maintenance, repair, alteration, construction, or service. These employees can respond to urgent or specialized needs and provide continuity of basic maintenance and repair programs. They offer a timely and flexible response to renovation projects of moderate or limited scope. Facilities Management also has a comprehensive capability for the development, award, and administration of contracts for construction and all types of facilities services. If a University department has a specific preference for work by either contract or Facilities Management forces, Facilities Management will arrange the work accordingly whenever possible. New construction or renovation projects exceeding $100,000 in costs are generally performed by contract. Facilities Management forces are sometimes used for renovation of historic buildings, regardless of cost, and may be used for 2

other major construction or renovation projects when sufficient capacity to perform the work is available. "Self-Help" Work Departments with trained technicians or other personnel with trade skills may wish to perform minor facilities alterations and renovations themselves. Although this arrangement is usually acceptable, Facilities Management must review and approve plans and issue a building permit prior to the start of work and must inspect the completed work prior to occupancy to ensure compliance with required codes and standards. These precautions are necessary to ensure the safety of students, staff, patients and general public who will use the area. Departments planning "self-help" projects must request a project or a building permit prior to beginning work. Facilities Management can better meet a customer s time requirements if adequate lead-time is provided. Consultants, contractors, and University staff are all subject to the University of Virginia Facilities Design Guidelines in the planning, construction, and renovation of University-owned facilities. Connections to Utilities Systems In order to maintain the integrity of utility systems and minimize safety hazards, alterations or connections to any University utility (both external distribution systems and internal building systems) may only be made by Facilities Management employees or by contractors working under Facilities Management direction. This policy is applicable to steam, heating hot water, chilled water, air conditioning, electrical, water, sewer, gas, compressed air, vacuum, and medical gas systems. (See also Section 5, EXCAVATION PERMITS) Services to Leased Facilities Responsibility for maintenance and repair of leased facilities varies according to individual contracts. Where such services are not provided by the lessor, Facilities Management may provide these and other services subject to the concurrence of all parties. Similar arrangements can be made for the renovation, alteration, or improvement of leased properties. Facilities Management services to leased facilities are typically provided on a reimbursable basis. In some cases, where facilities have been leased for education and general activities, Facilities Management may be budgeted to provide routine maintenance, repair, and utilities services. FACILITIES COORDINATORS Each school, department, or building is encouraged to have one or more facilities coordinators appointed by the dean or department head. With the assistance of Facilities Management's customers, the typical responsibilities of facilities coordinators have been defined. The facilities coordinator s role is to request services, approve and forward written service requests, coordinate the provision of services with Facilities Management, and act as Facilities Management's contact when utilities must be interrupted. Facilities coordinators also work closely with the utilities energy program manager to assure that building operations are as energy efficient as possible. At least twice during the academic year, the director of Business Management Services and the director of Health System Physical Plant hold general informational meetings with the facilities coordinators to discuss topics of mutual interest. Facilities Management maintains lists of coordinators to be contacted regarding services provided or utilities interruptions. To provide updates on new or replacement coordinators, or to obtain the name and telephone number of the coordinator for Uni- 3

versity Academic Division areas, please call the Customer Service Desk at 982-5880. For Health System areas, please call Health System Physical Plant at 924-2267. A complete listing of Facilities Coordinators can be found on line at www.fm.virginia.edu/scripts/utilities/coords.asp, or by going to the Facilities Management Web site at www.fm.virginia.edu/, clicking on "on-line resources," and scrolling down to List of Facilities Coordinators. FACILITIES MANAGEMENT ADVISORY BOARD The Facilities Management Advisory Board provides an important channel of communication between the University community and Facilities Management concerning desirable changes or improvements in Facilities Management services and procedures. The board, which includes University faculty and staff appointed by the vice presidents, meets three to four times during the academic year. 4

Work Requests and Related Procedures Section 2 Work Categories...6 Work Reception and Authorization...6 Status Reports...7 Financial and Billing Procedures...7 Work Categories and Procedures...8 Rate and Service Information...9 Services Budgeted By Facilities Management...11 Services Normally Charged To The Department Requesting Service...11 5

Work Requests and Related Procedures Minor Work is a work type that covers a wide variety of customer-funded work. It is rare for minor work to require architectural or engineering services. Examples of minor work range from making a key to a complete office face-lift. For more information, contact the Associate Director of Work Management for University Academic Division facilities or the Assistant Director of Health System Physical Plant for Health System facilities. Major Work Major Work describes a large project that typically requires architectural and engineering services. Examples of major work include construction of a new building, modernization of a HVAC system, or replacement of a roof. WORK RECEPTION AND AUTHORIZATION WORK CATEGORIES Service Work/Emergency Service Work Maintenance, repair, or other service work requiring not more than eight hours of labor or a total direct cost of not more than $1,000 to complete, is classified as routine service work. Routine service work is handled on a first-in, firstout basis. Service work necessary to eliminate hazards, prevent significant disruption to scheduled activities, or maintain patient care facilities is performed as emergency service work. This work is responded to immediately upon notification. Preventive Maintenance Preventive maintenance is periodic, scheduled work to provide adjustments, cleaning, minor repairs, and routine inspections of equipment and facilities to ensure good serviceable condition and to reduce interruptions of service. Facilities Management provides this maintenance on a planned, scheduled basis. Minor Work University Academic Division Emergency and service work requests are received at the Customer Service Desk from 7 a.m. to 5 p.m. by telephone at 924-1777, by electronic mail at fm-service-call@virginia.edu, on the Facilities Management Web site at www.fm.virginia.edu/, or in person at: Customer Service Desk Facilities Management 575 Alderman Road Classroom service requests are handled much like emergency and service work requests. An easy-toremember phone number, FIXIT (3-4948) is posted in centrally-scheduled classrooms. The Customer Service Desk (during the day) and Systems Control Center (nights and weekends) communicate with Facilities Management, ITC, and the Registrar s staff to meet classroom needs. After-hours emergency and service calls to these numbers are automatically routed to the Systems Control Center. Health System Emergency and service work requests are received from 7 a.m. to 5 p.m. by telephone at 924-2267, by electronic mail at fm-servicecall@virginia.edu, on the Facilities Management Web site at www.fm.virginia.edu, or in person at: Health System Physical Plant Box 800383, McKim Hall 6

A request for service can also be faxed to 924-5342. After-hours emergency and service calls to 924-2267 are automatically routed to the Systems Control Center. STATUS REPORTS Facilities Management project managers prepare Project Information Systems (PIMS) reports for all capital outlay projects and all major work. Reports may be viewed on-line at www.fm.virginia.edu/ projectsummary/. The reports may also be requested by calling the responsible project manager. FINANCIAL AND BILLING PROCEDURES Funding Responsibility Facilities Management receives an annual appropriation which provides for basic maintenance, operations, and utilities to University Academic Division facilities supported by state education and general funds. Certain general facilities planning services are also budgeted for Facilities Management. Other services are normally provided on a reimbursable basis, chargeable to the requesting department. All services for Health System, auxiliary enterprises, and other non-general fund supported activities or divisions are provided on a reimbursable basis. See the chart on the following page for a guide to funding responsibilities. Work Orders Charges for reimbursable Facilities Management services are normally accumulated and billed through a work order system. The Facilities Management work order system is on-line at www.fm.virginia.edu/. The customer can view current status and submit a new work order on this web site. Specific work orders are established for all major work requiring individual cost accounting. Detailed accounting of all costs can be provided for each specific work order. Work Pricing Work performed by Facilities Management on a reimbursable basis is priced in one of three different ways, dependent upon the nature of the service or customer preference. Work Performed at Cost: The majority of work performed by Facilities Management is billed on an at-cost basis. This is a total charge determined by the recovery rates of the labor, materials, and equipment used to accomplish the work. Work done at-cost is typical of the pricing done for the service call or minor work order when the customer prefers this method, or when the nature of the work prevents accurate advanced estimating. Unit Prices: Certain small jobs are completed on a fixed unit price basis, provided the costs can be fixed for an extended period of time. Facilities Management periodically publishes a Services Bulletin with equipment rental and labor rates. This can be found on-line at www.fm.virginia.edu by clicking on Resources and Reports. Fixed Price Work: Facilities Management will perform construction and certain other work for University departments on a fixed construction 7

WORK CATEGORIES AND PROCEDURES Type of Work Emergency Work Service Work Preventive Maintenance Minor Work Major Work How Requested Telephone service call See pages 6 and 7. Telephone service call or on-line at www.fm.virginia.edu/ See pages 6 and 7. Established in advance Request for service form or online at www.fm.virginia.edu/ See pages 6 and 7. Services Provided Maintenance or repair that threatens injury to life, property or patient care Maintenance or repair Preventive (continuing) maintenance Maintenance, repair, alteration or improvement Cost Limitations As required Under $1,000 As required <$10,000 >$10,000 Time for Accomplishment Same day First In, First Out As required Individually scheduled Individually scheduled 8

Utilities rates are established on an annual basis for steam, heating hot water, electric power, chilled water, domestic water, sewer, central monitoring and control, and trash and recycling. These rates recover the entire cost of providing the utilities services and include the cost to purchase or produce the utilities, operate and maintain the utilities systems, and make minor repairs or improvements to the systems. The rates are on-line at www.fm.virginia.edu/servicebulletins/. price basis. Under the fixed construction price procedure, a firm construction or service price proposal will be made, based on work cost estimates. If the department funding the work accepts the proposal, Facilities Management will complete the work for the fixed price amount, regardless of actual costs. Changes to the scope of work, the plans and specifications, or the conditions of work made after the acceptance of the fixed price will be accomplished only on the basis of an approved written change order amending the original work order and the fixed price agreement. Billing Work performed at cost is billed monthly as charges occur. Statements summarizing these monthly charges are prepared and distributed by work order number. The time required to receive material invoices from vendors often results in billing for some charges well after actual completion of the work. Costs of architectural and engineering design and project and construction management are not included in the fixed construction price. Shop Service Rates Monthly billings include labor charges associated with the performance of work by Facilities Management shop forces. These service charges are based on rates for each cost center developed on an annual basis to fully recover direct salary costs and benefits, and all necessary indirect costs. Indirect costs recovered through this method include all shop supervisory costs; training time, shop cleanup, and similar tasks; tools, equipment, and training and safety program costs; information systems, human resources, work management, CFO office, O & M of Leake Building and shop buildings, clerical and cost accounting services; and most costs associated with materials procurement. Our shop rates are posted in Service Bulletins on-line at www.fm.virginia.edu/ servicebulletins/. Utilities Rates 9

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SERVICES BUDGETED BY FACILITIES MANAGEMENT* SERVICES NORMALLY CHARGED TO THE DEPARTMENT REQUSTING SERVICE Maintenance/repair of heating, air conditioning, ventilating, electrical, plumbing, and other special systems and equipment installed as integral parts of the building. Periodic painting of exterior surfaces on a scheduled basis. Interior painting is scheduled according to the funding levels. Maintenance/repair of basic classroom furnishings. This includes window shades, blinds, seats, lecterns, projection screens and black boards. Maintenance of walks, roads, and drainage; and care of lawns, trees and shrubs in general fund supported areas. Maintenance of utilities plants and distribution systems for heat, chilled water, electric power, water and sewer, and exterior lighting. Utilities, recycling, basic custodial, and trash collection services. Certain classroom, grounds, and safety improvements are prioritized by appropriate University Committees. Support for general facilities planning for general fund supported University components; space inventory, real estate lease administration. * In General Fund-supported University Academic Division facilities. Maintenance and repair of special classroom equipment, special lighting or sound installations, office furniture and furnishings; laboratory equipment; and other departmental property. Fabrication of cabinets, shelves, signs, name tags, and other miscellaneous items. Furniture repair (excluding basic classroom furniture) and reupholstering. Special custodial or trash collection service which are in addition to those normally provided by Facilities Management. All services to auxiliary enterprises, the University Hospital, or other activities supported by sources other than the University s general fund budget. Installation of equipment, such as special fire extinguishing equipment for laboratories and departmental property. Services required to set up for special events. Moving services. All facilities planning and design, or other professional services performed by consultants, architects, or engineers. Design and project management services for all approved capital outlay projects supported by sponsored programs, or other non-general fund sources. Renovation, alteration, or improvements to facilities. Painting or decorating beyond the level provided under basic maintenance budgets. 11

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Planning, Project Development, and Construction Section 3 Facilities Planning and Construction...14 The Architect for the University...14 Requests for Services...15 Charges for Services...15 Project Investigation Reports...15 Total Project Cost Estimates...15 Project Management...15 Construction Management...16 Capital Budget Program...16 Facilities Design Guidelines...16 Architect, Engineer, and Consultant Selection...17 Building Committees...17 Other University Committees...17 Historic Buildings and Grounds...17 State Reviews...18 13

Planning, Project Development and Construction Facilities Management, working with the Architect for the University, provides a full range of planning, project development and construction services. The Facilities Management Facilities Planning and Construction Web site is on www.fm.virginia.edu/fpc/. surveying and soil testing. Landscape Design Designing of landscape, walkways, street furniture, exterior lighting, signage, recreation facilities, and grounds improvements. Building or Project Permits Assisting in the process of obtaining a building or project permit for most construction, renovation, alteration, or repairs. Construction Management Providing administration and inspection of facilities construction, major maintenance and repair, or renovation work performed by outside contracts. Interior Design Providing planning and design for interior spaces including selection of colors, finishes, equipment, and furnishings. FACILITIES PLANNING AND CONSTRUCTION Services include: Real Estate and Space Management Executing and managing real estate leases, acquisitions and disposals. Maintaining the University's space inventory system for analyses and recommendations concerning space requirements and utilization. Architectural Programming Developing a statement of a facility s program, function and space needs. Architectural Design Developing appropriate architectural plans and specifications for facilities construction, renovation, alteration, or repair. Engineering Developing mechanical, electrical, structural, and civil engineering planning, studies, and design for facilities, utilities systems, and grounds construction, renovation, alteration, or repair; and Resource Center Maintaining a repository for the architectural and engineering drawings, specifications, studies, and construction documentation for the University. THE ARCHITECT FOR THE UNIVERSITY The Architect for the University is responsible for the University's facilities master planning; the preparation of architectural and landscape architectural guidelines and standards for facilities projects; oversight and design approval of all architectural and landscape architectural design; the development of individual area precinct studies of the University grounds; the development of siting and architectural guidelines for individual building projects and landscape architectural projects; and review and approval of design development of all University building projects. The architect for the University ensures coordination of University facilities planning, engineering and design. Facilities Management works in close coordination with the Office of the Architect for the University on the development of all facilities projects to ensure effective coordination of these requirements in project planning and design. 14

REQUESTS FOR SERVICES Requests for planning, architectural, or engineering support for the University Academic Division can be made on-line at www.fm.virginia.edu, by e-mail to fm-service-call@virginia.edu, or by fax to 982-5894 to Facilities Management's Customer Service Desk at 575 Alderman Road. For support in the Health System, requests may be entered on-line at www.fm.virginia.edu, by e-mail to fm-service-call@virginia.edu, or by fax to 924-5342, Health System Physical Plant, Box 800388, McKim Hall. CHARGES FOR SERVICES Facilities Management is funded to provide limited general facilities planning support by Facilities Management staff to University educational and general departments and activities. These general facilities planning support services include Facilities Management staff support for the development of the University's biennial capital outlay programs through the legislative approval process, and the development of project investigation reports (PIR). These services, provided on a non-reimbursable basis, may be limited by the availability of funds. All architectural, engineering, and project management services for non-general fund supported activities, the Health System, auxiliaries, and approved capital budget projects are provided on a reimbursable basis. Reimbursement is always required from project budgets when the services of consultants, architects, or engineers are contracted. Charges for the services of Facilities Management planning, architectural and engineering design, and project management staff are based on established hourly rates plus other direct costs. The current schedule of charges can be found on the Facilities Management Web site www.fm.virginia.edu/ servicebulletins/. Charges for administration of major capital outlay projects are normally established on a firm, fixed price basis, based upon project scope. PROJECT INVESTIGATION REPORTS (PIR) To assist in financial and program planning for facilities projects, Facilities Management's Facilities Planning and Construction Department, in coordination with the prospective user, develops a PIR. This PIR defines the user's program needs and service requirements, identifies the scope, and develops a preliminary total project cost estimate for the work required to fully satisfy the project needs, and comply with applicable codes, standards, and architectural and engineering best practices. TOTAL PROJECT COST ESTIMATES Total project cost estimates reflected in project investigation reports include anticipated costs for construction, design, furnishings and equipment, a contingency allowance, and project administration. PROJECT MANAGEMENT To assure continuity of project management and coordination through all stages of project development, design and construction, a project manager is assigned from the Facilities Management staff for every capital outlay or major project. The name and telephone number of the assigned project manager are shown on the Project Information System (PIMS) summary report. A current PIMS report is on-line at www.fm.virginia.edu/projectsummary/. In addition to the project manager, Facilities Management architects and/or engineers are assigned, as needed, for work on the specific project. PIMS enhances and simplifies the 15

customers' accessibility to information on project progress, budget, and related issues. Responsibilities of project managers include: Updating the PIMS data to ensure project status reports are current. Coordinating the development of the project program. Coordinating project design development and construction, both within the University and with outside architects, engineers, and other agencies. Developing and managing the project budget. Developing a proposed project schedule and monitoring progress against the approved schedule. Coordinating actions required for architect and engineer selections. Drafting and coordinating capital budget program submissions or other required project submissions. Acting as recording secretary for building committees. Coordinating construction change order actions. Coordinating all related actions required for project completion, such as furniture and furnishings procurement, separate contracts, work by owner, and telephone service installation. CONSTRUCTION MANAGEMENT Facilities construction and renovation work performed by outside contracts is typically administered and inspected by construction management staff in the Facilities Planning and Construction Department. Charges for these services are budgeted for each construction management and inspection project as a direct project cost. All questions concerning construction work being performed under contract should be directed to the construction service manager. repair of buildings and facilities. Capital outlay programs are developed on a biennial basis and are submitted for General Assembly action during even-year sessions. The program submission includes a detailed justification and study for each project proposed for the next biennium. Additionally, projects proposed for subsequent biennia are identified for planning purposes. The current capital programs can be viewed on-line at www.fm.virginia.edu/ fpc/. Required documentation includes a Capital Project Proposal. A project proposal is required for every capital budget project for renovation or construction. This document establishes how a facility deficiency hinders the University programs, and how a project will enable the University to provide needed services; and includes a justification of need, a description of the services to be provided, and the estimated cost and proposed funding source for the project. Facilities Management and the appropriate department normally prepare capital outlay proposals. Guidance is provided by Facilities Management and University Budget Office personnel in the preparation of each capital outlay project based on current state requirements. FACILITIES DESIGN GUIDELINES The University's Facilities Design Guidelines has been prepared for architectural and engineering consultants, contractors, and University staff involved in the planning, construction, and renovation of all University facilities, systems, and properties. These guidelines detail University preferences and standards in the design and specification of materials; systems and components of CAPITAL OUTLAY PROGRAM Facilities Management, in conjunction with appropriate departments, develops the University's capital outlay program for the construction, renovation, improvement, or 16

facilities; and standard specifications, codes, and directives to be followed. Copies are available from the Facilities Planning and Construction Department. Specific questions may be referred to the Senior Review Architect. ARCHITECT, ENGINEER, AND CONSULTANT SELECTION In addition, a project advisory group is appointed for each project to provide specialized technical advice to the building committee in such areas as security, environmental health and safety, telecommunications, and computing. Specific responsibility of building committees and project advisory groups are set forth in the current edition of Guidance for Buildings Committees available from Facilities Management. OTHER UNIVERSITY COMMITTEES In addition to the building committee appointed for each project, several standing University committees are concerned with specific aspects of project planning. The Master Planning Council is concerned with the overall University facilities master plan and with specific project siting in conformance with this plan. The project A/E selection committee, appointed by the Vice President for Management and Budget, recommends architects or engineers for all major University capital outlay projects. The Architect for the University chairs the committee during selection of architects for all major architectural projects. Facilities Management professional staff provides assistance and support to this selection process. The Board of Visitors approves recommendations of the committee. BUILDING COMMITTEES Building committees are appointed by the President to provide advice and guidance to the Chief Facilities Officer during the development of architectural and engineering design for every capital project or other major projects. These committees monitor the development of planning studies and the preparation of plans and specifications in accordance with the University's approved building program and budget. Committee members include University faculty, staff, and students with background in the function of the facility being planned, as well as representation from Facilities Management professional staff. The Arboretum and Landscape Committee reviews landscape planning for all University building projects and any projects concerned with improvements or modifications to University landscape and grounds and advises the building committee accordingly. The Security and General Safety Committee provides specific safety and security recommendations such as grounds lighting and the adoption of a system of emergency telephones. HISTORIC BUILDINGS AND GROUNDS The University's original Jeffersonian buildings have been the focus of intensive preservation efforts in recent years. The Curator & Architect for the Academical Village works with Facilities Management, the School of Architecture, the Jeffersonian Restoration Advisory Board, and the University Housing Division to provide guidance and direction for repair, renovation, and restoration of the unique cultural legacy represented by these internationally recognized architectural forms. 17

Under a delegation of authority from the State Building Official (Director of Engineering and Buildings), the Chief Facilities Officer, as assistant state building official, provides review and approval of project plans and specifications. Conducted by designated Facilities Management professional staff, these reviews at the local level typically save significant time, and therefore cost savings over reviews conducted at the state level. STATE REVIEWS A number of Commonwealth of Virginia agencies are responsible for review and approval of various elements of planning for all University projects. These agencies include the Division of Engineering and Buildings, the Office of the State Fire Marshal, the Art and Architectural Review Board, the Division of Historic Landmarks, Department of Conservation and Recreation, Department of Environmental Quality, Bureau of Real Property Management and others. Facilities Management schedules and coordinates required reviews and approvals. 18

Maintenance, Repair, and Renovation Services Section 4 Facilities Maintenance and Repair...20 Corrective Maintenance and Repair...20 Painting...20 Renovations and Improvements...20 Fire Safety Systems and Equipment...21 Grounds Maintenance...21 Grounds Permits...21 General Services...21 Custodial Services...22 19

Maintenance, Repair, and Renovation Services FACILITIES MAINTENANCE AND REPAIR CORRECTIVE MAINTENANCE AND REPAIR Maintenance, repair, and building renewal projects for general fund facilities (see Glossary) costing between $25,000 and $500,000 are normally funded through the capital appropriation for maintenance reserve. These projects include roofing repairs or replacement, correction of structural defects, replacement or repair of installed utilities and distribution systems, and other high cost items that cannot be funded in the operating budget. Questions concerning the use of the maintenance reserve should be referred to the Maintenance Program Manager at 982-4672. PAINTING Facilities Management is responsible for a comprehensive, University-wide program to identify and carry out necessary maintenance and repair of University facilities. Facilities inspectors conduct periodic, detailed inspections to evaluate the maintenance condition of facilities and to identify any necessary corrective work. In addition, a computer-based preventive maintenance program, under which facility components, equipment, and systems are inspected, tested, and serviced on a scheduled basis, covers most University facilities. Required periodic tests of elevators, fire protection systems, boilers, and pressure vessels are performed in accordance with applicable codes and regulations. While these tests and inspection programs identify the majority of the University's maintenance and repair work, additional deficiencies should be reported immediately to the appropriate Facilities Management service desk (see Section 2) by building occupants. Exterior and interior painting is scheduled on a cyclical basis, modified when necessary, based on actual need and funding availability. Every effort is made to program exterior painting frequently enough to avoid deterioration of facilities. Interior painting schedules are typically more limited by the availability of funds. Special interior color schemes are developed for major public spaces of the University. For all other scheduled interior painting, surfaces are normally repainted in the same color. For major renovations, colors may be selected from a series of standard color schemes. RENOVATIONS AND IMPROVEMENTS Facilities Management is prepared to plan and carry out renovation, alteration, and improvement Questions concerning available maintenance and repair services for the University Academic Division should be referred to the Business Management Services Associate Director at 982-5814. For the Health System contact the Health System Physical Plant Assistant Director at 982-3246. 20

(see Glossary) of the University's health care, academic, research, and support facilities as needed to accommodate new or changed programs. Such work is normally funded by the requesting organization. In order to provide responsive, economical support to renovation requirements of limited scope, Facilities Management maintains a renovation work force comprising all basic construction skills. Work may be assigned to this force or completed by contract. Work may be subject to the "Make/ Buy" cost comparison, a competitive bid process, unless the customer specifies a preference for the in-house work force. by the Security and General Safety Committee, or the Classroom Improvements Committee, and capital outlay projects. Installation and maintenance of these systems and equipment in other areas and facilities are performed on a cost reimbursable basis. GROUNDS MAINTENANCE Facilities Management's Landscape Division provides a planned program of grounds care that includes turf maintenance; care of shrubs, plantings, and trees; road and walk cleaning and maintenance; and snow and ice control. Questions concerning grounds care services should be referred to the Landscape Division at 982-4668 in the University Academic Division or 924-8094 in Health System areas. Deficiencies concerning grounds care and trash collection services should be handled as service calls to 924-1777 for the University Academic Division, or 924-2267 for the Health System. GROUNDS PERMITS For the requestor's planning and budget purposes, Facilities Management's Operations Department will develop an estimated budget on request. If the work is of significant magnitude, the Facilities Management Facilities Planning and Construction Department will develop a preliminary investigation report (PIR). The PIR provides a preliminary scope of work and estimated costs. For more detail on project investigation reports, see Section 3. Operation of vehicles on University walks and lawn areas is not permitted unless absolutely necessary, and only when the landscape superintendent has issued a grounds permit. Permits are issued for loading and unloading supplies only, not for parking. Applications are available from the Facilities Management's service desk at 982-5880. FIRE SAFETY SYSTEMS AND EQUIPMENT Facilities Management provides maintenance for existing fire safety systems and equipment in general-fund supported facilities. Expansion, modification or improvement of existing fire safety systems or equipment is normally the responsibility of the requesting department or the appropriate vice president. Other funding sources may include those allocated 21

GENERAL SERVICES Facilities Management's general services labor crew provides moving services, setups for special events, reservations for tables/chairs, and other general labor support on a limited basis. These services are requested and scheduled in advance and are reimbursable. Also see Moving Services in the Quick Reference section. Requests for service schedules or questions concerning custodial services may be directed to the building services superintendent at 982-4656. Specific service problems should be handled as service calls at 971-1777. Special or extra services may be provided on a reimbursable basis. A request for service should be submitted to the appropriate service desk as listed in Section 2. See also Custodial Services in the Quick Reference section later in this book. CUSTODIAL SERVICES Facilities Management Building Services Division provides custodial services to general funded University Academic Division buildings on a scheduled basis. A program of custodial care is provided to each building based upon need and funding limits. Classrooms, offices, hallways, entrances, and stairs are cleaned on a scheduled basis, Monday through Friday. Chalk and erasers are supplied to classrooms in conjunction with the cleaning routine. Restrooms are cleaned and serviced daily. Windows, carpets, and floors are cleaned periodically. The custodial staff also clears snow and ice from entranceways and walks leading into buildings. Custodial services are not routinely provided on weekends. 22

Utilities Services Section 5 Services Available...24 Systems Control Center...24 Excavation Permits...25 Energy Management...25 Receivable and Disposable Resources Programs...26 23

Utilities Services requires considerable time and work, every effort is made to switch from heating to cooling only once each spring and from cooling to heating only once each autumn. The timing for such changeovers is determined entirely by anticipated weather conditions and the operating characteristics and requirements of each building. Facilities Management coordinates all scheduled utility outages of University buildings, including those facilities served by other utility companies such as Dominion Virginia Power. Notifications of scheduled shutdowns are sent to all facilities coordinators. Others wishing to be added to this notification list should provide their name, building(s) of interest, and electronic mailbox address to the Associate Director of Work Management at 982-5814. Facilities Management operates and maintains all University utility plants and distribution systems with the exception of telephone and data communication service, which in most cases, are provided by Information Technology and Communication. SERVICES AVAILABLE All utilities services, whether provided through the University distribution systems or directly by the local utility companies, are managed by the Facilities Management Utilities Department. Malfunctions, outages or any other problems associated with these systems and services should be reported to the appropriate service desk listed in Section 2. The Utilities Department services, maintains, and operates five electric substations, two heating plants, seven chilled water plants (for building air conditioning), a three million gallon water storage and pumping facility, and the associated distribution systems required to transport these services to University buildings. These systems provide utility service to most University buildings. The remaining buildings receive service directly from the local utility companies or from stand-alone building boilers and cooling equipment. With some exceptions, steam and chilled water services from the central plants are available to buildings throughout the year. Individual building heating and cooling systems are operated when needed. Call the utilities budget analyst at 982-4632 to find the service source for a specific building or area's utilities. Some building air conditioning systems can only be operated in either a cooling mode or a heating mode. Because switching air conditioning systems from heating to cooling in these buildings SYSTEMS CONTROL CENTER The Systems Control Center operates a computerbased energy management system that remotely monitors and controls heating and cooling in many University Academic Division and Health System buildings. Additionally, the Center monitors many fire and smoke detector systems. 24

The Center also monitors other equipment and systems, a service that can be valuable to researchers and others who require continuous monitoring of environmental conditions or equipment. Facilities Management can provide this remote monitoring in most University buildings on request. In addition to initial sensor installation costs, there is a monthly cost based on the number of points monitored. Departments with special monitoring requirements are encouraged to contact the Systems Control Center Supervisor at 982-4650 concerning details of a tie-in to this system. The Systems Control Center operator receives all after-hours service calls, and dispatches maintenance personnel when required. The operator also initiates contact with other University and non- University personnel in response to various emergency situations. The Utilities Department web site is at http:// utilities.mgmt.virginia.edu. EXCAVATION PERMITS Even minor excavations can cause serious and potentially dangerous utility disruptions. Excavation permits are required whenever any digging, including hand digging deeper than 6 inches, is done anywhere on University grounds. The Utili- ties Department responds to all excavation requests submitted to Miss Utility. Normally, a minimum of three days lead-time is required to allow utility companies and utilities services to mark their underground services in the area to be excavated. Excavation permit applications and related information can be obtained at www.fm.virginia.edu/directives/, or by calling the Piping or Electrical divisions at 982-4654 or 982-4641. ENERGY MANAGEMENT The University's energy management program is managed by the Utilities Department. The major emphasis of the energy management program is to construct, maintain and operate energy systems in the most efficient manner consistent with building health and safety codes and legitimate occupant requirements. The University has established standards for temperature and lighting levels. All new and renovation construction projects are evaluated for energy efficiency. Limited funding is made available each year financed through energy savings for cost effective energy conservation projects. 25

University departments in establishing effective recycling programs to ensure compliance with state-mandated goals. Currently, the program accepts clear glass, aluminum cans, ferrous and nonferrous metals, yard waste, cardboard, and revenue and non-revenue grades of paper. Further information is available from the Division of Recoverable and Disposable Resources at 982-5059 or on-line at http://recycle.virginia.edu. Building occupants are encouraged to participate in this program by turning off lights when rooms are unoccupied or natural light is adequate, by requesting the installation of free motion sensors in offices by calling 982-5893, and by helping with efforts to minimize heating and cooling energy use by setting thermostats in the broad "comfort" range of 68 F (winter) to 78 F (summer) during occupied periods. The appropriate Facilities Management service desk should be notified if temperatures are outside of these limits and an adjustment is desired. RECOVERABLE AND DISPOSABLE RESOURCES PROGRAMS The University's trash collection & recycling programs are coordinated by the Division of Recoverable and Disposable Resources (DRDR) to support 26

Facilities Management Organization And Responsibilities Section 6 Organizational Chart...28 Facilities Management Organization and Responsibilities...29 27

28

Facilities Management Organization & Responsibilities The Chief Facilities Officer directs the Facilities Management organization and is the University's principal representative for all matters concerning facilities and facilities programs. The Chief Facilities Officer and the Facilities Planning and Construction technical staff work in close coordination with the Architect for the University who has responsibility for the University's facilities master planning, architectural guidelines and standards, and approval of design development for all University facilities and grounds. The Deputy to the Chief Facilities Officer functions as an extension of the Office of the Chief Facilities Officer in providing internal management oversight to all components of Facilities Management. The Deputy has direct supervisory responsibility for the following two offices: The Human Resource and Training Manager is responsible for all matters concerning position management, employment, employee benefits, and training programs. The Customer Service Representative is responsible for coordination and assistance to all University academic/administrative departments and units supported by Facilities Management. The Director, Facilities Planning and Construction, assists the Chief Facilities Officer and Architect for the University in providing planning and management of new construction, renovations, and improvements to the University facilities. The director has supervisory responsibility for the following eight offices and divisions: The Office of Real Estate and Space Administration is responsible for executing and managing real estate leases, acquisitions and disposals, maintaining the University's space inventory system, and analyzing and developing recommendations concerning space requirements and utilization. The Capital Programs Management Division manages all capital outlay and selected major projects for the construction, alteration, or repair of facilities for the University, Blandy Farm, and the University s College at Wise. The Health System Division manages all major projects for the construction, renovation, and repair of Health System facilities. The Engineering and Design Services Division is responsible for the management of civil, mechanical, and electrical projects; the provision of engineering studies, surveying, and soils testing services; and the design of renovation, grounds improvement and minor construction projects. The Senior Review Architect assists the Chief Facilities Officer in the exercise of delegated authority to act as an Assistant State Building Official for the purpose of conducting code reviews of plans and specifications for facilities construction projects. The Curator and Architect for the Academical Village provides guidance and direction to programs for the repair, renovation, and restoration of the University's historic buildings; and serves as liaison for Facilities Management with the School of Architecture, the Jeffersonian Restoration Design Committee, and the University Housing Division to ensure that care and restoration of these buildings are carried out in an appropriate manner. 29

The Contract Administration Division is responsible for the advertising, award, administration, and inspection of all contracts for new construction, renovation, and repair. The Resource Center is responsible for maintaining the architectural and engineering drawings, specifications, and construction documentation for the University. The Design Services Manager supports the University s planning and design program to assure the development of high quality construction documents in a timely manner, and fosters good relations with the architect / engineer community in an effort to attract the best design firms to University projects. The Construction Services Manager supports the University s construction program by providing constructability reviews, assisting with development of quality assurance programs, managing commissioning procedures, administering the Higher Education Capital Outlay Manual (HECOM), and fostering good relations with the construction contracting community. The Director, Health System Physical Plant, represents the Chief Facilities Officer in the Health System area and has supervisory responsibility for the following divisions. The Health System Work Management Division receives, prioritizes, and dispatches responses to service calls and work requests; develops maintenance and repair programs and budgets; plans and estimates work; generates QC/QA reports on work; and maintains a facilities history file for Health System work. The Renovations and Projects Division provides minor project work for repairs, major maintenance and minor improvements. The three Health System Zone Maintenance Divisions provide preventive, corrective, and routine maintenance for electrical, plumbing, HVAC, and landscape services for the Health System precinct. The Director, Facilities Operations, has supervisory responsibility for the following offices and divisions: Renovations Division & Scheduling provides renovation, alteration, and improvement construction for University facilities and cost estimates, materials lists and schedules for Facilities Operations work. Landscape Division manages the beautification and maintenance of the University Grounds, gardens, and tree arbors; provides snow and ice control; and provides scheduled moving assistance within the University area. It also maintains the UVA cemetery records, protocols, and procedures. Building Services Division provides custodial services for most University academic/ administrative departments except those in the Health System with either full-time employees or through contractual services. Building Maintenance Division maintains architectural and structural components of University buildings, except those in the Health System, and performs furniture repair and reupholstering, cabinetry, and project work. Specialty Trades maintains roofs, elevators, and fire protection systems, and provides locksmith, electrical, sign shop, and tool room services. HVAC maintains and operates building heating, ventilating, and air-conditioning equipment, except that within the Health System. North Grounds Zone Maintenance maintains electrical, mechanical, plumbing and HVAC systems in designated facilities in the North Grounds Zone of the University. The Director, Utilities manages the University s energy programs and utilities infrastructure and supervises the following areas. The Systems Control Center (SCC) remotely monitors building fire alarm, security, and HVAC systems throughout the University. The Center also controls and maintains many of the electronic controls for the HVAC systems that it 30

monitors. The Center is staffed 24 hours a day and serves as the University's work reception desk and dispatch center for after hours emergencies. The Energy Management is a comprehensive program that considers all opportunities for achieving energy savings. The Heating Plant Division generates steam and hot water that are distributed through networks of underground distribution piping to most facilities in the main campus and the North Grounds precinct. The Chiller Plants Division generates chilled water that is distributed through underground piping to various University facilities for cooling. The Electrical Distribution Division maintains the electrical substations and associated underground distribution power lines. The Piping Distribution Division maintains heating (steam/condensate, medium temperature hot water), cooling (chilled water), water and sewer, and storm sewer distribution lines. The Division of Recoverable and Disposable Resources (DRDR) manages recycling and waste collection efforts at the University. Geographical Information Systems (GIS) manages the utility maps and drawings for the University. Maps and drawings can be requested at 982-5051. work except capital projects. The Service Contract Manager prepares specifications, administers maintenance and service contracts, and manages the "Make/Buy" competitive procurement programs, and the painting contract work for Facilities Management. The Materials Division is responsible for goods and non-professional services procurements, receiving and staging materials, and providing limited mail services. Fiscal Operations is responsible for providing budget and financial management, cost accounting and billing. Information Systems oversees the development, support and maintenance of computerized information systems in Facilities Management. The Director, Business Management Services prepares and interprets financial information, develops rates and budgets, and has supervisory responsibility for the following divisions and managers. The associate director for Work Management has supervisory responsibility for the Work Control Division and develops and maintains program management concepts to accommodate a public entrepreneurial approach of services provision. Responsibilities include managing the preventative maintenance, maintenance reserve, major maintenance, special projects, and the facilities condition inspection programs; and insuring compliance with environmental programs related to asbestos and underground storage tank management. Work Control receives service calls and requests for service for the University Academic Division, enters work into the work control system, and manages information reporting for all 31

32

Quick Reference Guide to Services Section 7 33

Chemical Waste. See Hazardous Material, or the Environmental Health and Safety web page at http://keats.admin.virginia.edu/tree/home.html. Communications Systems for the Medical Center such as television services, nurse call intercom, intercom systems, pneumatic tube system, and the automated material distribution system are maintained by the Department of Clinical Engineering, 924-2391. Quick Reference Guide to Services After-hours Service Calls are directed to Facilities Management's Systems Control Center that is staffed on a 24-hour basis to receive and act on urgent service calls that cannot wait until the next normal work day. For telephone numbers, see Section 2 or inside the front cover of this publication, the front cover of the University telephone book, or the University's computerized information system. Air Conditioning and Heating see Heating, Ventilating, and Air Conditioning (HVAC). Architectural Services are available from Facilities Management's Facilities Planning and Construction Department. See Section 3. Bicycle Racks are furnished by the Department of Parking and Transportation at 924-7233. Boilers and Pressure Vessels are inspected and tested under state contract to insure safety and compliance with state regulations. Facilities Management coordinates the response to inspection recommendations. Questions should be directed to the Work Management Division at 982-5814. Contract Construction for maintenance, repair, major renovation, or new construction projects is accomplished through contracts administered by the Facilities Management construction manager. Only Facilities Management personnel may direct contractors performing new construction or renovation work. Custodial Services for the general funded University Academic Division buildings, including the Medical School, are provided by Facilities Management's building services division, 982-4637; see Section 4. Custodial services for Health System, private clinics division, and related patient care areas are provided by Environmental Services, 924-5183; and in faculty and student housing areas by the University Housing Division, 924-3053. Design Services For Facilities Management is provided by Facilities Management's Facilities Planning and Construction Department. See Section 3. Disability Accommodations. Individuals with disabilities who require information concerning facil- Facilities Management personnel conduct Building Condition Inspections on a continuing schedule for all University buildings to determine major and minor items of maintenance and repair required. Questions should be directed to the Maintenance Program Manager at 982-4672. Carpet Cleaning. See Custodial Services, Section 4. 34

ity or equipment accommodations should contact the Section 504 and University Americans with Disabilities Act (ADA) Coordinator at 924-7819. Elevator problems should be reported to the appropriate service desk. See Section 2. Emergencies requiring Facilities Management services should be called in as follows: University Academic Division All hours: 924-1777 Health System All hours: 924-2267 department requirements such as moving, public address systems, and other equipment for the convenience of the University community. Tables and chairs are available for loan at no charge unless delivery and setup are required, in which case a work request must be submitted. See the Service Bulletins for rates: www.fm.virginia.edu/service bulletins/ or visit Facilities Management Web site at www.fm.virginia.edu/. Handicapped Accessible equipment requests. See Disability Accommodations. Engineering Services are available from Facilities Management's Facilities Planning and Construction Department. See Section 3. Equipment Installation is provided by Facilities Management as a reimbursable service. A request for services should be made to the appropriate service desk. See Section 2. Excavation Permits. See Section 5. Facilities Coordinators are faculty or staff from each school, department, or building, appointed by the dean or department head, to coordinate the provision of services with Facilities Management. See Section 1. Fire Extinguishers. National Fire Prevention Association Code Item 10 determines the location, type, and capacity of fire extinguishers. Fire extinguishers are subject to monthly inspections and periodic hydro-testing and recharging. The purchase and installation of new fire extinguishers is accomplished as reimbursable service requests. See Section 2. Furniture Maintenance and Reupholstering is provided by Facilities Management. Maintenance for all basic classroom furniture and fixtures is budgeted and provided by Facilities Management. Reupholstering and maintenance for specialized departmental instructional equipment items and other furniture are a departmental responsibility and are provided on a reimbursable basis. Furniture and other Rentals. Facilities Management rents trucks with drivers to assist with special Hazardous Material, Infectious Waste and Chemical Waste cleanup, disposal, training, and safety services for the University Academic Division and the Health System are provided by the University Office of Environmental Health and Safety; call 924-7334. Heating, Ventilating, and Air Conditioning (HVAC) systems for buildings are operated and maintained by Facilities Management personnel in accordance with sound energy management practices. Problems with any heating, ventilating, or air conditioning system should be reported to the appropriate service desk. Questions concerning HVAC in the University Academic Division should be directed to 982-5880; in the Health System, call maintenance at 924-2267. Housing Maintenance is provided by the Housing Division for most faculty, staff, and student residences. Between 8 a.m. and 4:30 p.m., call 924-3053. For emergencies after those hours call 924-1777. 35

Internal Mail Services, previously called Messenger Mail, for the University is managed by the Purchasing and Materials Services Department. Distribution questions for the Health System should be referred to the McKim Hall post office at 924-2048. Distribution questions for the University should be directed to the Newcomb Hall post office at 924-3123. Mail Services. Full postal service is available in the Newcomb Hall Post Office under contract from Keys. See Locks, Keys, and Lock Changes. Landscaping service. See Section 5. Light Bulb Replacement is provided on a service call basis. Requests for bulbs or bulb replacement should be referred to the appropriate facilities coordinator. Locks, keys, and lock changes are provided by Facilities Management for all University buildings. Authorization and verification of master keys at the vice presidential level is mandatory. State law prohibits reproduction of any University key by anyone other than the University Lock Shop. Authorized requestors may obtain keys by noting on a request for service, the building and room number or key numbers, and the quantity required. Lock changes are also arranged by submitting a request for service to the work control division on Alderman Road. NO ONE EXCEPT A FACILITIES MANAGEMENT LOCKSHOP EMPLOYEE IS AUTHORIZED TO CHANGE LOCKS IN ANY UNIVERSITY BUILDING. See University Financial and Administrative Policies and Procedures, at http://www.virginia.edu/~polproc/ and Key and Lock Policy, XIII. E.1 at http://www.virginia.edu/~ polproc/pol/xiiie1.html. the U.S. Postal Service. Postal stations in Emmet House and in Tuttle House, provided by the Housing Division, offer package pickup and stamp sales. Maps of the University and the immediate area may be purchased through General Stores for $10 per hundred. When ordering, request stock number 31197. Parking and Transportation maps are available at no charge from the Department of Parking and Transportation Services, 1101 Millmont Street, 924-7231. Moving Services are provided by Facilities Management on Grounds, or to University-owned properties on a limited scale, as a reimbursable service. A request for service should be submitted. For moving services within the Health System, call 982-3245. To move large amounts of furniture, materials, or other items requiring special handling, or to make moving arrangements for incoming faculty or staff, contact Purchasing and Materials Services at 924-4212. Nameplates and Signs: Facilities Management provides nameplates and signs for interior identification of offices, laboratories, desks, and other areas in buildings as a reimbursable service. A request for service form should be submitted. Painting of buildings and facilities is done on a scheduled basis, depending on the availability of funds. Additional painting projects are treated as reimbursable services. A request for service form 36

should be submitted. See Section 2. Parking Permits. See Transportation Services. Pest Control Services for the University Academic Division are provided by Facilities Management at 982-4637; and for the Health System by Health System Physical Plant at 924-2267. In the University Hospital, call Environmental Services at 924-5188. Plans of existing buildings are available through the Facilities Management's Resource Center. Questions and requests for access to plans should be directed to the Resource Center Manager at 982-5367 or fm-resource-center@virginia.edu. Planning of University Facilities. See Section 3. Preventive Maintenance inspections and service are regularly provided by Facilities Management for all general fund supported University Academic Division facilities. A similar service can be provided on a reimbursable basis for department equipment. Procurement Services. The acquisition of goods and services, other than architectural, engineering and construction, is normally handled by the Materials Division. Call 924-5869. Self-Help Work by departmental technicians is authorized when appropriate subject to Facilities Management approval and inspection. See Section 1. Calls for Service Work are received at Facilities Management customer service desks during normal working hours. See Section 2 or inside front cover. Signs for all exterior areas of the University are provided as a reimbursable service. Requests for signs should be submitted on-line or contact the appropriate service desk. See Section 2. Facilities Management's Landscape Division provides Snow and Ice Control for roads, sidewalks, grounds, walks, and parking areas. Call the landscape superintendent at 982-4637. Telephone Services are provided by Information Technology and Communication (ITC) at 924-4148. For further information, see the University telephone directory. Transportation Services and Parking Permits are provided by the Department of Parking and Recycling Services are coordinated through the Division of Recoverable and Disposable Resources at 982-5059. Trash Collection and Disposal Service is provided by Facilities Management on a scheduled basis. Special trash pickups can be obtained as a reimbursable service with a request for service form to the appropriate service desk. General Fund- supported facilities are not directly charged for any services. See Section 5. Renovation of Facilities is provided by Facilities Management on a reimbursable basis. See Section 3. Security Services are provided by the University Police Department, 2304 Ivy Road at 924-7166. For emergencies only, call 9-911. Transportation at 924-7711. Utilities connections are made by Facilities Management personnel only. See Section 1. Window Cleaning. See Custodial Services. See Section 4. Work Requests. See Service Work. 37

38

APPENDIX Finding the Web Services Guide on the Web...42 Glossary...43 39

FINDING THE WEB SERVICES GUIDE ON THE WEB The Service Guide is regularly updated with new information and contact information. To review the most current information, we suggest that you regularly visit the Facilities Management home page on the Web and select Web Services Guide on the left hand menu. Step 1. Enter the address to get to the Facilities Management web site. Step 2. Click on the Web Services Guide. 40

GLOSSARY Capital Outlay. The expenditure of funds to purchase, improve, or correct certain specific fixed assets. See the COMMONWEALTH PLANNING AND BUDGET SYSTEM manual, Chapter 3, for details. Corrective Maintenance and Repair. Cyclic or unscheduled major repairs, replacements, and other work required to return an asset to a state of good repair. See Section 4. Building Renewal. The complete rework of a building and its major systems that results in a building with an expected useful life equal to that of a new facility. See Section 4. Maintenance. Work required to keep an asset in a state of good repair and to preserve it from failure or decline. See also Preventive Maintenance, Corrective Maintenance, and Routine Maintenance. New Construction. The building of a new facility including utilities, or a project that is a single undertaking, which involves construction applicable to one or more facilities. This includes all work necessary to accomplish a specific purpose and produce a complete, usable new facility. It also includes equipment installed as part of the facility, site development and improvements. General Funded Components. University facilities and activities related to educational objectives, including research, public service, academic support, student services, institutional support, and operation and maintenance of facilities which receive state funding support. Improvement. Work accomplished to enhance an existing facility, its systems, fixed equipment installed as part of the facility, or site. Improvements can include alteration or conversion of interior space and other physical entities to increase a facility's effectiveness for its present or a new purpose. It can also include renovation or restoration to part or all of a facility or mechanical system to modernize the asset's capability and increase its effectiveness for its designated purpose, comply with current requirements, or return it to its original state if it is a historic property. Maintenance Reserve. Funds provided through the capital outlay process to supplement the operating budget for maintaining and repairing general fund supported plant facilities and installed equipment. Projects costing between $25,000 and $500,000 and having the purpose of maintaining or extending the useful life of an existing facility may be approved by the Department of Planning and Budget for inclusion in the maintenance reserve plan. Maintenance reserve is not intended to enhance, upgrade or otherwise improve plant, property or equipment unless this is incidental to the maintenance or repair purpose of the project. Non-general Funded Components. Auxiliary Services that receive a fee for providing goods, facilities or services to students, faculty, or staff; and Sponsored Programs receiving research grants, contracts, or financial backing from agencies outside the University. Auxiliary enterprises include the University Hospital and patient clinics, dining services, residential facilities, laundries, parking, transportation systems, student activities such as intercollegiate athletics, and similar services. Preventive Maintenance. See Section 2, Work Categories, page 6. Renovation. See Improvement. Repair. See Corrective Maintenance and Repair. Recovery Rate. The total of all direct and indirect expenses including support costs such as supervision, training, tools, safety, and related items. 41

Replacement. The construction or purchase of an asset to replace that which has been damaged or outlived its usefulness and cannot be economically repaired or renovated. Routine Maintenance and Services. Minor repairs, service calls, and service work required to keep an asset in a state of good repair. This includes work required to operate facilities and equipment, and cleaning, painting, and grounds care. These services are normally funded through the operating budget. 42

Chief Facilities Officer & ASBO Robert P. Dillman, P.E....rpd2n 982-5834 Deputy Chief Facilities Officer Richard H. Rice, Jr.,P.E.....rhr6j...982-5836 Curator and Architect for the Academical Village Anna K. Towns (acting)...akt2m...243-8590 Human Resources and Training Donna M. Barnes.... dmb8u...982-5896 Customer Service Representative Bonnie Hurtt...bjh3c...982-4600 Senior Review Architect Charles Callaghan, AIA...cjc4m...982-4602 Special Assistant to Director Kenneth G. Smith, P.E.... kgs...982-4689 FACILITIES PLANNING & CONSTRUCTION Department Director Charles A. Johannesmeyer, P.E....caj5m...982-4371 Academic Division Richard Minturn, AIA (acting)...rsm8fr...982-4723 Health System George Southwell... gss6d...924-7783 Engineering & Design Services John Davis, P.E.... jdd...982-5411 Design Services Jo Lawson, FAIA...ewl2m...982-5910 Construction Services vacant.... Contract Administration Richard Dickman... rjd6f...982-5177 Real Estate & Space Administration Bill Bohn...whb4j...982-5914 Finance and Budget Don Crosby...dc8d...982-5916 BUSINESS MANAGEMENT SERVICES Department Director Jay Klingel...jwk8w...982-5883 Work Management (Associate Director) Mark Webb...dmw3e...982-5814 Fiscal Operations Florence Buchholz...fs...982-4630 Rick Maupin...rdm4w...982-5848 Materials Bill Martin...whm2j...982-5869 Information Systems Fred Rembold...fer4x...982-5860 Maintenance Programs Managers Boyd Anderson...eba7p...982-5876 Bruce MacCall, P.E....blm...982-5897 Preston Syme...pts8q...982-4672 Service Contract Manager Spike Weeks...ltw...982-5891 Customer Service Desk Brenda Buttner...bdb9s...982-5880 Administration Joyce Chewning...jbc6s...982-5854 FACILITIES OPERATIONS Department Director Chris Willis, P.E....cmw2n... 982-5075 Landscape & General Services Rich Hopkins (acting)...rmh3f...982-4655 Custodial Services Bob Carman...rhc...982-4870 Renovations Joe Lane...jll2b...982-4660 Maintenance Services Walter Rogers...wer2r...982-4665 Specialty Trades Lee Holsapple...lrh2r...982-4658 Heating, Ventilating & Air Conditioning Steve Dorrier...wsd...982-4661 North Grounds Maintenance Zone Gary Wood...gww...924-3752 UTILITIES Department Director Cheryl Gomez, P.E......clg9y...982-5414 Information Systems Scott Martin......esm3e...982-5048 Energy Programs Tony Motto...awm3g...982-5893 Systems Control Center David Reed...wdr...982-4650 Heating Plants Ray Kneuper...rk8n...924-3090 Chiller Plants Gordon Durham...gtd...924-1893 Electrical Distribution Jay Coleman...vjc...982-4641 Piping Distribution Charlie Durrer...ced5q...982-4654 Recycling and Trash Dennis Clark...dlc8n...982-5059 Finance and Budget Debbie Thacker...dlt...982-4632 HEALTH SYSTEM PHYSICAL PLANT Department Director Peter Arn, P.E....pa9s...924-8593 Maintenance (Assistant Director) Will Shaw...wfs2z...982-3246 Hospital Engineer Davis Wrinkle, P.E...ndw3k...924-8720 Renovations/Minor Projects Jim Offield...jbo...982-3245 Zone Maintenance Div. 2 & 3 David Tyree...dlt7k...924-8095 Zone Maintenance Div. 1 Joe Carpenter...jbc8u...924-2535 The University s Area Code is 434.

In the 1980 s, the University of Virginia began a comprehensive restoration of the buildings of Thomas Jefferson. Architecturally, this group of buildings, constructed between 1817 and 1826 and known as the Academical Village, remains the preeminent planned academic / residential community in America. A 1976 poll by the American Institute of Architects rated the ensemble as the proudest achievement in the first 200 years of American architecture.