OSU GEN: Policy on Fixed Equipment

Purpose

This policy specifically covers fixed equipment. The purpose of the policy is:

1. To define the four components of buildings.
2. To define the three categories of fixed equipment
3. To define the three categories of service provided by Oregon State University Facilities Services for maintenance and repair of fixed equipment;
4. To identify the levels of service that funding allows Facilities Services to provide for each of the three categories of fixed equipment.

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Definitions

Classes of Property
The four property classes associated with buildings are construction, interior construction, building service systems, and fixed equipment.

• Construction. Includes the excavation, foundation, building frame, floor structure, exterior finish, roof structure, roof cover, doors, windows and hardware.
• Interior construction. Includes items such as terrazzo and resilient floor covering, tile wall treatment, bathroom partitions, acoustical and other ceiling treatments, vinyl and other floor coverings, partition walls, and miscellaneous interior finishes and specialties.
• Building service systems. Includes attachments to the building, such as wiring and electrical services and fixtures, central air-conditioning and ventilating system, heating system, plumbing, fire protection system, and environmental monitoring system.
• Fixed equipment. Includes furniture and equipment affixed to the building which serves the function of the institution, e.g., built-in benches, fume hoods, cabinets, counters, tables, lockers, movable partitions, auditorium seating, chalk and tack boards, built-in projection screens, animal runs and cages, cage and bottle washers, distilled water systems, gaseous piping systems, chemical waste disposal systems, conveying equipment, refrigeration machinery and equipment, dietary equipment, dishwashers, dentist chairs and dental treatment units, operating room lights, x-ray support systems and equipment, closed-circuit television system, paging system, cold rooms, and similar fixed furniture and equipment not normally included in the Building Account.

Fixed Equipment Categories
For the purposes of maintenance and repair funding, the following categories apply to fixed equipment.

• A-1. Equipment similar to building system equipment/utilities extended to laboratory benches. Includes sinks; faucets; emergency eyewash/showers; drains, traps, strainer baskets; natural gas valves; distilled water systems; and refrigerated drinking fountains.
• A-2. General room furnishings. Includes water filtration systems, waste disposal systems, chalk/bulletin boards, projector screens, carpets, drapes, blinds and shades, and window screens.
• A-3. Built-in equipment likely to serve a variety of laboratory types. Includes fume hoods, window air-conditioning units, non-window air-conditioning units, environmental rooms, autoclaves/sterilizers, lab benches and cabinets, emergency power generators, cage washers, overhead cranes and hoists.
• Not included in these categories is specialized equipment, such as spectrometers, low temperature freezers, ductless fume hoods, centrifuges, etc. Responsibility for maintenance of specialized equipment remains exclusively with the department.

Categories of Service
The categories of service for fixed equipment are defined as follows:

• Preventive Maintenance. Periodic work that is scheduled by Facilities Services that has been planned to provide adjustment, minor cleaning, and routine inspection of equipment to reduce service interruptions.
• Service Calls. Requests for minor repair service to Facilities Services -- normally one visit, not to exceed two hours, with parts in service vehicle. If the repair is extensive, requires more than one two-hour visit, or parts need to be ordered, a new work order will be issued. If it is a repair item that requires departmental funding, the department will be informed of the problem, the estimated repair cost, and the eventual consequences if the problem is not corrected. If freon is escaping from a piece of departmental equipment, the department will be informed that the law requires us to take the piece of equipment out of service until repairs can be funded by the department.
• Repairs. The replacement of parts that have deteriorated by usage, or that have broken. Requires more than one visit and the ordering of parts. For categories A-2 and A-3, the using department will be notified of the approximate cost for repair and will be asked to authorize and fund the repairs. If freon is escaping from a piece of departmental equipment, the department will be informed that the law requires us to take the piece of equipment out of service until repairs can be funded by the department. General Purpose Classroom repairs (part of category A-2) will be funded by Facilities Services.

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Policies

Building Service Systems
Operation, maintenance, repair, and replacement of building service systems are the responsibility of Facilities Services, and funds to accomplish this responsibility are included in its budget. However, rarely are sufficient funds budgeted to meet the needs for maintenance, repair, and replacement of these systems; therefore, much of the needed work is identified as Deferred Maintenance and Repair.

No other agent is to exercise activities of operation, maintenance, repair, or replacement of building service systems without previous written authorization from the Director of Facilities Services, except in a life-threatening emergency. Authorization normally transfers to the agency the responsibility for funding the activity.

Operating Costs for Fixed Equipment
Operating costs for fixed equipment are normally the responsibility of Facilities Services (limited to usual services such as power and water) at reasonable levels based on prudent operation with energy and resource conservation in mind. Higher levels of service are the responsibility of the using department.

Maintenance, Repair, and Replacement
Limited funding is available to Facilities Services for limited preventive maintenance, service, repair, and replacement of the three categories of fixed equipment defined in this policy. The Fixed Equipment Service Table lists the levels of service to be provided, each service limited by the funds allocated for each fiscal year. Funding is not allocated for self-sustaining departments such as Housing, Memorial Union, Forest Research Lab, and Student Health.

General Purpose Classrooms
Facilities Services is considered the using department for general purpose classrooms throughout the University and is responsible for the maintenance and repair of fixed equipment in those classrooms, as described in the table above.

Safety Requirements
When a department is responsible for the maintenance, repair, or replacement of an item of fixed equipment, the following safety requirements apply. If equipment falls into a state of disrepair or other condition deemed unsafe by the Manager of Environmental Health and Safety, and/or if the equipment fails to meet adopted code requirements such as the Uniform Building Code, National Electrical Code, and National Board of Fire Underwriters, the department, after reasonable notification, must take corrective action. If the department fails to do so, Facilities Services will take whatever corrective action is deemed appropriate, including removal.

When unsafe conditions create an emergency situation, such as immediate fire or life safety risk, corrective action may be taken without notifying the department. The cost will be transferred from the departmental to the Facilities Services account.

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