BUILDING PERSONNEL INSTRUCTION June 2015 Working with Facilities & Services

Syllabus August 14, Chancellor’s Retreat 2 Waste Management & Recycling o Tracy Osby, Coordinator: Building Services o Jay Matthews, Assistant Superintendent: my.FS Portal o Jerry Dinnin, Service Office Supervisor: o Steve Ashwill, IT Senior Application Developer: Building Maintenance o Roger Bensyl, Building Maintenance Coordinator: Construction Services o Dave Dowler, Associate Director, Construction Services: Engineering Services o Brad Ellison, Management Engineer:

Waste Management Recycling June 2015 Working with Facilities & Services 3 Containers and pickup provided at no cost Customer responsible for emptying 28-quart desk container Recycle paper, cardboard, metal, aluminum, and plastic bottles

Waste Management Trash Collection June 2015 Working with Facilities & Services 4 F&S Building Services provides select waste containers Majority of buildings have a scheduled collection day Customers may request additional services Pallets and construction debris should not be placed inside trash dumpsters

Building Services Teams June 2015 Working with Facilities & Services 5 Four Shifts  Early Days 4:00 a.m. – 12:30 p.m.  Days 6:00 a.m. – 4:30 p.m.  Early Evenings 5:00 p.m. – 1:00 a.m.  Deep Nights 11:00 p.m. – 7:00 a.m. Additional Crews  Public Functions/Moving Crew  Floor Crew *Jay Matthews, Assistant Superintendent of Building Services:

Custodial Service Levels June 2015 Working with Facilities & Services 6 Frequency of Services* First Floor Restrooms, Entrances and Hallways Lounges, Classrooms, Conference Rooms, Kitchens Private Offices, Labs, Administrative Offices 5/week 3/week 1/Week Self Directed Work Teams  Customer oriented approach  Increased flexibility and efficiencies *Published Frequency of Services applies to large campus buildings. For a specific schedule of services, please contact your building services supervisor.

my.FS Portal June 2015 Working with Facilities & Services 7 AiM Account Number Service Request Work Status Communications Work Order Reporting *Instructions for the above topics can be found on the my.FS Portal on the pages of each of the respective topics. To view the instructions, click the “Help” icon at the top of each page.

23 Specializations  Painters  Construction Laborers  Steam Distribution  Furniture Restorers  Roofers  Finishers  Carpenters  Brick Masons  Locksmiths  Mill Workers  Operating Engineers  Iron Workers Building Maintenance Division of Labor June 2015 Working with Facilities & Services 8  Laborer Electricians  Electricians  Sheet Metal Workers  Pipefitters  Elevator Mechanics  Plumbers  Machinists  Refrigeration Mechanics  Water Station Operators  Hydronics Crew  Insulators

Building Maintenance Zone Concept The Structure 1 North Campus Neil Silver 2 North Central Campus Steve Heath 3 West Campus Tim Eckstein 4 East Campus Greg Moen 5 South Central Campus Terry Bagwell (Interim) 6 South Campus Dave Alms The Structure 1 North Campus Neil Silver 2 North Central Campus Steve Heath 3 West Campus Tim Eckstein 4 East Campus Greg Moen 5 South Central Campus Terry Bagwell (Interim) 6 South Campus Dave Alms

Building Maintenance Work Management June 2015 Working with Facilities & Services 10 Issues Leading to Further Structural Damage if not Addressed ( Due In 1-5 Days) Immediate Safety/Health Concerns, Utility Disruption, Structural Damage (Due Today) High Normal Maintenance of Building Systems and Utility Infrastructure (Due In 1-5 Weeks) Work not being done in the Near Future or May be Deferred (Due Within 1 Year) Slight Low Funding/Schedule Dependent Items that don’t Present Adverse Risk (Due in 1-5 Months) Frequency of Services*

Deferred Maintenance Work June 2015 Working with Facilities & Services 11 Reasons for Work Being Deferred  Funding  Future projects Addressing Deferred Tasks  Larger projects  Increased building maintenance budget  Departmental funding

In-House Crafts & Trades  F&S craftspeople performing project work Contractor Services  Program utilizing the service of approved contractors from 28 divisions of work Job Order Contracting (JOC)  Fast Track procurement process for construction services Construction Services Delivery Options June 2015 Working with Facilities & Services 12

For all F&S construction projects, the customer is expected to:  Prepare a baseline risk assessment  Complete the construction project checklist  Submit a service request through the my.FS Portal  Review and approve estimates and final scope  Attend project meetings  Convey and approve changes to scope, schedule, and cost  Approve project punch list and sign permits Customer Responsibilities June 2015 Working with Facilities & Services 13

Beginning July 1, the following changes take effect:  Construction permits will be signed and given to the contractor after final project walkthrough, per division of work  Contractors will submit the signed permit with invoice and all required documents to F&S Construction Services  Customers must accept “Terms and Conditions” prior to procuring Contractor Services  F&S will post weekly updates to contractors’ annual standing purchase order limits on the my.FS Portal  F&S will post Request for Proposal NO. 1ALR1209 along with the scope of services mandatory requirements on the my.FS Portal Contractor Services Changes for FY16 June 2015 Working with Facilities & Services 14

Engineering Design Services June 2015 Working with Facilities & Services 15 Engineering Services is required if a project involves:  Changes to building systems  Architectural  HVAC  Exhaust Systems  Plumbing Systems  Electrical Systems  Transforming one type of space into another  Office to conference room  Classroom to laboratory  Combining two spaces into one  Dividing large spaces

QUESTIONS? June 2015 Working with Facilities & Services Facilities & Services