maintenance - University of Calgary

MAINTENANCE Maintenance is defined as work required to preserve or restore buildings systems and components to their original condition or to such condition that they can be effectively used for their intended purpose. There are three basic categories with associated subcategories as follows: Planned Maintenance: Preventive/Predictive Maintenance – a planned and controlled program of periodic inspection, adjustment, lubrication, and replacement of components, as well as performance testing and analysis, sometimes referred to as a preventive maintenance program. Corrective – repair or replacement of obsolete, worn, broken, or inoperative building subcomponents or subsystems. Unplanned Maintenance: Reactive – unplanned maintenance of a nuisance nature, requiring low levels of skill for correction. These problems are usually identified and reported by facilities users. Emergency – unscheduled work that requires immediate action to restore services, to remove problems that could interrupt activities, or to protect life and property. Support Maintenance – discretionary work not required for the preservation or functioning of a building. This work may be operational (standby at a function such as a graduation), minor trades work (hanging pictures), special event setups, or even minor alteration or construction. Support maintenance is often done to enhance an academic program, recruiting effort, or public relations event. It is also the “service” that the facilities portfolio delivers for light customer service activities that every building demands. Support Maintenance is typically either reactive or planned work. Operations & Maintenance is organized into zones to serve the University campus. They are:       

Zone 1 South Campus Zone 2 Administration Zone 3 Residences, etc. Zone 4 Sciences Zone 5 Kinesiology, etc. Zone 6 Engineering, etc. Central Shops

SLS Version dated: March 2011

Page |1

HOURS OF OPERATION Main Campus Weekdays

8:00am -4:00pm 1:30pm -11:30pm

Saturdays/Sunday

No standard coverage

Fully Staffed 2 Electricians 2 Plumbers 2 Building Operators Contact Campus Security 403 220 5333 for emergencies

Foothills and Spy Hill Campuses Weekdays Weekends

8:00am -4:00pm 730am – 3:30pm

Fully Staffed Spy Hill Campus Only 1 Building Operator

Emergency response is available in all zones on a 24 hour/7 day a week basis. For after hours response please call Security.

MAINTENANCE STANDARDS Zone Maintenance Group will ensure alterations and other discretionary services provided by Facilities Management minimally disrupt normal building service operations. Such services will be rendered on a timeand materials basis and paid for through departmental funds. Typical Departmental Services include: • • • • • • •

Construction support Special events support Repair and maintenance of departmental equipment as defined below Assembly of items purchased by or assigned to a department Installation of bulletin boards intended for Departmental use only Making desk and door signs unless code or regulation driven Relocation of departmental furniture and equipment

DEFINITION OF TASKS Departmental Equipment: Department equipment as defined at The University of Calgary is furniture, fixtures and equipment that are not part of the building shell, infrastructure or base building operating equipment.


Page |2

Maintenance and Custodial Obligation for Departmental Equipment While Facilities Management is responsible for addressing all physical plant and equipment deficiencies (including departmental equipment), the University budget presumes that financial responsibility for maintenance, repair and replacement of departmental equipment is lodged with the “owning” department. Zone Maintenance personnel will provide high-level assessment of departmental equipment deficiencies to the extent that they are qualified to do so. If they can assist departments by making adjustments to or assessment of such deficiencies (+/- 15 minutes) without sacrificing their building maintenance obligations, they will do so at no charge to the requestor. If more extensive work is required on departmental equipment, Facilities Management will perform such work on a time & materials basis upon the issuance of a work order and identification of an appropriate department funding source. One “test” of whether an item is “departmental” or not is, if it needed to be replaced, which budget manager would be responsible for its replacement cost. If an item is clearly not appropriate to be purchased through the Facilities Operating Budget, that budget should not bear the cost of maintenance. A more technical test would require an examination of original building construction or renovation project costs. If the item in question was part of the building construction portion of the project budget, it “belongs” and is the responsibility of Facilities Management. Items that were included as “furniture, fixtures and equipment” in the initial project (or such items subsequently purchased) are the financial responsibility of the department. Examples of “department” equipment • • • • • •

Mobile furniture and office modules. Floor and desk lamps, Lab equipment and cold boxes Fume hoods Nonresidential appliances (department coffee pots, refrigerators and microwaves, etc.) Portable mechanical devices (compressors, sprayers, electric fans etc.) Window treatments not part of original or approved replacement Window treatments as originally designed or subsequently approved

Limitation Departments may be responsible for premature replacement of building equipment as a result of abuse, vandalism or misuse that they could reasonably predict or control


Page |3