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
REVISION 2 MARCH, 2021
FACILITIES.CALTECH.EDU
TABLE OF CONTENTS
I. INTRODUCTION Message from Interim Associate Vice
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President John Onderdonk Obtaining Facilities Services
3
Data and Metrics
4
II. FACILITIES OPERATIONS Message from Chris K. McAlary
6
Introduction to Operations
7
Work Order Priorities
8
Maintenance Management
9
Project Coordination
11
Campus Needs Assessment
12
Base Building
14
Shops and Trades
16
Campus Events
25
Buildings and Grounds
26
III. DESIGN AND CONSTRUCTION Message from Terri Mestas
28
Introduction to the Team
29
Project Initiation Support
30
Design Phase Services
31
Construction Phase Services
32
Construction Inspection Services
33
Space Management Services
35
Procurement Services
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FACILITIES.CALTECH.EDU
TABLE OF CONTENTS
IV. FACILITIES SERVICES AND INTEGRATED PLANNING Message from John Onderdonk
38
Introduction to the Team
39
Transportation
40
Sustainability
41
Energy Services
42
Commissioning
43
Integrated Planning
44
Mail Services and Graphic Resources
45
Purchasing and Stockroom
46
V. TABLES
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VI. ORGANIZATIONAL CHARTS
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FACILITIES.CALTECH.EDU
JOHN ONDERDONK
INTERIM 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,
John Onderdonk | Interim AVP, 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.edu
Transportation Call X4703 or 626-395-4703 for direct service regarding transport needs.
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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.
CHRIS K. MCALARY
SENIOR DIRECTOR, 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
Introduction to Operations 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
08 5 0
RESPONSE TIME
IMMEDIATE
WITHIN 24 HOURS
SCHEDULED BASED ON AVAILABILITY OF SHOPS
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
28K
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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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/EVENTSAND-NOTICES.
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/root-pages/ewaste-roundup for more information.
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TERRI MESTAS
SENIOR DIRECTOR, DESIGN AND CONSTRUCTION
A Message from Design and Construction The Design and Construction team takes great pride in serving Caltech by delivering the built environment required to support the needs of the institute. Our team of seasoned design and construction industry professionals sincerely value working closely with the campus to define project requirements and design and construct successful projects.
“We are grateful for the opportunity to serve Caltech.”
Our services cover the project life cycle, ranging from in-house planning and design, space management, project and construction management, construction inspection to specialized procurement expertise. Our goal is to provide Caltech with world-class design and construction services as we continuously strive to provide exceptional support. We are grateful for the opportunity to serve Caltech and to be a member of this esteemed community, supporting your design and construction needs. Sincerely,
Terri Mestas | Senior Director of Design and Construction The California Institute of Technology
View from Bechman Auditorium (completed 1964)
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DESIGN AND CONSTRUCTION
Introduction to the Team The Design and Construction (D&C) team is a group of industry professionals ranging from project managers, licensed architects and engineers to space management staff and a certified construction inspector. With an average of 25 years of experience this team has worked in buildings across the campus, closely collaborating with occupants to understand their space and project needs. D&C is responsible for creating and upholding standards that govern the new construction and renovation work on campus, such as the Caltech Design Guidelines and the Caltech Commissioning Guidelines. This group utilizes an array of tools to deliver tailored services to the campus including computer aided design, document control systems and space management tools. This dedicated group of professionals is ready to support Caltech’s design and construction needs in the most efficient manner to deliver worldclass projects. You can find out more about our team on our website at https://dandc.caltech.edu.
Bechtel Residence Dining Hall and Grounds (completed 2018)
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DESIGN AND CONSTRUCTION
Parker Lab Project in Beckman Behavioral Biology Lab Building (completed 2018)
Project Initiation Phase Services Departments and Divisions initiate design and construction projects when a space need is identified. Upon project initiation a D&C Project Manager with the required expertise and availability is assigned. The Project Manager and other D&C technical experts will meet with the project stakeholders to clarify the project goals and develop the project scope. The Project Manager is the main point of contact during Project Initiation Phase and manages all activities and deliverables. These can be complex and can involve the use of both internal and external resources. The Project Manager works diligently to complete the project initiation phase while implementing quality control and quality assurance processes to ensure exceptional service throughout this phase. The duration of the Project Initiation phase depends on the complexity of the project scope. Deliverables vary based on project requirements and may include the following: PROJECT INITIATION SERVICES
COLLABORATION
D&C HOLDS MEETINGS AND WORKSHOPS WITH PROJECT STAKEHOLDERS TO DEFINE THE PROJECT GOALS AND PROVIDES ITERATIVE PLANS AND OTHER GRAPHIC PRESENTATIONS TO CAPTURE DESIGN OPTIONS AND RECOMMENDATIONS. THE D&C TEAM COLLABORATES WITH PROJECT STAKEHOLDERS TO ARRIVE AT THE DESIRED PROJECT REQUIREMENTS.
COORDINATION
D&C COORDINATES PROJECT SITE CONDITIONS AND PROJECT REQUIREMENTS WITH BUILDING CODE AND PERMITTING CRITERIA, HISTORIC BUILDING GUIDELINES, MASTER PLAN CONSTRAINTS, BUDGET AND SCHEDULE PARAMETERS ALONG WITH OTHER PROJECT SPECIFIC REQUIREMENTS.
DELIVERABLES
D&C DELIVERS A TECHNICAL SCOPE OF WORK AND VARIOUS GRAPHIC MATERIALS DURING THIS PHASE. THIS MAY INCLUDE PRELIMINARY FLOORPLANS, ELEVATIONS, PROGRAMMING DOCUMENTS, BLOCKING AND STACKING DIAGRAMS, PRELIMINARY SCHEDULES, OPINIONS OF PROBABLE COST, AND OTHER DOCUMENTS TO SOLICIT PROPOSALS FOR THE NEXT PHASE OF THE PROJECT.
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DESIGN AND CONSTRUCTION
Center for Autonomous System Technology in Karman Lab (completed in 2018)
Design Phase Services In the Design Phase, aspects of a project are presented with highly technical graphic and written documentation. Designs depict architectural, structural, mechanical, electrical, plumbing, life-safety and fire protection, acoustic and vibration considerations as well as other disciplines required by the project. Designs can include three-dimensional representations such as models, perspectives, animations and full-size mockups. These tools creatively communicate aspects of the project to stakeholders as well as to the construction contractor. The Design & Construction team manages a wide variety of project types and sizes. Design is done in-house for small projects with D&C technical staff. For larger projects, design professionals are engaged to deliver design documentation. In either scenario, the D&C team leads the effort of ensuring that project requirements are fulfilled in the design documents. The team provides the required level of detail during the design process to allow project stakeholders to make informed decisions while supporting the design intent with selections of materials and systems to fulfill the project needs. The following services are provided in the Design Phase:
DESIGN PHASE SERVICES
COLLABORATION
D&C COLLABORATES WITH PROJECT STAKEHOLDERS TO EXPLORE DESIGN OPTIONS AND ARRIVE AT OPTIMAL SOLUTIONS THROUGH MEETINGS AND WORKSHOPS; THE USE OF DRAWINGS AND OTHER MEDIA; AND RECOMMENDATIONS FROM ARCHITECTS, ENGINEERS AND CONSTRUCTION PROFESSIONALS. D&C WORKS CLOSELY WITH PROJECT STAKEHOLDERS TO ALIGN THE PROJECT SCOPE TO THE DESIRED SCHEDULE AND BUDGET.
COORDINATION
D&C COORDINATES THE DESIGN WITH BUILDING CODE AND OTHER JURISDICTIONAL CRITERIA, ATTAINS THE REQUIRED PERMITS WORKING CLOSELY WITH THE CITY, ENSURES COMPLIANCE WITH THE CALTECH DESIGN GUIDELINES, AND INCORPORATES REVIEW COMMENTS BY A MULTITUDE OF EXTERNAL AND INTERNAL REVIEWERS.
DELIVERABLES
D&C DELIVERS DESIGN DEVELOPMENT AND CONSTRUCTION DOCUMENTS, RENDERINGS, FINISH BOARDS, MODELS, PROJECT SCHEDULES AND COST ESTIMATES, REPORTS AND OTHER DELIVERABLES AS REQUIRED BY THE PROJECT.
31
DESIGN AND CONSTRUCTION
Chen Neuroscience Research Building - construction phase (completed October 2020)
Construction Phase Services Projects are assigned to a Project Manager who will ensure the timely delivery of the project while managing schedule, cost, safety, scope, risk and function to fulfill the project’s needs and uphold the interests of Caltech while mitigating impacts to the campus. Before the construction begins, the Project Manager will conduct a pre-construction meeting to ensure that the contractor, stakeholders and impacted users are aware of project parameters, schedule and coordination items. Safety is discussed at the pre-construction meeting, verifying that the contractor has submitted all the required safety plans prior to the start of construction. Compliance with the approved safety plans is monitored throughout and to the end of the project. Throughout construction, the Project Manager will be the main point of contact for the project and will provided ongoing communication with the project stakeholders phase alerting and notifying the campus and its users of any key shut utility shutdowns or major impacts to the user groups. Regular meetings are also held with stakeholders during this phase where updates on all aspects of the project are provided. Each project requires significant oversight, detailed planning, extensive coordination by the Project Manager with internal and external stakeholders such as the City of Pasadena, Pasadena Fire Department, state agencies, insurance providers, environmental consultants, regulatory agencies and many more.
32
DESIGN AND CONSTRUCTION
As the project nears completion, the Project Manager will coordinate the commissioning activities, attain all warranties, ensure the required training is provided and walk the project with stakeholders. Punchlist items are defined and tracked until complete and communicated to project stakeholders. At project completion a final project review will be held with stakeholders and a survey sent to capture D&C performance. The following services are provided in the Construction Phase: CONSTRUCTION PHASE SERVICES
COLLABORATION
D&C COLLABORATES WITH PROJECT STAKEHOLDERS DURING CONSTRUCTION THROUGH REGULAR MEETINGS, PROJECT WALKS, THE REVIEW OF NUMEROUS DOCUMENTS, PROGRESS TRACKING AND REPORTING, REQUESTS FOR INFORMATION (RFI) AND SUBMITTALS.
COORDINATION
D&C ENSURES CONTRACTUAL CONDITIONS OF PERFORMANCE ARE MET BY COMPLYING WITH CODE AND REGULATORY REQUIREMENTS; FACILITATING APPROVALS AMONG CALTECH INTERNAL STAKEHOLDERS AND EXTERNAL AUTHORITIES; INFORMING STAKEHOLDERS AND THE CAMPUS OF ACTIVITIES THROUGH CAMPUS NOTIFICATIONS; AS WELL AS BY PROVIDING OTHER PROJECT SPECIFIC ELEMENTS TO MEET SCOPE SCHEDULE AND COST PARAMETERS.
QUALITY
D&C’S INSPECTOR WILL PROVIDE QUALITY CONTROL VIA PROJECT INSPECTIONS ALONG WITH INSPECTIONS PERFORMED BY THE LOCAL JURISDICTION, SPECIAL INSPECTORS AND COMMISSIONING AGENTS AS REQUIRED BY THE PROJECT. THESE TECHNICAL EXPERTS ALONG WITH THE FACILITIES TEAM REVIEW DOCUMENTATION AND CONDUCT SITE VISITS THROUGHOUT THE PROJECT TO OVERSEE THE DELIVERY OF THE PROJECT SCOPE AND QUALITY.
Oka-Hong Lab Project in Beckman Behavioral Biology Lab Building (completed 2017)
33
DESIGN AND CONSTRUCTION
Construction Inspection Services Caltech’s Quality Assurance and Quality Control processes are implemented by the D&C Senior Campus Inspector. The D&C Inspector has unique certifications by the Internal Code Council ranging from structural and commercial elements, reinforced and posttension concrete, structural masonry, structural steel and high-strength bolting, fireproofing, soil characteristics, building egress/framing, mechanical, electrical, plumbing and building plans examination. The Sr. Inspector inspects projects during construction and plays an active role during the design process advising the team and reviewing deliverables. The inspector works closely with the construction contractor to resolve project challenges, issue hot work permits and adhere to the Caltech’s Design Guidelines.
Shapiro Lab in Eudora Spalding Chemistry Lab (completed 2014)
34
DESIGN AND CONSTRUCTION
Oka-Hong Lab Project in Beckman Behavioral Biology Lab Building (completed 2017)
Space Management Services The Space Management team tracks occupancy and types of use in the physical spaces on the Caltech campus, both inside and outside of buildings. This group collects information from Divisions in real time through the building space data system (BSDS) when there is a change in occupancy or use of space. This information interfaces with AiM to ensure real-time accuracy across various information systems. Summary statistics and reports are produced as needed to help Divisions and Executive Management understand current space use and plan for optimum utilization of physical resources on campus.
Chen Neuroscience Research Building (completed October 2020)
35
DESIGN AND CONSTRUCTION
Additional services are provided by Space Management: SPACE MANAGEMENT SERVICES
EVENTS
ASSIST IN PLANNING AND PREPARATION FOR CAMPUS EVENTS MAINTAIN UP-TO-DATE ACCESSIBLE ROUTE DATA FOR CAMPUS, SUCH AS
A C C E S S I B I L I T Y ADA COMPLIANT AREAS AND ASSIST WITH ACCESSIBILITY RELATED PROJECTS.
FLOOR PLANS
MAINTAIN CURRENT FLOOR PLANS AND LAYOUTS OF ALL CAMPUS BUILDINGS
DOCUMENT MANAGE THE FACILITIES DOCUMENT ARCHIVAL SYSTEM, MERIDIAN MANAGEMENT SIGNAGE
COORDINATION OF CAMPUS SIGNAGE
MAPS
CREATE AND PRODUCE CAMPUS MAPS AND MAP CONTENTS
LOCATIONS
ASSIGN BUILDING, ROOM, PROPERTY AND LOCATION NUMBERS
Chen Neuroscience Research Building (completed October 2020)
36
DESIGN AND CONSTRUCTION
Design and Construction Procurement Services Procurement Services facilitates the selection of a professional services firm or general contractor for the design and/or construction of labs, offices, housing or facilities-related spaces. The selection process employs a series of Caltech and industry-tailored contractual methods along with the development of technical scope to secure the required products and services to meet the needs of Design and Construction projects. Our services include identifying, recommending, selecting and acquiring suitable goods or services while ensuring timely delivery. Procurement Services helps tailor the purchasing process to your custom project requirements.
Annenberg Center for Information Science and Technology (completed in 2009)
37
JOHN ONDERDONK
SENIOR DIRECTOR, FACILITIES SERVICES AND INTEGRATED PLANNING
A Message from Facilities Services and Integrated Planning The Facilities Services and Integrated Planning team comprises 8 different units and 40 individuals who support the Institute’s core mission in two very important but distinct ways. On the services side, our team is focused on delivering seamless logistical support for Facilities Operations and campus research. Critical functions include purchasing materials and services to support operations, managing the central stockroom, delivering research gases to labs, operating the Feynman Station (a fullservice US Post Office), coordinating the movement of sensitive research material in and out of campus, and serving the graphic resource needs of campus.
“Above all, we are proud to serve ”
On the planning side our forward-thinking team strives to ensure a sustainable and viable future for Caltech. Stewardship of the Institute’s natural and capital resources is central to our sustainability and energy initiatives and the integration of longrange planning into operations aims to seed the adaptive capacity to evolve in a dynamic and complex environment. Above all, we are proud to serve and are committed to helping the Institute realize our potential. Sincerely,
John Onderdonk | Senior Director of Facilities Services and Integrated Planning The California Institute of Technology
05 0 23 8
FACILITIES SERVICES AND INTEGRATED PLANNING
Introduction to the Team Facilities Services and Integrated Planning (FSP) is responsible for providing critical service functions to the Caltech community while also keeping an eye to the future direction of the Facilities organization. Our focus is on delivering services that help the campus sustain efficient and effective operations. This means working hand-in-hand with all of the organizations within Facilities and across the campus to ensure that Facilities meets their current and anticipated needs. Over the past five years Facilities has taken steps to transform the way it does business by modernizing its processes and approach to work management. In 2018 Facilities created the Services and Integrated Planning organization to provide additional emphasis on the services provided to customers that go beyond maintaining, repairing, and operating the Caltech campus. Whether we are providing materials needed for research or projects on campus, improving the performance of building systems through energy efficiency investments, helping people and supplies get to their destination, addressing the environmental footprint of our operations, or many other functions, FSP’s goal is to deliver excellent service to Facilities’ customers that enhances Caltech’s core mission of research and education. Following are the groups that make up FSP and the tools and services they provide to help Caltech’s community complete their work.
Sustainability
Purchasing & Stockroom
095 3
Commissioning
Energy Services
Transportation
Planning
Mail Services & Graphic Resources
FACILITIES SERVICES AND INTEGRATED PLANNING
TRANSPORTATION Transportation is responsible for material and freight handling, on-campus moving and relocation, off-campus courier service, and liquid nitrogen dewar and high-pressure 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 PROVIDES OUTBOUND UPS SHIPPING AND HANDLES ALL
S H I P P I N G & R E C E I V I N G SHIPPING AND RECEIVING OF PACKAGES OVER 50 LBS REGARDLESS OF CARRIER
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
40
FACILITIES SERVICES AND INTEGRATED PLANNING
Campus Sustainability Caltech Sustainability aims to enhance Caltech's core mission of research and education by reducing Caltech's environmental impact and promoting stewardship within the Caltech community. Our staff assist other departments in administering programs and services detailed elsewhere in this guide and provides the following additional services:
SUSTAINABILITY SERVICES
COLLECTION AND ANALYSIS OF UTILITY AND CAMPUS OPERATIONS DATA IN AREAS OF ENERGY, WATER, WASTE, BUILT ENVIRONMENT, TRANSPORTATION, AND CARBON EMISSIONS
CAMPUS DATA COLLECTION, ANALYSIS, AND PRESENTATION
CREATION OF ANNUAL SUSTAINABILITY REPORT
COORDINATION AND CERTIFICATION OF GREEN BUILDING PROJECT THROUGH LEED
SUPPORT OF CAMPUS PROJECTS AND STRATEGIC PLANNING
COLLABORATION WITH OTHER CAMPUS DEPARTMENTS TO EFFECTIVELY PREPARE CAMPUS FOR FUTURE OPERATIONS NEEDS AND CHALLENGES
·
GREEN LAB PROGRAM ADMINISTRATION
INITIATION OF OCCUPANT ENGAGEMENT IN SUSTAINABLE PRACTICES PROCESSING AND DISSEMINATION OF FUNDS FOR ULTRA-LOW TEMPERATURE FREEZER REBATE PROGRAM IN COORDINATION WITH THE CECIP FUND ADMINISTRATION OF GREEN LAB CERTIFICATION PROGRAM
41
FACILITIES SERVICES AND INTEGRATED PLANNING
Energy Services Caltech Energy Services is a cross-functional and dedicated team whose mission is to expand the institutional impact of energy management and maintain aggressive energy efficiency standards within campus buildings. Our staff partners with Facilities Design and Construction, Operations, and Maintenance Management to develop building operations & maintenance criteria and execute a successful building maintenance program. The Energy Services team provides these additional services:
ENERGY SERVICES
CALTECH ENERGY CONSERVATION INVESTMENT PROGRAM (CECIP)
MANAGEMENT OF CECIP, A MULTI-MILLION DOLLAR REVOLVING LOAN FUND THAT FINANCES ENERGY CONSERVATION INITIATIVES THROUGHOUT CAMPUS
COMMISSIONING LEADERSHIP
LEAD THE COMMISSIONING TEAM, GUIDE PROGRAM DEVELOPMENT AND HELP ESTABLISH RELEVANT PROTOCOLS AND STANDARDS
UTILITY INFRASTRUCTURE PLANNING
UTILITY BILLING INTERNAL AND EXTERNAL REPORTING
· SUPPORT CALTECH'S UTILITY INFRASTRUCTURE PLANNING EFFORTS TO DEVELOP A RELIABLE, ADAPTIVE, AND RESILIENT SYSTEM THAT MEETS MISSION REQUIREMENTS AND SATISFIES THE INSTITUTE'S FINANCIAL OBJECTIVES · MANAGE PAYMENT OF ALL UTILITY BILLS AND THE CHARGE-OUT OF ALL AUXILARY UTILITY COSTS RESEARCH AND INTERPRET FEDERAL, STATE, AND LOCAL ENERGY, WATER, EMISSIONS, AND ENVIRONMENTAL REGULATIONS AND ASSIST IN REGULATORY EXTERNAL REPORTING TO ENSURE COMPLIANCE
42
FACILITIES SERVICES AND INTEGRATED PLANNING
Commissioning Caltech Commissioning (Cx) is a quality-focused process for enhanci ng the delivery of capital projects. Cx focuses on evaluating and documenting that all of the commissioned systems and assemblies are planned, desi gned, installed, tested, operated, and maintained to meet Caltech standards. Caltech uses an enhanced form of Cx that places emphasis on data collection to provide visibility to information needed during the construction process and throughout the lifetime of the buildi ng. Data i s gathered through traditional commissioning, asset data collecti on, and faul t detection and diagnostics (FDD). The Cx process integrates various systems utilized in constructi on and operations including building controls automation, building data anal yti cs, asset data management, and Facilities’ IWMS. The integration of these systems at the onset of a project improves the efficiency and l asti ng i mpact of the commissioning process, ensures continuity of building i nformati on transfer from design & construction into operations, and ultimatel y i mproves and extends the operations and performance of buildings. Facilities formed a Cx Team to oversee, implement, and accompl i sh Cx activities. Detailed information on the Cx process can be found i n the Caltech Commissioning Guidel ines. LEAD Energy Services
SR. DIRECTOR Design and Construction
DIRECTOR MEPC Shops
ELECTRICAL ENGINEER
ASSET MANAGER Maintenance Management
Facilities Operations
SR. DIRECTOR Facilities Services and Planning
DIRECTOR Maintenance Management
MECHANICAL ENGINEER
3rd Party Cx Authority
Design and Construction
Facilities Services and Planning
43
FACILITIES SERVICES AND INTEGRATED PLANNING
Integrated Planning
Integrated Planning works coll aboratively with stakeholders wi thi n the Institute (Facilities Operations, Design and Construction, Strategy Implementation, Government Relations) and our local partners (Ci ty of Pasadena, Pasadena Water and Power) to meet Caltech’s regul atory obligations, explore opportunities for transformation, and safeguard the $4.2 billion campus asset. Additionally, Integrated Planning monitors changes and trends in higher education to understand the future of Faci l i ti es servi ce delivery. Integrated Planning deploys business process analys i s, techni cal assessments, quantitative and qualitative modeling, sensitivity anal ysi s, design charrettes, and more to evaluate Facilities’ operations and provi de actionable recommendations for improvement. Integrated planning’s collaborative work ranges from formal r egul atory processes to internal campus projects. Below is a sample of Integrated Planning’s work: PLANNING SCOPE
DESCRIPTION CAMPUS MASTER PLAN
REGULATORY/ EXTERNAL PROCESSES
UTILITY POWER AND WATER SUPPLY COORDINATION GREENHOUSE GAS EMISSIONS AND AIR QUALITY REPORTING AND COMPLIANCE UTILITY AND INFRASTRUCTURE PLANNING
CAMPUS STRATEGIC PLANNING
ENERGY RESOURCE PLANNING MOBILITY PLANNING
·
CAMPUS PROJECT COLLABORATION
CAPITAL PROJECT DESIGN AND GREEN BUILDING CERTIFICATION INTEGRATED WASTE MANAGEMENT DISTRIBUTED GENERATION AND SMART GRID PLANNING
44
FACILITIES SERVICES AND INTEGRATED PLANNING
Mail Services & Graphic Resources
Mail Services operates the Feynman Station, a full-service US Post Offi ce located in the lobby of the Keith Spaulding building. The post offi ce provi des the most common services and products including sales of stamps, postcards, shipping supplies, domestic and international priori ty, express, certified, and insurance. Vacation mail hold and mail forwarding are al so available. Mail Services also operates a FedEx ship center for time sensiti ve documents and packages and allows our customers to benefit from discounted shi ppi ng rates, 10-30% off published rates. Our mail clerks can pick up your mai l i ng under 50lbs at your department's mail stop. The deadline for overni ght express is at 3:00 p.m. Graphic Resources offers a Centralized Copier Program that provi des an efficient and effective campus-wide copier system including over 140 mul ti function copiers deployed throughout the campus. Our team al so coordinates with external vendors to provide full-service reprographi cs capabilities to the campus community. SCOPE
DESCRIPTION FEYNMAN STATION FULL-SERVICE POST OFFICE
TECHEXPRESS: ONE-STOP POST OFFICE FOR UNDERGRADUATES PASSPORT PHOTOS SHIPMENTS OF PACKAGES UNDER 50 LBS
SHIPPING
FEDEX SHIPPING CENTER COMPREHENSIVE EXPORT COMPLIANCE FOR CRITICAL SHIPMENTS
GRAPHICS
CENTRAL COPIER PROGRAM REPROGRAPHIC VENDOR COORDINATION
45
FACILITIES SERVICES AND INTEGRATED PLANNING
Purchasing and Stockroom The Purchasing and Stockroom teams are responsible for ensuring our technicians have the materials and products they need to get their work done. The purchasing team is comprised of three buyers who ensure compliance with all purchasing policies and procedures while reducing cost and meeting customers’ expectations of quality and schedule. The team is responsible for all aspects of the procurement process from fulfillment of purchase requests through to payment as well as supporting service contract administration. The stockroom team manages stockroom operations to ensure material needs are met, inventory is optimized, and costs of goods are reduced. The team is responsible for material request processing, receiving, inventorying, storing, tracking and disbursement of materials and supplies while ensuring customer needs are met and Institute policies and procedures are followed. The stockroom team also manages, maintains, and fills liquid nitrogen dewars in support of the research mission.
SCOPE
DESCRIPTION
FULL-SERVICE TECHMART PURCHASING
PURCHASING
SERVICE CONTRACT ADMINISTRATION SOURCING OF SPECIALTY AND CUSTOM PRODUCTS
FULL INVENTORY OF THOUSANDS OF PARTS
STOCKROOM
LIQUID NITROGEN DEWARS SUPPORT FOR SPECIAL CAMPUS NEEDS AND EMERGENCY OPERATIONS
46
Table 1 - Costs and Billing
TABLES
Caltech provides a multitude of in-house services to support campus projects and maintain facilities. The rates below will be used to calculate costs for facilities staff to support projects and work orders.
TRADES / SERVICES
HOURLY LABOR RATES*
BUILDING MANAGEMENT SYSTEM (BMS)
$62.00
CARPENTRY
$58.00
CUSTODIAL
$35.00
ELECTRICAL
$58.00
ELEVATORS
$53.00
FIRE ALARM
$56.00
GROUNDS
$38.00
HVAC
$62.00
LOCK AND KEY
$52.00
MOTOR POOL
$60.00
PAINT
$52.00
PLUMBING
$59.00
ROOFING
$56.00
SECURITY
$55.00
TRANSPORTATION / SHIPPING & RECEIVING
$44.00
WASTE RECYCLING OPERATIONS
$35.00
ARCHITECT
$115.00
CONTRACTS MANAGER
$90.00
BUILDING INSPECTOR
$135.00
MECHANICAL ENGINEER
$135.00
PROJECT MANAGER
$100.00 - $140.00
* 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.
47
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 085 4
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
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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
00 5 5
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
STUDENT HOUSING AREAS
SHOWER CLEANING REFILLING DISPENSERS GLASS CLEANING
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
ATHLETIC AREAS
1 X DAY
CAMPUS AREA
UPON SPECIAL REQUEST
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
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
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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
025 5
TABLES
Table 5 - Facilities Leadership Organization JOHN ONDERDONK Interim Associate V.P. for Facilities and Senior Director Facilities Services and Planning
CHRIS K. MCALARY Senior Director Facilities Operations
TERRI MESTAS Senior Director Design and Construction
LYNNE CAVER Senior Director Finance and Information Systems
VICTOR CLAY Chief Security and Parking
CAZ SCISLOWICZ Senior Director Emergency Health and Safety
CHRISTINA SOUTO Manager Faculty Housing
53
TABLES
Table 6 - Facilities Operations Organizational Chart JOHN ONDERDONK Interim Associate V.P. for Facilities
CHRIS K. MCALARY Senior Director Facilities Operations
LETY MARQUEZ Administrative Assistant
BRAD NIELSEN
BEN SMITH
Project Coordinator Project Management
Work Planning and Scheduling
WARREN MIDKIFF
JERRY STEWART Project Coordinator
Supervisor
Work Planning and Scheduling
Central Utility Plant
TIM RANALLI
SERVICE CENTER
Director Maintenance Management
RENÉ HARRIS Director
KARI MYERS Asset Information Manager
MEPC Shops
Asset Management
ERICK LOPEZ Supervisor Plumbing Shop
SAL ESCOBAR Supervisor HVAC Shop
SAMANTHA BABCOCK Analyst Business Intelligence
ED RHOADS Supervisor Carpenter Shop
ALEX SANCHEZ Supervisor BMS Controls
CARL POTTS Supervisor Paint Shop
MIKE ANCHONDO Supervisor 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 Supervisor Campus Custodial
RAY RESTO Supervisor Campus Custodial
TONY FORD Supervisor Campus Custodial
54
TABLES
Table 7 - Design and Construction Organizational Chart
JOHN ONDERDONK Interim Associate V.P. for Facilities
TERRI MESTAS Senior Director Design and Construction
BART HALE Lead Project Manager
COOMY KADRIBEGOVIC Sr. Project Manager
EUGENE KIM Sr. Project Manager
COLIN SIMMONS Sr. Project Manager
BASSAM RASLAN Sr. Project Manager
PHIL VAZIRI Sr. Mechanical Engineer
ALEX ROSAS Sr. Contracts Manager
JING ZHAO Architect
JEFF ROCCA Senior Building Inspector
WAYNE BOTTOMLEY Space Information Manager
PATRICIA GRAJEDA Data Analyst
55
TABLES
Table 8 - Services and Planning Organizational Chart
JOHN ONDERDONK Interim Associate V.P. for Facilities and Senior Director Facilities Services and Planning
TYLER DURCHSLAG-RICHARDSON Sr. Analyst
VATSAL VERMA Manager Energy and Utility Services
COREY CAMPBELL Supervisor Materials and Services
RAUL TURCIOS Supervisor Transportation
MAX CHRISTMAN Manager Sustainability Services
RACHEL WALLACE Manager Central Copier and Graphic Resources
DARRELL GOUDEAU Manager Mail Services
STEPHANIE MORALES Supervisor Facilities Purchasing
56
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