USF Sarasota-Manatee - Facilities


Facilities Planning & Management

 

Operations & Maintenance Plan (OMP)

UNIVERSITY OF SOUTH FLORIDA SARASOTA-MANATEE
OPERATIONS AND MAINTENANCE PLAN

1.1 OPERATIONS AND MAINTENANCE PLAN (OMP) GOALS


The Facilities Planning & Management Department (FP&M) at the University of South Florida Sarasota-Manatee (USF S-M) has defined the following OMP goals:

1) Perform maintenance on a periodic basis.

2) Provide functional facilities that (a) meet the University's requirements; (b) have an environmentally acceptable atmosphere for students, faculty, and staff; and (c) ensure the health and safety of all personnel.

3) Identify potential problems early within the context of the planned maintenance system so that corrective action may be planned, included in the budget cycle, and completed in a timely manner.

4) Establish and maintain a deferred maintenance program.

5) Follow an orderly program so that administrative costs are minimized and the workload for personnel  is maintained at a relatively constant level.

6) Conserve energy and resources by ensuring maximum operating efficiency of energy-consuming equipment and systems.

7) Maintain credible relations with users by providing well-maintained facilities and information on planned maintenance activities.

8) Identify and implement possible improvements that will reduce costs, improve service, and result in more efficient operation.

9) Establish data collection systems that create supervisory and management control reports with uniform reporting formats and achieve continual feedback of information among departments through communications and manuals.

10) Institute systems for reporting historical data and operating statistics and maintain trend lines and indices of operating effectiveness.


1.2 OPERATIONS
Facilities operation is the provision of day-to-day services required to operate the University's buildings and grounds. The University’s expectation is that the campus will operate its Facilities in the most efficient manner to provide timely, effective, and economical plant operation in support of the University's Mission.

1.2.1 : Custodial Services
Custodial services are provided through outsourced vendor contracts, and USF Sarasota-Manatee currently maintains a single contract for building maintenance and custodial services. The outsourced vendors are selected for a multi-year contacts based upon qualifications, experience, the ability to provide services, appropriate staffing levels, and overall value to USF Sarasota-Manatee. Facilities Planning and Management’s Operations Division staff oversee the performance of the outsourced vendors and are responsible to ensure the quality of services and compliance with the vendor contracts. The management teams of Facilities Planning and Management and the outsourced vendors convene on a quarterly basis to assess performance and correct any noted deficiencies. Custodial service schedules are defined, and can be found at the following link: NP Custodial Schedule

1.2.2 : Grounds and Landscaping
Grounds and landscaping services are provided through an outsourced vendor contract. The outsourced vendors are selected for multi-year contacts based upon qualifications, experience, the ability to provide services, appropriate staffing levels, and overall value to USF Sarasota-Manatee. Facilities Planning and Management’s Operations Division staff oversee the performance of the outsourced vendors and are responsible to ensure the quality of services and compliance with the vendor contracts. Grounds and Landscaping schedules are defined, and can be found at the following link: Grounds and Landscaping Schedule
1.2.3 : Building Access Control
Facilities Planning & Management maintains an electronic access control system that allows facility access during normal business hours. Normal business hours are as follows:
• Monday through Friday: 7:00 am – 10:00 pm
• Saturday: 8:00 am – 6:00 pm
• Sunday: closed
After-hours access is via an electronic access card, and access cards are provided upon request for active Faculty and Staff members. Requests are made through the NEO web application (see Work Order Request/NEO Application). Card readers are located at each primary facility entrance.
1.2.4 : Utility Services

1.2.5 : Emergency Action Plan

1.2.6 : Energy Management System
Energy management is the responsibility of the Facilities Planning and Management Operations group. Facilities Planning and Management utilizes a web-based software “work order system” administered by NEO, Inc. to help track and manage energy management requests submitted by campus constituents. The work order system is accessed via the USF Sarasota-Manatee website home page, and provides constituents with a user-friendly sequence to describe the location, nature of the problem, requested date for correction, and priority for action. A web based energy management control system is provided by a third party service provider, and is readily accessible by Operations personnel. An annual software service agreement is maintained with this provider.
1.2.7 : Recycling Programs
USF S-M has an active recycling program and currently recycles the following items:
• Mixed paper (office paper, newspaper, magazines, cardboard)
• Aluminum cans
• Glass and plastics
• Fluorescent bulbs and fixture ballasts
• Electronic equipment
1.2.8 : Space Impact Process
USF S-M developed a process for the various departments to request authorization to proceed with modification to university space. Typically, this process is used for:
• Renovating/remodeling space (excludes routine maintenance)
• Adding temporary space
• Locating aesthetic items (e.g. sculptures, trees, banners, etc)
Facilities Planning and Management coordinates this process, however it is not the authorizer for the final approval/disapproval. A Request for Proposal Form (RFQ) is used by the various departments to initiate this process, and all space changes are overseen by Facilities Planning and Management.

1.2.9 : Building Records
(Link to BC’s files on M drive – I still need to review this to provide more specific instructions)

1.3 MAINTENANCE

Facilities maintenance is the normally funded ongoing program for the upkeep and preservation of buildings, equipment, roads, grounds, and utilities required to maintain a Facility in a condition adequate to support the University's mission. Maintenance in this program includes the planned, preventive, and emergency/unplanned or reactive maintenance required to provide a safe, healthful, and secure environment. The University defers certain maintenance work due to budget constraints. This maintenance work constitutes a deferred maintenance backlog.

1.3.0: Planned Maintenance

Planned maintenance is provided through an outsourced vendor contract. USF Sarasota-Manatee currently maintains a single contract for building maintenance and custodial services. The outsourced vendors are selected for a multi-year contacts based upon qualifications, experience, the ability to provide services, appropriate staffing levels, and overall value to USF Sarasota-Manatee. Facilities Planning and Management’s Operations Division staff oversee the performance of the outsourced vendors and are responsible to ensure the quality of services and compliance with the vendor contracts. The management teams of Facilities Planning and Management and the outsourced vendor convenes on a quarterly basis to assess performance and correct any noted deficiencies. Planned maintenance schedules are defined, and can be found at the following link:

Recurring Orders

1.3.1 : Preventive Maintenance

Preventive maintenance is provided through outsourced vendor contracts. USF Sarasota-Manatee currently maintains a number of contracts for services that include elevator maintenance, pest control, closed loop water treatment, HVAC maintenance, fire sprinkler maintenance, pond and fountain services, and emergency generator maintenance. These vendors are selected for single-year contracts based upon qualifications, experience, the ability to provide services, appropriate staffing levels, and overall value to USF Sarasota-Manatee. Facilities Planning and Management’s Operations Division staff oversee the performance of the outsourced vendors and are responsible to ensure the quality of services and compliance with the vendor contracts.

Recurring Inspections

1.3.2 : Emergency/Unplanned Maintenance

Emergency/Unplanned Maintenance is performed by the USF S-M contracted maintenance vendor or, by third party maintenance providers when the service required exceeds the capability, or time availability of the USF S-M contracted maintenance vendor. Facilities Planning and Management utilizes a web-based software “work order system” administered by NEO, Inc. to track and manage the emergency and unplanned maintenance and repair requests submitted by the campus constituents. The work order system is accessed via the USF Sarasota-Manatee website home page, and provides constituents with a user-friendly sequence to describe the location, nature of the problem, requested date for correction, and priority for action. Critical work orders are assigned for corrective action immediately, and non-critical work orders are assigned for follow-up contact with the initiator within 24 hours. The Facilities Operations Manager is responsible to monitor and track the work orders on a daily basis, and to provide personal attention if required. The Operations unit monitors the completion performance of all work orders, and has maintained greater than 90% satisfactory on-time performance for the past two years.

1.3.3 : Deferred Maintenance

Deferred maintenance functions of limited scope are provided through outsourced vendor contracts, with oversight by the Facilities Planning and Management staff. Deferred maintenance functions that involve an expanded scope of work or more specialized requirements (i.e. roof replacement, moisture intrusion remediation, upgrades to or replacement of critical building systems, etc.) are typically designated as a capital construction project and are implemented through contracts with professional design and construction consultants in accordance with the policies and procedures described previously for construction projects.

Deferred Maintenance