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FISCAL MANAGEMENT OPERATIONS GUIDE

Requests for Maintenance and Other Plant Services

Basic Policy and Responsibility of the Physical Plant

The Physical Plant Department is responsible for the operation, maintenance and renovations of the physical facilities of The University of Texas at San Antonio. Funds are provided by the State Legislature to operate all buildings and support systems as required for the academic mission and to maintain all facilities in safe and efficient working order.

Labor, materials and/or equipment provided by appropriated funds cannot be used for private or personal benefit either on or off campus.

Any and all changes to UTSA physical facilities must be performed and/or coordinated by the Physical Plant Department. All connections, other than convenience type plug-in utensils, made to the various utility systems (water, sewer, electrical, telephone, etc.) must be made by Physical Plant personnel or appropriately licensed technician under the direct supervision of the Physical Plant.

A primary requirement is that Physical Plant personnel have knowledge of the exact condition of the physical facilities at all times and that the proposed installation meets appropriate codes or guidelines. To maintain that knowledge, Physical Plant personnel are available to assist with the planning of any new or renovation project to the building structures or ground area of University property.

Types of Services

Services are classified into two categories.

1. Physical Plant Services
2. Departmental Services

Physical Plant Services are those services for which Physical Plant receives budget allocation. These services are rendered by Physical Plant without charge.

Departmental Services are those services for which Physical Plant does not receive a budget allocation and which must be funded by the requesting department

PHYSICAL PLANT SERVICES

Basically, these are services directly related to the operation of the overall University facilities.

Examples of Physical Plant Services include:

• Maintenance services to structures, additions, and equipment, which have been accepted as permanent parts of the campus. These services are generally performed on structures, additions, and equipment which, if vacated by present occupants, would require no alterations, special refurnishing or remodeling for occupancy, by some other University department.
• Maintaining walks, streets, and grounds.
• Pest control.
• Custodial services, except in areas peculiar to departments or activities classified as auxiliary enterprises. Auxiliary enterprises are generally known as activities not funded by legislative appropriation.

DEPARTMENTAL SERVICES

These are special services rendered to departments and University activities which have budget allocations for these services and for which Physical Plant did not receive a legislative budget allocation.

Examples of Departmental Services include:

• Minor alterations to buildings or structures assigned to departments and University activities.
• Addition of special equipment such as laboratory equipment, mini blinds, special lighting, bulletin boards, etc.
• Repair work to office furniture in University offices.
• Painting at a time other than specified in the normal maintenance painting cycle.
• State-owned vehicle repair services.

Physical Plant charges for labor and materials for Departmental Services, include labor shop rates and actual materials utilized. Shop rates reflect the average salaries, including fringe benefits, of employees rendering the services, whether it is straight time or overtime. A Shop Rates Table is included on page 20 of this section. Departmental Service billing is accomplished on a monthly "IDT" basis. Questions regarding billing may be directed to Work Control via email. The Work Order number assigned to the Work Request must be included with the question.

Obtaining Services and Feedback

• Physical Plant Services may be requested by calling Physical Plant Work Control at extension 4262. Reports of deficiencies or requested services will be recorded and dispatched to the proper person in Physical Plant for the necessary response.
• Departmental Services requests, however, must be made in writing on an official "UTSA Work Request" form available via the UTSA network in http://Public Folder/1604/ UTSA Forms/Work Request. The administrative head of the office, college, division/ department, or the designated person of authority must sign these work requests.
  
  Faxed copies are not accepted. Setups/Special Events require ten working days advance notice.
  
  "UTSA Work Request" forms must include the appropriate account number of the department to be charged for the work. For work requests using grant "26" funds, the office of Grants and Contracts Administration must approve.
  
  Requests for estimates must be made on "UTSA Work Request" forms. Telephone requests for estimates will not be honored. When an estimate is requested, the project should be under serious consideration since estimates take time and cost money. Appropriate administrative officials or their designated person of authority should sign work requests for estimates.

• Physical Plant will make every effort to complete requested work in a timely and quality manner. We are very interested in improving our services. Customers are encouraged to complete a "FIX FORM" feedback ticket with comments.

Reporting Routing Failures

Routine failures of small items are normal, expected occurrences and should be reported as such. Defective light bulbs or fluorescent tubes, broken classroom chairs and desks, leaky faucets, spilled drinks, etc. should be regarded as simple, routine failures and should be reported as soon as possible to Work Control at extension 4262. Assistance from the campus population in discovering routing maintenance items is appreciated.

Emergencies

Good judgment is an important factor when determining whether or not a situation should be considered an emergency. Any disaster, unusual occurrence, utility malfunction, or equipment failure that presents imminent danger to life, limb or property is an emergency and should be reported immediately by telephone to the University Police Dispatcher at extension 4242.

It is not always possible or feasible to interrupt work in progress to respond to ordinary or routine department problems on an immediate basis; however Physical Plant will work with departments on emergencies that develop. One of Physical Plant's purposes on campus is to assist in correcting intra-departmental equipment problems, and help will be provided as resources permit.

Priority Work

Generally, Physical Plant Services for maintaining the campus must take priority over Departmental Services.

Work requests for Departmental Services are usually scheduled in the order in which they are received. At times, priorities are set by the University Administration.

General Information

AIR CONDITIONING AND REFRIGERATION MAINTENANCE

Physical Plant maintains, as a Physical Plant Service, all air conditioning systems on campus. Rooms that appear too hot or too cold may be reported to Work Control, and Operations personnel will check the conditions and charge the system as necessary.

BUILDING INSPECTIONS

Physical Plant and Safety personnel conduct periodic inspections of all campus buildings to determine major and minor items that require maintenance or repair and to ensure compliance with appropriate standards or generally accepted good practices. Physical Plant Service items that are noted on inspections are placed on a work order and a corrective actions schedule. Departments will be advised of any noted defects that are departmental responsibilities.

BUILDING SIGNS - EXTERIOR

General Campus and exterior building signs are installed as facilities are constructed and changed as deemed necessary.

BUILDING SIGNS - INTERIOR

Room and office signs are installed in new buildings at no expense to the departments. Changes and specialized signs of departmental names, administrators, etc. may be requested as a Departmental Service.

BULLETIN BOARDS

When campus buildings are first accepted from the contractors, bulletin boards are installed as needed at the time. Hallway boards are located per departmental requests. Any new bulletin boards or chalkboards may be requested as a Departmental Service.

CODES

The Physical Plant Department adheres to all fire and appropriate building codes and guidelines in all work performed. If there are specific questions about code requirements, requests may be made to the Office of Occupational Health and Safety Programs, located in the Business Services Annex Building, Room 1.01.18. The Safety Officer will be glad to discuss any issue that is of particular concern.

ELEVATORS

The Physical Plant Department is responsible for servicing all elevators on campus. Please notify Work Control (458-4262) of any problem with elevators.

FIRE EXTINGUISHERS

The purchase and maintenance of portable fire extinguishers for installation and use in classrooms, teaching laboratories, and public areas are the responsibility of the Office of Occupational Health and Safety Programs. For specific information, call extension 5250.

Fire alarm and control systems and associated devices, other than fire extinguishers, are the responsibility of the Physical Plant Department.

FIRES AND OTHER EMERGENCIES (See the UTSA Emergency Guidelines Manual available from the Office of Occupational Health and Safety Programs.)

In case of fire:
                     Call the University Police Dispatcher at extension 4242.

Fire alarm bells and horns will sound whenever fire detection devices are activated. All personnel should evacuate buildings as quickly as possible. Personnel should remain outside until cleared to enter the building by the University Police.

Fire alarm systems are tested on a periodic basis to ensure their workability and condition. Fire drills assist personnel in learning evacuation routes.

FURNITURE MAINTENANCE

The Physical Plant Department maintains regular classroom furniture. Office furniture and furniture used in research areas are the property of the respective division and are maintained on a Departmental Service basis. Repairs may be obtained by sending a "UTSA Work Request" to Work Control. This includes rekeying of desks and opening jammed drawers.

FURNITURE MOVING

"UTSA Work Requests" are necessary for any type of furniture move, however some of these moves will be treated as Physical Plant Services. Generally, these include placement of tables for small academic oriented programs, placement of tables for registration, movement of professors/staff from one room to another if requested by the University administration.

Furniture moves are deemed Departmental Services when they involve convenience moves, hosting of non-campus functions, or large rearrangements (i.e., the setting up of a stage or a large banquet hall). Also included are simple arrangements of offices.

HEATING/COOLING

Campus buildings are normally operated and environmentally conditioned according to each semester's class scheduling. Questions concerning the heating or cooling system in a specific building or area of a building should be directed to Physical Plant Work Control at extension 4262. Requests for air conditioning of a space or a building on weekends or for special functions should be submitted in writing to the Physical Plant at least two days in advance of the need. Department/Division Directors, Deans or administrative officials must approve the request.

HOUSEKEEPING SERVICES

Generally, overall cleaning of the campus is accomplished during the morning schedule (5 AM to 2 PM.). If drink or water spills occur during the period after 2 PM., custodians are made available by calling Work Control at extension 4262.

Custodians are not permitted to perform personal or unauthorized services. This includes unlocking doors for faculty or other individuals. The University Police Dispatcher must be contacted, at extension 4242, for entry into locked areas.

Outside windows are cleaned on an annual basis.

KEYS AND LOCKS (See Section 8.4 in the Handbook of Operating Procedures)

The Physical Plant Department maintains all campus door locking mechanisms as part of building maintenance. Lock changes may be made as a Departmental Service on written request only by the administrative head of a department/division.

Keys are issued only to persons authorized in writing in accordance with Section 8.4 in the Handbook of Operating Procedures. These must be requested on a special "UTSA Key Request" form, available from General Stores. Any questions may be directed to Key Control at extension 4264.

The unlocking of doors may be requested by calling the University Police Dispatcher at extension 4242. Physical Plant personnel are instructed not to unlock doors for anyone without prior permission.

PAINTING

Normal maintenance painting is a Physical Plant Service and is performed on a scheduled basis, generally following a three-year cycle. Other painting may be rendered as a Departmental Service when requested in writing on a "UTSA Work Request".

PEST CONTROL

The Physical Plant Department provides pest control services for all buildings on campus. If insects or other pests are noticed in buildings, departments/divisions may contact Work Control at extension 4262 and the technician will provide pest control services as a Physical Plant Service.

PREVENTATIVE MAINTENANCE

Physical Plant personnel follow a schedule of routine preventative maintenance checks on doors, windows, roofs, hardware, refrigeration, air conditioning, plumbing, ventilation, electrical requirements, and other devices or systems proprietary to campus buildings or academic activities. Defects of deficiencies found in equipment belonging to departmental activities are reported to the department.

REFUSE DISPOSAL

The Physical Plant Department is budgeted to supervise the pickup of refuse by an outside contractor. The custodians take refuse in buildings to the outside containers for pickup by the contractor.

Departments creating vast amounts of waste are requested to haul their own refuse outside daily (i.e. shredding, food service, etc.). If assistance in handling is needed, call Work Control at extension 4262.

HAZARDOUS WASTE (See section 9.6 in the Handbook of Operating Procedures)

The University Safety Office is responsible for implementing the regulations governing the handling and disposal of hazardous materials or regulated wastes. Any questions pertaining to disposal of this type of waste should be directed to the Occupational and Safety Programs Office at extension 5250.

Radioactive wastes are handled separately and coordinated by the Radiation Safety Officer.

TELEPHONE SERVICES

Telephone Services is responsible for the total campus telephone system. Although located in the Physical Plant Building, Telephone Services is part of the Information Technology Department.

All installations, phone moves or other desired changes, including additional telephone cable and conduit, must be submitted on a "UTSA Work Request" to the Physical Plant Department.

Any malfunction of telephone equipment is to be reported to Telephone Services at extension 4200.

Shop Hourly Rates

*Includes construction management, planning, estimating & job coordination services.
**Includes drafting and CAD services
Shop rates are subject to change without prior notification.