Introduction

Table of Contents

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SECTION 21 - FACILITIES MANAGEMENT

 

I.         Purpose.

 

            A.        To create common definitions of Facilities Management services to be performed for the college.

 

            B.        To clarify responsibility for initiating Facilities Management request.

 

            C.        To define approval requirements and authority for Facilities Management services.

 

II.        General.

 

            A.        The repair and maintenance of equipment and buildings is of major concern to all employees. Any employee may initiate a request for urgent repairs or corrective maintenance. It is the responsibility of the appropriate dean or director, assisted by the appropriate vice president, if necessary, to follow up on any request. Building coordinators have been designated for each building or portion of larger buildings to follow up on work requests.

 

            B.        In addition to the normal maintenance services performed by the organization, the Prince George's Community College Facilities Management department is also responsible for providing additional nonmaintenance type support, such as activity set ups, capital asset inventory, warehouse deliveries, college sign messages, and some facility planning functions.

 

            C.        Maintenance support is divided into four types:

 

                        1.         Urgent (emergency repairs)

                        2.         Corrective maintenance

                        3.         Improvements

                        4.         Preventive maintenance (PM)

 

            D.        Nonmaintenance support is divided into seven types:

 

                        1.         Warehouse deliveries and moving furniture and equipment

                        2.         College sign messages

                        3.         Activity set ups

                        4.       Capital asset inventory

                         5.         Warehouse storage

                        6.         Facilities Planning

 

III.    Definitions.

 

         A.     Urgent (Emergency) Repairs:

 

Repairs which need immediate attention because there is a high probability of death, bodily injury, and/or destruction of property or significant danger to the health of the students and employees, or to facilities management. Also, includes requests to unlock file cabinets, to let personnel into offices where the key has been locked inside the area, or to open classrooms for instruction.

 

         B.     Corrective Maintenance:

 

All work which is necessary to maintain and repair the buildings, building equipment, and the surrounding grounds. Examples as follows:

 

                  1.   Building Maintenance:

                        a.         Repair plumbing systems, unstop drains, repair drinking fountains.

                        b.         Request additional keys or replacement of lost or broken keys.

                        c.         Request bolting or unbolting typewriters from desks and tables.

                        d.         Repair heating, ventilation, and air conditioning systems.

                        e.         Repair blinds, floors, ceilings, doors, windows, steps, roofs.

                        f.         Replace broken window glass, replace broken/lost keys.

                        g.         Treat for presence of insects or rodents.

 

                  2.   Equipment Maintenance:

                        a.         Repair elevators, PA systems, fire extinguishers, intercom systems, or any other equipment related to the operation of the building.

 

                  3.   Grounds Maintenance:

                        a.         Prepare outdoor athletic facilities for classes and competitions, repair fences, patch parking lots and streets.

                        b.         Mow grass, trim trees and shrubs, remove trash from campus, perform planting, seeding, fertilizing, herbicides, and pesticides. Removal of snow and ice.

 

         C.     Improvements:

 

Projects that result in changes in the physical characteristics of the structure involved, including hidden changes such as wiring, plumbing, ventilation, etc. The magnitude or scope of the job, in cost, size of affected area, probable duration, and/or complexity of the work involved are all factors which must be considered in making a determination of whether a particular project should be classified as an improvement. Improvements fall into three categories:

 

                  1.   Minor improvements (which are estimated to cost $25,000 or less).

 

                  2.   Major improvements (which are estimated to cost more than $25,000.00 but $100,000.00 or less).

 

                  3.   Capital improvements (which are estimated to cost more than $100,000.00).

 

                        Examples of improvements:

                        a.         Remodeling changes affecting ceiling, walls, or building systems (electrical, plumbing, HVAC).

                        b.         Installation of large items of equipment requiring floor reinforcement, wiring, plumbing, or ductwork.

                        c.         Conversion of classroom space to office, laboratory, or research space and conversely.

                        d.         Decoration/redecoration of offices.

                        e.         Construction of shelves and cabinets.

                        f.         Request for desk and office name plates.

                        g.         Request to rekey locks.

 

         D.     Preventive Maintenance:

 

Maintenance services performed on a scheduled basis to prolong equipment life, reduce the probability of equipment breakdown, maintain appearance of the buildings and grounds, and enhance the effective operation of the equipment.

 

         E.     Warehouse Deliveries and Moving Support:

 

Warehouse personnel receive all items delivered to the college and routinely deliver them to the appropriate addressee. In addition, upon request, they deliver items that have been previously stored in the warehouse and move furniture and equipment on campus.

 

         F.     College Sign Messages:

 

Appropriate messages can be placed on each of the three college signs. The large sign (in two sections) at the corner of Route 202 and Campus Way South is for messages having an interest to both college community and noncollege community personnel. The sign located on Prince Place Extended, on the entrance road near the Natatorium, is primarily applicable for messages to the college community only.

 

         G.     Activity Set-Ups:

 

Special furniture and equipment arrangements can be made for functions held on the college grounds or in the college buildings. These arrangements include tables, chairs, lecterns, stage sections, choral risers, etc.

 

         H.     Capital Asset Inventory:

 

                  All items included on the inventory will be physically counted each year.

 

         I.      Warehouse Storage:

 

Documents and furniture/equipment may be stored in the warehouse or a space available basis. (see VI. L for procedures which are to be followed.)

 

IV.   Charges.

 

         A.     All urgent repairs, corrective maintenance and preventive maintenance expenses will be charged to Facilities Management cost center.

 

         B.     Each vice president will be given $1,000.00 credit in the Facilities Management department materials budget code 70-6155-012-7.2 which can be used to fund the cost of minor improvement projects.

 

V.     Priorities.

 

         A.     Maintenance services will be performed in accordance with the following priorities:

 

                  1.   Urgent:

                        a.         Electrical, plumbing, heating, ventilation, air-conditioning (HVAC), or locksmith. Within thirty minutes, personnel will respond, evaluate problem, and advise requestor what interim or permanent corrective measures will be taken.

                        b.         All other crafts: within two hours, same action as above will be taken.

                        c.         Work will be completed in two weeks, unless arrival of parts or the necessity to contract causes a delay. System problems will be assessed and an appropriate action plan will be developed. The requestor will be notified of the department intentions as soon as possible.

 

                  2.   Corrective Maintenance:

                        a.         Electrical, plumbing, HVAC, or locksmith: within four hours, personnel will respond, evaluate problem, and advise requestor what interim or permanent corrective measures will be taken.

                        b.         All other crafts: within one week, same action as above will be taken.

                        c.         Work will be completed in one month, unless arrival of parts or the necessity to contract causes a delay.

 

         B.     Improvements will be accomplished in accordance with the following priorities:

 

                  1.   Student areas - areas used or seen by students.

 

                  2.   Faculty areas - areas used by college faculty for the purpose of supporting their teaching functions.

 

         3.   Staff areas - other college areas; i.e., offices.

 

         C.     The following follow-up actions are appropriate in the time frames indicated:

 

                  1.   Urgent Requests: If work has not been completed within two weeks, and no reason for the delay has been provided, call the dispatcher at extension 0658.

 

                  2.   Corrective Maintenance: If work has not been completed within one month, and no reason for the delay has been provided, call the dispatcher at extension 0658.

 

VI.   Requests For Work

 

         A.     Urgent repairs and corrective maintenance, except for request for additional keys and replacement of lost keys, should be requested by calling the Facilities Management dispatcher at extension 0658 between 8:00 a.m. and 4:30 p.m. Monday through Friday. An engineer is on duty from 6:00 a.m. until 10:30 p.m. on Monday through Friday, 8:00 a.m. until 4:30 p.m. on Saturdays, and 8:00 a.m. until 1 p.m. on Sundays. After normal duty hours, the engineer can be reached (8 ½ hours on Saturdays and 5 hours on Sundays) by contacting the college telephone operator, the evening/weekend administrator, or by calling Campus Police on extension 0666. The weekend custodial supervisor can be reached in the same manner from 6 a.m. until 4:30 p.m. on Saturdays and 7:30 a.m. until 6 p.m. on Sundays. When none of these methods work, a pager is available for contacting the engineer on Saturdays and Sundays, using the following procedures:

         1.Dial 202-917-5062.

                  2.   After the 3rd beep, enter the seven digits of the phone from which you are calling.

                  3.   After you have entered the number, wait for several more beeps and a busy signal. After the busy signal, hang up and stay on the phone that you used to call. The engineer on duty will call you at the number entered in step 2 above.

                  4.   The caller should provide the following information:

                        a.         Location, building, floor, room or grounds area

                        b.         Description of the problem

                        c.         Caller's name, extension, and department

 

         B.     When a work order is turned in to the dispatcher as having been done, the dispatcher will stamp it COMPLETED and return it through campus mail to the requestor. When the requestor receives such a document, and feels that the work has not been accomplished to their satisfaction, they should contact the dispatcher at extension 0658. Work orders written to record time and materials expended on hot and cold calls are consolidated for an entire building on a daily basis and will be exempt from the process.

 

         C.     Replacement of lost keys should be requested by memorandum to the director of Facilities Management. These requests will be held for two weeks in the Facilities Management Key Shop before being filled.

 

         D.     Improvements, additional keys, and door and desk signs should be requested by memorandum to the director of Facilities Management.

 

         E.     Preventive maintenance services are scheduled by the Facilities Management department.

 

         F.     Requests for deliveries of items stored in the warehouse can be made by calling the Facilities Management dispatcher at extension 0658. Requests should be made at least two working days before delivery is required. Requests for all deliveries to off-campus locations or for pickups at off-campus locations, except any of the satellite locations, should be requested by memorandum to the director of Facilities Management. Requests should be co-signed by the appropriate dean or director and received by the Facilities Management department at least one week before the delivery/pick up date. The warehouse supervisor may be contacted directly concerning availability of useable furniture.

 

         G.     Moving of furniture and equipment can be requested by memorandum to the director of Facilities Management. Requests should be co-signed by the appropriate dean or director and be received by the Facilities Management department at least one week before the move date. The memorandum should include details of two quantity, type and exact locations for all new furniture and existing furniture to be relocated.

 

         H.     Requests for messages to be placed on the college signs can be made by submitting a Request For Use Of Outdoor College Sign form (Form B) through the Public Relations and Marketing Office to the Facilities Management Office. Requests should be received at least five working days before the message is desired to be posted. Determination of priority when there are multiple request is left to the judgment of the director of Public Relations and Marketing (Form available in Printing and Duplicating - Bladen Hall, room 173).

 

         I.      Requests for activity set ups can be made by submitting a Reservation Request For Prince George's Community College Facilities form (Form C) through the College Life Services Office to the Facilities Management Office. Requests should be received at least ten days before the date of the reservation (Form available in College Life Services Office - Largo Student Center, room 149).

 

         J.      Requests for chairs and tables can be made by submitting an Authorization To Use Equipment form (Form D) to the Facilities Management Office. Requests should be received at least two working days before the items are needed. Items must be picked up and returned to the designated storage areas by the requestor. (Form available in Printing and Duplicating - Bladen Hall 173)

 

         K.     The following procedures will be followed when requesting that items be stored in the Prince George's Community College Warehouse:

 

                  1.   Documents 

                        a.         Must be tightly packed in standard storage boxes, that are provided by Facilities Management. Documents placed in any other type/size of box will not be accepted for storage. Boxes can be obtained by calling Facilities Management dispatcher at extension 0658.

                        b.         Every box must have a label attached to one end. The labels should be requested when asking for storage boxes. They must be completely filled out before the box will be accepted for storage.

 

        2.   Furniture/Equipment

                        a.         Serviceable, inventoried items that are replaced or for some other reason become surplus to an office's needs should be reported in writing to the director of Facilities Management in accordance with §4-202 of the college CODE. The reason the item is no longer needed should be included. They will be stored in the warehouse until required elsewhere on-campus.

                        b.         Serviceable furniture and other items not on inventory that are replaced or for some other reason become surplus to an office's needs will be picked up by the warehouse crew and delivered to the warehouse. They will be stored in the warehouse until required elsewhere on-campus.

                        c.         Unserviceable items that are to be disposed of should be processed in accordance with §4-202 of the college CODE. In addition to the information rquired by the CODE, the reason that the item is no longer needed and residual/current market value should be included. They will be stored in the warehouse until the provisions of §4-202 of the college CODE have been complied with.

                        d.         Items put in the warehouse on a HOLD basis will only be stored for 180 days. At the end of that time, they will be treated as surplus and will be disposed of in accordance with the above procedures.

 

VII.  Special Instructions.

 

         A.     All keys are to be returned to the Office of Personnel before an individual separates from the college.

VIII. Capital Asset Inventory

 

         A.     To qualify as a capital asset, an item of property must be:

 

                  1.   Tangible property that costs $1,000.00 or more and has a useful life of two years or more.

 

         2.   Computer equipment that costs more than $500.

 

                  3.   Grant acquisition property required to be capitalized by the granting authority.

 

         4.Firearms of any value.

 

         B.     When a capital asset is received by the college, it will be tagged before it is delivered by the warehouse crew to the requestor. The only exception to this procedure is large deliveries of computers, which will be delivered directly to the Information Systems area for redistribution to the requestors and office/ classroom furniture which will be delivered by he vendor and assembled by the vendor at the designated site. These items will be tagged after delivery to the final user.

 

         C.     Once a year, a physical count of all items carried on the capital asset inventory will be performed.

 

         D.     Cost center managers will be notified in writing of any of their items that cannot be located during the inventory. They will be asked to assist in the search for the item. Assistance from the appropriate vice president will be solicited if the cost center manager does not respond to the time allocated.

 

         E.     Upon determination that any items cannot be found, a report of these missing items will be submitted to the vice president of Administration and Finance.

 

         F.     If the missing items have not been located within five months, a request will be submitted to the vice president of Administration and Finance that they be deleted from the Capital Asset Inventory.

 

MAIL ROOM OPERATIONS

 

I.      All items coming in or going out through the U.S. Postal Service (USPS) are routed through the college mail room. Interdepartmental mail is also picked up, sorted, and delivered by mail room personnel.

 

         A.     Normal hours of operation are 8 a.m. until 4 p.m. Monday - Friday.

 

         B.     Mail is normally delivered to the Largo campus by the USPS between 9:30 a.m. and 10:30 a.m. daily and picked up at 2:30 p.m. daily.

 

         C.     First Class Mail:

 

                  1.   All envelopes must have a cost center number or a department name in the upper left corner of the envelopes.

 

                  2.   Business size (4" x 10") envelopes can either be sealed or left with the flaps open.

                        a.         All envelopes with open flaps should be bundled together with the flaps overlapping each other and secured with a rubber band.

                        b.         All envelopes in a bundle should be the same size.

                        c.         Thick envelopes should be put in a separate stack and secured with a rubber band.

                        d.         All large envelopes should be sealed prior to being sent to the mail room.

 

                  3.   All mail goes first class, unless it weighs over 4 oz. The cost for first and third class is the same up to that weight. Mail over 4 oz. will go third class unless otherwise indicated. Please DO NOT send heavy items first class unless absolutely necessary.

 

                  4.   If you want to send items first class that have a printed indicia in the upper right hand corner, the preprinted indicia must be covered with a white file label and the item must be marked FIRST CLASS.

 

                  5.   First class flyers or letters that weigh up to one ounce will go for 29 cents. It will cost 52 cents for items that are 6" x 9" or larger as a surcharge for size. If you have flyers that can be folded in half, or if you can put something in a smaller envelope, please do so in order to avoid paying the surcharge.

 

                  6.   If the contents of an envelope have to be fastened together, the pages should be folded and placed in the envelope so that the paper clip or staple is not in the area where the postage meter stamp appears.

 

                  7.   In order for post cards to go for the standard post card rate of 19 cents, they must measure no more than 4¼ inches high and 6 inches long. Cards larger than these sizes will go at the letter rate.

 

         D.     Presorted First Class Mail:

 

                  1.   All envelopes must have a cost center number or a department name in the upper left corner of the envelopes.

 

                  2.   Business size (4" x 10") envelopes can either be sealed or left with the flaps open.

                        a.         All envelopes with open flaps should be bundled together with the flaps overlapping each other and secured with a rubber band.

               b.All envelopes in a bundle should be the same size.

                        c.         Thick envelopes should be put in a separate stack and secured with a rubber band.

                        d.         All larger envelopes should be sealed prior to being sent to the mail room.

 

                  3.   Envelopes must be sorted in zip code order and secured with rubber bands cross-ways (+). A total count of the number of envelopes should be included in each packet

 

         4.   Letters will go for 24.8 cents when presorted.

 

                  5.   If the contents of an envelope have to be fastened together, the pages should be folded and placed in the envelope so that the paper clip or staple is not in the area where the postage will be placed.

 

         E.     Accountable Mail:

 

                  1.   Registered Mail ‒ The college mail room is not authorized to send registered mail. You must personally handle this at a postal service facility.

 

                  2.   Certified Mail ‒ This can be handled by the college mailroom. If you desire this service, please attach a note securely to the item indicating your needs.

 

                  3.   Insured Mail ‒ This can be handled by the college mailroom. If you desire this service, please attach a note securely to the item indicating your needs.

 

                  4.   Return Receipt ‒ The college mailroom can prepare return receipts on certified and insured mail. Please attach a note securely to the mail indicating your needs.

 

         F.     Interdepartment Mail:

 

                  1.   Letters, memos, or notes addressed to an individual can be placed in office OUT boxes without a cover routing slip or envelope provided addressee is clearly indicated on the correspondence.

 

                  2.   If envelopes are used, manila INTERDEPARTMENT DELIVERY envelopes, either 5" x 11 1/2" or 9" x 12", should be used. DO NOT use regular college business envelopes that have the PGCC logo and address in the left hand corner.

 

                  3.   Include the full name and department name in the address on the envelopes.

 

                  4.   Standard Mailings.

                        a.         The College Community ‒ Goes to all full-time and part-time classified and administrative staff and all full-time and adjunct faculty members. 1,500 copies required.

                        b.         Administrative Staff ‒ Goes to all members of the administrative staff. 38 copies required.

                        3.         Faculty ‒ Goes to all faculty members. 240 copies required for full-time and 400 copies required for adjunct.

                        d.         Classified Staff ‒ Goes to all full-time and part-time members of the classified staff. 660 copies required.

 

         G.     Bulk Mail.

 

                  1.   Bulk mailings leave the mail room on Mondays, Wednesdays, and Fridays at approximately 9 a.m. They are prepared on a first come, first served basis. If possible, they will go out the following day, depending on what other mailings have been turned in previously. Dated material will be accommodated, if possible.

 

2.Bulk mail must be prepared as follows:

               a.         An EXACT count is needed. Attach count to box.

                        b.         A MINIMUM of 200 pieces is required, except for college catalogs.

                        c.         Items should be sorted in zip code sequence, starting from lowest 20001, 20002, etc., to highest.

               d.        Each piece must be the same size and weight.

                        e.         Return address with cost center number or department name and permit indicia must be on each piece of mail.

                        f.         Bulk mailings in envelopes must be sealed or have flaps tucked in prior to being sent to the mail room.

                        g.         All pieces must face the same direction.

                        h.         All items must be placed in bundles. If 10 or more pieces, secure with rubber bands crossways (+). For bundles with less than 10 pieces, hold items together with a paper clip.

                i.         Do not put more than one zip code in a bundle.

                        j.         Submit mailing in complete batches. DO NOT send partial batches.

                        k.         A minimum of 10 working days written notice of bulk mailings of 3,000 pieces or more is required to insure adequate postage is available at the Post Office.

 

                  3.   A maximum of 5,500 pieces in any one bulk mailing should be sent to the mailroom. If more than this, the mailing should be sent to a commercial mail processing center.

 

                  4.   Please call the mailroom on extension-0615 prior to preparation of the bulk mailing if you have any questions.

 

                  5.   No bulk mailings will be accepted by the college mailroom unless the appropriate form (on four part paper) is completed and accompanies the bulk mailing. Four extra copies of the item to be mailed must be attached to the form. The purpose of this process is to establish an inventory of bulk mailings made from the college. Four-part forms are available in the college supply room (Bladen Hall, room 173).

 

         H.     Business Reply Mail:

 

                  1.   The college participates in the U.S. Postal Service Business Reply Mail Accounting System (BRMACS). By participating, the college gets a discount of seven cents per piece of mail.

 

                  2.   In order to participate, the proper college address, preprinted bar code, and appropriate facing identification mark (FIC) must be placed on the item to be returned. If it is larger than the 4 1/2 inches x 6 inches authorized for post cards, it goes at the first class letter rate. Contact the mailroom for examples of the required bar code or FIM.

 

CAMPUS POLICE DEPARTMENT

 

The Campus Police Department provides 24 hours per day service. To contact the Police:

 

         OFFICE HOURS:          Dial 0666 - Nonemergency

                                                Dial 0111 - Emergency

 

                  Monday - Friday              7:00 a.m. - 11:00 p.m.

                  Saturday - Sunday            7:00 a.m. - 5:00 p.m.

          

         Non-OFFICE HOURS:

                  Call Campus Police Beeper number as follows:

 

         STEP 1: Dial 301-629-0575, and wait for the beeps;

         STEP 2: Dial the telephone number you are calling from;

         STEP 3: Push the # sign on the telephone, and hang up.

                    The officer will call you back on that telephone number.

 

The following personnel are to be contacted in case of an emergency that cannot be handled by on-duty personnel.

 

                  Call pager number only if you cannot reach the campus police on Ext. 0666

                  Captain Larry Walker:                 301-629-0524 - pager number

                  Lieutenant Donald Micheletti       301-629-0484 - pager number

 

GUIDELINES FOR DONATIONS

 

Offers to donate money, furniture, equipment, or materials to the college must be channeled through the vice president of the area receiving the offer, who will clear the donation with the director of Development. If accepted, the vice president will notify the director of Development and the dean of Fiscal Affairs in writing. Any conditions upon which the donation is offered must be presented in writing by the donor and brought to the director of Development’s attention in the initial recommendation. Where the value or nature of the donation requires inventory entry, the dean of Fiscal Affairs will notify the Purchasing Office (via copy of the original notification memo). The Purchasing Office will confirm the value and make arrangements, if necessary, with Facilities Management for transportation of the donated property. Upon notification in writing from Facilities Management that the donated property has been received and placed in inventory, the Purchasing Office will advise the Finance Office, and the director of Development and the dean of Fiscal Affairs in writing, and will advise the appropriate dean of the inventory entry to facilitate instructional area inventory records.

 

Upon receipt of the contribution and a letter from the donor that identifies the donated property, a letter of appreciation to the donor will be prepared by the director of Development for the president's signature. A copy of this letter will be forwarded to the Board of Trustees as an information item.

 

Under no circumstances will a monetary value of a donation of the property be communicated to, or confirmed for, the donor. It is the responsibility of the donor to secure an appraisal or establish valuation.

 

For matters relating to the annual fund and endowment fund of the Prince George's Community College Foundation, Inc., contact the director of Development on extension 0858.