Facilities Management Services
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1 Facilities Management Services Operating Budget Facilities Management (FM) receives an Operating Budget each year predicated on funding the routine, predictable costs of cleaning, maintaining,, and repairing, the Universities existing physical assets. Inclusions are funded by FM s Operating and Deferred Capital funds. Inclusions & Exclusions FM is funded through its Operating Budget to provide only cleaning, maintaining,, and repairing services (hence we consider them to be inclusions ) to the University physical assets for which FM is responsible. FM Operating Budget does not contain funding (hence we consider them to be exclusions ) to provide the following: 1. Renewal & Replacements of office furniture, improvements to things that are above base standards as provided throughout campus. 2. Services to buildings, equipment, or infrastructure normally the responsibility of another entity (e.g. voice/data associated with OIT and classroom A/V components). 3. Elective services (e.g. special cleanings, installation of shelves and signage, picture hanging, rentals for special events, etc.) are generally considered exclusions. 4. Snow removal: For permitted parking areas, Athletic Facilities during Athletic events, and special events. 5. Event setups: Concerts, chairs & table request for academics, athletics, conferences, and off campus requests. 6. Conferences: Set-ups, room cleaning, linen, etc. 7. Camps: Basketball, Football, NYSP, etc. 8. Renewal & replacement of building systems and components prior to their life cycle. 9. Vandalism: All repairs due to vandalism. 10. Construction Projects: Repairing, renewing, or building components during a construction project is funded by the project budget. 11. Aesthetic Requests: Renewing or building components for aesthetic reasons only. 12. Equipment not integral to building systems: Installation, maintenance, repair, and any utilities required to operate such equipment. FM staff will however respond to critical trouble calls involving exclusions and assist in stabilizing the situation and offering advice for further action. Page 1 of 10
2 Appendix 1 Below is an alphabetic listing of representative physical assets and their related service and how each are funded. Physical Asset Access Systems Maintaining,, repairing, renewing & Ansul Fire Suppression System power and communication link to building fire alarm panel) & ; Removal and disposal of system components and suppression agent. Apartments J&K, Faculty, & College Park Maintaining, Painting & Pest Control Repairing Cleaning, renewing & Artificial Turf Field. Artwork Asbestos Removal Sampling & removal or repair of damaged asbestos materials. Asphalt Cleaning Repairing, renewing, &. Cleaning, repairing, renewing,, & snow removal for parking lots. Athletic Equipment. Athletic Exterior Lights See MOU for specific facility Athletic Fields See MOU for specific facility Athletic Wall Pads See MOU for specific facility Audio Visual Equipment Verifying the presence of Operating, maintaining, repairing, renewing &. Bathroom Fixtures Repairing, Renewing Blackboards See Whiteboards Page 2 of 10
3 Bleachers (Indoors) Cleaning Maintaining,, repairing, renewing &. Bleachers (Indoors) Cleaning with the exception of Athletic Facilities. Maintaining,, repairing, renewing &. Blinds (Window) Cleaning (or to achieve a function or aesthetic change) Blue Light Phones Repairing, renewing, &. Brick Minor cleaning Minor repairs Bulletin Boards CO2 Fire Suppression System Card Readers &. Cleaning & maintaining Repairing Renewing & ; removal and disposal of system components and suppression agent. See Access Systems Carpeting Cleaning, maintaining. Common areas renewing &. Repairing Renewing & in departmental and classroom areas. Ceilings Cleaning Repairing & Renewing Central (building) Heating, Ventilating, and Air-conditioning HVAC Systems Repairing, renewing and Clocks Compactors Repairing Renewing & Coolers, water, etc.) & ; Recovery of refrigerant Curtains Page 3 of 10
4 Design Services Design, In-house design, Consulting Services, Architectural/Engineering Services. Display Cases Cleaning in common areas Repairing in common areas Maintaining,, renewing & Doors Cleaning & maintaining Repairing & Renewing Drapes See also curtains Drinking Fountains Cleaning Repairing, renewing, & Dugouts Dumpsters See compactors Dust Collectors Repairing duct drops, electric utility problems Cleaning,, renewing & Elevators Emergency Generators repairing (via service contract) Operating & maintaining Renewing & Event Setups College Sponsored Labor, materials, cleaning Event Setups Centrally Sponsored Exercise Equipment Rec. Center Labor, materials, cleaning Clean Repair Renew & replace. Eye Wash Stations Repairing, renewing FM Fire Supression Systems power and communication link to building fire alarm panel); Coordination of required testing and record keeping & ; Removal and disposal of system components and suppression agent Fencing Maintaining Page 4 of 10
5 Fire Alarm Systems Fire Extinguishers Fire Suppression Systems, testing and record keeping. See specific system type (Ansul, CO2, FM, Halon, Sprinkler). Fitness Floor Mats repairing, Flags & Flagpoles Maintaining, University flags/poles. the University flags/poles. Flooring Cleaning and maintaining Repairing. Renewing & replacement in common areas. Renewing & in departmental space and student rooms. Flooring (Gym) Cleaning, maintaining Repairing Renewing (including sanding and/or striping) & Freezers presence of utilities (electrical, water, etc.) & ; Recovery of refrigerant Fume and Specialty Exhaust Hoods Repairing the system exhaust fan, controls and motor starter/drive Cleaning, renewing & ; Operating, maintaining and repairing of system components other than the fan and its electrical starter/drive Furniture Cleaning and maintaining furniture in common areas Repairing furniture in common areas and repairing departmental furniture; Renewing & Generators (Standby) Grease Traps & HVAC Controls. Page 5 of 10
6 HVAC Equipment. Halon Fire Suppression Systems power and communication link to building fire alarm panel); Coordination of required testing and record keeping & ; Removal and disposal of system components and suppression agent Hand Dryers Repairing and Renewing Handicap Door Operators Hazardous Waste Maintaining Repairing & Renewing Services provided by EH&S Heat Pumps. Hot Water Dispensers, water, etc.) Maintaining,, repairing, renewing & Ice Machines, water, etc.) & ; Recovery of refrigerant Interior Lighting Repairing & Renewing Irrigation Systems Maintaining, Repairing Irrigation Systems (Athletics) See MOU Keys Kitchen Equipment, water, etc.) Replacing &. Kitchen Hoods (Commercial kitchens) Repair & replace. Cleaning,, & renewing Kronos Clocks utilities (electric supply). Repair & replace FM clocks All other services Page 6 of 10
7 only. Lab Casework Cleaning (Academic facilities) Repairing & (Academic facilities) Cleaning, repairing, renewing & (Research facilities) Loading Docks Cleaning, maintaining Lockers Locksets (Mechanical) Repairing Renewing & Installing locksets to achieve a function change, due to vandalism, or due to lost keys. Mirrors Cleaning Repairing Renewing & Moves Project Related and Surplus Operable Wall Partitions Cleaning & maintaining Repairing Operating, renewing & Paint Paper Towel & Dispensers Painting of Academic areas after 7-years, Residence Halls and RFLS after 4-years. repairing dispensers located in public and academic restrooms Painting of rooms prior to 7- years or 4-years per above. Aesthetic reasons All services for dispensers located in all other areas including research areas. Pavers Cleaning Pest Control Plants (Indoors) Press Box Maintaining See MOU Raised Flooring Cleaning Repairing Renewing & Refrigerators, water, etc.) & ; Recovery of refrigerant Roofs Maintaining Safety Showers See eye wash stations Page 7 of 10
8 Scoreboards & Security Systems Maintaining,, repairing, renewing & Signage (Exterior) Maintaining Repairing, renewing, & Signage (Interior) Maintaining Repairing & University standards signs in common areas and for life safety/code mandated signage Renewing & for parking lots and Athletics. All other signage related services and non-standard signs. Skylights Sounds Systems See Windows & Split System AC Units Spray Booths Sprinkler Fire Suppression System Standby Generators &. See Fume and Specialty Exhaust Hoods See Generators Repairing, renewing, &. Swimming Pools/Spas Repairing &, & renewing. (See MOU) Tennis Courts (University) Tennis Courts (Athletics) Track Surfaces (Interior) Track Surfaces (Exterior) Cleaning & maintaining See MOU See MOU. Repairing, renewing, &. Page 8 of 10
9 Turf Field See Artificial Turf Field Uninterruptible Power Supply (UPS) Underground Utilities Cleaning, maintaining Renewing & ; All telecommunications/data/catv lines and related pathways Wall Murals Wallpaper Cleaning Repairing Renewing & Walls Cleaning, maintaining Whiteboards Cleaning & maintaining. Repairing Renewing & Window AC Cleaning, maintaining Operating & Initial purchase Windows Cleaning Repairing & Renewing Wrestling Mats See fitness Floor Mats Page 9 of 10
10 GLOSSARY Cleaning An activity to remove normal dirt and trash in a manner and at a frequency commensurate with FM standards as dictated by FM budget. (Note: Standards may change over time in response to budget changes.). Common Area Atriums, corridors, University classrooms and exterior spaces are considered common areas. Exclusions FM services that are not included in the FM Operating or Deferred Capital Budget. Inclusions FM services that are funded through the FM Operating or Deferred Capital Budget (generally up to a stated limit). Maintaining Routine, predictable labor and material to test, inspect, and/or perform preventive measures required to keep something functional. Operating Providing routine, predictable labor to set controls and/or perform other activities required to keep something functional. Predictable An activity that can reasonably be anticipated at a predefined time or on a known cycle of at least one time per year (e.g. daily, weekly, monthly, quarterly, annually). Renewing Labor and material expended to replace something prior to the end of its life cycle. Repairing Labor and material required to fix something. (Note: In limited cases, FM may elect to replace rather than repair lower cost items). Replacing Labor and material expended to replace an item that has reached the end of its service life or that can or should not be repaired or renewed. Routine An activity that is performed on a routine schedule. Page 10 of 10
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