Building Maintenance Quick Reference

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.
  • During the winter months, contact Facilities as needed to request landscaping provide 2-3 buckets of sand/gravel. LEAD staff will use the sand/gravel for the front entrance, so library patrons do not slip/fall when the entrance is frozen over with ice.
• 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 responsible for daily cleaning such as spills and restrooms, mopping/vacuuming floors and stairwells, and power washing cobwebs/debris. ABM is responsible for replacing lights, toilet paper, paper towels, refilling the hand sanitizers on the main floor and cleaning the 4th floor kitchenettes. Email ABM during days and evenings 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. 
• 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 materials (soft film plastic, styrofoam, confidential paper, etc. ) pick-up requests are submitted to Campus Recycling after logging in to your ONID.
  • Cardboard is placed in the cardboard dumpster on the loading dock by library staff. Each library department is responsible for their own cardboard.
  • All recycling concerns (overflowing bins, etc.) should be reported to Campus Recycling. Email or call (541-737-7347).
• Surplus - Contact Surplus to pick up unneeded property such as old furniture, office supplies, etc. You must be logged into your ONID account. Our primary contact is Ray DeLay.
  
  • Leave items to be picked up where 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 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.
• Security Cameras - The Building Manager is responsible for this system and works with Library Information Technology to manage it. Primary contacts are Rachel Burgess and David Manela (Unlicensed) 

Annual Building Maintenance Needs

Regular maintenance and repair of existing library assets is coordinated by the Facilities Coordinator, Lucinda Amerman (Unlicensed) .

Extra Cleaning

• The library pays for extra cleaning contracts with ABM several times a year. These contracts are negotiated and scheduled with ABM by the Facilities Coordinator.
  
  • Saturdays: Weekend cleaning isn't included in the university contract with ABM. Currently we pay for 1.5 hours of cleaning on Saturdays.
  • Dead week and Finals: Extra cleaning is needed from Monday of Dead Week through Tuesday of Final Exams. The contract is for a specific number of hours and is usually one supervisor and one porter who take care of restrooms and trash.
  • Deep cleaning: Occasionally, during intersessions, the library will schedule extra cleaning, usually for a specific area such as furniture upholstery or exterior windows. When scheduling window cleaning, not all sides of the building may need to be cleaned.
• Carpet Cleaning- The university contract includes biannual carpet cleaning. ABM should inform the library in advance.
• Contact Tammy Ross at Tammy.Ross@abm.com or ABM Manager, Robert Ray, Robert.Ray@abm.com, to schedule additional cleaning needs.

Furniture Repair

• Chair Upholstery
  • Reader and Lounge chairs reupholstering is done by MacDonalds Upholstery in Lewisberg.  on a regular basis. Primary contact is Jim MeDonald (owner) at: mcdonaldupholstery@gmail.com, 541-974-1288 
  • The Facilities Coordinator is responsible for maintaining the furniture inventory, maintenance records, negotiating and scheduling furniture repairs.
  • Fabric selection-The Facilities Coordinator will work with the Building Manager to select fabric as needed.
    • 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.

Willamette East and West Folding Wall

• Annual servicing of the wall will keep it in good repair.
• Golden Airwall is the vendor we use to maintain the Wall. Schedule the work Bryce Golden is the owner (bryce@goldenairwalldoor.com, 503-995-8476). Shawn Fleming is the usual repair technician (shawn@goldenairwalldoor.com, 503-997-0290).
• Procurement must process and approve the work before scheduling it, so allow time for that process. Check the classroom calendars before scheduling work.

Library Maintenace Student Employee Tasks

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 regularly for burnt out lights, damaged walls, and vandalism that needs to be addressed. 
• Check for damaged furniture and other safety concerns.

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. 

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.