Caltech Facilities Operations Guide to Services Revision 1

FACILITIES

GUIDE TO SERVICES

FACILITIES.CALTECH.EDU 626.395.4717 1200 E California Boulevard, Mail Code 34-83 Pasadena, CA 91125 Hours of Operation 7am-3:30pm

VERSION 1.1 JANUARY, 2020

FACILITIES.CALTECH.EDU

TABLE OF CONTENTS

I. INTRODUCTION Â Message from Jim Cowell

2

Message from Chris K. McAlary

3

Obtaining Facilities Services

4

Operational Philosophy

5

Work Order Priorities

6

Data and Metrics

7

II. MAINTENANCE MANAGEMENT Service Center Preventive Maintenance Project Coordination

9 10 11

III. CAMPUS NEEDS ASSESSMENT Facilties Condition Assessment

13

Infrastructure and Repair Projects

13

IV. BASE BUILDING Base Building

14

Program Support Equipment

14

Lab Equipment

15

Reimbursable Services

15

V. SHOPS AND TRADES

16

VI. CAMPUS EVENTS

26

VI. BUILDINGS AND GROUNDS

27

VI. TABLES

29

FACILITIES.CALTECH.EDU

JIM COWELL

ASSOCIATE VICE PRESIDENT, FACILITIES

A Message to the Caltech Community The Mission of the Facilities Department is to provide the place for exceptional research and education to happen. We are focused on providing the best possible environment for the Caltech community while building and maintaining facilities that are durable, maintainable and sustainable.

“We exist to support the pursuit of the Caltech Mission - to expand human knowledge and the benefit to society through research integrated with education”

While conducting our work we will adhere to the following guideposts: · Meet our commitments to our customers · Deliver when promised, at best possible price, with features and benefits expected · Respect the dignity and self-worth of all who work here · Do our work safely

This Facilities Guide to Services is designed to help demonstrate the solutions and services we provide.

Sincerely,

Jim Cowell | AVP, Facilities The California Institute of Technology

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CHRIS K. MCALARY

SENIOR DIRECTOR OF FACILITIES OPERATIONS

A Message from Facilities Operations The Facilities Operations team is proud of the role that we play in the daily lives of our staff, students and world-renowned researchers. We are a workforce of 250 dedicated individuals who provide everything from custodial services, keeping the lights on, maintaining comfort in our buildings through our co-generation central utility plant to a pleasant experience as you stroll through our beautiful campus. Our vision is -

"Exceeding expectations by providing world-class stewardship�

We hope your experience with this Facilities Services Guide provides seamless access to our services and answers most of your questions. We strive to meet your expectations and beyond, every single day.

We would like to thank the campus community for the continued support as we work to provide remarkable service.

Sincerely,

Chris K. McAlary | Senior Director of Operations, Facilities The California Institute of Technology

03

INTRODUCTION

Obtaining Facilities Services Life safety emergency?

Call Campus Security at X5000 or 626-395-5000 or from any blue light emergency phone

Routine Requests Visit the AiM Customer Portal via https://access.caltech.edu Check work in progress Review cost summaries Submit new requests

Urgent Support

*Entries submitted outside of normal business hours (7am to 3:30pm) will be processed the next business day

24/7 support for questions or urgent issues call X4717 or 626-395-4717 or email ppservice@caltech.eduÂ

Transportation Call X4703 or 626-395-4703 for direct service regarding transport needs.

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INTRODUCTION

Operational Philosophy Facilities Operations is responsible for maintaining, repairing, and operating the Caltech campus with an asset value of $4.2B. Our focus includes 90 buildings that range in age from newly constructed to structures built as early as 1922. In total, this represents 4.4 million gross square feet on 130 acres of urban grounds.

Starting in late 2015, Facilities transformed our operation. We documented how we work, resulting in the creation of defined workflow processes. Asset management methodologies were adopted, aligning campus operations with the ISO 55000 set of international standards. To date, over 22,000 assets have been identified, representing over 1,000,000 data points.

Finally, an integrated work management system (IWMS) - AiM - was implemented, modernizing the way we transact business.

Asset and work management processes

provide a standardized framework for managing decisions about the physical environment.

These processes also serve to align the functional groups within the department to manage assets through their life cycle.

The IWMS supports these processes by providing a record of asset data and the transactions that occur from their creation to endof-life. These tools provide a mechanism for collecting millions of data points that are analyzed to manage risk, prioritize the work of the department, measure performance, and continually improve our processes.

Our goal throughout this transformation and beyond is to provide more reliable and predictable service and be better stewards of the campus. We hope our adoption of standards enables us to exceed our customers' expectations. Following is an example of standards that are used to prioritize incoming work requests.

04 05

INTRODUCTION

Work Order Priorities Requests to the Service Center are managed and prioritized according to the descriptions below. Service requests are scheduled per the corresponding response times.

PRIORITY

DESCRIPTION

EMERGENCY

A FACILITY CONDITION PRESENTING AN IMMINENT THREAT TO PERSONAL SAFETY, SECURITY, PROPERTY OR CALTECH'S MISSION AND REPUTATION. STOP CURRENT WORK AND RESPOND.

URGENT

A FACILITY CONDITION THAT IF LEFT UNATTENDED COULD QUICKLY DETERIORATE AND BECOME AN EMERGENCY.

ROUTINE

WORK THAT CAN BE TAKEN CARE OF PER AN ANNOUNCED SCHEDULE.

CALENDARED

WORK THAT IS REQUESTED TO OCCUR ON OR BEFORE A SPECIFIED DATE AND/OR TIME.

SCHEDULED

PM CRITICAL

PREVENTIVE MAINTENANCE CRITICAL

SCHEDULED

06 5 0

RESPONSE TIME

IMMEDIATE

WITHIN 24 HOURS

SCHEDULED BASED ON AVAILABILITY OF SHOPS

INTRODUCTION

Data and Metrics Data gathered through the IWMS i s an i ntegral part of Faci l i ti es deci si onmaki ng processes.

Faci l i ti es l everages Busi ness Intel l i gence (BI) tool s to provi de the operati on wi th metri cs that are used to assess performance agai nst a Bal anced Scorecard.

The Bal anced Scorecard approach provi des a strategi c framework for data-dri ven management of the department. BI i s used to quanti fy performance as wel l as eval uate the processes that govern our work.

The Bal anced Scorecard, supported by BI al l ows us to engage i n a conti nuous cycl e of i mprovement by observi ng data poi nts, prompti ng anal ysi s where necessary, and i nfl uenci ng data col l ecti on processes for future anal yti cs.

People Customer Operations Finance Metrics within these four quadrants are utilized to evaluate and improve processes, anticipate hurdles, and remain ahead of campus needs and complexity.

The following is an example of a metric within the Operations category utilized to monitor the effectiveness of our maintenance program.

These tool s create a fl ui d, predi cti ve model that i s anchored to four mai n pi l l ars –

07

INTRODUCTION

WORK ORDERS BY PRIORITY

GOAL Maintain ‘Emergency’ priority Work Orders under 5%.

MEASURE INTENT

DETAIL Part of maintaining shop scheduling efficiency and technician availability is to observe the number of work orders generated under job priority of ‘Emergency’.

Emergency work orders should be few in comparison to other priorities.

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Count of ‘Emergency’ work orders is one of the best indicators of potential scheduling conflicts. High number of emergency work orders indicate technicians being taken off regular schedule and a possible delay in other work completion. Emergency work orders are inversely related to Preventive Maintenance work.

MAINTENANCE MANAGEMENT

Maintenance Management THE EPICENTER OF FACILITIES OPERATIONS

CUSTOMER SERVICE

PREVENTIVE MAINTENANCE

ASSET MANAGEMENT

PROJECT COORDINATION

BUSINESS INTELLIGENCE

Maintenance Management serves as the first point of contact and conduit for information between the requester and the appropriate department in Facilities. This group is located in room 134 of the Facilities Shops building and can direct any inquiries to the appropriate personnel. Direct any facilities-related inquiries to the Service Center by calling X4717 or emailing ppservice@caltech.edu. This group manages Customer Service, Preventive Maintenance, Asset Management, Project Coordination, and Business Intelligence.

Service Center Campus work order requests are submitted to the Service Center via the AiM Customer Portal (https://access.caltech.edu) and triaged by a team responsible for information gathering and initiation of the workflow.

Our Service Center personnel includes technicians who use the campus building monitoring system (BMS) and other computerized analytical tools to troubleshoot requests. This process provides field technicians with valuable real-time data and often eliminates the need to send a technician to the location.

34K

100K

22K

Work requests received annually

Tasks triaged by the Service Center annually

Assets managed in AiM

09

MAINTENANCE MANAGEMENT

Preventive Maintenance (PM) Preventive Maintenance is an important part of the good stewardship of our campus assets. Proper maintenance includes a robust PM program that extends the useful life of equipment and prevents outages that cause interruptions to research.

Our PM program uses a predetermined schedule to automatically generate work orders. These work orders consist of 530 routine maintenance and visual inspection plans for over 6,000 assets that require routine maintenance. Currently, there are approximately 13,000 PM work orders accomplished annually on the PM program. PM work orders are a significant portion (61%) of the total of the Facilities Operations work effort. As new PM programs come online we see the number of unplanned work orders decline. We use this as a benchmark for success.

Interruptions and Shutdowns Occasionally, your work area may be affected by a required maintenance interruption or shutdown. A notice is sent to the building administrator or building coordinator at least 3 days in advance of the interruption unless it is an emergency. The building representative is responsible for notifying the building occupants.

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MAINTENANCE MANAGEMENT

Project Coordination Facilities provides free estimates and project coordination for minor project work. Estimates for minor project work can be requested through the AiM Customer Portal (https://access.caltech.edu). Typical requests are for projects under $10,000. Projects over $10,000 will require a project manager for a fee not to exceed 20% of the project cost.

A Project Coordinator will communicate with all the shops, review the job scope, assess complexity and can provide a detailed estimate for customer approval within ten working days of receiving the request. In some cases we will refer the request to the Facilities Design and Construction department.

CONTACT US FOR AN ESTIMATE

AiM Customer Portal Request an estimate https://access.caltech.edu

Service Center Single point of contact Email: ppservice@caltech.edu Phone: X4717

11

CAMPUS NEEDS ASSESSMENT

Campus Needs Assessment Facilities Operations develops infrastructure projects that are critical to fulfilling the Caltech mission. Our focus is the maintenance and repair of the critical "base building" (defined on page 14) systems that support our researchers – mechanical, electrical, plumbing and controls systems (MEPC). Additionally, restoration projects such as painting are identified in our infrastructure program.

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CAMPUS NEEDS ASSESSMENT

Facilities Condition Assessment (FCA) Facility Condition Assessment (FCA) is an analysis of the condition of a facility in terms of age, design, construction methods, and materials. The industry professionals who perform the assessment are typically architects, engineers, and trade technicians. Their analysis is done by walk-through inspections and mathematical modeling.

Following best practices in the industry, Facilities uses a comprehensive database that identifies needed capital renewal for each building on campus. This process is completed with the help of a nationally recognized firm that specializes in FCA studies and aligns our efforts to ASTM E2018-15 Property Condition Assessment standards.

We evaluate 20% of our facilities portfolio annually so that FCA studies are performed on a five-year cycle, This allows us to update our database of building conditions and measure the effectiveness of our capital renewal program. The results of FCA help us budget, prioritize, and schedule infrastructure projects such as utility upgrades, HVAC, plumbing, and electrical upgrades.

Infrastructure and Repair Projects Caltech has an infrastructure strategic plan that is driven by the FCA and guides us as we plan our deferred maintenance. A Facilities Project Management team is responsible for executing all approved infrastructure projects.

Typical project categories include utility and building upgrades, elevator modernization, fire detection and suppression, roofing and trip hazards.

Between 75-100 projects are completed each fiscal year.

13

BASE BUILDING

Base Building The base building is directly related to the building exterior envelope, interior finishes of common areas, mechanical, gas, utility, sanitary, heating, air conditioning, ventilation, elevator, plumbing, sprinkler fire suppression, cabling, wiring, and life-safety functions. Facilities is responsible for maintaining and repairing the base building.

Program Support Equipment The addition of program support equipment is beyond the normal base building. Although this additional equipment is connected to the base building, if turned off, the base building continues to operate. Program support equipment is installed for the benefit of a program such as research and is usually provided through a capital renewal process where funds for the purchase and installation of the equipment is included in the project cost. A few examples of program support equipment would include the following: Fume hoods connected to the building exhaust system Cold rooms / warm rooms Centralized vacuum systems Lab-specific HVAC Autoclaves Above are examples of equipment that will be repaired and maintained by Facilities Operations. The replacement and installation of program support equipment is funded by the capital renewal process.

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BASE BUILDING

Lab Equipment Maintenance and replacement of lab equipment is the responsibility of the division or program sponsor. Examples of additional lab equipment are as follows: Portable vacuum pumps Incubators Freezers and refrigerators Heat exchangers that serve scientific equipment (e.g. Neslab) Uninterruptible power sources (UPS) Centrifuges Glove boxes Laminar flow hoods HEPA filtration

Reimbursable Services Requests for services beyond the normal maintenance and repair of the base building are performed on a reimbursable basis. Facilities can provide a wide variety of services with in-house personnel and integrate with specialty contractors if needed.

The shop rates and examples of billable services are shown on pages 29-31.

To review these services with us, please call X4717.

15

SHOPS AND TRADES

Shops and Trades The following section of our service guide is the most important. We introduce each shop and provide a list of their services available to the campus community. Facilities Operations personnel are on duty 24/7, 365 days per year, dedicated to providing excellent service to the campus community.

Thank you for your support as we strive to provide world-class stewardship.

"Exceeding expectations by providing world-class stewardship.”

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SHOPS AND TRADES

HEATING, VENTILATION AND AIR CONDITIONING

The Heating, Ventilation and Air Conditioning (HVAC) Shop is responsible for the maintenance of the heating and cooling systems and building mechanical systems. The Shop responds to maintenance issues related to air handlers, fan coils, exhaust fans, fume hood fans, heating hot water pumps, humidifiers and dehumidifiers. They are also responsible for pneumatic controls including valves, compressors, air dryers and thermostats.

HVAC SHOP SERVICES

GENERAL

REPAIR AND MAINTAIN ALL CAMPUS HEATING AND COOLING INCLUDING COMFORT COOLING AND HEATING, SPECIAL FILTRATION SYSTEMS, COMPUTER ROOM A/C

LAB SPECIALTY

MAINTENANCE AND REPAIR OF COLD ROOMS, FUME HOODS, EXHAUST FANS AND HEPA FILTERS.

REFRIGERATION SYSTEMS

MAINTENANCE AND REPAIR OF WALK-INS

HOUSING

MAINTENANCE AND REPAIR OF FACULTY AND STUDENT HOUSING HEATING AND COOLING SYSTEMS AND DEDICATED A/C EQUIPMENT AS WELL AS AIR FILTRATION

17

SHOPS AND TRADES

CONTROLS

The Controls Shop designs, programs and monitors the Building Management System (BMS) checkpoints and responds to alarms and requests for climate control, critical systems and specialty areas. They also maintain sensors, controllers, building Java Applications Control Engines (JACEs), and wiring for monitored areas and major building mechanical equipment.

CONTROLS SHOP SERVICES GENERAL

MAINTAIN SET POINTS FOR TEMPERATURE, PRESSURE, HUMIDITY, AIR FLOW, ETC.

MONITORING

24/7 BUILDING MANAGEMENT RESPONSE TO BMS ALARMS AND CUSTOMER CALLS

PROGRAMMING

PROGRAM AND SUPPORT IT INFRASTRUCTURE OF BMS HARDWARE AND SOFTWARE WORK CLOSELY WITH THE HVAC SHOP TO CONTROL, MONITOR,

C L I M A T E C O N T R O L AND MAINTAIN LAB ENVIRONMENTS AND COMFORT CLIMATE CONTROL

COLLECT UTILITY DATA FOR USE IN ENERGY CONSERVATION

D A T A W A R E H O U S E MEASUREMENTS GRAPHICS AND ANIMATIONS

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CREATE AND MAINTAIN GRAPHIC USER INTERFACE FOR DISPLAYING SET POINTS AND EQUIPMENT SYSTEM CONFIGURATION

SHOPS AND TRADES

ELECTRICAL

The Electric Shop is responsible for the campus electrical and power distribution infrastructure systems. They also provide electrical services to the campus. We are responsible for maintenance of all electrical infrastructure, standby and emergency power, light fixtures, emergency lights, exit signs, exterior lighting and elevators.

ELECTRIC SHOP SERVICES

GENERAL

INSTALLATION AND REPAIR OF BRANCH CIRCUIT WIRING, LIGHTING, AND ELECTRICAL SUPPORT FOR BUILDING MECHANICAL SYSTEMS

CABLING

LOW VOLTAGE CABLING

INTERIOR/EXTERIOR LIGHTING AND CONTROLS

MAINTENANCE AND REPAIR OF LIGHT FIXTURES AND LIGHTING CONTROLS

TEMPORARY EVENT POWER

INSTALLATION OF ELECTRICAL SYSTEMS FOR SPECIAL EVENT

ELECTRICAL WIRING

INSTALLATION OF CIRCUITS FOR NEW EQUIPMENT, MODIFICATION OF BUILDING WIRING SUCH AS THE RELOCATION OF LIGHTS, SWITCHES AND RECEPTACLES

ELEVATOR SUPPORT

MAINTENANCE AND REPAIR OF ELEVATORS, DUMBWAITERS, ADA LIFTS

FIRE AND LIFE SAFETY

REPAIR AND MAINTENANCE OF FIRE ALARM AND SUPPRESSION SYSTEMS, COORDINATION OF REGULATORY TESTING OF FIRE SYSTEMS AND ASSISTANCE TO EHS DURING EVACUATION DRILLS

19

SHOPS AND TRADES

KEY AND LOCK The Lock Shop provides services related to key and security systems as well as entry and special door repairs.

Additionally, this shop has an established asset preventive maintenance program for ADA doors, main entrance doors, campus, stairwell, roof/tunnel access, mechanical rooms (CITNET, electrical rooms, etc.) and specialty doors as well as pathway bollard posts and locks.

CLA CC OR CD K A SH OEPSSSE R V I C E S KEY CONTROL

CONTROL AND DISTRIBUTION OF ALL CAMPUS KEYS, LOCK CHANGES AND KEY DUPLICATION

CARD ACCESS

HARDWARE AND SUPPORT FOR CAMPUS CARD ACCESS SYSTEMS

BUILDING HARDWARE

INSTALLATION AND MAINTENANCE OF BUILDING HARDWARE INCLUDING DOOR CLOSURES, WINDOW AND SPECIALTY SYSTEMS

LOCKS AND SECURITY SYSTEMS

INSTALLATION OF HIGH SECURITY LOCKS AND COMBINATION LOCKS

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SHOPS AND TRADES

CARPENTRY

The Carpenter Shop provides construction and fabrication services for new, remodel, and maintenance applications. Caltech carpenters specialize in laboratory casework, furniture, and specialty fabrications with metal, plastics, wood and glass. This Shop is responsible for preventive maintenance inspections of interiors, exteriors and roofs on campus buildings.

CARPENTER SHOP SERVICES GENERAL

REPAIR AND MAINTAIN BUILDING EXTERIORS AND INTERIORS

CONSTRUCTION

FABRICATION AND INSTALLATION FOR REPAIRS OF BUILDINGS, STRUCTURES AND REMODELS

CABINETRY, CASE WORK AND COUNTERTOPS

FABRICATION AND INSTALLATION OF CASEWORK FOR OFFICES, LABORATORY, AS WELL AS MODIFICATIONS AND REFINISH OF EXISTING LABS AND OFFICES

METAL FABRICATION

LIGHT WELDING, SHEET METAL WORK, AND UNISTRUT FABRICATION

CASEWORK DESIGN AND PLANNING

3D COMPUTER LAYOUT AND DESIGN OF CASEWORK, PROJECT PROPOSALS AND ESTIMATES

21

SHOPS AND TRADES

PAINT The Paint Shop provides painting and coating service for exterior and interior surfaces as well as furniture refinishing, specialty and sign services. Caltech painters are responsible for preventive maintenance inspections of restrooms, common areas, building exteriors, bollards, crosswalks, curbs, hand and guardrails, light poles and campus signage.

PAINT SHOP SERVICES EXTERIOR AND INTERIOR

PREPARATION AND PAINTING OF BUILDINGS, OFFICES, LABORATORIES, AND FACILITIES. WORK INCLUDES FLOORS, WALLS, WINDOWS, CEILINGS, DOORS, AND CABINETRY

STAINING AND FINISHING

FURNITURE, NEW AND OLD CABINETRY, ALSO METAL DESK AND FILE CABINETS

SPECIALTY COATINGS

SINGLE- AND TWO-PART EPOXIES, RESINS, AUTOMOTIVE QUALITY ENAMELS AND ANTI-STATIC COATINGS

SIGNAGE

VINYL LETTERING AND LOGOS FOR OFFICES BUILDINGS WINDOWS, DOORS, DESKS AND PARKING SPACE SIGNAGE

025 2

SHOPS AND TRADES

PLUMBING The Plumbing Shop is responsible for maintenance of the plumbing systems of the Caltech campus. The Shop manages preventive maintenance plans for life safety checks of emergency eyewash/shower and backflow preventers, general inspections, trap seals, drains, pumps and motors, water filtration and water heaters.

The Plumbing Shop services are available for campus needs and can be engaged by contacting the Service Center for any maintenance and special projects.

PLUMBING SHOP SERVICES

GENERAL

REPAIR AND MAINTAINANCE OF ALL CAMPUS PLUMBING SYSTEMS I.E. STOPPAGES AND LEAKS

WATER FILTERS

INSTALLATION OF DRINKING WATER FILTERS PER CUSTOMER REQUEST

FIXTURES

REPLACEMENT AND REPAIR OF FAUCETS, SINKS, WATER HEATERS, AND UNDER-COUNTER PIPING, FLUSH VALVES, SEAT REPLACEMENTS

WATER FEATURES

MAINTENANCE OF CAMPUS FOUNTAINS AND POND WATER COMPONENTS

LAB SPECIALTY

BUILDING UTILITY SYSTEMS (HEAT EXCHANGERS), VACUUM, LAB GASSES, LAB FAUCETS AND PROCESS COOLING (SECONDARY COOLING), COMPRESSED AIR SYSTEMS, STEAM SYSTEMS, DEIONIZED WATER SYSTEMS

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SHOPS AND TRADES

CENTRAL PLANT The Central Utility Plant provides and maintains 24-hour utility generation and distribution to campus buildings. Central Utility Plant has a preventive maintenance program on major equipment that serves campus buildings such as condensate receivers, air receivers, pot feeders, vacuum systems, utility distribution systems in tunnels, testing and treatment of campus water features, and electric and BTU meters. This group works closely with the Controls Shop to operate and maintain the campus energy management system for plant and building controls. Central Utility Plant provides data for Energy Management to manage and track the cost and use of energy and water at the Institute and aggressively pursue energy conservation opportunities.

CENTRAL PLANT SERVICES COMPRESSED AIR

AUTOMATION SYSTEMS, LAB AIR, AND PLANT/BUILDING CONTROL SYSTEMS

DE-IONIZED WATER

LASER COOLING, OTHER RESEARCH ACTIVITIES

CHILLED WATER

FOR COMFORT AND EQUIPMENT COOLING

STEAM, WITH CONDENSATE RETURN

BUILDING HEATING, AIR CONDITIONING, HUMIDIFICATION, AUTOCLAVES, ETC.

HOT WATER

BUILDING HEAT FOR SELECT BUILDINGS

ELECTRICITY

APPROXIMATELY 95% OF OUR ELECTRICITY IS GENERATED ON CAMPUS

WATER TESTING

PROVIDE WATER TESTING SERVICES FOR PLANT AND LABS

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SHOPS AND TRADES

TRANSPORTATION Transportation is responsible for material and freight handling, on-campus moving and relocation, off-campus driver and courier services, and liquid nitrogen dewar and highpressure cylinder delivery. This group also performs service and repairs on campus vehicles and electric carts. This shop works closely with Electric Shop in the preventive maintenance of standby power generators.

TRANSPORTATION SERVICES

AIRPORT SERVICE

PROVIDES 24/7/365 RESERVATIONS FOR DRIVER SERVICE INCLUDING PICK-UP AND DROP OFF OF PASSENGERS TO ALL LOCAL AIRPORTS

MOVING AND RELOCATION

ON-CAMPUS MOVING OF MATERIAL, FURNITURE, EQUIPMENT, LAB EQUIPMENT, SPECIALTY ITEMS, AND FURNITURE

OFF-CAMPUS COURIER

PICK-UP AND/OR DROP OFF OF MATERIALS, EQUIPMENT AND FURNITURE FROM CAMPUS TO A DESIRED LOCATION

LIQUID NITROGEN DEWAR AND HIGHPRESSURE CYLINDER

DELIVERY AND EXCHANGE OF LIQUID NITROGEN DEWARS AND HIGH PRESSURE CYLINDERS TO ANY CAMPUS LOCATION

FREIGHT DELIVERY

RECEIVING OF SHIPMENTS AND FREIGHT, UNCRATING SPECIALTY ITEMS SUCH AS OPTICAL TABLES, HEAVY MACHINERY, AND SPECIALTY EQUIPMENT

MOTOR POOL

MAINTENANCE AND REPAIRS FOR CAMPUS FLEET, INDUSTRIAL VEHICLES, ELECTRIC CARTS AND OTHER INSTITUTE VEHICLES

FUEL SERVICE

VEHICLE AND EQUIPMENT FUELING

25

CAMPUS EVENTS

Campus Events Caltech Facilities provides event support services only. Events are managed by campus community members. Event support requests are processed through the AiM Customer Service Portal under the Events Tab. All event services are chargeable to and managed by the requester. Over 1000 events per year are supported through the services listed below. Please contact the building administrator for availability in a particular building.

EVENT SUPPORT SERVICES

SPACE RESERVATIONS

CONTACT EVENT LOCATIONS DIRECTLY FOR RESERVATIONS. FACILITIES DOES NOT HAVE THE ABILITY TO MAKE RESERVATIONS FOR EVENT SPACES

FURNISHINGS

TABLES (6FT, 36X72), BLACK MESH FOLDING CHAIRS, TRASH CANS AND RECYCLING CONTAINERS AVAILABLE. RESERVATIONS REQUIRE 5-DAY PRIOR NOTICE. ONLY RECTANGULAR TABLES ARE AVAILABLE. LINENS MUST BE RENTED FROM AN OUTSIDE VENDOR.

CUSTODIAL

SETUP, REMOVAL AND CLEANING SERVICES. RESERVATIONS REQUIRE 5-DAY PRIOR NOTICE

GROUNDS

FLAG SPRINKLERS AND TURNING OFF SPRINKLERS

ELECTRICAL

SUPPLY EXTENSION CORDS AND POWER STRIPS

SECURITY

SITE SECURITY AND PARKING SUPPORT FOR LARGE EVENTS

PERMITS

REVIEW REQUIREMENTS AT HTTP://WWW.DANDC.CALTECH.EDU/EVENT

For a recurring event, one event request can be entered with multiple dates using the Multi-Date Button and by listing all the dates in the Description Box. This makes all occurrences trackable on one work order.

Changes to existing requests can be made through the portal by using the EMAIL link or directly to ppservice@caltech.edu.

065 2

BUILDINGS AND GROUNDS

Buildings and Grounds

Buildings and Grounds provides custodial and housekeeping services, landscape services, and set-up and take-down services for campus events such as Commencement and other activities. This group also manages Tournament Park and Campus Recycling.

Custodial and Housekeeping The Custodial and Housekeeping Group is responsible for routine cleaning of all academic, research and administrative buildings, including offices, classrooms, restrooms and public corridors. They are also responsible for routine cleaning of all on and off-campus undergraduate and graduate housing. Cleaning is performed per Table 3 - Frequency of Custodial Services on page 32, and consists of restroom cleaning and restocking, trash removal, classroom and office cleaning, dusting, scrubbing, vacuuming and mopping. Shampooing of rugs and stripping and waxing of floors are scheduled annually or according to established need. Crates, pallets, heavy boxes and trash cans full of heavy items are considered special handling items.

27

BUILDINGS AND GROUNDS

Landscape Maintenance The Landscape Maintenance Group is responsible for the routine maintenance of outdoor spaces including pruning, fertilizing, mowing, cleaning and keeping the grounds free of litter and graffiti. We employ certified arborists, specialists in irrigation, and certified specialists for chemical applications.

Olive, sycamore and oak trees are the traditional theme trees of the campus. The plant palette is becoming more sustainable. The campus is governed by the ordinances of the City of Pasadena for watering, plant and tree selections. See Table 4 – Frequency of Grounds Services on page 34 for more information.

Refuse and Recycling Recycling is provided by Buildings & Grounds. Recyclable materials are picked up from a central collection point in each campus building on a weekly basis by recycling personnel.

For more information regarding Caltech’s campus recycling program, commitment to waste reduction, and recycling program history, please visit the Caltech Sustainability website - http://sustainability.caltech.edu. Recyclable, blue container items, are handled by custodial, bulky items and e-waste are handled by EHS and Transportation. See http://www.safety.caltech.edu/services/waste_disposal for more information.

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TABLES

Table 1 - Costs and Billing SHOPS / TRADES

HOURLY LABOR RATES*

BUILDING MANAGEMENT SYSTEM (BMS)

$57.00

CARPENTRY

$55.00

CUSTODIAL

$35.00

ELECTRICAL

$53.00

ELEVATORS

$53.00

FIRE ALARM

$53.00

GROUNDS

$35.00

HVAC

$57.00

LOCK AND KEY

$48.00

MOTOR POOL

$58.00

PAINT

$49.00

PLUMBING

$55.00

PROJECT MANAGER

$115.00

ROOFING

$53.00

SECURITY

$55.00

TRANSPORTATION / SHIPPING & RECEIVING

$40.00

WASTE RECYCLING OPERATIONS

$35.00

* Overtime rates apply after normal business hours. Custodial hours are 5am - 1:30pm and Grounds hours are 6:30am - 3:00pm. Rates are subject to change - please refer to https://facilitiesoperations.caltech.edu for latest published rates.

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TABLES

Table 2 - Examples of Reimbursable Services SERVICES

DESCRIPTION DUPLICATE KEY REQUESTS (FILE CABINETS, DESK LOCKS, ETC.) AND KEYS/REKEYING REQUESTS

ACCESS CONTROL

LOCK CHANGES, INSTALLATION AND MAINTENANCE OF COMBINATION LOCKS INSTALLATION OF INTERIOR CARD READER ACCESS DEPARTMENTAL OR LAB DEDICATED USE AUTOMATIC DOOR OPERATORS

APPLIANCES

CLEANING OF APPLIANCES SUCH AS FREEZERS, REFRIGERATORS, ICE MAKERS, KITCHEN AND FOOD SERVICE EQUIPMENT, WATER FILTERS FOR APPLIANCES REMOVAL AND DISPOSAL OF REFRIGERANT AND RELATED EQUIPMENT

BUILDING CONTROLS

MONITORING OF ADDITIONAL LAB EQUIPMENT

CABLING AND DATA

INSTALLATION AND REPAIR OF NON-INFRASTRUCTURE CABLING (I.E. A/V, NETWORK, TELEPHONE)

EVENTS

PRE- AND POST-EVENT SUPPORT

EXTERIORS

DAMAGE OR VANDALISM CAUSED BY OCCUPANTS INSTALLATION OF SPECIAL EQUIPMENT OR ROOF-MOUNTED EQUIPMENT

FIRE PROTECTION

MODIFICATIONS TO FIRE PROTECTION SYSTEMS TO ACCOMMODATE OCCUPANT PREFERENCES OR NEW REQUIREMENTS

FLOORING

FLOORING REPAIR AND REPLACEMENT IN PROGRAM SPACE, LARGE SPOT CLEANING

FREIGHT

TRANSPORTATION OF INCOMING FREIGHT OVER 50LBS DELIVERED TO CUSTOMER BUILDING

FURNISHINGS

CLEANING OF OUTDOOR FURNITURE SUCH AS PATIO AND PICNIC TABLES IN RESTRICTED AREAS CONTROLLED BY THE DEPARTMENTS

INTERIORS

EXTRA CUSTODIAL SERVICES OUTSIDE OF SCHEDULED SERVICES, EVENT CLEANUP SUCH AS NON-SCHEDULED CARPET CLEANING DAMAGE OR VANDALISM CAUSED BY OCCUPANTS

3005 3005

TABLES

Table 2 - Examples of Reimbursable Services, cont.

SERVICES

DESCRIPTION

LAB GAS

NITROGEN, CO2, HYDROGEN, OXYGEN, ARGON, ETC. AND THE TRANSPORTATION OF DEWARS AND CYLINDERS

LIGHTING

SPECIALTY LIGHTING INCLUDING REPLACEMENT LIGHT BULBS FOR SPECIALTY LIGHTING LIGHT DIFFUSER CLEANING PAINTING AND SPECIALTY PAINTS OF INTERIOR PROGRAM SPACES (LABS AND OFFICES, ETC.)

PAINT

CUSTOMER REQUESTED NON-STANDARD COLORS FOR INTERIOR PROGRAM SPACES AND/OR COMMON AREAS, AND REPAINTING OUTSIDE OF FUNDED MAINTENANCE PROGRAM

PLUMBING

FIXTURE UPGRADES

SIGNAGE

INTERIOR SIGNS, EXTERIOR SIGNAGE NOT REQUIRED BY BUILDING CODE, AND DIRECTORIES DUMP FEES FOR FURNITURE, APPLIANCES AND MISCELLANEOUS ITEMS TOO LARGE FOR DAILY REFUSE SERVICE (CRATES, PALLETS, ETC.)

E-WASTE ITEMS REQUIRING REMOVAL BY TRANSPORTATION, NOT DEPARTMENTAL PICKUP ROUTES

TRASH

TRASH REMOVAL/RECYCLING THAT AMOUNTS TO EXTRA SERVICES OUTSIDE OF SCHEDULED SERVICES, INCLUDING CAPITAL EQUIPMENT DISPOSAL CRATES, PALLETS, HEAVY BOXES AND TRASH CANS FULL OF HEAVY ITEMS ARE CONSIDERED SPECIAL HANDLING ITEMS 3-BIN SYSTEM LABELS FOR RECYCLING RECEPTACLES TRASH CAN LINERS

VEHICLES

VEHICLE CHECKS AND MAINTENANCE SUPPORT FOR REVERSE OSMOSIS (RO) SYSTEMS (I.E. DI MILLIPORE SUPPORT)

WATER

CUSTOMER REQUESTED WATER FILTERS, HYDRATION/BOTTLEFILL STATIONS, HOT WATER HEATERS AND ICE MAKER INSTALLATION AND MAINTENANCE LAB WATER TESTING

WINDOWS

WINDOW TREATMENTS SUCH AS BLINDS OR DRAPES IN PROGRAM SPACE, INCLUDING CLEANING INTERIOR AND EXTERIOR WINDOW WASHING

31

TABLES

Table 3 - Frequency of Custodial Services TASK

REGULAR WASTE COLLECTION

RECYCLE COLLECTION

VACUUMING

SWEEPING / MOPPING

SPOT SWEEP / MOP FLOORS WHITEBOARDS / CHALKBOARD CLEANING

ALL SCHEDULED CLEANING

025 3

SPACE

FREQUENCY

CLASSROOMS

1 X DAY (M-F)

OFFICES

2 X WEEK - PER SCHEDULE

LABORATORIES

1 X DAY (M-F)

COMMON AREAS (HALLWAYS, LOBBIES, BREAK ROOMS, CONFERENCE ROOMS, KITCHENS, OPEN SPACES)

1 X DAY (M-F)

RESTROOMS

1 X DAY (M-F)

COMMON AREAS (DESIGNATED COLLECTION POINTS IN HALLWAYS)

1 X WEEK - PER SCHEDULE

COMMON AREAS (HALLWAYS, LOBBIES, OPEN SPACES)

2 X WEEK - PER SCHEDULE

CONFERENCE ROOMS

1 X DAY (M-F)

BREAK ROOMS

1 X DAY (M-F)

STAIRWELLS

EVERY OTHER WEEK

OFFICES

1 X WEEK - PER SCHEDULE

OFFICES

1 X WEEK - PER SCHEDULE

LABORATORIES

1 X WEEK - PER SCHEDULE

CLASSROOM

1 X WEEK - PER SCHEDULE

RESTROOMS

1 X DAY (M-F)

KITCHENS

1 X DAY (M-F)

LABORATORIES

1 X DAY

CLASSROOM

1 X DAY

CLASSROOM

1 X DAY, OR UPON SPECIAL REQUEST

RESTROOMS

1 X DAY (M-F)

OFFICES

1 X WEEK - PER SCHEDULE

LABORATORIES

1 X WEEK - PER SCHEDULE

CLASSROOM

1 X DAY (M-F)

COMMON AREAS (HALLWAYS, LOBBIES, BREAK ROOMS, CONFERENCE ROOMS, KITCHENS, OPEN SPACES)

1 X DAY (M-F)

TABLES

Table 3 - Frequency of Custodial Services, cont.

TASK

SPACE

FREQUENCY

RESTROOM CLEANING

AS PER AGREED SCHEDULE

SHOWER CLEANING

AS PER AGREED SCHEDULE

ROOM CLEANING

AS PER AGREED SCHEDULE

KITCHEN CLEANING

AS PER AGREED SCHEDULE

OFFICE CLEANING

AS PER AGREED SCHEDULE

VACUUMING

AS PER AGREED SCHEDULE

SWEEPING / MOPPING

AS PER AGREED SCHEDULE

DUSTING FURNITURE

AS PER AGREED SCHEDULE

REGULAR WASTE COLLECTION

AS PER AGREED SCHEDULE

SHOWER CLEANING

ATHLETIC AREAS

1 X DAY

CAMPUS AREA

UPON SPECIAL REQUEST

REFILLING DISPENSERS

RESTROOMS AND KITCHENS

1 X DAY (M-F)

LABORATORIES

1 X DAY (M-F)

ENTRANCE DOORS

1 X DAY

OFFICE WALLS / PARTITIONS

1 X YEAR, OR UPON SPECIAL REQUEST

STUDENT HOUSING AREAS

GLASS CLEANING

S I N K S & C O U N T E R S KITCHENS CLEANING LABORATORIES

1 X DAY (M-F) UPON SPECIAL REQUEST

OFFICES AND CLASSROOMS

1 X MONTH, OR UPON SPECIAL REQUEST

ENTRANCE DOORS

1 X WEEK

OFFICES

1 X WEEK

COMMON AREAS (CLASSROOMS, BREAK ROOMS, HALLWAYS, LOBBIES)

1 X WEEK - PER SCHEDULE

RESTROOMS

1 X WEEK

SPOT WALL CLEANING

OFFICES

1 X YEAR

CARPET CLEANING

ALL AREAS

1 X YEAR

STRIPPING & WAXING FLOORS

ALL AREAS

1 X YEAR

DOORS CLEANING

DUSTING FURNITURE

33

TABLES

Table 4 - Frequency of Ground Services TASK

DESCRIPTION

FREQUENCY

TRIMMING - ACCORDING TO SPECIES

3-5 YEAR CYCLE

INSPECTIONS

1 X YEAR

FUNGICIDE TREATMENTINJECTION/BARK SPRAY PER SPECIES

3 YR CYCLE

CANOPY REDUCTIONS

SUPERVISOR DISCRETION

WEED CONTROL

PRE-HERBICIDE APPLICATION

2 X YEAR

POST-HERBICIDE APPLICATION

1 X YEAR

PEST CONTROL

RODENT CONTROL

1 X MONTH

MOWING

1 X WEEK - PER SCHEDULE

FERTILIZING

2 X YEAR (SPRING-FALL)

AERATION

2 X YEAR (SPRING-FALL)

DETHATCHING

SUPERVISOR DISCRETION

WATERING

FOLLOW CITY RESTRICTIONS

ROSES - PRUNING

1 X YEAR

FRUIT TREES - PRUNING

SUPERVISOR DISCRETION

SHRUBS

SUPERVISOR DISCRETION

REPLACEMENTS

SUPERVISOR DISCRETION

SWEEPING WALKWAYS

3 X WEEK

BLOWING PATHWAYS

2 X WEEK

CLEANING AREA WELLS

BI-MONTHLY

TRASH REMOVAL - EXTERIOR CONTAINERS

2 X WEEK

STORM DRAIN CLEANING

1 X MONTH

CLEANING

2 X WEEK

TREE CARE

LAWN MAINTENANCE

WOODY PLANT CARE

LITTER CONTROL

WATER FEATURES

045 3

TABLES

Table 5 - Facilities Operations Organizational Chart

JIM COWELL Associate V.P. for Facilities

CHRIS K. MCALARY Senior Director Facilities Operations

LETY MARQUEZ Administrative Assistant

BRAD NIELSEN

BEN SMITH

Project Manager

Project Management

Work Planning and Scheduling

WARREN MIDKIFF

Work Planning and Scheduling

Central Utility Plant

JOHN ONDERDONK

TIM RANALLI

SERVICE CENTER

Senior Director

Director

Facilities Services and Planning

Maintenance Management

DON O'NEIL Senior Director Design and Construction

RENÉ HARRIS Director

Asset Management

ERICK LOPEZ

Senior Director

Supervisor

Finance and Information Systems

Plumbing Shop

VICTOR CLAY

HVAC SHOP SUPERVISOR

Chief Security and Parking

KARI MYERS Asset Information Manager

MEPC Shops

LYNNE CAVER

JERRY STEWART Project Coordinator

Supervisor

MARIAM GEVORGYAN Analyst Business Intelligence

ED RHOADS Supervisor Carpenter Shop

CAZ SCISLOWICZ Director

ALEX SANCHEZ Supervisor

EHS

BMS Controls

CARL POTTS Supervisor Paint Shop

CHRISTINA SOUTO Manager

MIKE ANCHONDO Supervisor

Faculty Housing

Electrical, Elevator, Fire Alarm Shops

TEESA CHMIELEWSKI Supervisor Key & Lock Shop

DELMY EMERSON Director Buildings and Grounds

RYAN ROBITAILLE Supervisor Grounds

RECYCLING & WASTE MANAGEMENT

JORGE CARILLO Supervisor Housing Custodial

RAMON CARILLO TONY FORD RAY RESTO Supervisors Campus Custodial

35

Facilities would like to thank everyone who contributed to the creation of this guide.

For question, comments or concerns, please refer to the suggestion box on our website: https://facilitiesoperations.caltech.edu