Services
Introduction
The Physical Plant is responsible for maintenance, repair, construction, renovations, or alterations to university facilities as well as installed systems and equipment. The Physical Plant also ensures these processes are carried out in accordance with all applicable codes and regulations (federal, state, and local) and conform to university standards.
As a rule, the use of Physical Plant personnel has proved more economical and responsive than contractual services. However, because of the scope, cost or specialized nature of some work, it may be necessary to have the work performed by an outside contractor.
Alterations or connections to any facilities system, including distribution and internal building systems, must be made with Physical Plant direction. Plant services include maintaining the integrity of utility systems. Safety hazards may result from incorrectly performed work.
Implementation
Each building has an appointed Building Administrator. Building Administrator's request services, forward written requests, coordinate the provision of services with the Physical Plant, and act as a contact when utilities must be interrupted.
Work Order Request Categories
Emergency Work
This is identified as work that presents a safety hazard to personnel and/or the facility. Emergency work will begin at once and continue until the emergency condition is eliminated.
Urgent (One Day Requests)
These are repairs which do not prohibit the use of a facility, but impair full facility use or present significant disruption to scheduled activities. These are normally completed the same day as requested. If work cannot be completed in 24 hours, a temporary repair will be implemented until permanent repairs can be made.
Emergency and urgent requests that arise between 7 a.m. and 6:30 p.m. in the fall and winter semesters and between 7 a.m. and 5 a.m. in the summer semester, Monday to Friday, should be communicated by telephone to the Physical Plant at 734.487.1000. After hours, emergency work requests should be directed to Public Safety at 734.487.1000. They will relay the information to the Physical Plant staff person on call.
Preventative Maintenance
This work is scheduled periodically to perform adjustments, cleaning, minor repairs and routine service inspections of equipment and facilities to ensure serviceable condition, and to reduce interruptions of service.
Routine Service Work
This encompasses a large portion of our service and is work that does not limit or threaten facility use or the occupants.
Routine service work requests are received from 7 a.m. to 6:30 p.m. during Fall and Winter and from 7 a.m. to 6:30 p.m. in the summer by phone (734.487.1000) or by electronic web access if applicable.
There is a work order system available.
Major Project
A request will be deemed as capital in nature if, upon completion of the project, there is a significant increase in the value or useful life of the space being renovated or altered, or if there is a substantial change in the purpose or function of such space. Expenditures for approved projects of this nature will ordinarily be budgeted and accounted for within the capital budget administered by the Physical Plant Facilities office. In addition, a Plant Fund account must be set up in advance of any project.
Maintenance Project
A request will be deemed maintenance in nature if it does not substantially meet the criteria for a capital project as discussed above. Examples of maintenance projects include routine painting, replacement of burned-out fluorescent tubes, emergency repairs, etc. Expenditures for items of this nature will ordinarily be charged against the Physical Plant, unless other sources of funding are specified, such as Housing and Food Service areas.
The requests must fully describe the service desired, location room number and any time constraints for the service to be provided.
An account number for customer-funded work must be included with the request. Routine maintenance requests (examples are replacement of light bulbs, tubes or normal wear and tear items) do not require an account number.
Minor projects must be submitted on a requisition and email to the Business Operations manager.
Processing Requests for Space Renovation
It is the responsibility of the Vice President of Operations & Facilities Management to determine whether a space renovation request should be classified as capital or maintenance in nature. For the purpose of this determination, the following general guidelines are used.
- A request will be deemed as capital in nature if, upon completion of the project, there is a significant increase in the value or useful life of the space being renovated or altered, or if there is a substantial change in the purpose or function of such space. Expenditures for approved projects of this nature will ordinarily be budgeted and accounted for within the capital budget administered by the Physical Plant Facilities office. In addition, a Plant Fund account must be set up in advance of any project.
- A request will be deemed maintenance in nature if it does not substantially meet the criteria for a capital project as discussed above. Examples of maintenance projects include routine painting, replacement of burned-out fluorescent tubes, emergency repairs, etc. Expenditures for items of this nature will ordinarily be charged against the Physical Plant, unless other sources of funding are specified, such as Housing and Food Service areas.
- Requests for space renovation must be approved by the dean or director and the appropriate vice president, and then forwarded to the Physical Plant Facilities Management office for a scope cost estimate. When needed, the Physical Plant will engage the services of architects, engineers, or other consultants to assist in defining the project.
A listing of project requests for the area with estimated cost is then returned to the appropriate vice president for prioritization. The lists are then sent to the Planning & Budgeting Team for consolidated prioritization within the limits of the capital funds expected to be available. The consolidated list of prioritized requests, after review, may be presented to the Board of Regents by the Physical Plant.
Processing Requests for Major Equipment Acquisitions or for Any Equipment Acquisitions Requiring Installation
Acquisitions of equipment where costs exceed $2,500 or that involve installation or other changes to the physical environment, are processed in the same manner outlined above for space renovation requests. Note that the installation costs must include such expenses as moving, new or modified utility requirements, disposal of old equipment and asbestos removal.
All requests must be coordinated with the purchasing department to assure that all equipment is properly bid and purchased.
Processing Requests for Equipment Acquisitions Not Requiring Installation
For the acquisition of equipment costing less than $2,500 and where no installation is required, the request should be made as part of the department's annual operating on the requisition form with a “Listing of Equipment, Furniture, and Furnishings for which no Installation Costs" are required. After the usual approvals, this form is sent to the Purchasing department.
Services A-Z