Department Overview
Mission
Vision
Business Management
Contract Administration
Engineering
Facility Operations
Recycling and Utility Management
Appliance Repair
Billing
Building Engineer and Zone Maintenance
Bulletin Boards
Carpentry
Classroom Maintenance
Contracted Services
Drafting/Design Services
Electrical Services
Electrical Work
Elevators
Emergency Repairs
Estimates
Excavating
Floor Coverings
Furniture Repair
Grounds Maintenance
Heating, Ventilation, and Air Conditioning (HVAC)
Housekeeping Services
Lighting
Lock Services
Moving
New Electrical Installations
Paint Services
Pest Control
Plumbing Modifications
Preventive Maintenance
Recycling
Renovations
Service Call Desk
Signage
Special Meeting and Events Temporary Service
Storeroom
Storms
Trash Collection
Window Coverings
Work Orders
Work Order Request Form Department Overview The Chief Facilities Officer provides oversight and leadership for facilities related activities including construction, renovation, repair, maintenance, utilities management, planned renewal, recycling and waste stream reduction, landscaping and housekeeping services, data management and record drawings, central supply, and fiscal management. The 315 plus employees within Engineering and Facilities are responsible for maintaining more than 160 buildings totaling over six million square feet and located on 64 acres of land. We manage a wide range of maintenance, renovation, and improvement activities for existing facilities, oversee all aspects of new construction for the University, and provide leadership in sustainability which includes recycling and waste stream reduction, utilities management, and planned renewal. Our Unit is organized within the following four departments: Mission The mission of the Engineering and Facilities Unit is to provide excellence in maintaining the physical facilities of the Medical University of South Carolina, in constructing new facilities and in providing long and short-range facilities planning support. Our goal is to provide service to the Teaching, Research and Clinical efforts in a courteous, efficient and cost effective manner. Vision The Engineering and Facilities Unit will be the finest non-academic service unit delivering mutually-agreeable levels of service in a professional, efficient, innovative, and cost effective manner that creates occupant satisfaction and worker pride. Business Management This department is responsible for the full scope of business-related support functions for the Unit including budget administration and control; accounts payable/receivable and purchasing including tender administration; central supply and storeroom management, and inventory control, as well as recycling and energy management. Contract Administration This department is responsible for administering construction and professional services contracts for MUSC and MUHA. These contracts relate to permanent improvement projects valued at $100,000 and greater and non-permanent improvement projects valued at less than $100,000. Responsibilities of this department include advertising, bidding, contracting, accounts payable and budget management. All of these services are performed in accordance with the South Carolina State Procurement Code, Office of the State Engineer regulations, and MUSC and MUHA policies. Engineering This department provides capital project management, inspection services, and some in-house design for MUSC and MUHA construction renovation and repair projects. The department also maintains all MUSC and MUHA facility blueprints and mapping, and provides design document review. Facility Operations The in-house Construction Services Group performs construction work up to $150,000 in value throughout the campus. The services provided include modifications, renovations, alterations, and modernization of facilities. This Group includes the Sign, Carpenter, Paint, and Mason Shops. The Maintenance Services Group maintains, repairs, and performs minor renovations of the electrical and mechanical systems associated with the campus facilities and provides skilled craftsman on minor projects and in support of major projects. They operate and maintain a wide variety of energy-producing and consuming systems vital to providing proper environmental conditions within University facilities. This group includes University Maintenance, Electric, Grounds, Lock, HVAC, and Service Call Desk Shops Recycling and Utility Management This department promotes environmental awareness by encouraging recycling and discouraging excessive energy and water use. The Utility Management department has launched numerous energy management programs to meet the challenges of funding reductions, energy demands, and environmental impacts. Appliance Repair Engineering and Facilities does not repair appliances such as microwaves, refrigerators, or copy machines. Billing Reimbursable maintenance services are posted to the Financial Records System twice monthly. Each posting will include one invoice total for all charges generated against a given six-digit account during the billing period. You will receive, as backup to that transaction, a detailed billing, which breaks the total down by work order request. An invoice number cross-references the Financial Records transaction to the billing detail provided. Should you have any questions regarding services performed on your work order, contact Josie Rowell at 792-4506 or e-mail at rowelljl@musc.edu and quote the work order number. If you have any questions related to the receipt of billing detail or the posting of information to the Financial Records System, contact Rick Terhune at 792-9197 and quote the invoice number. Any department requesting work from our unit with unpaid, outstanding or disputed charges remaining from previous invoices will have to resolve these items before any additional chargeable services are performed. Please contact Rick Terhune at 792-9197 or Josie Rowell at 792-4506 for billing resolutions, adjustments or disputes. Upon resolution of your concerns or payments of the outstanding invoices, work will proceed on your request. Reimbursable Services includes requests for materials from our Storeroom or services, which are not related to the maintenance of building functions and occupant services. These would include any changes or extensions to existing services to accommodate equipment installations, changes in room function or convenience. Building Engineer and Zone Maintenance Services provided include routine maintenance needs such as sticking doors, plumbing problems, light bulb replacement, heating/air-conditioning needs, repairs to classroom/lobby furniture or fixtures, and electrical problems such as outlets not working, breakers tripped, etc. These services can be obtained by contacting our Service Call Desk at 792-4119 or by contacting your Building Engineer. Bulletin Boards Please use available bulletin boards for posting information. All handbills, notices, and fliers affixed or displayed on walls and doors are subject to removal without notification. Bulletin boards for general use by faculty, staff and students are provided in strategic locations throughout campus buildings. Many departments own and manage their own departmental bulletin boards and display cases, the use of which requires the permission of the respective dean, director or department head. Bulletin boards for departmental use and/or private office use can be purchased through the Building Engineer in your respective areas. To maintain building standards and ensure compliance with Life Safety fire retardant specifications, Engineering and Facilities is responsible for the installation of all bulletin boards in public areas. Carpentry Departments may request non-maintenance carpentry services which include items such as constructing shelves, cabinets, display units, etc. Availability is based on the current workload of the Carpenter Department, and services are charged to the requesting department. Services such as installation of keyboards, assembling of desks and file cabinets, hanging shelves and other similar work can be provided by Engineering and Facilities. The costs associated with these services are solely the responsibility of the department. It is recommended that departments request cost estimates. Classroom Maintenance Requirements for routine classroom maintenance such as furniture repairs, or light bulb replacement should be directed to our Service Call Desk at 792-4119 or by contacting your Building Engineer. Contracted Services Engineering and Facilities administers a wide variety of external service contracts for all campus facilities including: waste disposal, cleaning, painting, water removal, elevator servicing, controls servicing, pest control, fire alarm and sprinkler systems, chiller systems and generator servicing, mechanical maintenance services, sheet metal, small engine repair, masonry, glazing, tile repair, floor repair, refrigeration, and welding and fitting. Services can be obtained by contacting your Building Engineer. Drafting/Design Services Engineering and Facilities is responsible for the planning, design and coordination of new construction. It also develops, implements, and executes engineering plans and specifications for all major and minor capital renovation work throughout the University and the Medical Center. The Engineering Department is made up of a balanced team of Engineers, Architects, Construction Inspectors, and Drafting Technicians for projects carried out in-house or through various combinations of architectural and engineering consultants for major capital projects on campus. For more information related to drafting/design services, contact Phil Mauney at 792-2490. Electrical Services Engineering and Facilities maintains existing electrical wiring for the buildings and grounds up to and including the wall outlet. Electrical Work Light fixtures, ballasts, bulbs, switches, and receptacles are repaired or replaced as part of routine maintenance. Heaters, permanent or portable, should be requested and approved by Engineering and Facilities. If a number of electrical devices are to be added to a circuit, consult electrical personnel via your Building Engineer for safe operation. Electrical services such as supply of electrical power bars and installation of jiffy poles and raceways are available from Engineering and Facilities. These services will require departmental funding, in which case cost estimates can be provided. Requests for major electrical modification or services should be directed to your Building Engineer for investigation. Elevators Engineering and Facilities administers a service repair contract for the inspection, maintenance and repair of all University elevators. If at any time the elevator is not working properly or is stuck, please contact our Service Call Desk at 792-4119. If you become stuck in an elevator, please use the emergency telephone provided. You will have a direct line to Campus Operator and will receive assistance as quickly as possible. Routine Services include: Annual inspections (weight capacity, evaluation of speed, wait time, travel time, cables, hydraulics, etc.). Regular maintenance (hydraulic fluids, regular computer diagnostics and upgrades, cleaning of the elevator pit, replacement of light bulbs in cars and buttons, etc.).
Reimbursable Services include: - Maintenance of elevators provided to auxiliary units or affiliated departments.
- Upgrades, modernization or modifications to elevator cabs as requested.
- Maintenance due to vandalism or deliberate damage.
Emergency Repairs Any unusual occurrence, utility malfunction or equipment failure that presents an imminent danger to life or health or has the potential for major damage to property is an emergency and should be reported immediately to our Service Call Desk at 792-4119
Estimates Upon request, Engineering and Facilities will provide cost estimates to assist departments in budget preparation or project planning. There will be no charge for budget estimates as such estimates are based on general University standards and do not include detailed design information in arriving at the cost figures. Departments will typically use this type of estimate for funding requests and budget planning. The best point of contact for these comparable estimates is your Building Engineer. Where detailed estimates are required for items such as large-scale renovations/projects, the funding department will be charged for the service. Charges will typically run between $100 and $250 based upon the scope of the project. Departments would need a detailed estimate before any construction can be done on the project. For more information, contact Phil Mauney at 792-2490.
Excavating Excavating on campus could result in personal injury because of contact with underground utility energy sources and/or damage to underground systems (e.g. telephone, fire alarm, and water/sewer). To reduce the possibility of personal injury, an occupational health and safety procedure is in place for excavating on campus. No excavations on University property may be undertaken without prior approval from Engineering and Facilities. For more information, please contact your Building Engineer. Floor Coverings Engineering and Facilities administers the State contract for carpet, floor tiles, and linoleum. Engineering and Facilities will provide floor coverings and floor maintenance at the requestor’s expense. Repair requests should be reported to our Service Call Desk at 792-4119 or by contacting your Building Engineer. Furniture Repair Engineering and Facilities will perform minor repairs to furniture on a time and material basis billed to the requesting department. If there are any questions regarding the repair of furniture, contact your Building Engineer. Grounds Maintenance Mowing, tree trimming and replacement, planting shrubs and flowers, litter control, pest and weed control, and landscape construction are responsibilities of the Grounds Department. Campus roadways, parking lots, sidewalks, and walkways are kept free of debris and water as resources and weather conditions dictate. Observations of conditions involving hazards to pedestrian and/or vehicular traffic should be reported immediately. Reports and maintenance requests should be made to our Service Call Desk at 792-4119. The Grounds Department maintains the aesthetics of 65 acres of landscaped areas throughout the central campus, and for some units on the perimeter of the campus. Heating, Ventilation, and Air Conditioning (HVAC) Engineering and Facilities is responsible for the operation and maintenance of all primary mechanical, electrical, HVAC and building control systems for the campus. E&F is mandated to control utility costs while maintaining a quality learning and working environment. Through maintenance and upgrade of equipment as well as monitoring, analysis and scheduling of building systems, E&F controls costs, protects the University's investment in equipment, and collects data useful in the development of energy management and building system maintenance strategies. E&F also recovers energy costs from various groups on campus. Housekeeping Services This department is responsible for the custodial care of all University areas, including rest rooms and circulation spaces. To ensure consistent and reliable service, a frequency schedule has been established in each area for each task. To request additional cleaning outside normal service levels, please contact the Housekeeping Supervisor. Cleaning for conferences, functions, and incremental project cleaning outside of the established cleaning schedule, is available and will be charged to the requesting department. Services can be obtained by contacting the Housekeeping Supervisor. Emergency cleaning may be requested by calling the Service Call Desk at 792-4119. Lighting Engineering and Facilities maintains all interior and exterior lighting systems on a regular basis. Interior lighting includes both normal and emergency, and exterior lighting is comprised of street lights and building lights. To request repairs for any of these systems, contact our Service Call Desk at 792-4119 or your Building Engineer. Lock Services Engineering and Facilities is responsible for routine maintenance of locks, lock cores and other latching devices. Self-supporting units are charged for time and materials expended in their areas. Specific or specialized security needs are met by providing desk locks, cabinet locks, combination locks, alarm devices, card access locks, and other advanced locking devices. These services will be charged to the user department. New keys and re-keying of existing door cylinders will be charged to the user department in all instances. In special cases such as space relocation, renovation or construction, capital/project accounts will be charged for locks installed, removed or re-keyed as part of capital or departmentally funded alteration projects. Upgrades required as a result of lost or stolen keys or a department’s failure to maintain adequate key control will be charged to the department. Key problems should be directed to your Building Engineer. Employees needing keys are required to complete a Key Request Form for each key. Requests are to be approved by the Department Head, or delegated representative, and forwarded to the Lock Shop for processing. Employees are required to pick up and sign for all keys at designated locations around the campus. Moving Engineering and Facilities does not provide moving services. Please contact Roy Dingle at Business services at 792-9787 or e-mail at dingler@musc.edu.
New Electrical Installations The cost of installing new wiring and/or outlets is the responsibility of the department. For simple installations where all of the wiring is present, Engineering and Facilities will perform the work. However, some new outlets may require new wiring, which could require renovation of the area. Upon your request, a technician will assist you in determining the best value for your department. Requests for major electrical modification or services should be directed to your Building Engineer. Paint Services Our in-house Construction Services group coordinates painting of exterior and interior University buildings. When an individual department requires painting for reasons other than general maintenance or on a priority basis, an estimate will be provided and the requesting department will pay for the service. Please allow sufficient lead-time to facilitate scheduling. For more information, contact your Building Engineer. Pest Control Engineering and Facilities administers a service contract for regular pest control services for all campus buildings. Report any pest control concerns to our Service Call Desk at 792-4119. Plumbing Modifications Washbasins, water closets, showers, and drain systems are maintained on a routine basis at no charge to the department. For additional water and drain services related to equipment installations, the requesting department should contact the appropriate Building Engineer. Estimates can be provided. Requests involving major plumbing modifications, extension to existing services, or new services should be directed to your Building Engineer. Preventive Maintenance This includes inspection, cleaning, lubrication and preparation of building equipment for seasonal use. Preventive maintenance is often completed on the evening shift to be less intrusive to customer operations. When a department purchases equipment that is to be maintained by E&F, the appropriate Building Engineer should be contacted to schedule frequencies and types of maintenance to be performed. PM’s performed on department equipment will be billed back to that department. Recycling Engineering and Facilities is responsible for coordinating recycling. University employees are responsible for collecting recyclable material in their section and taking it to a designated central location. Recycling employees are responsible for collecting recyclable material from central locations. If there are any questions or concerns relating to the collection of recyclable material on campus, please contact the Recycling Coordinator Christine von Kolnitz at 792-1804 or by e-mail at vonkolnc@musc.edu. Collection bins for aluminum beverage containers are located in or around most departmental main offices and in common areas such as kitchens. Funds recovered from aluminum beverage container recycling are donated to the Burned Children Fund. Acceptable containers include aluminum cans. Most of the waste paper generated in offices is recyclable (information containing medical records should be handled confidentially) and can be placed in the office paper recycling bins. White and colored paper, envelopes, sticky notes, fax paper, NCR paper, file folders and paper with colored printing, are acceptable for the paper recycling bins. Newspapers can be placed in newsprint recycling bins. Corrugated cardboard is also acceptable for recycling. Boxes must be broken down (flattened) and placed along side, not in, paper recycling bins. The following are unacceptable for recycling and should be placed in regular garbage bins: paper towels, tissue, paper and plastic drink cups, candy and food wrappers, plastic bags and wrappings, sticky tapes, and carbon paper. Renovations The scope of each project varies; therefore, the following should be used as a general guideline as to the process for renovations. A site visit and discussion between the Building Engineer and the requesting department is held and an estimate is prepared if required. If the requesting department gives approval, preliminary drawings and layouts are prepared and reviewed with clients. Final drawings are then completed and tenders are called. If tender amount is approved, the project is awarded and construction is scheduled in coordination with the requesting department. Should the project not proceed, the requesting department will be required to pay for design and tendering costs. As a guideline, complicated projects with a value of $100,000 or more require state-level approval to proceed, while projects with a value less than $100,000 require only local approval. An accurate schedule will be provided for all projects prior to their proceeding. If changes are needed after the start of a construction project, a change order will be required. For more information, contact your Building Engineer. Service Call Desk Our Service Call Desk functions as the communications and data collection center for complaints, repair requests, and emergencies related to facilities operations and maintenance services. Our Service Call Desk is located in the Rutledge Tower Physical Plant Building, and is staffed 24-hours a day. All requests are entered into a computerized maintenance management system, classified as to job type and responsibility area, and dispatched to the appropriate shop for action. If you require services after-hours that is not urgent, please wait until the next business day to contact our Service Call Desk. If you believe the situation is an emergency, call the Service Call Desk at 792-4119 and an after-hours maintenance technician will address your concern. Signage Campus signage is designed, installed, and maintained by Engineering and Facilities. New signage requires coordination with the planning office. Interior signage includes interior directional and room identification signage while exterior signage includes street signs, parking area designation, building identification, directional signage, traffic signage, and others. Departments can request special signage for specific functions such as conferences, science fairs, and open house. Requesting departments are required to provide funding for special signage and estimates are available. Contact your Building Engineer. Special Meeting and Events Temporary Service Some meetings or special events may require additional temporary electrical services. Engineering and Facilities will provide these services on a reimbursable basis. A 48-hour advance notice is helpful in providing the most cost effective service. Storeroom The storeroom is responsible for providing support services to Engineering and Facilities for the purchase and inventory of plumbing, electrical, locksmith, carpentry, and mechanical supplies. Supplies are available for purchase by University departments on an as available basis. Such requests commonly include cleaning supplies, small hand tools, and safety and protective supplies. To request a particular item, complete a White Sheet Material Request form and forward to the Storeroom located in the Rutledge Tower Physical Plant Building. For questions regarding the availability of a particular item, contact the Stores Office at 792-3588 or by faxing 792-5022. Office hours are from 7:30 AM to 4:00 PM, Monday through Friday. Storms Procedures to be followed during severe weather conditions are outlined in the University’s Policy and Procedures Manual. Please call our Service Call Desk at 792-4119 for information and/or monitor the MUSC website or local news organizations in hazardous or inclement weather situations. Trash Collection Housekeeping Services is responsible for emptying wastebaskets in the areas we serve. Refuse will be picked up daily in common areas, weekly in private offices, and twice weekly from general offices. The disposal of food waste in private office receptacles is discouraged. It is recommended that such waste be disposed of in central trash areas for hygienic and pest control reasons. If a department requires trash removal other than that scheduled, please contact the appropriate Building Engineer. The Grounds Department is responsible for emptying outdoor containers and removing litter from the campus grounds. If you see an area requiring attention, please contact our Service Call Desk at 792-4119. Window Coverings Engineering and Facilities will provide replacement of window coverings in classrooms and common areas. Replacements in offices will be charged to the user department. Consulting services are available to assist in purchase, though departments are not required to use this service. As requested, the Procurement Officer will coordinate the solicitation of supplier quotations. Departments will be responsible for coordinating the issue of purchase orders and receipt of goods. Inspections of installations will be provided on request. For more information on the purchase of new window coverings, contact your Building Engineer. Work Order A work order authorizes a technician from Engineering and Facilities to perform work and is the means by which work requests are communicated. Supervisors use work orders to schedule work and assign requests to different areas. Once the work is completed, the work order is returned to the Work Control Center and information such as labor and parts are entered into our computerized maintenance management system (CMMS) along with any worker reports or recommendations. Thus, the work order also serves as an information source, which we use to determine where worker efforts are going into what types of jobs. The same information is used for billing of customers when necessary for chargeable services. If you have a facilities-related problem, or a service request that requires immediate action from our department, call our Service Call Desk at 792-4119. Please have the following information available:
Room Number Date Requested Priority Contact Information Request Information
Once entered into the system, work orders are received electronically or by hard copy by the appropriate shop supervisors who then schedule the work based on priority and available resources. Work orders can be submitted on-line at http://tma.musc.edu/home.html Work Order Request Form Work Order Request Forms ensure that work requests are documented and traceable. They also ensure that Engineering and Facilities staff has the correct authorization to charge departments for chargeable services. If an estimate is required, the form authorizes the Work Control Center to proceed with an estimate. Once an estimate is completed and approved, the form will act as authorization to proceed with chargeable work. If Part I and Part III of the Service/Material Authorization Form have been completed and signed and the "estimate required" indicates "No", the form gives authorization to proceed with work which will be charged to the department. When a completed form has been sent to the Work Control Center requesting issue of inventoried parts to a department, work control will forward the form to Central Stores for processing. Central Stores personnel will issue the requested parts.
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