Building Maintenance

University Facilities Work Order Requests

University Facilities maintains and repairs most of the building systems. There are some exceptions which are listed further down the page. 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. Each shop has people who are usually, but not always, assigned work orders from the library. Those people are mentioned below.

• Alarms – Part of the Electric shop, alarms handle any alarms in the building (alarm panels, emergency exit alarms, fire alarms,sump pump alarms, etc.). Primary Contact: Christopher Reinhart. 
• Building Controls-Building controls monitors and troubleshoots temperature control in the building. Brandon Trelstad is the shop leader and Jason Lay is the primary tech assigned to the library.
• Carpentry – Carpentry performs construction work and general maintenance. They are called for many things including doors, furniture repair, flooring, mounting white boards, pavers, and cabinetry. They are often called in to assist other shops with new installations. Andrew Gray is the shop leader. Primary Contact: Kevin Christman. 
• Electrical – Electrical maintains and repairs electrical systems. At the library that is most commonly electrical outlets, door sensors, and lighting issues unrelated to lamp replacement. We do not repair anything electrical including outlet covers. Shop Leader is Scott Drahn. Our primary electricians are Chad Garner and Kyle Chastain.
• Key & Access – The Key shop is responsible for issuing keys, maintaining university key records, installing and repairing locks. Key questions can be directed to keyshop@oregonstate.edu. Shop leader is Joe Tibbets. Our primary locksmith is Roger White.
• Landscaping – Landscaping is responsible for maintaining the university grounds including leaf removal, power washing pavers and the loading dock, and trimming bushes that are blocking walkways or emergency exits. Shop leader is Todd Cross.
• Painting – The paint shop does drywall repair, patching, painting, and refinishing wood. Shop leader is Andrew Gray. Our primary painters are Matthew Fast and James McKee.
• Plumbing – Plumbing shop maintains and repairs all of the plumbing in the building. Shop leader is Andrew Gray and our primary plumber is Stan L'ey.
• Refrigeration - This shop maintains and repairs our air conditioning units. They work closely with Building Controls. Shop Leader is Brandon Trelstad. Primary tech seems to be Reice Moyer.
• Work Coordination Center - The WCC processes and assigns incoming work order requests. Call them for urgent issues, updates, and questions related to Facilities work at 541-737-2969. Travis Lafon is the Shop Leader and Katy Pope is our primary contact.

Non-Work Order Requests

• Custodial - ABM is our custodial contractor. Email ABM for custodial needs including spills, clogged toilets, and burned out lights. Our primary ABM contacts are Tammy Ross and Sara Day. Our day porters are Heriberto and Lupita. More details about ABM can be found further down the page.
• Elevators – Service for elevators is contracted out to Otis. Email Facilities, and they will contact Otis for any elevator issues. The elevator tech who normally services the elevators is Schown Cantrell.
• Recycling - Routine recycling (bottles, mixed paper) is collected by ABM in coordination with Campus Recycling. Special recycling pick-up requests are submitted to Campus Recycling after logging in to your ONID. More details about Recycling can be found further down the page.
• Surplus - Contact Surplus to pick up items such as furniture that we no longer need. You must be logged into your ONID account. More details about Surplus can be found further down the page.

Building Technology

• Classroom/meeting room technology - technology installed in classrooms and meeting rooms is maintained and supported by UIT-Academic Technologies. You can request support through their website. Don DeMello is our primary contact.
• Computers - Computers for patron use in the Learning Commons and Autzen classroom are supported by Library Information Technology. David Manela (Unlicensed) is the primary contact.
• Printers - Printers in the Learning commons are supported by Library Information Technology. David Manela (Unlicensed) is the primary contact.

Facilities Maintenance-Related University Units

Academic Technology

Academic Tech supports the technology in our classrooms and our building PA system. Contact Don DeMello, Coordinator for Classroom Technology Services – Media Services, 737-4122 

Property Services

Recycling and Surplus are located in the Property Services building on 13th Ave. They manage a variety of property disposal needs.

Recycling

• Public Areas
  • Contacts are John Deuel and Gary Boulton.
  • Recycling currently services the building twice a week with a third weekly service during the final two weeks of term when the building gets very busy.
    • One service is the entire building including staff areas.
    • All other servicing during the week is the public areas only.
    • They pick up paper, bottles, and cans.
• Staff Areas
  • Small office/cubicle green recycle containers should be emptied on your own into the larger ones that recycling picks up.
  • Office Cardboard recycling is not picked up by Campus recycling. We have a recycling container in the loading dock where departments can recycle cardboard.
  • If library maintenance is notified by staff that recycling hasn't been picked up in their area, contact Gary Boulton, and he will send a crew over.
  • Special Recycling materials (soft film plastic, styrofoam, confidential paper, etc. )will be picked up by request. Refer to the Recycling's website for more details.

Surplus

Unneeded property such as old furniture, office supplies, etc. must be sent to Surplus.

• Contact is Rae DeLay.
• Submit pickup requests through their website. Please leave items somewhere they do not block walkways and traffic. Avoid loading lock elevator lobbies and the loading dock unless you've gotten approval to leave it there.
• For large pickups, you may want to coordinate with Surplus for more creative solutions since they are frequently short-handed. Examples of things we have done include:
  • Getting approval to take items that Surplus will not be able to sell directly to the salvage dumpsters.
  • Having Surplus drop off one of their trucks at the beginning of the day for us to load. At the end of the day, Surplus comes back to retrieve the truck. This has been effective especially for steel recycling.
• Surplus also offers a furniture moving service for a fee. Contact them for rates and details.

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 and clean the 4th floor kitchenettes. 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

The Executive Assistant to the Dean 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.

Floors

• Floor Solution is the main contact at OSU for carpet and floor repairs. Facilities will usually bring them in for floor related work order reqeusts.
• Andy Radar is the primary contact who provides quotes, cost, and measurements for any projects involving new floors/carpet. Cell 503-789-5450, Office 503-219-8672, or andyr@floorsol.com. 
• Extra carpet tile is currently stored in the basement. Only Facilities has access to the basement.

OSU Library Art collection

• Creative Crafts has been the vendor we used in the past for damaged frames
  • Get frame/glass replaced; make sure to purchase UV protective glass at the frame shop
  • Creative Crafts will bill the library directly.

Building Cameras

Needs updating: 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. 

Other Routine Building Maintenance

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. 

Routine Building Checks

• Check on the building during heavy rain storms for leaks. Report leaks to facilities immediately and let the Dean and Building Manager about the situation as soon as possible.
• Check regulalry for burnt out lights, damaged walls, and vandalism that needs to be addressed. 
• Check for damaged furniture and other safety concerns.

Winter Maintenance

• 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. 

Staff Spaces

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. 

Office Chairs purchasing/trial

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

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. 

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. 

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. 

ADA needs or assessmentIf 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. 

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


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.