Maintenance

Work Order Requests

Always submit a work order request using the online form: https://my.facilities.oregonstate.edu/facilities/newRequest. You will need to log into your ONID account before placing the request. The request will be routed to the appropriate shop to make the repair.  Below is a list of the shops, their general areas of repair and the people you will most likely interact with.

• Alarms – Primary Contact: Christopher Reinhart. Alarms is a part of the Electric shop which means Scott Drahn is the supervisor. Alarms handle any alarms in the building (alarm panels, emergency exit alarms, fire alarms, etc.)
• Carpentry – Primary Contact: Kevin Christman. Carpentry handles anything relating to hanging stuff, mounting white boards in office and study room, earth quake strapping, door adjustments, etc.
• Key & Access – Primary Contacts: Joe Tibbets or Mike McKibben.  They handle lock repairs, door handle repair, loading dock door, study room door locks, re-keying the core on doors, and key questions. For key questions, you can contact the key shop directly at keyshop@oregonstate.edu.
• Electrical – Primary contacts for Electrical are Scott Drahn or Chad Garner. Electrical handles all electrical needs including wall and floor electrical outlets, door sensors and motors, lighting issues beyond bulb replacement, or any electrical wiring. We do not repair anything electrical including outlet covers.
• Elevators – Service for elevators is contracted out to Otis. Contact Facilities and they will contact Otis for any elevator issues. The elevator tech who normally services the elevators is Schown Cantrell.
• HVAC – Contact Jason Lay. Room temperature is usually set at 68-72 degrees which is the standard university temperature setting
• Plumber – Contact Facilties Services if sinks are leaking, instant hot water not working, toilet/urinal not working, clog sinks, etc.
• Landscaping – Contact Facilities Services for power washing, leaf removal, and trimming bushes that are blocking walkways or emergency exits. The loading dock gets power wash in early spring when the weather is dry to remove any dead leaves and debris. The front of the library (quad/pavers) is done during the summer. Landscaping will take remove leaves from the loading dock and trim bushes that are blocking the emergency exit during the appropriate seasons.
• Paint Shop – The paint shop will patch and paint, paint offices, paint study rooms, or any project that requires painting. Each year the Library Spaces unit does an inventory of patch/paint work to be done and submits to Facilities for scheduling. This is usually done during Fall term so painting can be scheduled for Winter term. The painter most often sent to the library is currently Matthew Fast.

Facilities Maintenance-Related University Units

Building Maintenance with Outside Contractors

University Facilities and Maintenance handles the bulk of building maintenance, but there are some things they don't address. Below is a list of common maintenance requiring outside contractors and current contacts.

ABM – University Custodian Company

• Routine Cleaning-ABM is responsible for cleaning the building each day such as cleaning spills, mopping/vacuuming floors and stairwells, and power washing cobwebs/debris. ABM is responsible for replacing lights, toilet paper, and paper towels. They are also refill the hand sanitizers on the main floor. The primary contact for routine cleaning needs such as spills is custodial@oregonstate.edu
• Extra Cleaning-The library usually requests extra cleaning during midterm, dead week, and finals week. The extra cleaning person is responsible for covering 7PM-11PM and takes care of restrooms and trash.
• Library Exterior Window Cleaning-This is also contracted out to ABM on an annual basis. Not all sides of the building will need to be cleaned each time, so contract this extent of this cleaning based upon need.
• Contact ABM Manager, Robert Ray, Robert.Ray@abm.com, for any additional cleaning needs.

Engraving Pavers Outside the Rotunda
Exec Assistant will contact donors who have given gifts $1000+ to the OSU Library. Paver engraving takes place during spring and/or summer when the weather is dry for the company in Portland to come out. Once the engraver have been scheduled, contact Transit and Parking Services a day in advance to remove the bollards on the Jefferson side of the library so the paver company can get their equipment through. Contact at TPS is

Willamette East and West folding wall repair

• Follow procurement procedures for payment.
• Schedule a time with the repair technician and make sure the rooms are available.
  • Golden Airwall
  • Shawn Fleming, 503-997-0290

Furniture Repair

• Upholstery-McDonalds Upholstery in Lewisberg handles all of the upholstery needs for our public spaces furniture such as dinette chairs and armchairs. Contact Jim MeDonald (owner), Cody (son) or Levy (son) at: mcdonaldupholstery@gmail.com, 541-974-1288 
  • Fabric samples for the upholstery can be obtain free of charge from CFStinson at: http://cfstinson.com/Finishes/Samples.jsp?lid=1001.
  • When selecting fabrics, look for fabrics with high rub test and bacterial, microbial, mildew and anti-fungal resistance.
  • Previous samples selected are in in a binder in Library Admin labeled "Library Furniture Look Book". You can also find examples of current upholstery in place in our Furniture Guide.

Shelving
Spacesaver is our primary contractor. Primary contact is Matt Reader (matt@storageplanning.com, desk: 503-612-2611, mobile: 503-713-7205).

• Laura Ramos from RAS is the Collection Management Manager and should be included in conversations regarding any shelving maintenance or servicing.
• SCARC also has materials in the public area compact shelving on floors 3 & 5. There is also compact shelving in the SCARC stacks behind their service desk. They should be included in conversations regarding any compact shelving maintenance or servicing in those areas.

Staff Spaces

Annual Fire Inspection

Every year there is an annual fire safety inspection. In early December, the Building Manager will send out a reminder to all staff, including building partners, about the inspection with a checklist attached. Below is an example of the email sent out.

General Fire Safety Tips and Guidance

These are good reminders to send out to all staff, including building partners, about once per year.

• Power strips/surge protectors – Surge protectors/power strips need to be plugged directly into a wall outlet/s and cannot be chain linked to one another. They should be replaced every 3-5 years.
• Household coffee pots – There is no longer a prohibition of coffee pots in offices, however the University discourages the use of non-commercial labeled units and encourages a commercial grade unit in break rooms only. 
• Personal Heaters-Personal heaters impact the temperature in the surrounding offices around your area. The wall temperature sensor will sense the warmer temperature n your office and cause the building HVAC to deliver cooler air to offices in the same area. To keep the temperature constant in all office spaces, personal heaters are generally discouraged. However, other factors, such as building location and windows also impact the temperature of an office making some cooler than others. If you do use a personal heater, please remember the following:
  
  • Personal heaters must be plugged into a wall outlet, not a power strip.
  • They need to be away from combustible materials like paper/recycling.
  • Personal heaters should not be placed underneath your desk while in use.
  • If your heater does not have a shutoff timer, remember to turn off the heater before you leave your space.
    
• Floor Lamps-Make sure the cord is in good condition. If using a halogen bulb, it must be adequately covered by a screen/cage. 
• Combustible Materials- Please keep combustible materials (paper, recycling, cardboard) away from power outlets. Small green recycling bins for office space and yellow recycling bags for department recycling can be obtained from Campus Recycling. 

Office Chairs purchasing/trial

• Office chairs can be order through Office Max or King Office Equipment. Rachel can place the order.

Other reminders 
Key requests –Rachel Burgess, rachel.burgess@oregonstate.edu, 541-737-8914, is now the point person for key requests. Please see Requesting/Returning Building Keys when requesting keys.
Name badges –Please wear your name badge (including student workers), they have been provided for your safety and security. 
Recycling – If you notice that recycling bins are overflowing please feel free to call or email recycling for an extra pick up and they will likely be here the next day if not sooner. (737-2925 or http://recycle.oregonstate.edu/pickup.cfm) 
***Office Cardboard recycling is not pick up by Campus recycling. We have a recycling container in the loading dock where departments can recycle cardboard. Small office/cubicle green recycle containers should be emptied on your own into the larger ones that recycling picks up. 
Surplus Items – Surplus will pick up items from wherever the items are (given adequate directions), please do not use the freight elevator waiting area or loading dock for these items unless an exception has been approved. 
Kitchenettes on 4th floor – Cleanliness of the 4th floor kitchenettes (fridges, microwaves and dishwasher) is monitored by the "4th floor committee," if you would like to volunteer to be on this committee or volunteer to clean one or both of these areas please contact me. The committee gets a volunteer to clean these areas several times a year. 
Cleanliness of the microwaves is directly related to the number of spills that are not cleaned up right away. Please do your part if you make a mess. 
The staff lounge, on 3rd floor, is monitored by the library staff association with similar guidelines for the fridge, microwaves and dishwasher. 
Thank you for your help and please let me know if there is something that needs attending to. 

Painting reminder message 
Good Morning, 
Please remember to let me know if there are painting projects taking place in the library so that I can provide advance notice that there will be painting in the library. Faculty and staff are sometimes sensitive to the paint fumes and may need to make arrangements to not be in the area. Paint used in the library should have a low or no VOC (Volatile Organic Compound) rating . VOC are solvents that get released in the air as the paint cures. 
If you have a project in a small or enclosed area and need to borrow a fan to help air out the area please contact me.
Thank you for your assistance in this matter. 

Art cleaning
The art is cleaned each year during the summer by 1 or 2 student worker. Rachel has the proper supplies students can used to clean the art. The two art piece located in the Java 2 stairs is cleaned by Facilities Services, 7-2969. Facilities will bring a lift and do the cleaning. 

Office/space renovation, furniture needs, and reconfiguration
Contact Office World. Office World is located in Eugene Oregon that provides the University with Herman Miller furniture for offices and study spaces in the library. Contact Todd Martin, Sales Representative, 541-687-9704, toddmartin@officeworld.com. Todd will provide a quote and a CAD drawing for any project. 



Incident reports
Incident reports are received through Outlook. Print out all incident reports and file away in the "Incident Report" file in the lateral file cabinet. If an incident takes place in an area with cameras, check the camera system and look for the incident. OSU Campus Troopers have the right to view video footage that may help them resolve an incident. If footage is asked by OSU Campus Troopers, let the University Librarian, AUL, and Kerrie know what is going on. Remember to archive and take snap shots of any incidents found footage and file away in a folder on the computer for easy access. 

Recycling

Contact Gary Boulton at OSU Property Management, 541-737-3102, or send request at http://recycle.oregonstate.edu/pickup.cfm. Recycling is schedule and pick up weekly in the library. Types of recycling in the library: Yellow recycling bags for paper, Slim Jims (blue/green) for cans and bottles, 20 gallon confidential bins (these bins require an index to be emptied), and the 90 gallon green bins. Contact recycling anytime of the week if there is overflowing bins in the library.

• Gary can also be contacted for extra dumpster trash/carboard removal in the loading dock. Request extra service during midterm and finals week.

Space Saver
Contact Ed Macsisak, 503-924-4106, from Tualatin Oregon for any shelf removal, adding shelves to an office, and issues with compact shelving located on the 1^st, 3^rd, and Special Collections back room. Patrick Layton, from circulation will contact Space Saver if he sees that the public compact shelving units are not working. 



Surplus/Campus Freight

• Surplus is done online through the online SPMS submission system at: http://surplus.oregonstate.edu/depts/spd_online/index.cfm.
• Contact Fred at freight@oregonstate.edu for any furniture move needs. Campus freight will need an index for the move and usually charges $50 per/hrs for staff and $40 per/hrs for student schedule to move furniture.

Willamette East/West projector issues
Contact Don DeMello, Coordinator for Classroom Technology Services – Media Services, 737-4122 

Polycom 
Polycom issues can be address by contacting Network Services or Media Services
Media Services, Paul Phoenix, 541-737-3815
Network Services: 541-731-3440 

Floor Solution 
Floor Solution is the main contact at OSU for carpet and floor repairs. Andy is the sales representative who can provide quotes, cost, and measurements for any projects involving new floors/carpet. Contact Andy Rader, who is very knowledgeable and quick to respond via email. He can be reached at: Cell 503-789-5450, Office 503-219-8672, or andyr@floorsol.com. 
Extra carpets/base from projects are store in the basement. 

ADA needs or assessment
If there are issues involving ADA compliance and compatibility, contact Jennifer Almquist from Equity and Compliance Associate from Office of Affirmative Action and Equality Opportunity; 541-737-0866. 

ADT - Building Cameras and Divar System issues
Contact ADT in Beaverton. Look in the file folder labeled Divar to retrieve the toll free number. Call ADT and ask for the maintenance service line to setup a work request to repair/replace cameras, add cameras, and upgrade storage system. Monitor the system each month to see if there are any cameras that are out. Divar systems are located on the 1^st floor, 2^nd floor, and 5^th floor. Special Collections has its own unit that is in Chris Petersen's office. 

OSU Library Art collection
Damage frame – take damage frame to Creative Crafts
Get frame/glass replace; Make sure to purchase UV protective glass at the frame shop
Creative Crafts will bill library directly, charge to Index JIS071 

Equipment Rental
Contact SMS. They provide microphone setup for panel discussion and digital camcorders for recording. Look at the available equipment list. 

Grout replacement (stairs/paver)
Grout replacement. If grout cannot be replace/repair by OSU Facilities Services, contact Rick Sutherland, at R.M. Construction, Cell: 541-740-4240, Office: 541-753-2871. Need to get quote and run quote by Kerrie for approval. Index to charge JIS071. 

Public Announcement (PA)System
Contact Paul Phoenix, 541-737-3815, from Media Services if the PA system is not working. 

Building Routine Check
Check on the building during heavy rain storms for leaks. Report leaks to facilities immediately and let the University Librarian and Spaces Manager about the situation as soon as possible. Have Jim Rankin or Laura Ramos from RAS check the storage facilities behind Kerr Admin for any leaks. During the building check, look for any burnt out lights, damage walls, and vandalism that needs to be addressed. 


Winter Needs
During the winter months, contact facilities services landscaping to provide 2-3 buckets of sand/gravel. Circulation staff will use the sand/gravel for the front entrance so that library patrons do not slip/fall when the entrance is frozen over with ice. 

Library space/quad usages
The library follows the time, manner, and space guidelines for campus regarding use of the library quad. The policy is designed so that uses of the quad do not distract students who are studying in the library. Any request to use the public space in the library for events need to forwarded and approved by the Executive Assistant.