Mission Statement The Mission of Facilities Management at Bryant University is to effectively and efficiently provide services that support the faculty, staff, and students in pursuit of excellence in their individual and institutional, academic, and community objectives. This service is directed toward maintenance and operation of all facilities on campus.

Contacts Assistant Vice President, Ext. 6082 Director of Capital Projects, Ext. 6977 Senior Project Manager, Ext. 6055 Senior Project Manager, Ext. 6425 Senior Project Manager, Ext. 6050 Assistant Director of Facilities Management, Ext. 6912 Assistant Facilities Engineer – Carpentry, Paint, Locks & Keys, Ext. 6401 Assistant Facilities Engineer – HVAC, Electrical, Plumbing, Ext. 6984 Manager of Grounds Operations, Ext. 6189 Manager of Custodial Operations, Ext. 6562 Shift Supervisor of Custodial Operations, 1st Shift, Ext. 6276 Shift Supervisor of Custodial Operations, 2nd Shift, Ext. 6054 Shift Supervisor of Custodial Operations, 3rd Shift, Ext. 6436 Facilities Operations Manager & CMMS Administrator, Ext. 6052 Assistant Financial Director, Campus Management, Ext. 6302 Office Budget Coordinator, Ext. 6847 Junior Budget Analyst, Ext. 6057 Financial & Project Coordinator, Ext. 6312

Facilities Management Administration and Planning

Maintenance Department

PROCEDURES: HVAC – Responsible for all heating, ventilation, air-conditioning, and refrigeration needs throughout the campus. Maintains all control systems in order to ensure smooth and efficient operations. PLUMBING – Responsible for all related plumbing needs of the University. This includes but is not limited to all bathroom facilities, showers, sinks, toilets, urinals, etc. CARPENTRY – In addition to performing general infrastructure maintenance work to all buildings on campus on a regular basis, the carpentry shop, through the work request system (see Facilities Web site), makes timely repairs to all Resident Halls assuring Bryant University students the opportunity to have a safe and operationally conducive environment for learning. ELECTRICIANS – Responsibilities include but are not limited to maintaining the indoor and outdoor lighting and power requirements throughout the campus including the fire alarms systems. Through the work request system (see Facilities Web site), all electrical problems concerning students, faculty, and staff are attended too in a timely manner. PAINTERS – All interior and refurbishing painting functions are performed on an ongoing basis through the school year. As with all the other trade departments, resident-hall painting rehab is completed during the summer months. In addition, infrastructure painting needs are conducted during the winter break to minimize disruption to Bryant University students, faculty, and staff. LOCKSMITH – The responsibilities of the locksmiths are to provide access through mechanical and electronic means to facilitate optimum use of the University facilities. They are also responsible to address access concerns, while maintaining an appropriate level of security on campus. Key control policy for faculty and staff: All keys must be issued by and returned to the Facilities Management Lock and Key Shop. No deposits will be required. No key will be issued by or turned in to any person or office other than the Facilities Management Lock and Key Shop. No more than one key will be issued for the same area per person. Lost and/or stolen keys must be reported immediately to the Department of Public Safety, Ext. 6001. All keys must be returned to the Facilities Management Lock and Key Shop  before a person leaves the University’s employment. No key will be issued without a properly completed Key Authorization Card. Line of Authority for key authorization: Grand Masters – By authority of the Vice President responsible for the area and the Director of Facilities Management. Masters – By authority of the Director responsible for the area and the Director of Facilities Management. All others – By authority of the Administrator responsible for the area and the Director of Facilities Management. To control continuity and security over the campus key system, the only lock cylinders and keys to be used on any area of Bryant University are those authorized and installed by the Lock and Key Shop. Custodial Department Policy: The Custodial Services Department of Facilities Management provides routine services to all University facilities and infrastructure. Since most classrooms and administrative/faculty and staff offices remain open throughout day and evening hours, much of the routine cleaning of these areas must be undertaken during the overnight hours by the third (night) shift during the hours of (10 p.m. to 6:30 a.m.). In addition, custodians on first (day) shift during the hours of (6 a.m. to 2:30 p.m.) clean and maintain all residence halls, service restrooms and clean other areas that can be done without undue interference to staff. Additional services are also provided to the community through the Receiving Department from 6 a.m. to 4:00 p.m. daily. PROCEDURES: Housekeeping All internal and external offices are vacuumed and trash/recycling removed daily. Restroom, classrooms, and public areas (lobbies, entryways, etc.) are cleaned daily. Residence Hall restrooms, hallways, stairwells, study rooms, and all common areas are cleaned daily. Floor care, such as auto scrubbing, burnishing and/or refinishing, is performed nightly. Window and wall cleaning are performed daily as needed. Carpets are extracted (shampooed) by request (scheduling should be done through online work request at facilities Web site.) Purchase and distribute all sanitary paper products, trash liners, and cleaning supplies to proper locations as needed. Custodial services are provided for University events on an overtime basis as requested. (i.e. Commencement, Parents and Family Weekend, Spring and Fall Open Houses, etc.) Overtime custodial services are provided for weekend trash/recycling removal and emergency situations that may occur on weekends during the overnight hours. Trash and Recycling Removal Trash and recycling are picked up daily outside the residence halls. (See facilities Web site for instructions as to how and where to bring the trash/recycling.) Recycled materials in all other buildings are picked up on a daily basis. Receiving/Delivery of University-related Materials Receive and distribute UPS and Federal Express packages to administrative and faculty offices on a daily basis. Receive the U.S. Mail and deliver to the University Post Office six days a week. Deliver bulk U.S. Mail to the Providence, RI Post Office approximately twice a week. Receive and distribute office paper products and all University brochures as needed. Meeting Rooms and Event Setups Perform athletic, conference, and special event setups on a daily basis as requested. Furniture Relocation Perform office and/or furniture moves as requested. Weather related delays or cancellation information due to a snow emergency may be obtained by calling the Bryant University Information Line at 401-232-6002. Grounds Department The Grounds Department is responsible for the overall appearance and maintenance of the campus roads and grounds encompassing the entire campus. The University comprises 420 acres of land with several miles of roads, and over eight miles of walks. It is the goal of our office to enhance the University experience for students, faculty, and staff by maintaining a clean and safe environment. Specific duties provided in support of the University are as follows: Maintain all horticultural materials such as turf, trees, evergreens, shrubs, vines, ground cover and flowering plants Watering trees, shrubs and flower beds Shrub pruning and tree trimming Collecting and disposal of leaves Maintenance of storm drains Maintenance of fountain and irrigation systems Maintenance of fire hydrants Installation of special event signage Litter and debris control Snow and ice removal The majority of Grounds department services are performed Monday – Friday between the hours of 7 a.m. and 3:30 p.m. Financial Management I. Facilities Management (FM) adheres to the polices written by the Bryant University Accounts Payable and Purchasing Departments. Development of RFP’s – FM will develop all RFPs in accordance with the threshold requirements specified in the Purchasing policies and procedures. In addition, any work that is done on a regularly scheduled basis (i.e, monthly/quarterly service, trash removal/recycling, preventive maintenance procedures), will be awarded to a vendor through the RFP process. II. Tracking Operations and Maintenance Accounts At the beginning of each fiscal year, budgets are loaded into the University’s accounting database (Banner). Operating budgets and expenditures are subsequently tracked trhoughout the year using Banner general ledger reports. III. Tracking Capital Accounts All capital projects are monitored by their respective Project Managers. The Manager of Financial Operations will review each project with the assigned Project Manager on a monthly basis to confirm/create a cash-flow report that is published quarterly. When a project is completed, any remaining funds will revert to the Facilities Contingency Account for proper disbursement. Fixed-asset Management

Condition Assessment Introduction The purpose of this section is to set forth the policies, responsibilities, and procedures for conducting facilities condition assessments at Bryant University. Residence Halls The Facilities Group will conduct condition assessments in conjunction with a designee from Residence Life in selected residences during winter break. The assessment will determine whether additional repair/rehabilitation will be required to bring a unit up to the health/sanitary codes and livability for students. During the assessment, charges for repairs, if any, are determined and the billing is handled through the Residence Life group. Any necessary repairs will initiate the work-order process, and a work ticket is generated for each needed trade. Administrative Areas The Facilities Group conducts periodic checks of areas populated by administrative offices and classrooms. These assessments are conducted during the spring break and summer break timeframes. Any emergency repairs are conducted immediately. Any work requiring a major expenditure is forwarded to the Capital Projects Group to be entered as a candidate for a capital improvement. Building Envelope During the winter months, as a means of preventive maintenance, the Facilities Group conducts periodic inspections of the building envelopes to assess energy efficiency with regard to infiltration/exfiltration. The buildings are assessed via infrared scanner to determine if they are weather tight. Campus Communication The purpose of this section is to set forth the policies, responsibilities and procedures for providing campus communication at Bryant University between the Facilities Group and requesters. The Facilities Management Group will respond to all Electronic work requests via e-mail directly to the requester. One e-mail will notify the requestor of receipt of the work order, and another will notify the requester of the status of the work order. For any requests made by telephone, the only confirmation communicated by the Facilities Management Group will be from the worker making the repairs. Campus Management often conducts projects that adversely affect the flow of community activities. When this situation occurs, it is necessary to notify the community via e-mail of the affected areas and the period that the area will be affected. A global email is sent through the Vice President for Business Affairs, by the Director of Facilities, notifying the community of the start and finish of the work as well as the affected activities/areas. Exterminating Services The Facilities Management Department is solely responsible for administering exterminating services at a periodic rate to all buildings. These services may be performed by inhouse Facilities personnel who possess the proper licenses and training, or by outside contractors. All costs of general exterminating services throughout the facilities will be annually provided for in the Facilities Management budgets. Exterminating services for food service areas and culinary instructional areas will be administered by Facilities Management, but charged to the respective department. Any areas witnessing problems with rodents or insects should contact the Facilities Management Office immediately. Treatment services will be scheduled as soon as possible. Except in extreme situations, treatment will always occur at times when the buildings are least occupied. Occupants’ Responsibilities Although Facilities Management is responsible for the overall Facilities operations, it is the responsibility of each individual to see that fellow employees, students, materials, and equipment are in compliance with University, state, and federal policies and procedures. Department heads are responsible for the overall safety and security of their respective areas.

Campus Refuse Disposal

The Facilities Management Department is solely responsible for the collection and disposal of campus refuse. The Department will make every effort to ensure that disposal and collection of refuse is timely and in full accordance with all state and federal regulations governing this function.

Due to the excessive costs associated with disposal, the Department will make every effort to diminish the trash stream through recycling procedures and conservation.

All costs associated with refuse removal will be annually provided for, annually, in the Facilities Management budgets.

Roof Access

It is the policy of Facilities Management that University building roofs are strictly off-limits for experiments or any other activity other than Facilities Management construction or maintenance. Only authorized personnel are permitted on the roofs. Authorization to access any roof must be obtained from the Director of Facilities Management.

Sign and Poster Placement

Temporary signs, banners, posters or other types of signs advertising University events are permitted with the following restrictions:

1. All student-related signs must be stamped for approval by Student Affairs and indicate “remove by” date. Material not stamped will be removed.
2. Signs may not be attached to the interior or exterior of any building except at designated locations.
3. Exterior signs will not be displayed on campus signage, traffic signals, trees, sign posts or lamp posts. Free standing signs may be placed around the grounds with the prior approval of the Center for Student Involvement of the Director of Facilities Management or his/her designee.
4. Interior signs will be confined to bulletin boards or similar areas identified for said purpose. Adhering signs and other displays to walls, doors, railings, windows, or similar interior structures causes damage and therefore, is prohibited.
5. All displays must be promptly and completely removed by the removal date or completion of the event.

Vehicles on Grounds and Paths

It is the policy of the Facilities Management Department that University and private vehicles are not permitted to be driven on the grounds or pathways without explicit permission from the Director of Facilities Management and/or the Director of the Department of Public Safety.

Uniforms and Equipment

The professionalism exuded by staff on campus may be strengthened not only by working smart, sensibly, and consistently, but also by the conspicuous presence of a uniformed, mobile work force. The University will provide all facilities personnel with uniforms and equipment necessary to project a professional presence on campus.

Emergency Closings

I. Purpose:

If hampering snow conditions, physical plant problems, or a national/state/local emergency develops, it may be necessary to close Bryant University.

In emergencies, employees are designated as:

1. Faculty
2. 12-month employees
3. Essential staff

a. Security staff

b. All grounds maintenance and custodial staff

II. Procedure:

Essential staff employees, as defined, must report to work under all circumstances. There has been no attempt to equate the relative danger in travel conditions for students versus employees. It must be assumed that an employee, whose road/traffic situation prohibits his/her getting to the University, is within reason and right in determining not to endanger life and limb.

Recharge Policy

Residential Recharges

A work request is entered into TMA work order management system (either manually if from a custodian or online if from faculty, staff, or students). Once done, it is designated as a Service Call. The service call is given to the lead trades person.

Should the request involve residence hall, townhouse, or senior apartment repair/damage, the lead trades person returns the Service Call to the Facilities Work Control Coordinator and writes the recharge amount (from his/her copy of the Recharge Rates Chart), along with what was done to remedy the repair/damage. Technician labor costs are included in all recharges, along with the material cost to repair/replace the damaged item.

The Vandalism Report containing date of repair, location of repair, damage description, and recharge amount is saved (in the TMA Database), and a hardcopy is sent via interoffice mail to Residence Life. A sample of this TMA Vandalism Report can be printed two different ways depending on how much information you need to “see” on it.

• Vandalism Detail Report
• Vandalism Report

Overtime

Every effort is made to perform routine predictable services required by the community during normal work hours. Organizations are recharged when it is necessary to have facilities staff or custodial, maintenance, or grounds personnel perform duties outside of their regularly scheduled work hours. As it relates to campus wide events, personnel requests are made through Central Scheduling with details of event time, location, setup, and staffing requirements. Account numbers for recharges are requested at this time.

• On the weekly time sheets, department supervisors flag the employees, hours, and the name of the event that was worked.

• A list is made each week of all overtime hours.

• A worksheet is completed for each organization’s rechargeable hours.

• A recharge form from the Controller’s Office Web site is completed and copies are sent to the organization being charged along with a copy to the Controller’s Office.

Departmental  

Gasoline:

Once the weekly gasoline consumption is calculated and accounted for, we recharge the Director of Athletics, the Assistant Director of Fisher Center Operations, Conferences and Special Events and the Director of the Department of Public Safety for the gasoline used by their vehicles on a monthly basis. A recharge form from the Controller’s Office Web site is completed, and copies are sent to the department being charged, with a copy to the Controller’s Office.

Material for Work Performed:

The Facilities Department is tasked with maintaining all equipment and buildings on the Bryant Campus. Existing equipment is repaired on an as-needed basis. Maintenance and repair are the primary functions of the department. Requests for new installations will be charged to the department requesting a new installation. Examples of requests that fall within this category would be include additional electrical receptacles, or additional office shelving. Individuals who request items outside of those determined to be regular maintenance will have their requests reviewed on a case-by-case basis by the Facilities Department; a cost estimate for labor, material, and delivery time will be provided by the facilities engineer. The specific request should be addressed to the facilities engineer by the department manager, who must also provide a valid Bryant account number for the work. Upon completion of the estimate, the facilities engineer will provide a written estimate for the request. If the estimate is approved by the department manager, a work request will be generated, and the work will be scheduled.

The recharge dollar amount and account number to be billed is supplied on the work request, and then a recharge form from the Controller’s Office Web site is completed and copies are sent to the department being charged, with a copy to the Controller’s Office.

Facilities Management Maintenance Operations and Services

The Facilities Maintenance trades division consists of electricians, carpenters, plumbers, painters, HVAC mechanics, and locksmiths. These groups are responsible for all routine, emergency, and preventive maintenance on the University campus. They are also responsible for all summer resident-hall rehab work that is necessary for the quality of student life on campus.

Work Order Management The purpose of this section is to set forth the policies, responsibilities and procedures for opening, closing, and initiating work orders at Bryant University. This section prescribes the procedures to accomplish these requirements.

I. User-initiated Online Work Orders

• • Users will visit the Facilities Management Web site at and select “Work Order Management.”
  • The browser will load the Facilities Management Web site.
  • The user will be prompted to click another link to get to the service window.
  • In the left-hand window of the iService Desk screen, the user will select “submit a work request.”
  • The user will follow the prompts and arrows to submit an online work request.
  • When completed, the system will generate an email to the user on the status of his/her work order at key periods during the process, should the user submit an e-mail address.
  • Online work orders are to be completed in non-emergency situations only.

Emergency Requests

The following items are considered emergencies and should be immediately called in to the Facilities Management Call Center at Ext. 6052:

• • • Water Faucets, showers, or toilets that are overflowing and will not shut off
    • Electrical outlets that are sparking or have tripped the circuit breaker
    • No heat in a room or office
    • Vandalism relating to locks
    • Lock-outs
    • Lost access cards and/or Fobs
    • Food-service repair emergencies

II. Facilities Management-initiated Work Orders

Facilities management staff will follow the same guidelines set forth in Section I above.

Should a request come from an end user during the start of non-related repairs, the Facilities Staff member will encourage the user to submit a work request utilizing the aforementioned procedures.

Should a request come from an end user during the commencement of a related repair, the Facilities staff member will note the additional work on his/her work ticket and notify his/her supervisor of the action. Under no circumstances will a Facilities Staff member conduct work without proper authorization and recording of that work on a work ticket.

III. Opening and Closing Work Orders

The work request dispatcher will log onto a computer that has the appropriate maintenance management software installed and will follow the directions prescribed in the manual that is located with the Facilities Coordinator.

III. Reporting Work Orders

All reports that are communicated outside of the Facilities Management Department require the approval of the Director of Facilities or his/her designee.

Snow Emergency Plan The Bryant University Emergency Snow Plan has been implemented to provide successful and responsive removal of snow from all campus roads, sidewalks, walkways, buildings, dorms, townhouse entrances, and parking lots. Snow removal is considered emergency work and therefore considerable overtime cost may be required. Careful planning and preparation prior to the snow warning is vital to minimize this cost. Variable conditions encountered, such as rate and accumulation, moisture content, temperature, and time of day, will activate the Emergency Snow Plan. Emergency Snow Plan may be activated by the: Department of Public Safety Assistant Vice President for Campus Management Director of Facilities Manager of Grounds Division Facilities Engineer Assistant Facilities Engineer Guidelines for activating Emergency Snow Plan: Winter Storm Warning forecasting 3” or more Winter Storm Warning for Severe Icing, forecasting freezing rain Winter Storm Warning for Heavy Sleet, forecasting ½” or more Guidelines for Response Activation: Upon Emergency Snow Plan activation approval, the Manager of Grounds will begin to contact all Grounds and Custodial/Trades Snow Removal Teams at least two hours prior to forecast starting time. Parking Ban: Student parking is prohibited in the Faculty, Staff and Commuter parking lots. Fire Lanes need to remain open and accessible at all times. Grounds Workers will keep stockpiled snow away from sightlines at all intersections of the University. Students remaining on campus during winter break are encouraged to park their vehicles in front of the tennis courts during a snow emergency. Emergency External Snow Removal Vendors: External emergency snow vendors will be utilized when snow forecast exceeds 8.” Vendor notification will be handled by the Manager of Grounds. Essential Personnel: All employees holding the Custodial and Tradesmen classifications are considered essential personnel and will be required to report to work during snow emergencies within their normal assigned working hours unless otherwise advised.

Athletic Field Complex Fall Maintenance and Winterization

Procedures

 Baseball and Softball Fields

• Final cut and clean
• Add infield mix and conditioner for stabilization and preparation for early spring practice
• Grade infield utilizing Laser Alignment
• Sod Cut infield lip to level
• Deep tine and aerify turf
• Address pitcher mound and install new rubber
• Address home plate and batters boxes
• Apply dormant fertilizer to all turf
• Install tarp on infield and secure for winter

Sutton Fields

• Final cut and clean
• Apply dormant feed to all turf areas
• Spray application for snow mold

Varsity Practice Field

• Final cut and clean
• Deep tine and aerify
• Apply top dress and over seed
• Apply dormant fertilizer

 Intramural Fields

• Final cut and clean
• Solid tine fields
• Apply top dressing and over seed
• Apply dormant fertilizer

Track Field

• Final cut and clean
• Apply herbicide and dormant fertilizer

Field Hockey Field

• Final cut and clean
• Deep tine turf
• Top dress
• Address goal mounts
• Apply herbicide and dormant fertilizer
• Spray application for snow mold prevention

Stadium Field

• Final cut and clean
• Apply gypsum to fracture soil
• Apply herbicide and dormant fertilizer
• Spray application for snow mold prevention

Irrigation System

• Blow down all lines and secure to prevent freezing

Spring

• Remove all tarps
• Inspect condition of all fields to access winter damage
• Evaluate assessments, and report and program with Denis Brolin, Sports Turf Specialties
• Initiate rolling of all areas
• Initiate de-thatching of all areas
• Initiate cleaning all areas
• Spring fertilization program

Athletic and Outdoor Event Setups

General

Requests for Bryant University-sponsored events must be submitted by the sponsoring group. All requests must include a valid account number. Although there is generally no fee associated with an outdoor event unless labor is requested, the account number will be used should the space be damaged or improperly cleaned after an event. The request must be submitted a minimum of five business days prior to the date of the event. The business day ends at 5 p.m. so requests submitted after 5 p.m. will be received the following business day. Applicants are required to provide as complete a description as possible. If an event is planned that includes amplified sound, a tent, or catering, additional time for processing will be needed.

Athletic Fields

Recreational Fields and Practice Fields are designed to support Intramural and Club Sport activities, who hold first priority for the space. Therefore, fields that appear “available,” may actually be in use for sports programs. Any inquiries for athletic fields must be directed to the Athletic Director’s office to check for availability prior to submitting a request for athletic field usage. Tents are not allowed on any Athletic Fields.

Certificates of Insurance

When an outside vendor comes onto campus, the vendor must provide the University with a certificate of insurance that must be approved by the University’s Director of Risk Management. This certificate must show that the vendor has commercial general liability in the amount of $3 million per occurrence and must name Bryant University as an additional insured. Companies often add language that includes that the addition of Bryant University is for a specific date or the duration of an event.

Food and Alcohol

Alcoholic beverages must be supplied and served by a licensed caterer. The name of the caterer must be entered on the Request for Field Use. The organization may purchase and prepare (grill) food for an event provided that approval is given by the Facilities Management office.

Security

Each event will be reviewed by DPS to determine if security is required. If it is determined that security is necessary, DPS will indicate the number of officers that are required to work the event and what specific duties the officers will perform. The event sponsor must arrange for security at least two weeks in advance of the event.

Tents

Events with tents require a Town of Smithfield tent permit. All fees and arrangements for inspections by the Fire Department must be made in advance of the Request for Field Use. A copy of the tent permit must be sent to the Facilities Management office in order to receive final approval for the event.

Electricity

Facilities Management must have all electrical requirements a minimum of two weeks prior to an event in order to determine the staffing necessary for the event.

Car Washes

Requesters will need to request hoses and valve-control tools for use during a car wash. Use of the equipment is free; however, the account number on the request will be used for replacement of any damaged equipment or items not returned. Specific arrangements for the equipment can be made in advance by contacting Facilities Management at Ext. 6052.

Vehicle Accessibility

All Facilities-owned cars, trucks, vans, buses, and other motor vehicles will be controlled and kept in service by the Facilities Management Department. When available, they may be used by other departments/divisions for University-related purposes on a cost basis and on other terms as may reasonably be established by the Director of Facilities Management.

Grounds Equipment

These vehicles are solely for the use of the Grounds department at Bryant University. Under no circumstances are these vehicles to be rented, loaned, or taken off site without the express permission of the Director of Facilities Management.

Maintenance Vehicles

These vehicles are solely for the use of the Maintenance department at Bryant University. Under no circumstances are these vehicles to be rented, loaned, or taken off site without the express permission of the Director of Facilities Management, Facilities Engineer or Assistant Facilities Engineer.

Forms

Equipment Relocation Request FormVehicle Request Form