State Funded Basic Maintenance Services
The California State University System allocates funding to provide basic maintenance services that include routine and recurring preservative and preventive maintenance required to keep buildings, utilities and grounds in acceptable and safe operating condition. The following are some examples of work and service provided.
- Painting of classrooms, public corridors, restrooms and other public spaces is completed on an as needed basis; typically once every 2-5 years.
- Painting of individual offices and departmental space is completed once every 10 years or as resources are available. When new faculty or staff are welcomed to campus Facilities Services makes every effort to perform painting and basic maintenance refresh in office areas; please plan ahead providing a minimum of 8 weeks advance notice for these types of service requests.
- Carpet Cleaning is completed in public use spaces once every two years or as resources are available
- Periodic building exterior maintenance services including masonry repairs, foundations and structures, cleaning and maintenance of roofs, gutters and downspouts
- Painting within public areas, including main entrances, public corridors, stairwells and restrooms
- Maintenance of floor coverings, ceilings and ceiling tiles
- Repair and maintenance of stairways, handrails, ramps, doors and building entrances
- Repair to standard classroom furnishings
- Repair of doors and hardware including routine lock maintenance
- Maintenance and repair of glazing, window shades and blinds
- Maintenance of building ventilation, air conditioning, heating, electrical and lighting systems, plumbing, tile, elevators, fire protection equipment and building wide alarm systems
- Repair and maintenance of water, sewer, drainage, and gas utility systems
- Routine cleaning of building interiors, trash and recycling programs and pest management
- Maintenance of landscaped grounds, irrigation systems, roadways, street lighting and wayfinding
Billable Maintenance Services
Customers must fund services that exceed the routine maintenance cycle, are beyond the basic level of services funded by the University, or, when the units are self-sustaining. Billable maintenance services are normally provided on a time and materials basis.
Principal examples of these services include:
- Painting areas other than public areas more frequently than the basic level of service; typically once every 10-year
- Purchase and installation of earthquake bracing, white boards, keyboard trays, furniture, fixutures and equipment
- Special cleaning, such as upholstery and for cleaning support of departmental events
- Minor alterations to space, including installation and fabrication of shelving, cabinetry etc.
- Building services such as electrical, gas, water and HVAC to accommodating new equipment, or, departmental relocation for furniture and equipment, support of departmental and campus wide events, and when it is necessary to correct existing space deficiencies
Special Use Systems
The term “special use” applies to systems that support a narrow scope of research or department programs, those typically not utilized by all occupants of a building, not common to most campus buildings, and not considered part of facility infrastructure. Special use components may have been provided at initial construction or added to accommodate a change in university programs, occupancy or objectives. The funding sources utilized to fund this initial purchase and installation has no bearing on the financial responsibility for ongoing maintenance, repair or replacement of such systems.
Principal examples of such special use equipment include:
- Humidification systems, cold rooms and specialized HVAC systems utilized for research, storage and preservation of University archives; special collections
- Specialized air, water and chemical delivery systems
- Departmental Fixtures, Furnishings and Equipment (e.g.., fume hoods, refrigerators, freezers, ice machines, centrifuges, stills, purification/filtering systems, kitchen, laundry equipment, cage washers)
- Window air-conditioning units, standalone AC not connected to the campus CW system
The University does not generally allocate maintenance funds for these special use systems; however, Facilities Services does deliver basic maintenance to special use systems in keeping with its objective to efficiently and effectively advance the University’s education, research and service mission. Time devoted to this unfunded service is typically limited to 8 hours for a) on-site response to the initial trouble-call, b) basic diagnosis, consultation and advice, and c) performing basic operating adjustments or preventive maintenance. If the customer funds the service needs of the special use system, Facilities Services performs those services when possible.
Frequently, diagnosis and proper maintenance and repair of special use equipment require specialized services by the equipment manufacturer. Facilities Services will assist in identification of qualified service vendors for this work, but does not issue or administer contracts on behalf of the department.
Departments are reminded that funding for the replacement of special use systems should be included in their capital planning requests. Facilities Services does not keep an inventory of special use equipment or plan for the replacement of these systems.
For utility support of critical equipment, departments are reminded to include in their program the purchase, installation and maintenance costs of emergency electrical power (UPS), dedicated HVAC and equipment cooling as may be necessary to provide for uninterrupted utility services; and for afterhours monitoring and reporting of utility system outages. Principle examples where back-up utilities may be needed include research and data storage equipment.