This guide to services provides information regarding Public Utilities Commission (PUC) services versus fee for service, clarifies what services VU Maintenance and Operations provides; and outlines how to access them. The services are divided into eight different categories.
Also included in this guide are other services that VUMO provides on a fee for services basis. Although intended to be thorough and all-inclusive, not all services can be provided in a brief format.
Each year, VUMO receives funding to provide custodial services, maintenance and operational services for campus buildings and grounds. These services are referred to as "PUC funded" throughout this document.
Services from schools or departments that are not considered standard building system maintenance are not PUC funded and are billed directly to the department include:
- facilities renewal projects
- any system or building repairs over $20,000
- requests made outside the schedule for routine maintenance
- minor and major renovations
- all special events (setup and cleanup, for example)
- insurance claims related to the building
Building Systems Control (BSC)
BSC is Vanderbilt University's main control center for monitoring fire alarms, security alarms and building control systems. BSC operates 24/7, and serves as the first line of communication with customers for after hours, weekends and holidays service requests for campus buildings, grounds and utilities.
Service Request
All Vanderbilt University department should use the ReADY application to contact VUMO. Schools and departments can request work through ReADY in one of the following ways by visiting ready.app.vanderbilt.edu and log in using their Vanderbilt email address.
For emergency building services, please contact Building Systems Control (BSC) at 615-322-2621.
How a Work Request is Processed
Many buildings and departments have facility officers, coordinators or contact persons who work with VUMO regularly and know the service procedures well. Please coordinate requests with the facility representative in your building to eliminate duplication and facilitate service delivery.
The procedure for requesting work is as follows.
A. When possible, contact the facility coordinator in your building to inform them of the work request.
B. The facility coordinator will submit the request using the ReADY application.
C. If the request is for a service, the requesting department must provide a Chart of Account (COA) string or POET to which the work will be charged.
D. A work order is then created and automatically forwarded to appropriate VUMO service unit. In addition through AiM (VUMO work management system) an email will be sent to the requester notifying them that a work order has been created. The system also generates status email when each phases of the work order is completed.
E. The service unit will contact the requesting department, if necessary, and set a schedule to perform the work.
F. If the work order is considered an emergency (flooding, gas leak, power outage, etc.) the appropriate service staff member(s) will be dispatched immediately to resolve the emergency.
Services Categories
The eight service categories are defined as follows:
- Building Envelope - Maintenance and minor repair to the outer shell of the building including the foundation, roofs, exterior walls, doors, windows and substructures.
- Building Interior Service Systems - Maintenance and minor repair to eating, ventilation, and cool, plumbing systems, electrical service, lighting, fire suppression systems and energy management systems.
- Interior Structures - Maintenance and minor repair to ceilings, floor coverings, interior walls, stairs, handrails, doors and door hardware.
- Custodial - Cleaning of building common and private spaces to include furnishings, artwork and floor coverings.
- Grounds - Cleaning, maintenance and repair of exterior and interior grounds including landscape, hardscape, irrigation systems and seasonal weather events.
- Waste Management and Recycling - Collection and disposal of solid waste and recyclable material.
- Integrated Pest Management (IPM) - Managing/controlling pests through an effective and environmentally sensitive approach that relies on a combination of common-sense practices and current comprehensive information on the lifecycles of pests and their interaction with the environment.
- Utilities