Facilities—Physical Plant Operations How to get what you need. Who pays for what services?

OUTLINE Mission Statements Governing Criteria Physical Plant Operations (PPO) Organization How To Get What You Need Funding for PPO Services What You Can Do to Facilitate the Process Questions

Facilities Mission Statement To provide safe, functional facilities, utilities, grounds, and transportation services so that members of the VT community can perform their various missions in an environment of excellence.

Physical Plant Operations Mission Statement The mission of Physical Plant Operations is to provide quality facilities management and maintenance support to the learning, discovery, and engagement activities of Virginia Tech. This mission will be accomplished through effective, safe, and efficient service in the areas of building maintenance, housekeeping, and grounds maintenance.

Some Governing Criteria –Code of Virginia –Construction and Professional Services Manual –Virginia Uniform Statewide Building Code (VUSBC) –VT Design Guidelines and Standards –University Policy 5405 –Other Specific University Policies (eg., Key Control) –University Budget Procedures

ORGANIZATION Vice President for Administrative Services (vacant) Assistant Vice President for Facilities Bill Elvey Physical Plant Operations John Beach Electro/Mechanical (Jim Clemens ) Building Maintenance Housekeeping (Wyatt Sasser) Grounds (Mark Helms) Business Office (Pam Raines) Customer Service (Diane Worrell) Capital Design and Construction Department Vinod Ghoting Project Management Engineering and Regulation Services Utilities Ben Myers Virginia Tech Electric Service (Auxiliary) Mechanical Utilities Central Steam Plant Contracts & Campus Renovation Services Lynn Eichhorn Design Services Construction Services Scheduling / Material Services Code Compliance Services Contracts and Management Facilities Records Library Office of Transportation Steve Mouras Parking Services Fleet Services Records Management Services Site & Infrastructure Development Air Transportation Services Contract Management & Business Admin.

Physical Plant Operations Maintains University Grounds Provides basic maintenance services and housekeeping for campus Educational and General (“E & G”) Buildings Provides Business Office support and billing services to Campus Renovation Services Operates Physical Plant Customer Service Office Provides basic maintenance support to non-E & G facilities on an as needed, reimbursable basis. Provides specialized services on an as needed, reimbursable basis.

How To Get What You Need Evaluate the URGENCY –Emergency or Safety Hazard– Call –Maintenance or Repair – Call or submit a FSR--- –Upgrade, New Work or a New Bldg (<$1M), Renovation, Program Specific – Submit a FSR – It May Be a Renovation Project

Routing of Work Orders Urgency Assessed>>Emergencies will be dispatched immediately via radio Supervisor may be asked to assess situation Goal is accomplish minor work within a week More lengthy work will be scheduled as resources and building schedule permits Crews should make contact with customer via personal contact, hang tags, or through Customer Service Desk Work order backlog reviewed regularly, orders older than 6 months flagged for attention Customer questions relative to progress or funding can be directed to Customer Service Desk

FSR – Where do they go? Centrally logged in to the DEPART Database through Initially sorted by Customer Service and routed to Physical Plant or Campus Renovations Services (CRS) Director for assignment. Renovations Projects Routed to the CRS Design Manager –Determine complexity of project and consult client for additional information if needed. Just-do-it – Goes directly to construction In-House Design Architectural-Engineering Design Firm –Assign a Project Manager

Who Pays for What Services? Physical Plant provides maintenance services using both general and non-general fund sources. General Fund allocations used to provide basic maintenance services to E & G buildings on campus –Renovations or upgrades are not covered in basic services –Maintenance of program specific equipment not covered in basic services Non General Fund sources used to provide services to such facilities as residence halls, student unions, dining halls, Athletic facilities, and the Inn at Virginia Tech University budget structure determines what services Physical Plant provides and what services will be delivered on a reimbursable basis

Examples of Physical Plant Funded Services Building Maintenance –Structural –Central Electrical –Central Mechanical and HVAC –Standard ceilings and wall floor finishes –Roofs –Windows –Standard door locks and closures –Elevators –Water Fountains –Public Restrooms

Examples of Physical Plant Funded Services (continued) Preventative Maintenance (PM) –Scheduled PM is performed on all major mechanical and electrical building systems to maintain optimum performance levels and minimize unscheduled outages Housekeeping –Does not include window washing or carpet cleaning (these services available on reimbursable basis) Grounds Maintenance Painting offices and public spaces on an approximate 15 year rotation with standard colors

Examples of Services Charged to Requesting Units Renovations, including needed work to accommodate new functions, uses and equipment. Repair of program specific equipment including: (generally, requesting departments must fund the repair of specialized equipment that supports individual departments, missions, or projects) –Fume Hoods –Lab Sinks and Drains –Special Water Systems such as Distilled Water –Autoclaves –Incubators –Freezers –Specialized Air and Gas Systems –Dedicated Equipment A/C Systems

Examples of Services Charged to Requesting Units (continued) Maintenance of non-central emergency generators Maintenance of window a/c units Maintenance of furnishings such as carpet, window blinds, and custom ceilings that represent an upgrade from standard floor, window, and ceiling treatments Maintenance and replacement of public space furniture Furniture and equipment moving services support Maintenance of office furniture

Examples of Services Charged to Requesting Units (continued) Maintenance of departmental appliances and break areas Keys Installation and maintenance of custom security systems (key pad systems, card reader systems, pushbutton combination locks) and their associated hardware (such as electric door strikes) Specific signage such as plaques, name plates, name tags, change of names on office door signs Recycling services (University program may be reinstated) Pick up of waste to go to the Dry Rendering Facility

Examples of Services Charged to Requesting Units (continued) Housekeeping services for lab areas Window washing Floor waxing Carpet Cleaning Care of indoor and atrium plants Painting with non-standard colors or outside of the normal maintenance rotation Routine maintenance of VT employee housing

What Can YOU do to Facilitate the Process Report problems promptly to Customer Service Ask Questions—we are here to help Know what you want. – Have the main players involved up front. – Be an active participant, follow up as necessary – Try to provide an accurate description of what is needed Don’t try to circumvent the process – Our buildings vary in age and complexity. – Code and ADA issues take precedence.

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