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| Facilities Management Services Guide
Table of Contents
Certain key individuals or work units are central to requesting services from FM. Our primary contact - the Department Coordinator Each school or department is encouraged to assign a department coordinator to act as the primary liaison with FM. The coordinator processes departmental work requests, initiates requests for routine maintenance and coordinates activities such as planned utility outages. Your primary contact - the Area Coordinator FM assigns an Area Coordinator to each building as the primary customer service representative. The Area Coordinator's tasks include:
The WCC is the communications hub of the FM Division. This unit provides information support services regarding the status of your work request. It receives and processes emergency, maintenance and departmental work requests. Maintenance Calls
Projects Calls
Area Coordinators (Primary contact personnel)
Fax (412) 624-9298 Maintenance Request A maintenance request is initiated by the Work Control Center maintenance desk upon receipt of a call requesting emergency service, repair to a building system, or other maintenance item. The request is entered into FM’s computer information system, assigned the appropriate priority rating, and dispatched electronically to the appropriate trade or the operating engineer’s for execution. Priority 1 (Emergency) requests take precedence over all other requests and include problems which threaten life, safety, research, or which could cause physical damage to a facility. Priority 2 (Urgent) requests include malfunctioning heating, cooling, plumbing, electrical and elevator systems and problems affecting the security of facilities. Service is usually provided within 24 hours. Priority 3 (Routine) requests are scheduled on a first-in, first-out basis. Service is usually provided within a two-week period. Departmental Standing Maintenance Request Departmental standing work requests may be established or renewed annually to reduce paperwork and expedite service on the maintenance and/or repair of departmental equipment only. All charges associated with these requests are billed to the requesting department. Once a standing maintenance request is established, service may be requested through a call to the Work Control Center Help Desk at 624-9512. The standing maintenance request number must be referenced during the call. Standing maintenance requests may be renewed by the requesting department each fiscal year and are billed throughout the year as services are provided. SERVICES FM DOES NOT PROVIDE FM is not responsible for scheduling or coordinating the following:
For assistance, call the Technology Help Desk at (412)624-HELP [4357] DEPARTMENTAL WORK REQEUST Non-maintenance services desired by a department are requested through submission of a Departmental Work Request (Form 0016). Each request is assigned to an FM Area Coordinator or Project Manager for coordination. You will be contacted by the assigned individual to ensure that a clear scope of work is developed. A cost estimate will be provided for your approval prior to the start of any work. All work performed is billed to the requesting department or unit. Project Work Project work is generally defined as larger departmental requests and approved capital budget projects. All requests that exceed $50,000 in cost are processed as capital projects. Any request that exceeds $50,000 must be approved through the Capital Projects Budget process. When a project work request is initiated, FM becomes the general contractor for the project. Each project is assigned to an FM Project Manager who has the knowledge and experience in construction/project management. FM meets with your designated representative to determine the scope of work. An estimated price is developed based on the information you provide along with input from FM architects and construction professionals. You can elect to perform the work on either a fixed price or a time and materials (T&M) price. How to Complete a Work Request You can requisition this form from Central Business Services Stockroom, B-40 Cathedral of Learning, (412)624-6342. You should complete the non-shaded regions:
Communications Regarding Work Requests A confirmation copy of the Work Request is sent to you after a work order number has been assigned and the request has been entered into FM’s computer system. The work order number is needed for all job inquiries to FM. All work is to be estimated, and therefore, you can expect a telephone call from FM to discuss the estimate, to answer any questions, and to obtain approval of the estimate. If the amount of the estimate is greater than $1,000, we will require a written approval from you. After the commencement of work, any project inquiries should be directed to the FM person assigned to that project. Financial Responsibility for Services Provided
When the customer authorizes payment for services, the costs are billed to the department's University account number in one of two methods: fixed price, or time and materials. Fixed Price Billings Fixed Price billings involve a single charge, or several charges, depending on the duration of the project, for a predetermined agreed amount. You must approve the price prior to commencement of any work. If the cost of this work is greater than $1,000, the approval must be given in writing. Time and Material (T&M) Billings T&M billings are more commonly used and are based upon actual costs. Facilities Management bills your FAIS accounts semi-monthly. The charge will consist of the aggregate job-related costs for a given time period. Cost of Services (for T&M Work) Work accomplished by FM is charged on an actual cost basis. The charge is based upon the actual price of the labor and materials used, factoring in direct overhead for storeroom support, supervision, fringe benefits, and shop time. | |||||||||||||||||||
Copyright © 2001 Facilities Management Division, University of Pittsburgh