Baseline Maintenance vs. Chargeable Services

Routine Maintenance

• Alarm monitoring and alarm response for Facilities owned building and equipment alarms 

Billable to Department

• Alarm monitoring and alarm response for specialized department equipment

Routine Maintenance

• Planned carpet shampoo/cleaning, floor strip and wax done every 24 months  
• Graffiti removal (unless clear student malfeasance)
• Routine* cleaning services performed daily in general use spaces such as lobbies, corridors, restrooms, and other public areas
• Routine* cleaning services in labs, offices, classrooms, and other supported areas
• Spill cleanup in public areas (unless excessive student malfeasance)
• Trash removal – regular trash in standard containers
• Recycling and compost pick-up and removal
• Routine scheduled pest control
• Exterior window washing provided every 5-years, as budget allows

*Routine services include emptying trash, sweeping and/or mopping, and vacuuming included in master contract.

Billable to Department

• Carpet shampoo/cleaning, floor strip and wax in all departmental occupied, non- public spaces in between the 24 month planned cycle.
• Event setups and cleanups
• Specialty high-clean requests
• Non-hazardous spill clean-up in departmental spaces; (Hazardous spills are generally provided for in the Ops budget by EH&S)
• Project clean-up over and above routine cleaning
• Special requests such as walk-off mats and special cleanup above and beyond established routine cleaning
• Trash removal of irregular items or excessive accumulations above and beyond everyday norms
• Interior window washing
• Cleaning due to bodily excretions or clear student malfeasance

Routine Maintenance

• Baseboard repairs
• Ceiling tile replacement and repair due to unsightly damage
• Door repairs
• Drywall and plaster repairs
• Door closers
• Doorstop installation
• Restroom partitions
• Floor tile repair and replacement in public spaces
• Replacement and/or repair of carpets, linoleum, vinyl floors, wooden floors, and other floor surfaces in public spaces
• Furniture repair in public spaces
• Mirror replacements in restrooms and public or residential spaces
• Wooden railings and steps repair and replacement
• Stair tread, guard replacements, safety strips
• Window and glass repairs (not due to clear malfeasance)  

Billable to Department

• Construction, repair, and/or installation of cabinets, bookshelves, and miscellaneous casework
• Shelves, cabinets, bookshelves, file cabinets, or other such furniture or equipment
• Picture framing, picture hanging, white board / chalk board installations or moving
• Furniture setup, installation, or repair
• Hanging of screens or special projection equipment
• Non-residential mirror installation, repair, or moving
• Replacement and/or repair of carpets, linoleum, vinyl floors, wooden floors, and other floor surfaces in departmental (non-public) spaces
• Purchase, installation, maintenance, or repairs of shades, venetian blinds, or draperies in non-residential areas
• Event support and event standby
• Window, door, wall, ceiling, or floor repairs or replacements due to clear student malfeasance

Routine Maintenance

• Utilities (electric, heat, gas) up to the point of the equipment.

Billable to Department

• All work performed on dining equipment including laundry and vending equipment and dedicated systems
• Maintenance or repair of dedicated dining building elements (grease traps, ventilation shafts) connected to departmental equipment and appliances

Routine Maintenance

• Ballast replacement (facility lighting)
• Circuit breaker resets, repair or replacement (if not excessively due to customer equipment overloading circuits or a result of space heaters or portable air conditioners)
• Electrical distribution repair
• Emergency generator and circuit service
• Emergency lighting
• Facility fixture cleaning and relamping
• Building facility lighting control systems
• Handicap door access controls

Billable to Department

• Lighting requests for services above baseline (beyond original building programming)
• Additional outlets and circuit requests
• Cord replacement and/or repair
• Desk lamps and relamping
• Departmental display case lighting installation, repair, and relamping
• Intercom repairs and installation
• Department-owned equipment installation and hook-up
• Temporary power installations
• Specialized lighting requests such as UV lamps, dark room lamps, performance lighting, including special use bulb replacements
• Fume Hood lighting installation, maintenance, and/or repairs
• Maintenance and repair of specialized departmental power conditioners and emergency power systems
• Maintenance and repair of non-dining / non-residential dedicated departmental equipment and appliances
• Event support and event standby
• Circuit breaker reset due to space heaters, portable air conditioning or other department equipment

Routine Maintenance

• All general elevator maintenance and repair

Billable to Department

• Special use lifts within specific departments
• Special requests such as opening cab ceiling to allow transportation of large furniture or equipment

Routine Maintenance

• Fire extinguishers, hoses, cabinets, sprinklers
• Fire alarms / smoke detectors and routine system monitoring covered by Environmental Health and Safety department and programs.

Billable to Department

• Additional protective devices beyond code requirements

Routine Maintenance

• Annual classroom furniture ‘reset’ on the Medford / Somerville campus to ensure furniture is configured for classroom use.

• Annual residential furniture replacement in accordance with Operations Division 10-year replacement cycle as budget permits.

• Ongoing classroom and event furniture resets on Boston campus in accordance with funded limits in C&W contract.

Billable to Department

• Medford / Somerville: ongoing ad hoc furniture re-sets to classroom or other use
• Boston / Grafton: ongoing furniture resets outside of budgeted allowances.
• Non-residential furniture repair and replacement and residential furniture outside the scope of the Ops Division 10-year replacement plan.
• Furniture replacement / repair due to student or staff negligence

Routine Maintenance

• Brick, mortar, cement inspection
• Public space inspection

Billable to Department

• Minor moving services of equipment, furniture, etc.
• Installation and takedown of flags or banners.
• Hanging of holiday decorations and/or lighting, displays, etc.

Routine Maintenance

• General landscape maintenance of all non-dedicated landscape areas
• Hardscape maintenance and trash removal
• Tree trimming, removal, and replacement
• Litter pickup
• Road and walkway maintenance, snow removal and repair on University owned roads, pathways and property.
• Irrigation system installation and repair
• Exterior planter beds and containers not specifically assigned to a department
• Parking lot maintenance and cleanup*

Billable to Department

• Project related landscape needs or repair of damage caused by project work
• Special requests for plantings or color changes
• Special event preparation and cleanup
• Damage and vandalism to existing landscaping and irrigation systems

*DPES responsibility.  

Routine Maintenance

• Repair and replacement of architectural door hardware: standard locksets, key cylinders, closers, door operators, and panic devices located in public spaces.
• Installation and maintenance of Electronic Access Control systems for non-dedicated exterior, interior student residences, and public spaces.*
• Door alarm installation and maintenance In public spaces.*
• Proximity locks in public spaces
• Door maintenance

Billable to Department

• Department level / department funded combination lock / Omni lock installation, maintenance, and repair*
• Deadbolt installation*
• Electronic access control installation,* maintenance, and repair, dedicated to departmental space or program
• Dedicated intrusion/freezer alarm installation,* maintenance, and repairs
• Key fabrication, reissue
• Lock re-keying, installation
• Window, cabinet, file, and desk locks
• Unlocking cabinets, desks, and other case goods
• Lockouts**   
• Repair/replacement of locks on interior office doors
• Security alarm reports

*Locks and security systems installed only after Tufts DPES approval is acquired by customer.

**For security purposes, DPES must verify customer’s right to access an area during regular business hours.

Routine Maintenance

• Pickup and delivery of campus mail from designated mail locations
• Metering of mail and small parcel post packages  

Billable to Department

• Pickup or transport and delivery of parcel post outside of routine delivery schedules or locations
• Bulk item transport  
• Inter library transport

Routine Maintenance

• Building Fans

Billable to Department

• Dedicated fans
• Animal bedding systems
• Dedicated humidifiers
• Fume hood maintenance or repairs

Billable to Department

• Rearranging or transporting furniture or department equipment
• Delivery of items from surplus furniture program

Routine Maintenance

• Routine, touch-up painting in public spaces, based upon a reasonable but not cosmetic standard of care.
• Planned painting in public spaces as per schedule, as budget allows

Billable to Department

• Painting in non-public spaces
• Vinyl and/or wallpaper installation or repair in non-public spaces (unless part of funded capital project or on-cycle facilities budgeted repair plan.)

Routine Maintenance

• Restroom equipment maintenance and repair/replacement
• Drinking fountains in public spaces
• Facility wide systems:  chilled  water, DI water
• Water, gases vacuum, etc.
• Leaks, facility drain stoppages, and flooding

Billable to Department

• Laboratory equipment hook-up, installation, and repairs
• Emergency eyewash/shower installation, maintenance, repair, or cleaning
• Installation, maintenance, or repairs of dedicated laboratory systems: DI Water, waste systems, cooling systems, vacuum systems, gases, etc.
• Clogged sinks, drains, or traps due to department operations or department equipment (such as grease traps).
• Self-contained / specialized department level water filter installation, maintenance and/or repairs

Routine Maintenance

• Building chillers
• Building air conditioning systems

Billable to Department

• Installation, maintenance, or repairs to the following:
• Dedicated air conditioning units, humidifiers and air ventilation equipment exclusively for particular lab or programmatic use
• Portable air conditioning units
• Dedicated fan coil units
• Dedicated chillers
• Refrigerators
• Freezers
• Freezer rental
• Ice machines
• Walk-in boxes (cold and warm)

Routine Maintenance

• Routine recycling material pickup (by custodial staff)
• Bulky waste removal (periodic scheduling)
• Routine computer and office electronics recycling
• Operations supplied bins (trash, recycle, e-waste)

Billable to Department

• Excessive or unusual recycling materials pickup
• Wooden pallets and excessive or non-flattened cardboard or packing materials
• Furniture and special item pickup (outside of scheduled bulky waste pickup)
• Equipment with hazardous materials (such as Freon)

Billable to Department

• Installation or repair to signage / name plates / holders* 

* These services are provided to the campus community on a billable basis, unless specifically done as part of New Construction or a funded remodel project

Routine Maintenance

• Roof maintenance and repairs
• Structural waterproofing
• Building window leaks and caulking
• Gutter and downspout maintenance

Routine Maintenance

• Facilities Owned/Leased Vehicles
• Gasoline used by Facilities Vehicles

Billable to Department

• Maintenance, repair, replacement of non- Facilities Owned/Leased Vehicles
• Gasoline used by non-Facilities vehicles
• Cleaning or detailing of non-Facilities vehicles