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Home > Property Management > Maintenance & Housekeeping

Maintenance & Housekeeping

Contents
General Information
Responsible Administration
Procurement of Services
Daily Operations Requiring Immediate or Urgent Response
Routine Request
Funding
Footnotes

General Information

The Bureau of General Services/Property Management Division (BGS/PMD) provides general maintenance, repairs and housekeeping services for the state owned BGS/PMD buildings. BGS/PMD does not provide these services for leased space or state-owned property within leased space.

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Responsible Administration

All Housekeeping services are under the control of the Building Maintenance Supervisor. All other services are under the control of the Superintendent of Buildings and the Assistant Superintendent of Buildings. It is important to read and understand all notes to these procedures.

Specific Services Provided, (May be in-house or contracted):

A. Housekeeping

  1. Cleaning
  2. Collection and Removal of Trash and Recyclable Office Paper
  3. Light Bulb/Tube Replacement
  4. Floor Care and Carpet Cleaning

B. Maintenance

  1. Plumbing
  2. Heating and Air Conditioning (HVAC)
  3. Electrical
  4. Painting
  5. Carpentry
  6. Locksmith
  7. Interior/Exterior Signage
  8. Grounds Care
  9. Window Maintenance
  10. Coordination for Installation of Carpets
  11. Snow Removal Operations
  12. Building Control Automation Systems (BCC)

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Procurement of Services

NOTE: It is imperative that all users and agencies correctly prioritize their needs before deciding on how to procure services. Emergencies, immediate, and urgent needs must be truly separated from a routine request or need. Abusive usage of the Building Control Center operation is not acceptable. ALL calls and written requests must include:

  1. Name of Requestor
  2. Telephone Number of Requestor or Contact Person
  3. Building
  4. Room Number or Location
  5. Nature of Request
  6. Do Not Hang Up until a B.C.C. technician advises he/she has all the information that they need.

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Daily Operations Requiring Immediate or Urgent Response

(Extension 287-4153/287-4154) B.C.C.

1. HVAC Problems

2. Plumbing Problems

3. Electrical Problems

4. Immediate Housekeeping Needs

5. Elevator Problems

6. Broken Windows

7. Urgent Safety Problems

8. Any Other Building Related Problems Requiring Immediate Attention.

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Routine Request

1. Minor Problems: Very minor routine problems may be called in to the BGS/PMD Building Control Center at 287-4154/287-4153, or E-Mail . Some examples of minor problems are light fixtures not working, doors sticking, spills on floors, etc.

2. All other request should be in writing or E-Mailed and need not be typed. This will insure the problem is addressed in a timely manner. Once a request is received it will be reviewed and assigned to the proper BGS/PMD section for resolution. If the problem requires clarification or additional coordination, you will be contacted. Major or high cost projects may require the use of BGS Form 21 in accordance with statute and policy. You will be advised if this is required.

Written requests should be addressed to:

a. Housekeeping Needs: Sandra Weeks , Building Maintenance Supervisor

b. All Other Needs: Director of Property Management

If you have any questions concerning the BGS/PMD operations, call 287-4151 for clarification.

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Funding

BGS/PMD budgets for general and specific repairs, operations, and maintenance of all buildings, but does not budget for unscheduled renovations, non-programmed space changes, aesthetic carpet changes and similar items. When making such requests you may need to identify funding sources depending on nature, size and scope of the project. Some buildings, such as the Department of Transportation, Public Safety, and Labor buildings, which have dedicated funds, work in conjunction with the Bureau of General Services to budget for repairs, operations, maintenance, and special projects.

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Footnotes

1: Prior to ordering or when planning to install or move air conditioners, copiers, computers, coffee pots, refrigerators and other high energy using electrical equipment, BGS/PMD needs to be consulted and involved to insure power requirements are met.

2: The BGS/PMD HVAC staff does not service window air conditioners. These must be serviced by an appliance repair service at the owner's expense. BGS/PMD staff will, however, provide a review and make recommendations concerning these units to assist in decision making.

3: Requests for carpet installations and repairs require coordination with all of the following, although initial contact with the Superintendent of Buildings' office shall suffice to initiate the process:

a. Director of Property Management

b. Building Maintenance Supervisor

c. Bureau of Purchases

4: The Building Control Automation System (B.C.C.) Is the central control for many of the HVAC and security systems of the complexes' buildings and is staffed 24 hours daily. It is also in radio contact with all of the BGS/PMD services and Capitol Security. It is, essentially, the BGS/PMD nerve center for emergencies and many daily operations. Calls to, and use of, the BCC is detailed under the "Procurement Services" section of this procedure document.

 

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