Services
BASIC POLICY AND RESPONSIBILITY OF FACILITIES MANAGEMENT
Facilities Management is responsible for the operation, maintenance and renovation of the physical facilities of The University of Texas Heath Science Center at San Antonio. Funds are provided by the State Legislature and the institution to operate all buildings and support systems as required for the HSC mission and to maintain all facilities in safe and efficient working order.
Any and all changes to UTHSCSA physical facilities must be performed and/or coordinated through Facilities Management. All connections, other than convenience type plug-in utensils, made to the various utility systems (water, steam, chilled water, sewer, electrical, etc.) must be made by Facilities Management personnel or appropriately licensed technician under the direct supervision of the Facilities Management Department.
A primary requirement is that Facilities Management personnel have knowledge of the exact condition of the physical facilities at all times and that the proposed installation meets appropriate current codes or standards. To maintain that knowledge, Facilities Management personnel are available to assist with the planning of any new or renovation project to the building structures or grounds area of HSC property.
Services are divided into two categories:
FM Funded Services are those for which Facilities Management receives budget allocations. Basically, these are services directly related to the operation of overall University facilities. They are rendered free of charge. Examples of FM Funded Services include:
- Maintenance and repair services to buildings and building systems, elevators, heating/ventilation and air conditioning systems, electrical distribution systems, roofs, etc.. These services are generally performed on structures, additions, and equipment which, if vacated by present occupants, would require no alterations, special furnishing or remodeling for occupancy, by some other HSC department.
- Maintaining walks, streets, and grounds
- Pest control
- Custodial services, except in areas particular to departments or activities classified as auxiliary enterprises. Auxiliary enterprises are generally known as activities not funded by legislative appropriation.
2. DEPARTMENT FUNDED SERVICES
Department Funded Services are those services for which Facilities Management does not receive a budget allocation and which must be funded by the requesting department. Examples of this type of service include:
- Minor alterations or renovations to buildings or structures assigned to departments and HSC activities.
- Addition of special equipment such as laboratory equipment, mini blinds, special lighting, bulletin boards, etc..
- Repair work to office furniture in HSC offices other than public areas
- Painting
- State-owned vehicle repair services for department-assigned vehicles
- Movement of furnishings and equipment
- Set up of furniture and equipment for special events and ocassions
- Lock and Key services
Facilities Management charges for labor and materials for Department Funded Services. This includes labor shop rates, materials utilized, contractors, design services and other direct costs associated with accomplishing the work in accordance with all applicable codes and university policies.
Facilities Management also offers a range of Fixed Price services for commonly requested projects. These are billed at a set rate, require no design effort, and can be expedited through the system. These services have a set scope of work and are not flexible in dealing with changing requirements. A listing of the available fixed price work is as follows:
UTHSCSA FIXED PRICE COST SCHEDULE
| Refresh office :: Basic | $2,128 |
| Includes - | |||
| · Paint all walls | |||
| · Replace ceiling tiles | |||
| · Paint ceiling grid | |||
| · Re-lamp all lights | |||
| · Clean lights | |||
| · Clean/paint diffusers | |||
| · Clean flooring | |||
| · Paint door/frame | |||
| · Move furniture as required | |||
| · Schedule for minimum inconvenience | |||
| Refresh office :: Premium | $3,245 |
| Includes - | |||
| · All Basic Refresh Office items | |||
| · New carpet or VCT (vinyl composition tile) tile selection from standard colors | |||
| Paint office | $804 |
| Accent wall option | +$204 |
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| · Color selection for one wall from standard accent color options | |||
| New Office Flooring | $1,482 |
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| · Color selection from standard color options | |||
| · VCT tile or carpet | |||
| · Does not include asbestos abatement | |||
| · Does not include moving/replacing built-in cabinets |
| Hang Picture/Plaque/Etc. | $30 |
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| · Hang artwork, whiteboards, diplomas and other small items |
| Replace Office Ceiling Tiles | $508 |
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| · New ceiling tiles |
| Add a Shelf | $265 |
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| · Three 3ft. heavy duty custom-made shelving unit, installed. Custom colors available |
| Install an Electrical Outlet | $1,200 |
| Additional Plug in same room | +$500 |
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| · Normal duplex or quad outlets, 120V, 208V, 220V service | |||
| · Additional plugs must be installed at same time of first plug | |||
| Install an Emergency Electrical Outlet | $1,400 |
| Additional Plug in same room | +$725 |
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| · Emergency power availability based upon generator capacity | |||
| · Additional plugs must be installed at same time of first plug | |||
| Install a Freezer Alarm connection | $1,110 |
| Additional connection in same room | +$650 |
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| · Does not include electrical outlets | |||
| · Additional connections must be installed at same time of first connection | |||
| Install a Phone connection | $305 |
| · Does not include electrical outlets | |||
| · Additional connections must be installed at same time of first connection |
| Program Study * | $300 |
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| Request Electronic Plans | $30 |
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| · Adobe Acrobat PDF document showing layouts for UTHSCSA-owned properties |
| Name Tags |
| · Clip-on | $9.50 |
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| · Pin-on | $9.50 |
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| · Wall plate | $11.50 |
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| · Plaques (award, certificate, etc.) | $200 |
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| · Desk plate with easel | $24 |
| * A Program Study is a concise, quick study that will identify the scope of work for a project based upon customer input and a brief interview with the customer. A sketch of the project location showing the intended work items along with a bulleted scope of work will be prepared. A cover letter from Facilities Management will give a range estimate based upon historical costs and can be used as a budgeting number.
Once the programming study is completed, the work order will be closed. Estimates will be representative for the scope of work presented and are good for 90 days. Once the customer procures funding and is committed to proceeding with the project, the customer will submit a new work order using the program study work order as a reference. A full design will be prepared along with an accurate line-item estimate for the customers' review and approval. All costs associated with design services once the project has been resubmitted are fully billable to the department. |
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Departmental Services billing is accomplished on a monthly Interdepartmental Transfer (IDT) basis. Questions regarding billing may be directed to Robert Carranco, Facilities Management Accounting, at 567-2895. A Work Request number and corresponding Peoplesoft Project ID must be included with each inquiry.
OBTAINING SERVICES
FM Funded Services may be requested by calling the Work Control Center at 567-2885 or by submitting a work request form. Reports of deficiencies or requests for services will be recorded and dispatched to the proper person in Facilities Management for the proper response.
Department-Funded Work Requests can be made using our online WorkFlowGen system. WorkFlowGen is a web-based enterprise workflow application that allows customers to submit requests for work online through the use of electronic forms. Click here to go to our 'Request Work Online' page.
Telephone requests for estimates will not be honored. When an estimate is requested, the project should be under serious consideration since estimates take time and cost money. In some instances, you may be charged for the cost of the estimate even if you decide not to proceed with the project.
REPORTING ROUTINE FAILURES
Routine failures of small items are normal, expected occurrences and should be reported as such. Defective light bulbs or fluorescent tubes, leaky faucets, spilled drinks, etc. should be regarded as simple, routine failures and should be reported as soon as possible to Work Control at 567-2885 (567-2947 after hours). Assistance from the campus population in discovering routine maintenance items is appreciated.
Good judgment is an important factor when determining whether or not a situation should be considered an emergency. Any disaster, unusual occurrence, utility malfunction, or equipment failure that presents imminent danger to life, limb, or property is an emergency and should be reported immediately by telephone to Work Control at 567-2885 (567-2947 after hours or UTHSCSA Police at 567-2800).
It is not always possible or feasible to interrupt work in progress to respond to ordinary or routine departmental problems on an immediate basis. However, Facilities Management will work with departments on emergencies that develop.
PRIORITY WORK
Generally, Institutional Services for maintaining the campus must take priority over Departmental Services.
Work requests for Departmental Services are usually scheduled in the order in which they are received. At times, priorities are set by the Deans and Vice Presidents to determine which work must be done first. Work with critical completion times must be prioritized by the Dean or Vice President within their project list. Facilities Management will move these projects ahead of those not identified as a priority.
REQUESTING SERVICES FOR REMOTE CAMPUSES
Facilities Management also provides maintenance services for UTHSCSA campuses located in Edinburg, Harlingen and Laredo, Texas. The procedures for requesting services at these locations are the same as the main campus; however, departments may fax their work requests to 210-567-2897 if desired. Also, departments are encouraged to discuss their requirements with our Building Maintenance Leaders at these locations.
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MORE INFORMATION
If you need further information concerning UTHSCSA Facilities Management policies, please refer to the UTHSCSA Handbook of Operating Procedures, Chapter 9, Facilities.