|TABLE OF CONTENTS|
|UNIVERSITY OF WISCONSIN
PHYSICAL PLANT POLICY AND PROCEDURES
I. GENERAL POLICY
The Physical Plant service function is threefold:
(1) to maintain a campus environment in which the educational activities can proceed unimpeded;
(2) to maintain the buildings and grounds so as to protect the public investment in physical facilities;
(3) maintain the buildings and grounds to provide a safe, clean and sanitary environment.
The Physical Plant Department therefore serves as a "caretaker" in relation to the building tenants. It is responsible for the basic building structures, the electrical and mechanical systems, the utilities necessary to operate, the general use and other nonassignable spaces, the cleaning of the buildings, the coordination of hazardous materials on campus, and the maintenance of the surrounding grounds. In turn, facilities, furniture and/or equipment assigned to a particular department, or acquired with departmental funds, are the responsibility of such department.
The Physical Plant operation is funded to be concerned with emergency repairs, preventive maintenance, routine and/or regularly scheduled maintenance, utilities, systems equipment replacement, routine cleaning, the management of hazardous materials, and routine grounds maintenance. By definition Physical Plant is not funded to include the following: building alterations, remodeling or improvements service or repair of departmental equipment; the disposal of department hazardous wastes; or special services in addition to or more frequent than standard practice.
All construction involving an alteration to buildings, partitions, doors, windows, floors, equipment which is attached to a structure, or the campus grounds and all repairs or alterations to the utility services such as electrical, natural gas, steam, vacuum, compressed air, water and sewer are to be made only by the Physical Plant Department, or a contractor employed by the University under the direction of the Physical Plant Department, or under a major project.
Departmental personnel shall not repair, alter, construct, or paint portions of the basic structure or make attachments to the basic utilities except by means of service connections provided. Experimental equipment or facilities provided by departments must conform to standard safety and health and fire regulations.
II. PHYSICAL PLANT OPERATION
The Physical Plant operation is administered by the Director, and Departmental Managers. This management unit is responsible for the administration of the planning, operation, and budgeting of the Physical Plant so as to maximize its capacity to support the University's mission. The Director reports to the Assistant Chancellor for Business Affairs and to the Chancellor on items of major concern. The Physical Plant operation is also governed by the policies and procedures of the University of Wisconsin System as interpreted and applied to the University of Wisconsin - Platteville campus.
The following are descriptions of the Physical Plant Departments and the services each provides.
The Custodial Department is responsible for the housekeeping of the 27 buildings on the UW-P campus (1.6 million square feet) and provides the following services: the cleaning of the buildings, ie. the classrooms, labs, faculty and staff offices, restrooms, corridors, lounges and general use areas; the trash removal from the building; moving services; and setups for special events.
Dave Langkamp, Custodial Manager .......................... 342-1155
The Building Maintenance Department is responsible for keeping the 27 campus buildings (1.6 million square feet) structurally sound, weathertight, safe, secure, and pleasant-looking. This department also provides carpentry services.
The Building Systems Department is responsible for providing electrical, plumbing, and heating and air conditioning service, water and sewer service, welding,electrical and mechanical repairs, etc. to the campus utility distribution systems and the campus buildings to provide a pleasant environment.
Mike Udelhofen, Maintenance Manager .......................... 342-1155
The Grounds Maintenance Department is responsible for the maintenance of the 400 acres of land that comprises the UW-P Campus and provides the following services: maintaining the lawn areas, maintains athletic turf areas, the trees and scrubs, the streets, sidewalks and parking areas, new landscaping, the snow removal from sidewalks, streets and parking areas. This department also provides trucking services of large/heavy objects and excavation services.
Mike Udelhofen, Grounds Manager .......................... 342-1155
The Motor Pool Department is responsible for the maintenance and repairs of the 22 vehicles in the car fleet vehicles, the 43 vehicles in the work fleet and all other University owned motorized equipment. This department is also responsible for the operation of the university's gasoline pumps.
Gene Digman, Auto Mechanic .......................... 342-1166
The Heating Plant Department is responsible for providing uninterrupted high pressure steam to all campus buildings, which is used to heat the buildings, produce domestic hot water, and for process uses.
Roger Martin, Heating Plant Manager .......................... 342-1551
The Safety and Risk Management Office is responsible for management of occupational safety, property and liability protection, and environmental compliance.
Ernie Stracener, Director .......................... 342-1188
The Central Stores/Receiving Department provides office supplies, shipping and receiving (both UPS and motor freight) service ,and mail delivery.
Jeff Becker, Storekeeper .......................... 342-1144
The Car Fleet Department provides vehicles to university employees for use on official university business.
Tammy Jaacks, Fleet Dispatcher .......................... 342-1155
III. CLASSIFICATION OF PHYSICAL PLANT SERVICES
ROUTINE MAINTENANCE, STANDARD AND SPECIAL SERVICES
This type of request encompasses such simple things as burned out light bulbs, leaky faucets, a switch that does not work, room too hot or too cold, installation of bulletin board, cleaning problems, lock and key problems, elevator malfunctions unless the elevator is occupied, system malfunctions, major and minor moves of departmental property, etc.
MAJOR REPAIRS, RENOVATIONS, ALTERATIONS, REMODELING, OR IMPROVEMENTS
This type of request encompasses such things as the remodeling or improvement of an office, laboratory, or any University facility. In a broad sense improvement projects are designed to alter, modify, remodel or otherwise enhance an existing facility. They, therefore, exceed the maintenance-repair-restoration function of the physical plant operation and will be treated as a chargeback to the requesting department.
Please allow 60 days to 6 months lead-time for design, development and acquisition of materials on these types of projects.
The scope may be as simple as the installation of a bookcase, light fixture, electrical outlet, identification signs, etc. to as complex as the remodeling of an existing building including the removal and installation of walls. A project of this nature must be planned and designed by University staff to assure that the proposed changes adhere to the building codes for the State of Wisconsin.
Projects of significant size (projects that exceed $2,500 using off- campus contractors) must be designed and developed in cooperation with UW-System staff subject to approval by the Department of Administration - Division of State Facilities Management (DOSFM), the Department of Industry, Labor and Human Relations (DILHR) and publicly bid.
An emergency is defined as a disaster, a malfunction of a utility, chemical spills, or an equipment failure that present imminent danger to the occupants of the building, persons on the grounds, or University property if immediate action is not taken. Emergencies do not include plugged drains, leaky faucets, burned out light bulbs, elevator malfunctions without occupants, etc. These types of requests should be treated as routine requests.
IV. STANDARD PROCEDURES FOR REQUESTING SERVICES
A standard or uniform procedure is necessary to implement work to be done and to provide the required accountability. In essence, this involves a work order system for general maintenance and repair with costs recorded and charged back in accordance with this policy.
On the other hand more extensive projects can be implemented by submitting an "Facility Improvement/Remodeling Request" or a "Facility Renovation/Maintenance Request" to the Campus Planning Office for review, design, code compliance, estimate and/or construction supervision.
Routine maintenance and repairs, including preventive maintenance, will be performed by the physical plant staff in accordance with this policy. The standard procedure for maintenance, repairs and/or improvements has been refined into these options or variations:
A. Routine Maintenance, Standard and Special Services shall be originated by the respective fiscal agent .... Dean, Director or Department Chair, or an authorized agent thereof. Chargeback services require authorization and account code.
B. Major Repairs, Renovations, Alterations, Remodeling and other Improvements shall be originated by the respective fiscal agent .... Dean, Director or Department Chair, or an authorized agent thereof. Such projects are often complex and require ample advance notice.
C. Emergencies shall be reported by respective fiscal agent.
D. Chemical Spills shall be reported immediately by anyone.
Phone Physical Plant Office at 342-1155/1166 or submit a memo completely describing the nature of the work requested. Please be specific and include account code.
Submit Facility Improvement/Remodeling Request form to Campus Planning with a photocopy to Physical Plant for review, design, development and approval. Provide specific dates, dimensions, utility requirements, etc..
Phone Physical Plant office at 342-1155/1166. Describe the emergency work requested, the location, scope, urgency, etc.. Please be specific.
Phone Hazardous Materials Coordinator at 342-1188. Describe the nature of the spill, the substance involved, and the location of the spill. Please be specific.
V. SERVICES PROVIDED TO INSTRUCTIONAL AND ACADEMIC (GPR) USERS AT NO CHARGE
A. Electricity, natural gas, steam for heating and cooling, and other utilities such as water, sewer and solid waste disposal.
B. Maintenance of building structures and exteriors including roofs, walls, floors, ceilings, windows, doors, locks and closure devices.
C. Maintenance of electrical-mechanical-plumbing systems for lighting, heating, ventilation, air conditioning, water supply and waste disposal.
D. Maintenance of classrooms, corridors, restrooms, lounges, lobbies and other general use facilities not specifically assigned to a department.
E. Custodial services to all areas of the academic buildings.
F. Maintenance of lawns, walks, drives, parking lots and related outdoor facilities including lawn mowing, snow removal, ice control and removal of trash and debris from the grounds.
G. Maintenance of utility distribution-collection systems, drainageways, and area and street lighting systems.
VI. SERVICES TO BE CHARGED-BACK TO INSTRUCTIONAL AND ACADEMIC (GPR) USERS
A. Purchase, installation, maintenance and repair of movable equipment and special or unique semi-fixed equipment assigned to a particular department, such as room air conditioners, fans, heaters, humidifiers, refrigerators, stills, office machines, growth chambers, sterilizers, water softeners, computer terminals, laboratory apparatus, special laboratory plumbing, special laboratory electrical requirements, etc.
B. Construction, modification, repair, refinishing, reupholstering, or installation of departmental or individual office cabinets, bookcases, shelves, mail boxes, office furniture, lab tables and related items. Excludes classroom and general use furniture and equipment not assigned to a department.
C. Painting, paneling or carpeting for personal satisfaction or cosmetic purpose, or more frequently than the routinely scheduled maintenance of walls, floors and ceilings. Replacement of departmentally installed carpet or paneling.
D. Construction and/or installation of chalkboards, bulletin boards, projection screens, blackout shades, office and desk identification signs and the like except as needed in classrooms.
E. Changes in departmental or individual locks or keys when the present installation is sound, secure and in good working condition. Key cutting, except for the initial supply.
F. Special installations of utilities-electric, steam, water, waste, air, exhaust, etc. - except as commonly needed for instructional purposes.
G. Non-routine or unscheduled signing, marking, and related work on outdoor facilities, fields and lots for special events.
H. Special transportation or moving services, such as the delivery or relocation of departmental equipment and bulk supplies which require special handling, heavy duty vehicles or off campus travel.
I. Any change, renovation, or remodeling in the building or in its hardware or its mechanical or electrical systems when requested by a department.
J. Replacement of glass in doors, windows, or partition walls when present glass is functionally sound.
K. Changing window treatment supplied with the building for personal satisfaction (eg, changing from shades to draperies).
VII. SERVICES PROVIDED TO PROGRAM REVENUE USERS
In accordance with UW-System Financial Policy Procedure Papers #22 and#25, all physical plant services as discussed in this policy shall be charged back to Auxiliary Services for the services rendered. Examples of these self-supporting activities are Student Housing, Student Center, Food Service, Stadium, Parking facilities, and Farm Operation.
VIII. CHARGE-BACK RATES
In accordance with UW-System Financial Policy and Procedure Paper #25 (appendix A), a uniform practice for charging back the costs of physical plant services has been established for calculating charge-back rates and these established rates will be updated annually. Such charges shall include the cost of labor, materials and special equipment:
Labor: Actual salaries plus fringe benefits with further adjustments to reflect productive hours, i.e. total hours less vacation, sick leave, holidays, travel time, etc. Accordingly, these shop rates have been determined:
Materials: The purchase price or current cost of all supplies and materials used on the job. In most cases the material cost are at wholesale prices.
Equipment: The established hourly rate for special and/or heavy equipment owned by the University and the actual cost of any equipment leased or rented for a particular job.
Job time is recorded on each work order to the decimal part of an hour excluding transportation time to move personnel, the necessary tools, equipment and materials to and from the job site. Also overhead costs, such as administration, design, supervision, and the use of standard tools and equipment, are not charged under this policy.
UW SYSTEM FINANCIAL POLICY and PROCEDURE PAPER #25
PHYSICAL PLANT ORGANIZATIONAL CHART