Facilities and Grounds Management
The Facilities Services Department will provide safe, clean, attractive, and functional facilities and grounds creating an environment that contributes significantly to meet the University’s overall mission. Facilities Services personnel will maintain activities that will accomplish these objectives:
- regular preventive maintenance to operate facilities in an efficient and effective manner.
- protection of property and the health and safety of the user community; and
- availability of facilities and grounds to the public which present an attractive appearance.
The Department of Facilities Services receives a budget each fiscal year from the University and allocates these funds through the office of Facilities Services according to greatest need. University maintenance funds are used in completing scheduled preventative maintenance to buildings and infrastructure as well as unscheduled maintenance caused by infrastructure failures. Maintenance schedules are maintained in the Office of Facilities Services.
Maintenance - Maintenance is defined as work necessary to maintain the original, anticipated useful life of a fixed asset.
Unscheduled maintenance - Unscheduled maintenance can be defined as the maintenance which is required when an item has failed or worn out.
Preventive Maintenance - Activities designed to avoid breakdowns and subsequent service interruptions through proactive actions and to maintain the original, anticipated useful life of a fixed asset or equipment system. Includes periodic or occasional inspection, adjustment, lubrication cleaning, (non-janitorial), painting replacement of parts, minor repairs, and other activities to prolong service and prevent unscheduled breakdowns.
Deferred maintenance - Maintenance that is postponed for completion as a result of a shortage of funds, parts availability, scheduling conflicts or similar reasons. This type of maintenance is usually carried forward for completion in the next fiscal year.
Routine maintenance - All activities that maintain facilities and equipment in good working order so that a system can perform as intended (e.g., replacement of light bulbs, (cleaning of drains, repairing leaks).
Long term capital improvements - Major, usually expensive, maintenance projects that are not budgeted as part of the normal maintenance including such projects as roof replacements, parking lot resurfacing, HVAC (HEATING VENTILATION AND AIR CONDTIONING) Systems replacement, utility service upgrades, and life safety upgrades. These are requested during each budget cycle and are usually one-time funded.
Emergency Request - Maintenance caused by an infrastructure failure that could or will result in damage to property or injury to persons unless attended to immediately. Emergencies include water leaks, elevator malfunctions, electrical circuit shorts, strong odors that may indicate a potential fire hazard, etc.
The Director of Facilities Services shall oversee the management of buildings and grounds through communication with and direction of custodial contractor supervisor, maintenance supervisors, and grounds supervisors and in accordance with established maintenance schedules.
Use of Contract Services
Infrastructure services should be contracted to outside services, when possible, and if in the best interest of the University. When contracting for services, purchasing department procedures shall be followed.
Construction, Remodeling and Major Renovation
Construction, remodeling, and renovation projects of more than $1,000,000.00 will be coordinated through the UHS Office of Facilities Planning and Construction in accordance with published policy. Construction, remodeling, and renovations from $300,000 to $1 million threshold will need to be approved by the UHS Office of Faculties Planning and Construction. UHV (University of Houston at Victoria) can ask to manage the project and a waver may be issued by UHS Facilities Planning and Construction and then the project may be coordinated through Facilities Services and the Director of Capital Projects. Construction remodels and major renovation projects cannot be authorized by a school or department. The approval of the Facilities Space Planning committee and the Executive Committee is required to move forward with a project.
Facilities Services do not operate on a charge-back basis. The charges associated with routine and preventive maintenance for E&G space come from funds budgeted annually to Facilities Services. Non-E&G space expenditures will be charged directly to accounts authorized by those departments.
Service Requests - Under normal conditions, are submitted electronically via UHV web site, Administration (To:) “Service.” Incoming requests are reviewed periodically throughout the day Facilities Services.
Work Orders - After a service request has been received, Facilities Services creates an electronic work order.
Emergency Requests - All emergency requests must be initiated immediately by whatever method that will inform the Director of Facilities Services in the most expedient manner. The requestor must complete a service request as a follow-up and tracking mechanism.
55.01.3 Delegation of Authority for Contracts not Requiring Board Approval
Signature Obtained 08/03/2023
Robert K. Glenn, Ph.D.
Next Review Date: July 2028 (5 Years)
Origination: Facilities Services