Basic and Special Services

Policy Statement on Basic and Special Services

Buildings and Grounds receives an annual operating budget for certain basic services to operate and maintain the campus. The Department managers developed its operating budget using a zero basis, identifying funds sufficient to provide certain essential products and services (Basic Services and Cycle Maintenance), and identifying other services that are normally funded by another source (Special Services). Every effort has been made to incorporate recurring types of activity that are essential to the operation of the physical plant in the B&G budget. The services that are identified as Special Services have either been traditionally funded by departmental budgets at Vassar, where managers are encouraged to make decisions about the need for certain types of expenditures, or involve services that incur a charge in order to provide a financial incentive to avoid the labor and materials charge. The revised policy has been based on a careful review of facilities services at peer colleges and their practices with respect to charges for Special Services.

I. Basic Services – Never a Charge

A. Normal custodial services for Vassar programs, including maintenance, pest control and refuse collection and recycling collection, disposal services.

B. Basic repairs and preventive maintenance to building structures and exteriors including roofs, walls, floors, ceilings, windows, doors, locks and closure devises.

C. Repair and preventive maintenance of electrical-mechanical-plumbing systems, including lighting, heating, ventilation, air conditioning, elevators, life safety, water supply and waste disposal.

D. Grounds maintenance including lawns, walks, drives, parking lots and related outdoor facilities including lawn mowing, snow removal, ice control and removal of trash and debris from the grounds.

E. Basic utilities including lighting, power, heating, air-conditioning when available, water, sewer and solid waste disposal.

F. Installation of new outlets, if necessary, in order to meet fire code, to be scheduled through the Director of Environmental Health and Safety

G. Repair and maintenance of utility distribution-collection systems, storm drains, and street lighting systems.

H. Locksmith services for lockout during normal business hours.

I. Certain types of standard set-up, moving and delivery services

  1. Furniture/equipment set-up for classrooms as part of the regular academic program, such as a podium
  2. Set-ups for small departmental events (such as 2 tables and 20 chairs) requested during normal working hours (Monday – Friday 7:00 AM – 3:30 PM).
  3. Delivery of items from Receiving and Stores during normal working hours (Monday – Friday 7:30 AM – 3:30 PM). Scheduling may be necessary to avoid overtime charges; coordination with Purchasing is a good idea if a large shipment of items is expected.
  4. Limited moving services on campus (i.e. moving a single file cabinet, desk or bookshelf) with at least five (5) working days notice. Note: B&G staff cannot pick-up or transport materials to off-campus locations. If you require this service, contact the Purchasing department for assistance in locating a service provider.

When Moving Charges Are Necessary:

A move involving the contents of an entire office or group of offices requires professional moving services and cannot be undertaken by the limited number of custodians available for moving minor pieces of office equipment. Department and offices with such requirements should contact the Purchasing Department to obtain a quote for the cost of such a move. Moves that are part of a renovation or major capital project should be planned as part of the project, with the cost of the move funded through the capital budget.

II. Cycle Maintenance Program – Centrally Budgeted by B&G

The College has initiated the “Cycle Maintenance Program” to renew or replace interior building finishes depending upon their usage and wear. Included in the program are regular repainting of all interior spaces, on a regular cycle, replacing carpeting and flooring, and replacing light bulbs. Goals and standards were reviewed with the Committee on Priorities and Planning in the Fall of 2004, and the program has received funding of $500,000 in the FY 09/10 B&G operating budget toward a goal of almost $2,000,000 in annual funding necessary for this work. Department and office heads are encouraged to contact the Director of Facility Operations regarding urgent needs for Cycle Maintenance in a particular building.

It should be noted that building renovation projects usually provide additional resources toward the renewal of interior finishes. B&G Services strives to coordinate resources of the Cycle Maintenance Program with other efforts to maintain and enhance the campus.

Priorities for use of the funding are determined based on an assessment of conditions, with priority given to high traffic/heavily worn areas. Cycle Maintenance activities are scheduled to avoid conflicts with programs on campus, as much as possible, with emphasis on Fall Break, Winter Recess, Spring Break, and opportunities in the summer.

III. Services Requiring Funding from Other Sources – Charges Necessary

Certain types of B&G Services will require a charge for very specific reasons, often related to budget constraints, but also related to de-centralized management, incentives for careful use of facilities, and other non-financial reasons. Estimates for requested work by B&G will be provided in advance. Work will not commence until approval from the requesting department is granted.

A. Renovations or other changes to a building structure, windows, doors, or its mechanical or electrical system for a new program objective at the discretion of department or office. Normally such renovation costs associated with program goals are submitted as “Capital Requests” during the fall budget process, reviewed by the senior officer, and prioritized within the resources of the College. B&G does not control independent funding sources for major or minor renovation costs. Departments are expected to consider installation costs when estimating the cost of new equipment to be funded by a grant, gift, endowed fund or operating budget controlled by the department.

B. Keys and Lock Replacement/Installation

Replacement of lost keys and re-keying functionally sound locks, as well as the purchase and installation of new security systems, normally result in a charge to the department. Fixed charges for locksmith services are as follows:

Cut 1-3 of the same key $15.00
Lock change $75.00
Pad Lock installation $40.00

Departments that have a need for special security systems should contact the Purchasing Department.

Note: There is no cost for lockouts that occur during normal business hours.

C. Certain types of installations/repairs/replacement

B&G Services cannot undertake all of the minor carpentry, electrical repair and specialty maintenance work that may be necessary on the campus. The following list identifies work that has been traditionally charged to the department requesting the service.

  1. Installing office desk signs, pictures, projection screens mirrors and tack boards in offices.
  2. Installing window AC units where a unit does not exist.
  3. Designing/ fabricating/installing interior signage. Note: College standards for interior signage have been developed and implemented in renovations and new construction. B&G Services can assist departments that have funds in applying the standards to their space.
  4. Replacing functionally sound glass in doors, windows, or partitions (i.e. changing clear partition glass to frosted glass, etc.)
  5. Installing window treatments other than shades. (Please contact Purchasing to discuss recommended vendors and costs.)
  6. Repairing or maintaining specialized equipment, such as office, laboratory, or kitchen equipment. (Please contact Purchasing about maintenance contracts from firms specializing in the required maintenance or repair work)

D. Major cleaning/trash removal projects

While B&G Services provides for routine cleaning and trash removal, departments and offices occasionally schedule major clean-out of space, and special provisions must be made for the labor and hauling charges associated with these efforts. Even when they take place during the regular work day, it may be necessary to re-schedule staff time, and use overtime in order to meet the requirements of Basic Services.

Examples of such special cleaning services include

Please consult the Manager of Custodial Services to plan for any type of major housecleaning, so we can assist you properly.

E. Special Event Charges

The cost of arranging facilities and services for various types of special events has traditionally been borne by the sponsoring department or office. In some cases, a central budget captures the full cost of recurring campus events, such as Commencement and Reunion. Services for events requiring significant overtime such as banquets, receptions, major lectures, outdoor events, and concerts are provided according to the specifications of the sponsor, which must be provided to Service Response at least ten (10) days in advance of the event.

Only a standard rate for the wages of hourly employees is charged, not the cost of employee benefits or administrative oversight by B&G managers. The charge will include any materials that are needed. Estimates will be provided in advance, based on the specifications of the sponsor.

The hourly rates for 2009/10 are:

Normal business hours set-up, break-down, cleaning $18.00
Overtime set-up/break-down/cleaning $27.00
Electrical services $34.00
Outside set-up services, including banners and signage $30.00

F. Furniture and Equipment Purchase, Repairs or Replacement.

B&G Services no longer attempts to fabricate bookshelves or cabinets on campus; it is more cost effective for the College to purchase stock from outside vendors. However, certain types of minor repairs or refinishing can be undertaken at a cost. Departments are encouraged to obtain estimates from external repair services and compare those to the cost of undertaking the work in-house.

The Purchasing Department works with departments to identify sources for new furniture, bookshelves, cabinetry and equipment. Purchasing can assist with initial estimates, and departments then seek funding through a “Capital Request” in the fall budget process. Purchasing can also recommend local firms that specialize in the repair, refinishing and reupholstering of furniture.

B&G Services can assist a department planning a “Capital Request” in estimating the cost of cabinetry and furniture. (See Capital Projects below)

G. Athletic/Intramural Fields, Boathouse, Vassar Farm

B&G Services schedules staff to meet the routine needs of the intercollegiate and intramural departments, through careful coordination with the Athletic Director and Coaches. Other events that require the use of athletic fields, the boathouse, or the Vassar Farm require special arrangements, usually involving overtime. Please contact the Director of Grounds for information about special charges that may be necessary.

H. Greenhouse Services

Whenever possible, the B&G Greenhouse will supply table flowers and plants for decorative purposes for special events. Notice is required five (5) days in advance of the event. Current charges for Greenhouse services are as follows:

Cut Flowers $ 5.00/vase
Interior Plant Set-up $25.00
Podium Plant Set-up $10.00

I. Student room damages

Students are held accountable under College Regulations and the room contracts administered by Residential Life for damage to the residence halls. The existence of charges for damages to student rooms serves as a partial deterrent. B&G Services responds to service requests completed by the Residential Life staff, and the associated cost of the repair is routinely assigned by Residential Life to the individual(s) responsible.

IV. Major Capital Projects

Buildings and Grounds Services assists the senior officers of the College in planning and carrying out the major renovation, renewal and construction projects approved in the College’s capital budget, currently a three-year capital plan updated annually in the fall. While a major building renovation that closes the building and requires all occupants to relocate clearly requires detailed planning and the identification of resources, other types of campus renovation work is also subject to the capital planning and budgeting process. Buildings and Grounds Services can assist in clarifying the scope of work, identifying building codes and other regulations that may affect the planning, and providing a very preliminary sense of the cost of proposed renovations. Faculty and administrators responsible for campus facilities are encouraged to contact the Executive Director of Buildings and Grounds Services early in the planning process for advice and coordination of effort.

Recommendations for capital projects that should be included in the College’s capital budget will be solicited in the fall budget process, and will be reviewed for urgency both by the Senior Officer responsible for the area and by the Executive Director of Buildings and Grounds Services.

A. Feasibility Studies

The College’s budget includes limited funding for early feasibility studies of proposed renovations. Such work may entail the hiring of an architect or engineer. To obtain funding for a feasibility study, the proposed project must have the preliminary support of the Dean or Vice President responsible for the area and the Vice President for Finance and Administration.

B. Scheduling

The Senior Officers have developed a three-year capital budget for the College that is annually updated in the fall for review and approval by the Board of Trustees at their February meeting. (Projects in the summer time frame must be planned, approved, and sent out to bid by the preceding February.) It is essential to identify renovation projects twelve to eighteen months in advance in order to allow adequate time for planning, budget approval, and contracting. Major projects that involve architectural studies, the closing of a facility, and the relocating of people and programs often require lead time of twenty-four months or longer.

C. Funding

Buildings and Grounds Services assists the senior officers in estimating costs for campus renewal and new construction, and supports the College’s effort to raise capital from donors and through bond offerings. The department has limited funding at its sole discretion. That said, faculty and staff who become aware of issues that threaten the safety of building occupants or the physical integrity of a structure are encouraged to bring the concern immediately to the attention of the Executive Director of Buildings and Grounds Services. Funding can always be found to address safety issues.

D. Project Management

Buildings and Grounds Services provides a project manager for each major renovation or construction project on campus. Project managers normally supervise several projects at once and assume responsibility for planning, relocation of occupants as needed, oversight of contractors, the project budget, and completion of the work to specification. Client departments/programs/offices are encouraged to identify a project coordinator who will work closely with the project manager on a variety of issues throughout the project.