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Facilities Management Division Section 910.3
910.3 SUBJECT: MAINTENANCE & CONSTRUCTION
:1 OBJECTIVE:
Provide a uniform procedure to govern service calls, maintenance requests and construction and
renovation projects on all City buildings.
:2 AUTHORITY:
This procedure amended by City Council April 19, 2004, Item A1.
:3 DIRECTION:
Facilities Management Division Manager serves at the pleasure of the Mayor, and receives
direction through the General Administration Department Director.
:4 METHOD OF OPERATION:
A. Facilities Service Requests: maintain, repair or replace building equipment, fixtures or
systems. Service requests are handled through the Division’s Work Management Center
(Service Writer). Requests are entered into the Facilities Management computerized
maintenance management software (CMMS) and a work request is issued. Service calls
will be prioritized by urgency and work requests of the highest priority will be dispatched
to respective service crews for immediate response. Completed service requests will be
returned to Work Management Center for processing.
B. Departmental Requests: Requests for services that require departmental, division or
bureau approval for planned services or repairs to facilities. Departmental requests are
received in writing. A description of intended services and program account are required.
Departmental requests will be provided with a written estimate. Upon approval from
department, division or bureau of the estimate, work will be scheduled. No work will
begin without prior authority from requesting Division. Completed work request will be
returned to Division fiscal office for processing.
C. Planning & Engineering Services: provides facility engineering, alteration and
improvement needs to City buildings. Services include minor renovations, the
renewal/replacement program of facility equipment and systems, facility strategic master
planning and energy saving programs. Facilities Management Division will maintain and
keep all building drawings, operational documents and warranties.
:5 FORMS:
Facility Work Request
:6 COMMITTEE RESPONSIBILITIES:
None.
:7 REFERENCE:
Procedure adopted by City Council August 26, 1985, Item 9 (A-13); amended April 19, 1993;
amended September 11, 2000, Item 7X; amended April 19, 2004, Item A1.
:8 EFFECTIVE DATE:
This procedure effective April 19, 2004.
Policies and Procedures Manual Page 1
General Administration Department
Facilities Management Division Section 910.3
Policies and Procedures Manual Page 2