Facilities Management Services

Administrative Procedures Handbook

Phone: 309/298-1834
Fax: 309/298-1844

General Information

Facilities Management is responsible for maintenance, modification, and new construction for Western Illinois University, WIU Quad Cities Campuses, and other remote WIU facilities. These responsibilities include buildings, grounds, support facilities, and utility infrastructure. Operations and Maintenance units within Facilities Management include Mechanical Maintenance, Building Maintenance, Building Services, Grounds Maintenance, and Heating Plant. Facilities Management's Facilities Planning and Construction provides project management for major capital projects as well as planning, design, and construction management for minor projects. Facilities Management administration provides management accounting services, work order control, billing support, warehousing and central receiving, data management, and other customer services.

Quick Reference for Building Maintenance & Other Facilities Management Services

Report all heating, cooling and other building maintenance problems to your designated Building Representative.
Report any and all emergencies to the Office of Public Safety at 298-1949.
To request Facilities Management Services complete a a hard-copy or utilize the on-line Service Request form (MAXIMO systems only).
For General Facilities Management Information utilize on-line services through the official WIU Web Page under Administration or call 298-1834.
To request keys to academic buildings, contact the Office of Public Safety.

Facilities Management Organization

Facilities Operations & Maintenance: Mechanical Maintenance 298-2873 (Heating, cooling, kitchen, laundry, pools)
Building Maintenance 298-2882 (Painting, carpentry, electrical, locks, elevators, roofs); Building Services 298-2855 (Janitorial, moving, pest control, recycling, fire extinguishers)
Grounds Maintenance298-2881 (Mowing, snow removal, parking and roads, utility excavation, landscaping); Heating Plant 298-1200 (Plant production, steam and thermal distribution)
Facilities Planning and Construction 298-2876: Project programming, estimates, design, design and project management, coordination with State Capital Development Board on all capital projects, GIS, in-house projects
Facilities Management Administration: Business Operations 298-1834 (Facilities Management management accounting services, Warehousing and Central Receiving, Work Order control)
Campus Customer Liaison Office 298-1834 (For problems associated with any Facilities Management service or campus project.)
Facilities Management Director 298-2822

Facilities Management Maintenance & Operations Funding

Facilities Management maintenance and operations budgets received by the State provide for basic upkeep and periodic replacement of minor campus assets. Capital Renewal budgets are provided by the State for the replacement of major capital assets such as heating plant equipment, steam and water distribution piping on campus, electrical and fiber-optic distribution infrastructure, roofing, chillers, elevators, etc.

Major capital funding is requested from the State by the University for large-scale building renovations and for new building construction. The University does not receive a fixed major capital budget for each year and may not always receive major capital funding. The backlog of unfunded capital renewal projects is a significant national problem among public universities and is frequently referred to as deferred maintenance. Because of the growing deferred maintenance and deferred capital renewal liability, the following priorities are generally employed as a guideline for expending appropriated capital renewal as well as available maintenance and operational funding received from the State.

General Maintenance and Capital Renewal Project Priority Guidelines

Priority I Safety & Health Issues
Priority II Environmental and Mandated Code Compliance Issues
Priority III Utility Infrastructure affecting Multiple Building Installations
Priority IV Issues affecting Revenue Loss to the University
Priority V Educational Functions
Priority VI Building Comfort and Energy Management Systems
Priority VII Non-Educational, Issues affecting Appearance of Building and Grounds

Charge-Back Projects

Work requested and paid for by an academic or other department is known as a "charge-back" project. Charge-back projects are managed by Facilities Management and may be accomplished with in-house Facilities Management personnel or contractors. Many factors, including Facilities Management work schedules, seasonal issues, project scale and cost, special skill requirements, and urgency of need are used by Facilities Management to determine labor strategies for accomplishing requested work. Facilities Management attempts to execute all projects within desired schedules as cost effectively as possible. All craft and trades labor employed by the University or a contractor must be paid the current prevailing rate. Facilities Management does incorporate an overhead charge on its charge-back work, does not profit from the overhead charge, but uses the funds to equip charge-back personnel with tools, equipment, and vehicle use.

Procedure for Obtaining Cost Estimates and Initiating Projects

Departments that wish to request charge-back projects should request a cost estimate by completing a Service Request . To initiate a project the department should e-mail its account name and number to the project estimator and the Business Manager of Facilities Management.

Estimates and Project Costs

Estimates represent Facilities Management's best approximation of the total cost to complete a requested project. Estimates are prepared by professional staff who employ recognized industry standards and comparable project cost experiences in their estimates. Because departments pay actual project costs only, Facilities Management will not "negotiate-down" its cost estimates. Renovation involves numerous unknowns. Therefore, estimates include contingencies of up to 20% of the estimated project cost. Owing to the high demand for Plant project services, cost estimates under $5,000 will not include a multiple detailed line item break of specific costs.

Institutional renovation involves rigid safety and environmental code compliance as well as accessibility for the disabled. Accordingly, University projects may cost up to three times that of light commercial or residential construction. Because of age and functional changes, many campus buildings no longer support capacity increases of electrical, plumbing, and HVAC systems necessitated by a project. As Facilities Management does not receive funding to defray these legitimate project costs, they must be borne by the requesting department.

Project Payment Obligations

Projects constructed during two different fiscal years may be paid with funds from two fiscal years. However, all work accomplished during a specific year must be paid for using funds from that period. To finalize project initiation, the Dean of the requesting department certifies that its department will pay all related project expenses as billed by Facilities Management. Short duration projects will be billed upon completion, while long duration projects will be billed to the departments each month. End-of-fiscal-year bills will occur in the final month of that period for all active projects.

Maintenance Items

Air Conditioner Repair
Air Handling Unit Repair
Ballast Replacement (Lighting)
Bells, Class
Bulletin Board Repair
Cabinet Repair (Minor)
Carpet Cleaning
Ceiling Tile Repair
Ceramic Tile Repair
Clock Repair
Desk Repair (Minor)
Door Closure Repair
Door Repair
Electrical Circuit Repair
Electrical Repairs
Elevator Repairs
Exit Light Repair
Fire Alarm Maintenance/Repair
Floor Cleaning/Waxing
Floor Tile Replacement/Repair
Furniture Cleaning/Repair
Glass Replacement
Heating Repairs
Ice/Snow Removal
Key Replacement
Kitchen Equipment Maintenance/Repairs
Laundry Equipment Maintenance/Repairs
Light Bulb Replacement
Light Fixture/Switch Repair/Replacement Lighting, Exterior Repair/Replacement
Lock Repair
Locking/Unlocking Rooms by Permit Only
Mirror Repair
Moving Furniture/Special Equipment
Painting
Pavement Repairs
Pest Control
Plant Care - Lawn
Plaster Work
Plumbing Repairs - Toilets, Faucets, Showers
Restroom Cleaning/Stock Supplies
Roof Repair
Screen Repair/Replacement
Security Alarm Repair/Replacement
Set-Ups - Rooms/Outdoors
Sidewalk Repair
Signage - Small, Non-Electrical Installation
Spills, Clean-up
Stage Set-ups - Fixed/Portable
Swimming Pool - Maintenance
Trash Removal
UPS Pickups
Venetian Blinds - Cleaning/Repair
Window - Cleaning/Repair/Replacement
Window Screen Repair/Replacement

Services Not Available from Facilities Management

Cabinet Refinishing/Painting
Cleaning of Personal Items
Computer Repair
Desk Refinishing/Painting
Drapery Cleaning
Fish Tank Repair/Maintenance
Furniture Assembly
Furniture Refinishing/Painting
Off-Campus Moving/Hauling
Office Equipment Repair
Picture Framing
Plant Care - Inside Buildings
Signage - Painting or Manufacturing
Telecommunications Repair/Maintenance
Tools, Loaned

Space Heater Restriction

Due to fire hazard and inefficient energy use, portable space heaters may not be used in University buildings. Additionally, these devices may not be purchased with University funds.

Acceptable alternatives include heated floor mats and radiating heating panels. Individual circumstances may warrant the consideration of other models. Requests for personal space warming devices must be approved by Facilities Management Mechanical Engineer.

Western Illinois University

Western Illinois University

Administrative Procedures Handbook