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A GUIDE FOR

BUILDING MANAGERS and UNIVERSITY EMPLOYEES

FACILITY SERVICES

INTRODUCTION

WHO

Welcome! Building managers, and other university employees, at Northern Arizona University provide invaluable assistance in preserving the functionality, safety and beauty of the campus and its buildings. We a diverse group of university staff, service professionals, faculty, as well as full-time building managers, who hold the distinction of being responsiblefor a campus building. Because our buildings are used for a variety of purposes and are at different levels of restoration, the Dean or Director should work closely with the building manager to clarify the scope of responsibilities expected of the building manager. Those responsibilities should be clarified for all building occupants. For example, should building issues be reported through the building manager? Individual departments may determine the best process for their staff and building.

WHAT

This guide outlines policies and procedures for Facility Servicesincluding Construction, Maintenance, Utilities,and Work Requests. It also provides basic information, including university web links, to assist building managers with their responsibilities and general university staff in decision-making related to buildings. Additionally, policies, services and web links for the NAU Police Department, Property and Liability Insurance Services and Office of Regulatory Compliance are included. The guide is intended as a quick reference of available services and procurement of those services from the aforementioned departments.

WHERE

This guide is designed in question format. A table of contents lists main departments / services with corresponding subjects. The web site includes a search engine for ease in locating topics. See

ACKNOWLEDGEMENTS

The following departments were instrumental in developing this guide in 2001:

  • Facility Services which includes Maintenance and Operations, Planning and Development, Utilities and Administrative Services. A current organizational chart can be found at

NAU Police Department. Current information can be found at

Many thanks to all the building managers across campus who asked questions and defined the scope of information they need to be successful in their role as building managers.

TABLE OF CONTENTS

INTRODUCTION

Facility Services Forms

Facility Services Web Link

FS Work Order Request

MAINTENANCE and CONSTRUCTION POLICY

CONSTRUCTION

ADA

ASBESTOS

MAINTENANCE

BUILDING REPAIRS

CARPENTRY SERVICES

ELECTRIC SERVICES

FIRE LIFE SAFETY

GAS SERVICES

GENERAL MAINTENANCE SERVICES

GROUNDS SERVICES

LOCKSHOP

MOVING AND HAULING

PAINT DEPARTMENT

PLUMBING SERVICES

WINDOW AND GLASS REPAIRS

CUSTOMER SERVICE

CUSTODIAL SERVICES

DISPOSAL OF NAU PROPERTY

ELEVATOR REPAIR

EMERGENCY GUIDE

FIRE/SMOKE

FLOOD

GAS

HAZARDOUS MATERIALS

POWER FAILURE

NAU FIRE MARSHAL

NAU FIRE MARSHAL

TRAINING

RECYCLING

RECYCLING AND ENERGY CONSERVATION

SNOW REMOVAL

TEMPORARY SIGNAGE

TRANSPORTATION SERVICES

ACCIDENT

SEATBELTS

SMOKING

VAN

VEHICLES

VEHICLE BREAKDOWN

PROPERTY AND LIABILITY SERVICES

PROPERTY AND LIABILITY

OFFICE OF REGULATORY COMPLIANCE

OCCUPATIONAL SAFETY PROGRAM

ENVIRONMENTAL SAFETY PROGRAM

HAZARDOUS MATERIALS

NAU POLICE DEPARTMENT

BUILDING SECURITY

POLICE REPORTS

THREATS AND OTHER PERSONAL SAFETY ISSUES

EMERGENCY PHONES

TRAINING / EDUCATION

Facility Services Forms

Facility Services Web Link

FSWork Order Request

MAINTENANCE and CONSTRUCTION POLICY

Facility Services is the university department responsible for maintenance and construction at NAU. It is our responsibility to be informed aboutchanges, modifications, additions or other actions affecting any university building or real property.

Any maintenance or construction work in a university building must meet university, the Arizona Board of Regents (ABOR) and state procurement policy and construction codes.

Per the ABOR Policy Manual, Construction is defined as: “The process of building, altering, repairing, improving, demolishing, or site preparation for any public structure or building, or other public improvements of any kind to any public real property.Note: Construction excludes the restoration or remediation due to an environmental issue of existing facilities, such as asbestos or lead for example.

CONSTRUCTION

Who can do construction or renovation on campus?

  • Construction may only be performed by Facility Services trades OR
  • A licensed contractor hired by Facility Services in the following manner: Design Bid Build, Construction Manager at Risk, Simplified Procurement (Task Order) or Job Order Contracting (JOC).
  • Individuals, departments, auxiliaries, etc. should not attempt construction in their respective areas.Risks include, but are not limited to:

1)Construction without proper authorization may violate procurement policy and result in termination.

2)You or your department may be financially responsible for removal of any construction not meeting University required standards and codes, as well as any required repairs caused by the work.

3)You could be held liable for damages to University property.

4)You could put yourself and others at risk by inadvertently modifying fire alarms, smoke detectors, voiding existing warranties, exposing others to hazardous materials, etc.

5)Your work will be stopped and your schedule may be jeopardized.

6)You and your department will be issued a Construction Violation Notice from Facility Services. This letter becomes part of our audited files.

Some examples of construction include:

  • Major Maintenance which is the periodic need to repair/rework building and infrastructure systems or components. Examples include but are not limited to: reroofing, rebuilding chillers, and other long term maintenance requirements (ABOR 7-101 V.);
  • Window installations when changing frame size or when structural changes may occur;
  • Mechanical system work involving changes in design, function, load calculations or require any engineering;
  • Demolition of a building interior, including movement of any walls, whether temporary or permanent;
  • Landscaping when a footing is required or utilities have to be relocated;
  • A work scope involving multiple buildings or a scope requiring multiple contractors / vendors; and,
  • Carpeting for a building or entire floor.

Who determines if my work is construction?

  • Facility Serviceswill make that decision because it is responsible for work that touches any university building or real property.
  • Purchasing Services may refer campus requests for Purchase Orders to Facility Servicesfor review and a determination of construction.
  • If your work is determined to be construction, a construction procurement process may begin or FSTrades will be scheduled for the work. Your department will be contacted by Facility Servicesfor your department funding source prior to the start of any work.

Whom do I contact for construction?

  • Call FACILITY SERVICES at 3-4227 or visit to request a free estimate from MAINTENANCE TRADESfor this service.
  • If your project requires a Design Professional or Engineer, aProject Initiation Formwill be required. See the CAS index link at request a form from FACILITY SERVICES at 3-4227.
  • If you are not sure of the scope, then submit a request for a free estimate by calling 3-4227 or using the online request at
  • PLANNING AND CONSTRUCTION offers complete project management services including architectural design, bidding, and construction administrationthrough warranty acceptance. Planning and Construction projects range from a few thousand dollars to multi-million dollar projects like the Health and LearningCenterrecently constructed.
  • MAINTENANCE TRADES perform minor renovation and construction generally less than $25,000.
  • Projects are discussed between Maintenance and Construction staff to determine the best course for your project.

What is a Project Initiation form?

  • A project initiation form is found at

You may always request a form from Facility Services at 3-4227.

  • A project initiation form is a planning and scheduling tool for Facility Services departments. Academic departments must have the Provost signature on Project Initiations.
  • A project initiation form assures Facility Services that the intended construction or renovation has proper authorization.
  • A project initiation form initiates a construction project and informs all signers of the intended construction / renovation of a space.

How is Construction Procured?

  • All Construction is procured by Facility Services using ABOR policies and procedures for Construction Manager at Risk, Design Bid Build, Simplified Procurement (Task Order) or Job Order Contracting (JOC).
  • Construction must use a construction contract; a Purchase Order may not be issued unless a waiver is given by Purchasing Services
  • Construction requires Contractor bonds and insurance (per ABOR 3-804 E.1.)
  • All construction is subject to internal, ABOR and/or state audit.

What can I expect from a Project Manager assigned to my project?

  1. Communicate as Project point of contact with all project participants which include:
  2. User department
  3. Architects and engineers
  4. Contractors
  5. FS Building Inspector
  6. NAU Entities (Telecommunications, Utilities, Office of Regulatory Compliance, Parking Services, Moving Services, Campus Police, Accessibility Review, Purchasing, Maintenance, Custodial, etc.)
  7. NAU Fire Marshal and State Fire Marshal
  8. State Elevator Inspector
  9. Others as required by project scope
  10. Manage the scope, budget and schedule of the project to ensure compliance with what was approved and funded. Demonstrate fiduciary responsibility for project funds.
  11. Adhere to Board of Regents and University policies and procedures for construction projects.
  12. Participate and review architect selection process.
  13. Participate and review CMAR selection process or Hard Bid process.
  14. Negotiate fees with architects and engineers that are within project budget limitations.
  15. Attend project meetings with all architects, user department and others to monitor progress of project.
  16. Review work of architects and engineers, coordinate reviews by all interested parties and send all comments to the architect. Require incorporation of comments into the design.
  17. Review and approve architect/engineer pay applications.
  18. Manage removal of asbestos prior to start of construction.
  19. Obtain Fire Marshal permit.
  20. Conduct Preconstruction conference with all interested parties.
  21. Inspect construction work to ensure compliance with construction drawings and specifications.
  22. Review and approve contractor pay applications.
  23. Coordinate change orders.
  24. Review and approve contractor shop drawings and submittals with user department and architect.
  25. Coordinate purchase of furniture and equipment with user and the Purchasing Department.
  26. Coordinate with Telecommunications to install equipment.
  27. Coordinate with Grounds or outside contractor to install landscaping.
  28. Coordinate installation of interior signage.
  29. Coordinate substantial completion and move in with contractor, user and Moving Services.
  30. Obtain as-built drawings from the contractor and architect.
  31. Obtain operation and maintenance manuals from the contractor.
  32. Review Punch List (work remaining), completion and approve final payment to contractor.
  33. Review warranty items and any claims against the contractor.
  34. Reconcile accounting, budget and close out of project.
  35. Oversight of project during two year warranty period.

How do I authorize a construction project?

  • If MAINTENANCE TRADES are performing construction, you will receive by email a Trade estimate form for signature by a Director.
  • A Trade estimate is used for small renovation projects that are typically less than $25,000. This form is sent via email to the project requestor.
  • A Capital Project Authorization (CPA) is used for larger projects and for all projects funded by Building Renewal or Plant funds.
  • A CPA requires the signatures of the Vice President of the area or, in the case of an academic department, the Provost
  • A CPA is also reviewed and signed by the Vice President of Institutional Planning and Research and the Vice President of Finance and Administration.
  • The President must authorize all projects exceeding $100,000.
  • The Arizona Board of Regents must authorize all projects exceeding $5M.

Why are University renovation costs or project costs often higher?

  • NAU as a state institution must satisfy State Risk Management requirements, State Fire Marshal requirements, and all related building codes. The University design and technical standards for construction can be found online at
  • Public institutions are held to commercial construction standards notresidential construction codes.
  • ADA (Americans with Disabilities Act) access is required for all new construction and renovation. Theuniversity has adopted universal design standards which are more extensive than ADA minimums.
  • It is typical that quotes provided directly to a department by a contractor or vendor will not include costs for bonds, insurance, 2 year warranty, or other requirements.

ADA

What is ADA? How does that affect renovation projects?

  • The Americans with Disabilities Act was passed in 1990 and became effective in 1991, requiring all public buildings be accessible to the disabled. NAU is required to make reasonable accommodations for the disabled.
  • Renovations and new construction, i.e. counter heights, door entrances, restrooms, etc., must be ADA accessible.
  • Disability Resources or Affirmative Action refer ADA issues to Facility Services for remediation.
  • Call Facility Services at 3-4227 or visit to request a building assessment. There is no charge for this service.

ASBESTOS

Is there asbestos on campus? What should I do?

  • Yes, there is asbestos on campus. Asbestos was heavily used in the construction industry during the 1940’s into the 1980’s because of its fire resistant nature. Asbestos is a naturally occurring mineral.
  • All buildings on campus have been tested by certified testing agencies for asbestos containing materials (ACM’s)
  • Almost all of the asbestos on campus is in ceilings, in or under tile, and / or in walls and is no danger to you. Many mechanical rooms also have ACM’s .
  • Any ACM in your work environment is intact and poses no danger of health risks as long as the building materials that contain asbestos remain undisturbed.
  • Asbestos must be friable, made air born, to induce health effects through inhalation.
  • Please do not disturb walls, ceilings, tile, etc. without approval of the Office of Regulatory Compliance at
  • When renovation or construction impacts a large area of asbestos, the asbestos removal is contracted to a certified and state approved company.

MAINTENANCE

Leaking sink? Lost key? Too hot? Broken window? Light out? CAS can help. We conduct a comprehensive program to identify, maintain and repair facilities on campus to promote a quality learning and working experience. We provide estimates free!

What is routine maintenance?

  • Routine maintenance is work performed by FS which includes the following shops or trades: Carpentry, Electric, Gas, General Maintenance Mechanics (GMM), Heating Ventilation Air Conditioning (HVAC)/Plumbing, Lockshop, Paint, Custodial, Grounds, Fire Life Safety, Moving, and Transportation Services.
  • Routine maintenance is the day-to-day, recurrent, or periodic work required to maintain and preserve a facility or facility’s mechanical systems at optimum working condition.
  • Routine maintenance repairs are not chargeable to your department. Residence Halls, Dining Halls and other auxiliary units are exceptions.
  • Contact ITS/Telecom for all phone problems, computer installations and cabling upgrades.

What kind of work do CAS Trades perform?

ROUTINE MAINTENANCE / PREVENTIVE MAINTENANCE / CHARGEABLE SERVICES / EMERGENCIES
Repair of leaking sinks, toilets, fountains; burned out lights; dripping fountains; rooms too hot/too cold, etc. / Regularly scheduled maintenance of campus mechanical systems to prevent breakdowns and prolong useful life, like you putting oil in your car every 3000 miles. / Reconfiguration of space and partitions, room additions, cabinets, installation of customer purchased equipment, etc. / First response to gas leaks, floods, power outages, etc.

How do I contact CAS for maintenance?

Call 3-4227. This phone number is answered 24 hours a day, seven days a week including holidays. Facility Services answers 7:30 a.m. to 4:30 p.m. Monday through Friday.

1. Call 3-4227. We will ask the following:

a. your name and phone number

b. location of problem (building/room number)

c. brief description of work requested

d. your account, if work is not routine maintenance

e. damage report number in cases of vandalism, damage, floods, leaks, etc. found at

Visit our web site at and enter your request online:

  1. choose Submit a Work Request
  2. select your building from the drop down menu
  3. enter your name (you are the requestor) AND phone number
  4. complete all fields except location ID and Tag #
  5. when you click submit, you will receive a five digit request number to track your request

BUILDING REPAIRS

CARPENTRY SERVICES

What does the Carpentry department do?

  • Carpentry is responsible for repairs and maintenance of all roofing systems, heat tapes, gutters and downspouts.
  • Carpentry repairs furniture, doors, desks, seats, cabinets and countertops worn from regular use.
  • Carpentry does masonry repair, maintenance and new construction for buildings.
  • Carpentry fabricates custom cabinets, executive quality whiteboards, etc. Call Facility Services at3-4227 or visit request a free estimate for this service.

What kind of carpentry work is chargeable?

  • Renovation and remodeling projects including construction of new walls, relocation of existing walls, doors, windows, cabinets and partitions are chargeable.
  • Installation of TV brackets and access panels, fabrication of picture frames, and other special customer requests such as oversized chalkboards and whiteboards are chargeable.
  • Installation of suspended grid ceilings and suspended sheetrock ceilings are chargeable.
  • Fabrication of Corian countertops and customer display cabinets are chargeable.
  • Installation of new keyboard trays is chargeable.
  • Call Facility Services at 3-4227 or visit to request a free estimate for any of the services listed above or to ask about services not specifically identified.

What kind of carpentry work is routine maintenance?

  • Repairs to doors, furniture, desks, seats, cabinets and countertops worn from regular use are generally not chargeable to you. They are inspected by carpentry personnel to determine whether repair/replacement is maintenance or chargeable.
  • Repair of roof leaks is routine maintenance.
  • Preventive maintenance inspection of roof, gutters, heat tapes, etc. is routine maintenance.

What if my building has a roof or ceiling leak?

  • Immediately call Facility Services at 3-4227 and they will dispatch a technician to your building to determine the source of the leak and repair it.
  • Damage caused by a roof leak should be reported to the Insurance Officer, Property and Liability Insurance Services, at

What if my building needs a new roof?