Updated January 2009
|General Information||Maintenance and Emergencies||Physical Plant Costs||Departmental Charges||Shop rates|
|Work Requests||Keys/Security/Fire Marshall||Vehicles||Contract Services||Construction Management|
|Dress Code Policy||Overtime Callout Policy||Cell Phone Policy||Time Clock Policy||Conduct Policy|
AUTHORITY, RESPONSIBILITY AND DUTIES
The Director of Physical Plant is responsible for the operation and maintenance of the college-owned physical facilities. This encompasses responsibility for building maintenance and repairs, building alterations, maintenance of mechanical and electrical systems, custodial services, and related activities. Additional responsibilities include operation of the steam and chiller plants, operation and maintenance of utility systems and operation of a warehouse. Other responsibilities include maintaining roads and grounds landscaping, maintaining an inventory of college-owned buildings and land, vehicle rental pool, automotive maintenance shop and boating facilities. The Director also provides support for Auxiliary and Administrative Services Departments and other campus activities and such other duties as may be assigned by the Vice-President for Facilities and Construction.
Vice President for Facilities and Engineering
Service to Departments
To render maximum service to the College, Physical Plant must closely coordinate its activities with all departments and activities. The following principles govern that service:
· College departments and activities should advise Physical Plant as far in advance of needs which require support.
· A department's change in workoforce or the purchase of equipment changing space/utility requirments may require extensive work by Physical Plant to provide proper operation. Adequate time must be planned to allow for the investigation of the existing conditions to determine feasibility and impact. Costs associated with providing the changes needed are the responsibility of the requesting department.
· All communications with public utility companies should be conducted by Physical Plant except:
1. Those involving utilities contracted by the individual activity or department.
2. Capital improvement projects being administered by the Office of the Resident Architect/Engineer.
In the above situations, Physical Plant should be consulted before hand and provided copies of all correspondence pertaining to the matter.
· Cost estimates for work to be accomplished by Physical Plant are provided free of charge to requesting department. This procedure prevents misunderstanding regarding the scope, cost, and validity of a project. Unless funding is critical, however, requests for written estimates should be limited to projects costing over $1,000 and should not be requested except for projects which are intended to be funded within the same fiscal year.
· Physical Plant maintains a warehouse of general hardware, electrical, plumbing, and construction supplies to facilitate routine maintenance and project construction.
· Equipment and tools belonging to Physical Plant are not loaned to personnel of other college activities or to outside contractors.
Physical Plant goals are to provide a consistently rapid response and high level of maintenance and repair services to the college. When emergencies arise, however, first priority must be given to the emergency. Emergencies are defined as those problems requiring immediate action to avoid interruption of such essential services as electricity, water, gas, heat, air conditioning, plumbing, or those conditions which are considered hazardous to personnel, equipment, and facilities. Servicing computer installations, the Infirmary, student housing, etc. is always handled on a priority basis. The Chief of Utilities normally is responsible for making the emergency determination.
Expenses of operating and maintaining college facilities are charged to the appropriate budget of the Physical Plant account. Physical Plant costs are classified into two categories: facility management and departmental. Facility management budgets are for operations, maintenance, and repair of facilities designated as Education and General (E&G), as determined by the SC Commission of Higher Education (CHE). Typically, these are costs not charged to a department or activity. Facilities maintenance and operation generally include: the building envelope (roof, wall, windows, and doors); utility systems (electric, gas, water, and sewer); heating and air conditioning systems; pest control; custodial services; grounds maintenance; refuse collection; and permanently installed building furnishings such as blackboards, podiums, wall treatments, paint, floor coverings, etc.
Costs associated with the support, maintenance, repair, and operation of facilities, equipment, and activities other than E&G are considered departmental costs and are chargeable to the department requesting the services. Departmental responsibilities include furniture, desks, partitions, pictures, special lighting and sound equipment, laboratory equipment, cabinets, shelves, etc.
Paint exterior of building
Move /Assemble departmental furniture
Replace light bulbs
Relocate - department choice
Relocate - college mandate
Provide paint for self-help
Support for special activities includes but is not limited to college sponsored sports camps, HOBY, CSI and US Air Force Junior ROTC and are handled in accordance with separate Memorandums of Understanding. Support to other camps, activities, and functions are handled on a case-by-case basis where they are typically financially responsible for all services rendered.
Event setups fall into both chargeable and non-chargeable categories. Generally setups for the Corps of Cadets, the President's Office, the Board of Visitors, and the Director of Public Relations are funded by the college operations budgets. Event setups for Departmental activities and Auxiliaries are chargeable. Contact the Business Manager at 953-6881 for information.
Work requested by college departments for work not funded in the Facilities Management budget are charged to the requesting department. Work orders are setup for all services to be performed by Physical Plant. As work is performed or materials received, the costs are charged to the designated account and will be reflected in Intra-Institutional Transfer (RQ)document. Work order charges are substantiated by labor summary sheets, material/inventory requisitions, purchase orders, and departmental credit card receipts. If further information is needed about Physical Plant charges, contact the Business Manager at 953-6881. Physical Plant provides estimates for departments as an aid to planning for expenditures. If the work order is a result of an estimate, the final amount charged is as follows:
· If actual cost is less than estimated cost, the Departmental Account is charged actual cost, and the balance is returned.
· If actual cost is greater than estimated cost the Department and Physical Plant will review the project and attempt to determine the reason for the cost difference.
Additional costs are sometimes incurred due to the following:
· Unforeseen construction problems encountered in existing buildings caused by conditions unknown prior to the start of construction or demolition;
· Increases in vendor's or contractor's actual cost over their estimated costs;
· Project creep - scope of the job changes during the course of execution. These changes will be accomplished only when appropriate authorization is given by the requesting department and funding is provided.
Additional costs will normally be billed to the department involved. Physical Plant shall monitor all work order expenditures and inform the department of impending cost overruns. If the work order is not a result of a bid, actual costs will be charged.
The following procedures are used in requesting service from Physical Plant. Requests for work should be sent to the Work Order Desk by telephone 953-5093 or via the http://pplt.citadel.edu/weblink/login.asp.
Request for service. Services to be paid from a college account or from funds specifically authorized for the requested service must be supported by a written request. These requests should include:
· A thorough description of what is to be provided supplemented by sketches, pictures, or other descriptive information;
· The account to which the request is to be billed;
· Authorized signature by departmental employee authorized to expend funds;
· A contact person should questions arise concerning the request.
If the request is the result of a bid, the order will be written for the amount of the bid. If the request is not a result of a bid, the order will be written and the account will be billed for direct labor and materials. If any change from the scope of work covered in an original bid is desired by the department, this must be indicated specifically and appropriate adjustments made.
After a request has been submitted based on an estimate or a bid, any changes affecting the scope and cost must be approved in writing by the requesting department.
Telephone Request. During normal office hours 0800-1630, telephone requests should be made to the Work Order Desk, Physical Plant, (953-5093). Daytime emergencies are reported to the same number. To avoid duplication, work requests are normally made by the Building Coordinator who is designated by the dean or department head. The specific location, including building and room number, the name of the individual to be contacted, and a description of the problem, must be provided so that prompt and concise instructions can be given to repair or emergency personnel.
Emergency Maintenance and Repair. When situations are observed which appear to require immediate maintenance or repair attention to either prevent or resolve an emergency, telephone the Physical Plant Work Order Desk, 953-5093 during normal office hours. All other times, telephone reports of emergencies should be made to the Boiler Plant, 953-6857, which maintains a current emergency call list of Physical Plant maintenance personnel. The person to contact should also be provided.
On weekends, holidays, and after normal office hours, requests are made through the Boiler Plant 953-6857 (manned 24 hours per day, seven days per week, except special occasions). Such requests should be limited to emergencies and essential facilities requiring immediate attention.
Requests for an Estimate or a Bid. Requests for an estimate or a bid may be submitted by letter or email to the Work Order Desk of the Physical Plant. All requests having a dollar value exceeding $5000 must be submitted on the form: Work Request for New Construction, and/or Building Renovations, Alterations or Modifications. This form must be signed by all coordinating departments prior to submission. All requests for estimates should furnish the general scope and type of work desired, the person to be contacted concerning details (with their room number and telephone number), and the person making the request. If the request involves a renovation which will cause the deletion of a teaching area, the request must be accompanied by written approval of the Office of the Vice-President for Academic Affairs.
The work order number should be referred to in all further inquiries and correspondence. Requests for information concerning the status of an estimate should be directed to the Deputy Director, Physical Plant, 953-7962.
Preliminary planning and cost estimates are prepared and forwarded in writing to the requesting person. The cost estimates are normally based on general construction data. After a project is initiated, the estimate may need revision after completion of detailed engineering drawings and specifications. When a project is initiated, this document can consider all requests as feasible, properly authorized which will be scheduled in an expeditious manner. Changes in the scope and cost may be made after the request is written must be made in writing with the approval of Physical Plant and the supervising department head or Vice President.
All requests for work are subject to normal procurement of materials and manpower unless of an emergency nature.
The installation of special equipment including items where installation by others, ordered by the respective department or activity for laboratories, offices, or classrooms, usually impose some work requirements on Physical Plant. These involve electrical and/or other utility connections, such as special drainage, venting, heating, and cooling, or other factors and special controls peculiar to the equipment operation. Location with respect to existing and/or required operational requirements, physical space, and area access also require early consideration and coordination. In some instances, the building systems may not be able to adequately support the proposed equipment. When the purchase of such equipment is contemplated by a department or activity, Physical Plant should be contacted in order to verify that the operational characteristics of the equipment to be ordered are compatible with existing utilities in the building or can be reasonably provided, and any other limitations reconciled prior to equipment being ordered. Any installation material to be provided by Physical Plant, (i.e., special wiring, connections, ducts, and vents) should be determined at this time. Advance notice regarding expected delivery date and required operational date should be furnished to Physical Plant to facilitate installation. This will not only assist Physical Plant in timely scheduling but also will preclude undue delays in placing equipment in service.
All work performed by Physical Plant will be charged to the department involved, and the work order must be set up prior to start of work by Physical Plant. Since the indiscriminate addition of electrically operated equipment can tax a power system beyond its designated load limits, building occupants should consider efficient power loads in purchasing equipment. Any contemplated electrical load additions requiring significant amounts of power should be discussed in advance with the Chief of Utilities, Physical Plant.
The cost associated with the maintenance and repair of departmental equipment will be a responsibility of that department. Contracting for outside service should be coordinated through the Physical Plant to ensure safety and proper record keeping.
The Buildings Division is comprised of the following shops: Carpenter, Paint, Lock, and Zone Maintenance.
Building Maintenance. Physical Plant performs certain maintenance and repair functions according to regular schedule or as the need is determined through scheduled and special inspections conducted by Physical Plant personnel. For other maintenance needs, Physical Plant depends on requests from building occupants.
Scheduled maintenance and repair. Functions performed according to a schedule or as a result of scheduled inspections are as follows:
· Exterior painting, including refurbishing all painted surfaces as required;
· Interior painting, including refurbishing all painted surfaces as required;
· Structure repairs that include wood, stucco, brick, vinyl siding, and metal siding; and
· Maintenance performed as the need arises includes:
· Interior painting and floor covering replacement is performed when it is needed and when there will be a minimum of interference with classes and/or office routines. Physical Plant services are preformed from a stock palette of colors and floor covering. Variation from these standards is performed at departmental expense.
· General repairs which may require the service of roofers, masons, carpenters, locksmiths, plasterers, floor tile mechanics, or other craftsmen. All these services are available as needed.
· Classroom furniture and venetian blind repairs are available upon request.
Campus Housing. Residents of campus housing receive normal maintenance and emergency repair services from Physical Plant. These services are provided by the housing budget. In instances where resident neglect, misuse, or intentional act requires Physical Plant personnel to correct, the services are performed on a reimbursable basis, and the resident is billed for costs involved. All requests for service must be processed through the Work Order Desk. Requests should include a description of the specific service desired and the name of the contact person. Requests for emergency services from Physical Plant should be made only when there is an extreme danger to residents or continued damage to the facilities. The use of a commercial services or contractors is not permitted without prior approval of the Director of the Physical Plant or in the case of an extreme emergency.
Pavement Maintenance. Pavement maintenance is provided on a routine basis. In addition to maintenance of existing pavement, the Buildings Division constructs sidewalks and all other types of pavement outside the building. In conjunction with Public Safety and the Resident Architect, the Buildings Division aids in parking lot construction and maintenance including design, traffic control lines, and signs. Requests for paving services may be made by department heads by calling 953-5093.
The Physical Plant locksmith maintains a key file for each building on campus (except certain departmental sensitive areas, such as the Treasurers Office and the ITS computer area). This file permits Physical Plant to provide additional keys upon written request from the dean, department head, or his authorized representative. When a new building is completed and accepted, a prescribed number of keys is furnished to Physical Plant. One entrance door key is furnished Public Safety, and the remaining keys are kept on file. Each dean or department head is responsible for the issuing and controlling keys provided by the locksmith. Physical Plant provides its maintenance and building services personnel required keys to perform these functions and is responsible for the issuance and control of the keys.
Lock changes are charged to the requesting departments unless the change is because of a malfunction, defective parts, or inoperable due to no fault of the department concerned. When it becomes necessary to replace a lock for security reasons or to request additional keys, a written request should be submitted to Physical Plant Work Order desk, including the appropriate account number to be charged. Keys are not to be duplicated without the permission of the college Locksmith.
A charge per key will be made for each new key issued. All such requests should be signed by the dean, department head, or authorized representative to exercise control of authorized access. Physical Plant is not responsible for maintenance or repair of departmentally owned systems. Lost or stolen keys must be reported immediately to the Locksmith and the Department of Public Safety.
The Locksmith serves as the Citadel Fire Safety Officer. This office is responsible for coordination and interaction with the State Fire Marshall for all existing fire systems. The Resident Architect is responsible and is the single point of contact for The Citadel with the State Fire Marshal's Office regarding State Fire Marshal inspections and projects under design and during construction.
Inventory records are maintained on each building, listing all total areas, assignable areas, room use, construction type, room type, and other pertinent information. This information is gathered by actual measurement where possible and the records maintained. In addition, all building plans and specifications of existing and proposed buildings of the college are stored and maintained.
Physical Plant is responsible for maintaining an exterior environment which is functional, attractive, in good taste, and conducive to learning. Physical Plant is responsible for the erection and maintenance of signs or other appropriate markers on the campus. Physical Plant provides and maintains attractive, properly marked signs and other markers throughout the campus to facilitate the movement of pedestrian and vehicular traffic.
Signs used on campus to identify buildings, provide information, and/or provide directions are the responsibility of Physical Plant. The sign location and the information on the sign must be approved by Physical Plant, the using department or activity, and others as appropriate.
Physical Plant is responsible for maintaining and reassigning interior room numbering and signage. Room numbering and the initial room description signage are covered by the original building construction or renovation. Changes in room description signage will be charged to the requesting department unless new signage is required as a result of college initiated purpose. New room numbering, description signage, and directional signage must conform with the Americans' with Disabilities Act (ADA).
Zone Maintenance is comprised of multi-skilled employees assigned to specific buildings for providing day-to-day minor maintenance. These personnel are capable of performing minor painting, carpentry, plumbing, and electrical tasks. Building coordinators are encouraged to contact the Zone Maintenance person assigned to their building to resolve minor deficiencies. Request for Zone Maintenance may be submitted directly to the Zone Maintenance person or as a work order. Examples of the tasks to be accomplished by Zone Maintenance personnel include: touch-up painting, molding repair, venetian blind repair, door alignment, leaking faucets, bulb replacement, light switch or electrical outlet replacement, etc.
The Utility Division is comprised of the following shops: Electric, HVAC, Machine, and Boiler Plant.
The Utility Division provides all activities related to the operation of the central steam plant, HVAC, electrical distribution, domestic water, sanitary drainage, and storm water drainage. In addition this division:
· Oversees steam production, operations, and maintenance of central heating and power plant equipment to include fuel management;
· Performs maintenance, repair and construction of utility distribution systems to the building for electricity, gas, steam, chilled water, domestic water, sanitary and storm drains;
· Conducts planning, develops concepts, designs programs and requests funds for procurement and constructing of and the maintenance of utilities;
· Performs plumbing system maintenance and repair, including water, air, gas, steam, and sewer systems, both interior and exterior;
· Performs mechanical equipment maintenance, including servicing and repairing heating, air conditioning, ventilation, and other mechanical equipment;
· Performs electrical systems maintenance, including the campus high voltage distribution system. These systems are installed, inspected, maintained, and repaired by Physical Plant personnel who also install, maintain, and repair the secondary electrical systems within each building; and
· Performs Fume Hood and Fire Alarm maintenance.
Other repairs may be accomplished through contract services prepared and monitored by Physical Plant.
Underground utility lines electric, steam, communications, sanitary sewer, storm water, gas, chilled water, and domestic water lines are buried underground throughout the campus. These lines are a potential hazard to personnel digging or excavating in the vicinity and extreme caution should be taken to protect the lines from damage and interruption.
Prior to any planned digging or excavation by college personnel or outside contractors, the Director of Physical Plant Division shall be notified at least two weeks in advance. The college-owned lines will be located and suggestions issued regarding procedures. Outside contractors must also coordinate all digging with a locator service.
Many of the central heating and cooling systems at the college are designed to serve individual buildings or building complexes and require the manual switching of the system from heating to cooling or from cooling to heating. This changing of systems is normally made by HVAC Shop personnel in coordination with the Chief of Utilities, the dean or department head of the building and VP for Facilities and Engineering. These changes are initiated as weather dictates, usually around April 15 and October 15. During certain periods of the year, a NO ENERGY policy may be observed to reduce energy consumption. A copy of the policy may be found on the WEB site http://www.citadel.edu/pplt/heating_cooling. Typically this occurs prior to and following the cooling or heating seasons.
Because of the design of the systems, conversion from cooling to theating or vice versa may require approximately 24 hours to complete. Therefore, once a conversion is made, it cannot be easily changed again. If it is considered necessary to change the system at some other date, the dean, department head, or other authorized representative should send a written or an email request to the VP for Facilities and Engineering, 953-5304.
The Grounds and Operational Services Division is comprised of the following shops: Grounds, Warehouse, Motor Pool, Contract Services, and Boat Center.
The Grounds Department has the specific responsibility of providing and maintaining a neat, attractive campus and primary labor pool for campus moves, setups and special events.
GROUNDS MAINTENANCE. Ground maintenance is provided on a routine basis. Services performed including the following:
· Shrubbery: planting, trimming, fertilizing, and pest control (insects and disease).
· Grass: planting, cutting, fertilizing, controlling weeds, undesirable grass, insects, and disease.
· Trees: planting, trimming, dressing wounds and cavities, control pest, and the removing of the trees deemed necessary by Physical Plant.
· Seasonal flowers: selecting, designing, planting, and location, planting and maintaining flowers.
· Leaf and litter removal.
· Pavement sweeping.
· Lawn furniture: installation of benches, trash containers, and notice boards.
· Renovation and repair of existing grounds: initiates request for landscape design plans if needed requests funds to develop projects not funded by other departments, and performs renovations and repair work.
· Compost: operates and maintains compost facility.
· Grounds development at new facilities: initiates requests for preparation of grounds development plans; requests funds to properly develop projects not funded by outside departments; and schedules and accomplishes development work.
· Development of maintenance program, which includes pest control programs (plant insects, diseases, and weeds), maintenance standards, employee training programs, and work performance standards.
· Hauling of bulk material, such as sand, soil, gravel, sawdust.
· Campus housing area; common areas of housing receive routine grounds maintenance. Physical Plant will only provide grounds maintenance support for individual quarters on a reimbursable basis.
· Maintenance of storm sewers in lawn areas and paved areas for control of surface water.
· Site preparation for Physical Plant construction projects.
· Minor asphalt repair.
· Personnel are available upon request on a scheduled basis to assist in setting up extra equipment in classrooms, auditoriums, and special events.
· Services requested during other than normal working hours, i.e., on a weekend, holiday, or overtime basis, and special requirements, will be considered based on manpower availability. Early requests are necessary so that they can be scheduled when needed. (All additional services will be reimbursed by the user to Physical Plant.)
· Request for labor should be submitted a minimum of two days in advance of the event. For major jobs involving large furniture and heavy equipment, a written request should be sent to Physical Plant at least a week in advance.
LANDSCAPING. Physical Plant provides landscaping planning. This service includes site studies, planting designs, and plans. This service is the responsibility of the Grounds Division with assistance of the Resident Architect. It is accomplished on a scheduled basis. Requests for such services should be directed to the Chief of Grounds, Physical Plant.
Requests for these additional services should be made calling 953-5093.
The Motor Pool operates a limited fleet of vehicles subject to availability. Sedans, mini-vans, 15 passenger vans, and 25 passenger Mini-bus are provided on a rental basis to College departments and activities. Rental requests may be made by submission of a three part Vehicle Request form or via the WEB; www.vr.citadel.edu/form/ and it must be approved by the appropriate dean, director, or department head.
Seat Belts. The Governor of the State of South Carolina has directed by Executive Order that the wearing of seat belts in all state-owned motor vehicles equipped with the safety devices is mandatory.
Motor Vehicle Maintenance. The Motor Pool operates an automotive repair service for college vehicles including labor, parts, fuel, and tires. Policies pertaining to the Motor Pool are separate from this document and may be found on the WEB: www.citadel.edu/pplt/
Motor Vehicle Accidents. All vehicle accidents involving college vehicles, regardless of severity of damage or personal injury, will be reported to the appropriate authority. Accidents occurring on the campus must be reported to Public Safety. Accidents occurring off the campus must be reported to the nearest city, county or state agency having jurisdiction. Drivers must also report the accident to the Dispatcher 953-6851 and complete the Driver's Accident Report. All accidents will be reviewed by the Accident Review Board.
Vehicle Inventory. The Vehicle Inventory of all college-owned and leased vehicles is maintained by the Dispatcher. Changes, additions, deletions, or transfers within College fleet will be initiated through this office. The vehicle record is the official information source for the annual vehicle liability insurance list.
Vehicle Mileage Reporting. Mileage reports for each college owned vehicle are due to in the Dispatcher's Office no later than the 25th of each month.
Contract Services performs the following services throughout the campus:
· Custodial services. Normal custodial services which consist of cleaning of classrooms, offices, corridors, rest rooms, vending machine areas, etc. A summary list of the specific services and frequencies is maintained by this department. Copies are available upon request.
· Pest Control. Pest Control service to the campus including resident quarters is coordinated through Contract Services. Any changes to the level of or frequency of service must be coordinated through this office.
· Elevators. Elevator maintenance, repair, and inspection are coordinated through this office. All elevator problems should be directed to the Contract Services Administrator.
· Solid waste. Solid waste removal is coordinated through Contract Services. Any changes to the level of or frequency of service must be coordinated through this office. It is the intent of Physical Plant to comply with the SC Solid Waste Policy and Management Act of 1991. Physical Plant does not operate a permanent landfill nor does it operate any type of solid waste disposal facility except for and a controlled disposal site (compost disposal site) for leaves, wood chips, grass clippings, and street sweepings. Only these materials generated by the College campus can be disposed of in this compost disposal site. All other solid waste generated on the campus is disposed of by contract with a commercial waste service. For further information on solid waste disposal, call Physical Plant (953-5093).
· Recycling. Physical Plant Contract Services administers and operates a campus wide recycling program. Included in this program is the disposal of office paper, glass, aluminum cans, cardboard, and newspaper materials. Weekly pickup of accumulated paper and cardboard are accomplished with a combination of Physical Plant and student labor.
· Hazardous waste will be disposed of in accordance with standards and guidelines produced by South Carolina Department of Health and Environmental Control, Charleston County Solid Waste and the Citadel's Safety and Risk Management Office.
The Boating Center is provided as an educational and recreational service to the campus. Operational guidance and eligibility for use are provided for under separate rules and regulations that may be found on the WEB: www.citadel.edu/pplt/.
The Office of the Resident Architect is responsible for the coordination of all aspects of new construction. This includes the development of program documents, site selections surveys, selection of architects, test borings, furniture selection, and loose equipment. During the development of contract documents, the Resident Architect is responsible for coordinating the review of preliminary plans and specifications and of final working plans and specifications with various other college departments and activities. The Resident Architect shall arrange meetings between interested parties (such as Physical Plant and the Architect-Engineer) prior to the start of detailed planning.
Utility Connections. Temporary electric service to meet the needs of the contractor is normally furnished from the college electrical distribution system and is covered in the contract specifications. This service is metered and billed to the contractor. Temporary water service to meet the needs of the contractor is normally furnished from the college domestic water distribution system and is covered in the contract specifications. This service is metered and billed to the contractor.
Utility Interruptions. Provisions, including advance notice and duration, for interruptions to utilities permitting the contractor to make necessary connections and installations are contained in the contract specifications. The contractor is required to give notice to the Resident Architect when an interruption is needed. The Resident Architect then coordinates the outage with Physical Plant. Physical Plant then coordinates the actual interruption through the Resident Architect and contractor; gives notifications of the scheduled interruptions to all college departments and activities involved; and arranges restoration of service. The costs for utility interruptions shall be reimbursed to Physical Plant through the allocation of funds provided for the specific project.
Familiarity with Mechanical and Electrical Equipment. The Office of the Resident Architects advises Physical Plant when a project has progressed to the point that such familiarization can commence. Physical Plant, through coordination with the Project Manager, conducts this familiarity review and advises the Resident Architect when it is complete.
Participation in Preliminary and Final Acceptance Inspections. Physical Plant is notified by the Resident Architect of any scheduled preliminary and/or final acceptance inspections. Physical Plant will make the "punch list" and deal directly with the architect on all discrepancies. Physical Plant will be appropriately represented at all of these inspections. Physical Plant representatives, in addition to aiding by their familiarity with the building complex, participate by pointing out discrepancies to the Project Manager and the Resident Architect for inclusion of items on "punch lists." When the Final Acceptance Inspection reveals that the building is ready for acceptance, Physical Plant signs for the keys from the list prepared by the contractor. Physical Plant also signs for the operations and maintenance brochures furnished in accordance with specifications. A master file is made of the keys in the Physical Plant Lock Shop and keys are furnished to the activity heads concerned. The operations and maintenance brochures are filed by Physical Plant and are made available to operations and maintenance personnel.
Contract Maintenance Service. When maintenance service is included in the contract specifications to be provided by the contractor, after acceptance of the project, this service will be monitored for the college by Physical Plant. These services are normally limited to elevator maintenance, mechanical system maintenance, and water treatment for a period not to exceed one year.
Operating manuals, maintenance manuals, key lists, keys, key cabinets, spare parts, and maintenance items required by the contract documents are provided by the general contractor to the Physical Plant representative at the time of final inspection.
"As Built" Plans and Specifications. These are provided by the contract architect to the Resident Architect at some subsequent date after building acceptance. These documents are forwarded to Physical Plant for permanent file. In addition, all plans and specs shall be presented on electronic media to Physical Plant.
The orderly long-range development of the campus is the responsibility of the Vice President for Facilities and Engineering. This includes the responsibility for all new buildings (including related utilities/infrastructure) programmed through the South Carolina Commission of Higher Education, the Board of Visitors, and most capitalizable construction projects accomplished by outside contractors. Physical Plant shall review all drawings and specifications on these projects. Comments from such reviews shall be sent to the Resident Architect who shall forward the comments to the architect/engineer firm designing the project for inclusion in the contract documents. The Construction Management Office shall forward to Physical Plant complete as-built construction documents, including final drawings and specifications in both printed and electronic format, immediately upon completion of each project. Physical Plant is responsible for all non-capitalizable projects such as minor building alterations and major repairs, and those capitalizable construction projects which can best be accomplished by Physical Plant forces. Physical Plant is responsible for investigating deficiencies noted in new buildings after their acceptance and reporting these to the proper authority. Physical Plant projects affecting the exterior appearance of a building or use of the campus shall be coordinated with the Construction Management Office.
All easements and right-of-ways affecting the College Property must be approved by the Board of Visitors. Easements are required to enter, cross, construct, maintain, or otherwise utilize land or facilities which are the property of The Citadel. Easement or right-of-way requests should be sent to the Office of the Vice President for Facilities and Engineering which will be responsible for obtaining necessary Board of Visitor approval. The Vice President for Facilities and Engineering shall forward all requests for easements and right-of-ways to the Director of Physical Plant for review and comments before submitting the request to the Board of Visitors. Copies of all executed easements and right-of ways shall be forwarded to Physical Plant Facilities by the Office of Vice President for Facilities and Engineering.