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
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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
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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.
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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
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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 –
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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
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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
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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.
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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.
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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
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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
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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
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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
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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
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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.
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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.
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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