POLICY 9-2
PHYSICAL PLANT POLICIES AND PROCEDURES

• Issued: 1987
• Revised: 4-1-93
• Approved:
  

The Physical Plant is budgeted to address only routine and preventative maintenance requirements of the College. This definition is strictly limited to work required to maintain existing facilities, utility systems, grounds and athletic fields.

Requirements for remodeling, alteration and expansion of College facilities and the installation and maintenance of department equipment shall be identified by the appropriate user. It shall also be the responsibility of the user to obtain funds for the work to be accomplished by the Physical Plant.

Any modifications to College property shall be accomplished by personnel under the direct supervision of the Physical Plant. Anyone making such modifications without written approval of the Physical Plant Director, will be responsible for funding work required to restore the facility to its original condition.

The Physical Plant will make every effort to meet the needs of the College community. As funds and staff time are limited, not all requests will be addressed. The Physical Plant work schedule will be established based on the following priority schedule:

1. Safety requirements.
2. Operational requirements.
3. Essential maintenance.
4. Departmental equipment maintenance.
5. Remodeling, department equipment installation and special services.

Work Order Charges - Physical Plant routine maintenance services are provided without cost to other departments of the College. The cost for non-routine services are not included in the Physical Plant budget. Specific non-routine services with accepted billing procedures are identified hereafter:

Vandalism (All Cases)

A. Vandalism is defined as misuse or willful abuse of College property.

B. The Physical Plant will utilize standard charges for the repair of facilities vandalized on a recurrent basis. The full cost of labor, material, equipment and contracted services will be charged for non-routine items.

C. Housing will be responsible to collect for damages in housing facilities. The Physical Plant will work with Security to collect for repairs in non-housing facilities where specific responsibility for the damage can be identified.

D. In cases where responsibility for vandalism cannot be assigned, the repair costs, including labor, materials, equipment, and contracted services, will be charged to either the Auxiliary Vandalism Fund or to the General Vandalism Fund depending on the location of the damage.

E. The Physical Plant will maintain a standing report on expenditures resulting from vandalism.

Remodeling, Department Equipment Installation and Maintenance, and Special Services

A. The Physical Plant will, upon request, provide estimates of work for other departments to use in preparing their budget requests. Departments shall budget for the total cost of all materials, equipment and contracted services.

B. By March 1st of each year, a department requiring services that exceed their anticipated budget for the next fiscal year, shall submit their requests to the Physical Plant Director. It will be his responsibility to accumulate all requests and present them for review by the administration. It will also be his responsibility to submit requests for major maintenance requirements beyond the usual budget authority of the Physical Plant. Priorities will be established and funding available will be determined at the review.

C. Once a project has been approved and an account established and funded, the Physical Plant will prepare detailed plans. With departmental approval of the plans, the Physical Plant will accomplish all work required to complete the project.

D. Labor provided by the Physical Plant will not be charged to the project. However, these labor costs will be identified and reported at the project close out.

E. It will be the responsibility of the Physical Plant to work within the estimated cost for the approved scope of work. If the scope of work is revised and additional funds are required, the requesting department will be required to verify that adequate funds are available to complete the project as modified.

F. Normally all projects with a total labor and material cost of over $1,000 will be let to a qualified contractor through standard purchasing procedures. In some cases, it may be cost effective to accomplish part or all of each project with Physical Plant personnel. Each project will be evaluated on an individual basis.

G. The Physical Plant will normally accept work orders for non-routing services that can be completed by the regular staff within six months of the date the work order is submitted. Projects with special requirements, will be addressed on an individual basis.

H. In recognition of the fact that the Physical Plant will not be able to accomplish all of the work requested, three alternate methods have been established to help departments meet their needs:

1. If the department has staff members available, they may be assigned to the Physical Plant to accomplish the required work.

2. If the department has funds available, the Physical Plant will contract the required work using the department’s funds.

3. In special cases, the Physical Plant will authorize another College department to perform required work. In those cases, the following requirements shall be met:

a) Proposed working drawings and/or specifications shall be submitted to the Physical Plant for review and approval.

b) All work will be inspected by the Physical Plant during and after construction.

c) Competent personnel who meet the qualification standards set by the Physical Plant Director shall be employed to perform the work.

d) Any work found by the Physical Plant Director that does not conform with approved drawings and/or specifications, is not in compliance with approved standards and codes, or is of unacceptable workmanship, will be removed or repaired at the expense of the department that made the installation.

I. All contracts with private firms for design and/or construction services shall be administered by the Physical Plant Director following the applicable State purchasing rules. This policy applies whether the funds are from College departments, auxiliary enterprise, the capital construction fund, private donors, or other sources.

J. Furnishings that are a part of a building shall not be altered or removed without approval of the Physical Plant Director. This includes such items as laboratory benches, built-in benches, blackboards, projection screens, hardware and building directories.

Electronic Equipment Repair

A. The Senior Electronic Specialist will repair all campus electronic equipment within his capability. There will be no labor charge for routine repairs. The requesting department will be required to provide an account to charge all materials and contracted services for work accomplished on department equipment. The Physical Plant Electronic Shop is budgeted only for materials required to maintain campus clocks and the Physical Plant radio system.

B. Repair of equipment damaged as a result of vandalism, will be treated according to standard vandalism procedures. If the individual responsible for the damage can be identified, that person will be charged for all repair costs.

Special Set-Ups

A. Set Ups for College functions such as graduation, registration, confirmation and enrollment will be accomplished on a routine basis. The cost of materials, equipment and contracted services will be billed to the requesting department.

B. Set-ups for Student Government functions will be accomplished on a routine basis when possible. The cost of materials, equipment, over-time labor and contracted serviced will be billed to the requesting department.

C. Set-ups for non-college functions will be billed at current rates for materials, equipment, labor and the cost of contracted services.

D. Chair and table rental will be charged for all non-college users. All receipts will be deposited in the table and chair replacement fund. Arrangements for rental of tables and chairs shall be made through the Physical Plant.

Athletic Field Preparation

A. Field preparation for sanctioned sports, intramurals and the club sports of lacrosse and soccer, will be accomplished on a routine basis. The materials will be included in the Physical Plant budget.

B. Field preparation for other club events will be billed at the current rates for materials, equipment, labor and the cost of contracted services.

C. Field preparation for non-college functions will be billed at the current rates for materials, equipment, labor, and the cost of contracted services.