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Building Deputy Questions

An open conversation between Physical Facilities and Building Deputies

 


Physical Facilities Senior Administrative Team Follow Up – Fall 2012

Construction l Parking | Communication | Facility Operations | Safety and Security

Construction

Questions and comments in the Construction category addressed the following topics:

  • Current status of ongoing road construction projects
  • Typical percent of a construction project’s cost associated with Physical Facilities fees
  • Responsibility for oversight of Job Order Contracting (JOC) contractors’ interpretations of the JOC pricing book
  • Timeline for funding In-House Design and JOC projects
  • Alignment between the specs for public bid and JOC projects

 

Current status of ongoing road construction projects

The current status of major road construction projects in the Purdue area is as follows:

  • The intersection of US 231 and South River Road is open.
  • Minor work needs to be done at US 231 and State Street, but work has been suspended for the winter and should resume around April 2013. The area is open to traffic in the meantime.
  • Minor work needs to be done at US 231 and Lindberg Road, but work has been suspended for the winter and should resume around April 2013. The intersection at Lindberg is open to through traffic.
  • US 231 and US 52 are open, and work has stopped until around April 2013.
  • The paving of Cherry Lane and McCormick Road is complete.
  • The intersection of Airport Road and US 231 is open with additional work to be completed next year.

Additional information, including construction notices and maps, is available at http://www.purdue.edu/physicalfacilities/construction_notices.html.

Typical percent of a construction project’s cost associated with Physical Facilities fees

The PM (Project Management) fee is assessed starting at 6% for small projects and stepping down to a marginal rate of 1% for large projects. A separate S&T (Supervision and Testing) fee was assessed against actual construction bid amounts including actual OFCI (Owner Furnished, Contractor Installed) equipment costs.

Fee restructuring activities are currently underway and we anticipate that the PM and S&T fees will be impacted by this process.

Responsibility for oversight of JOC contractors’ interpretations of the JOC pricing book

JOC contractor interpretations of the JOC price book are addressed during the price proposal stage of the project.  Any questions or discrepancies within the price book can be discussed/clarified with the University project manager prior to finalization of the construction budget.

Timeline for funding In House Design and JOC projects

JOC projects can be funded up front by a client at the time of submitting a Request for Professional Services or after a ballpark estimate is provided outlining the estimated total project cost.  Once design is complete and the construction price proposal is received by the JOC contractor, the University project manager finalizes the total project budget. The University project manager then verifies that the authorized funding will fund the total project budget. If there is not enough funding in place, the project manager will secure additional funding from the client prior to the issuance of the job order for construction.

Alignment between the specs for public bid and JOC projects

The JOC master specification and university-provided Consultant’s Handbook are, in essence, a basis of design for any project scope. Typically when design services are needed, the JOC master specification and Consultant’s Handbook are shared with the design consultant who then expands upon the specification to fit the scope of each particular job order. This process is very similar to public bid projects, except design consultants are provided the Consultant’s Handbook and the University General Conditions that clarify how work is performed on campus. Design consultants are not provided basis of design specifications on public bid projects.

 

Parking

The question in the Parking category addressed the following topic:

The potential of designating the lower levels of parking garages (the Grant Street Garage, in particular) as A permit parking

A portion of the parking spaces available on the street level of parking garages must be allocated to accessible parking and designated special uses, including University Vehicle (UV) permits. Regular parking studies and audits are conducted, and the data from these activities has demonstrated that there is sufficient parking in the University’s garages to accommodate existing need. While it may be necessary to occasionally seek alternate parking outside of the Grant Street garage on days when major university events are being held, sufficient space should be available in nearby garages and lots.

 

Communication

Questions and comments in the Communication category addressed the following topics:

  • Strategy for communicating the breadth and importance of Building Deputy responsibilities to building occupants and university stakeholders
  • Procedures for communicating about curtailment activities
  • Work order training sessions
  • Approach to issuing invitations to Building Deputy meetings

Strategy for communicating the breadth and importance of Building Deputy responsibilities

The importance of the Building Deputy role as a source of support and coordination for facility occupants cannot be overstated. Regular interaction with the administrators in the facility a Building Deputy serves can help to reinforce the criticality of the functions for which Building Deputies are responsible. Building Deputies are encouraged to pursue opportunities to share information and interact with building occupants including attendance at staff and departmental meetings.

Additionally, Physical Facilities will continue to work to communicate the breadth and significance of the Building Deputy role to the Purdue community. Our organization appreciates the important work Building Deputies perform on behalf of the University and will actively seek opportunities to highlight the contributions of Building Deputies and encourage collaboration to address critical facility issues.

Procedures for communicating about curtailment activities

Should utility curtailment become necessary, Physical Facilities will share information with Building Deputies via the Physical Facilities Connection electronic newsletter.

Work order training sessions

The Work Request Center offers periodic training sessions pertaining to work orders and is happy to assist with specific customer questions on an ‘as needed’ basis. Please contact the Work Request Center at 4-9999 for additional information regarding training opportunities.

Approach to issuing invitations to Building Deputy meetings

As the result of the suggestions Physical Facilities has received from Building Deputies, multiple announcements pertaining to the Spring 2013 Building Deputy Meeting will be published in the Physical Facilities Connection electronic newsletter and an invitation will be emailed directly to each Building Deputy.

 

Facilities Operations

Questions and comments in the Facility Operations category addressed the following topics:

  • Potential for Building Deputies to be allowed open access to all types of facility keys, including mechanical room keys
  • Strategy for differentiating work orders for building issues and departmental issues
  • Status of work orders being sent to network printers
  • Communication with Building Deputies while work is taking place in the building
  • Approaches to ensure that faculty, staff and students return facility keys

Potential for Building Deputies to be allowed open access to all types of facility keys, including mechanical room keys

Physical Facilities prioritizes the safety and security of the Purdue community and must balance operational needs with these essential life safety functions. Arrangements can be made for Building Deputies to access most areas of the facilities they support although, for safety reasons, it may be necessary to be escorted by a Physical Facilities staff member to do so. Building Deputies may complete a form to request access to mechanical rooms and requests are evaluated on a case-by-case basis, with safety as the first priority in making these determinations. Please don’t hesitate to contact your facility’s zone leader if you have questions about the processes for accessing restricted portions of the building(s) you serve.

Strategy for differentiating work orders for building issues and departmental issues

Physical Facilities is responsible for the maintenance, alteration, repair, and operation of buildings and equipment purchased by Physical Facilities. The cost to repair, replace, and maintain building structures and equipment is paid by Physical Facilities. 

Building Equipment is defined as mechanical or electrical machinery or equipment that is permanently attached to the structure as original equipment, as a replacement for original equipment or as an upgrade to the facility.  This equipment will normally provide service to the entire building or to a major section of the building. Examples of building equipment include air handlers, exhaust fans, boilers, electrical panel boards, drinking fountains, building air compressors for HVAC controls, electrical buss ducts, and elevators.

A department is responsible for repair, maintenance, and replacement of equipment and machinery purchased by the department.

Departmental Equipment is defined as equipment or machinery that has been purchased directly by a department or departments. Examples include wall-mounted shelves, single-room usage package air conditioners, fume hoods, sinks and fixtures in labs, lab benches and cabinets, carpet, modular office panel systems, furniture, walk-in coolers (even if built-in at the time of the original building construction), freezers, lab polishers, cage washers, kilns, ovens, ultra-cold freezers, air compressors for shops and labs, eyewash and safety showers, and backflow preventers that service departmental equipment.

As a general guide as to who should pay the cost of repair or replacement of equipment, if it is a function of the building, Physical Facilities should pay.  If it is a function of the department, the department should pay.

Some common items that fall into question are listed below. All of these items should be paid for by the department:

  • Alarms
  • Rekeying of a building
  • Blinds
  • Utility locates
  • Repairs of departmental equipment
  • Recycle bins
  • Sinks and faucets in labs and break rooms
  • Locking and unlocking buildings outside normal hours

Status of work orders being sent to network printers

The technology necessary to potentially send work orders to network printers remains under review. Additional information pertaining to this topic will be shared when it becomes available.

Communication with Building Deputies while work is taking place in the building

Physical Facilities staff members are instructed to notify Building Deputies about the timeline for and progress on projects in the facilities they support by email or in person. Physical Facilities staff will be reminded that these communications are of high importance and must be completed as each project occurs. Additional steps will be taken to investigate how communication between external contractors and Building Deputies may be enhanced.

Approaches to ensure that faculty, staff and students return facility keys

Over time, departments and facilities have developed key return procedures tailored to their unique needs. While Physical Facilities can provide suggestions of potential key return models that may be considered for adoption, other Building Deputies who have developed and implemented key return processes are also an excellent resource. We encourage Building Deputies to draw upon each other’s expertise and past experience to develop processes that best address each building’s specific requirements.

 

Safety and Security


The question in the Safety and Security category addressed the following topic:

The availability of safety and security flip charts and how they may be requested

The Emergency Preparedness Flipchart is available online at https://www.purdue.edu/emergency_preparedness/flipchart/index.html or may be requested by contacting Director of Campus Emergency Preparedness and Planning Ron Wright at rdwright@purdue.edu. Additionally, this information may be referenced on iOS devices using the Purdue University application. A complete description of the Purdue University application is available at http://www.purdue.edu/mobile/.