Maintenance

Quick Reference

Regular maintenance

Always submit a work order request using the online form: https://my.facilities.oregonstate.edu/facilities/newRequest. 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 Contacts: Christopher Reinhart or Noah Williams. 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
• Electrical – Contact Scott Drahn or Chad Garner for any 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 Schowen Cantrell.
• HVAC – Contact Jason Lay. Room temperature is usually set at 68-72 degrees which is the standard university temperature setting
• Plumber – Contact Faculties Services if sinks are leaking, instant hot water not working, toilet/urinal not working, clog sinks, etc.
• Landscaping – Contact Landscaping for Power washing. 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.
• 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.

Send building reminder at the beginning of each term: 
Good Morning, 
On December 16, the Corvallis Fire Department conducted an annual fire inspection on the library. The inspection went well. Here are a few reminders from the fire department and other building reminders. 
Power strips/surge protectors – If you have any power strips/surge protectors daisy chained to one another you will need to un-do them. Surge protectors/power strips need to be plugged directly into a wall outlet/s and cannot be chain linked to one another. 
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 Heater – If you are using a personal heater in your office space, the heater needs to be placed in the middle of your office 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. 
***Using person heaters in your space will affect the temperature in the surrounding offices around your area. The temperature in the library is set at 68-72 degrees (standard comfortable level). Wall sensor will pick up the heat (temperature difference) and have the main HVAC deliver cooler air affect all offices in the area. We discourage the use of personal heaters so that the temperature is constant in all office space. Temperature adjustments can be controlled and adjusted with the main control done by Facilities Services. *** 
Floor Lamps
The only prohibition for floor lamps is that if they contain a halogen bulb it has to be adequately covered by a screen/cage. 
Office Cleanliness – 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. 
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. 

Office Chairs purchasing/trial

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

Paver Engraving
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
Get a quote first and then get Kerrie's approval on any wall repair.
Schedule a time with the repair technician and make sure the rooms are available. Book the rooms for the whole day because it takes 4-5 hours usually to get the repair done. To reserve the Willamette rooms go to: http://osulibrary.oregonstate.edu/instruction/roomreserve.html.

• Contact Interior Technology, Gerd Kronenberg to schedule repair

Office: 503-643-9480
Direct line: 503-427-1035 

ABM – University Custodian Company
Contact ABM Manager, Robert Ray, Robert.Ray@abm.com, for any additional cleaning needs. The library usually request 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. ABM is also responsible for replacing lights, toilet paper, and towel paper. They are also responsible to refill the hand sanitizers in the Information commons. ABM will clean spills, vacuum, and power wash the basement cob webs/debris. Day custodian contact information: custodial@oregonstate.edu

Library Exterior Window Cleaning 
Window cleaning is done each year by Daddy's Day Job. Shawn Friedman, 541-988-599 is the owner and contact. Contact GCA Manager Phil Rogers first, to provide a bid for the windows. Make sure to ask for bids for individual sides of the building because not all sides will be clean depending on the library budget. Once a bid is received, run the bid by Kerrie for approval. 

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.

Upholstery
Contact McDonalds Upholstery in Albany. McDonalds Upholstery is our main upholstery that have recover the rotunda chair, couches, and several office chairs.
Jim McDonalds is the owner. Contact Jim, 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. Look through the site for sample fabric that and request samples online. Look for fabrics with high rub test and bacterial, microbial, mildew and anti-fungal resistance. Pervious samples selected are in the Building Maintenance binders and in bottom tray of the gray lateral filing cabinet. 


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.