Facilities & Services provide an efficient and effective operation and maintenance service for the University Estate with the resources available for that service. We aim to keep the Estate (Infrastructure, Buildings and their systems) running and fix it when it breaks. A lot of the work we do is preventative where we try and fix things before they break. But things do break and when they do, please contact the Service Centre by email on firstname.lastname@example.org or by telephone on extension 4000 to let us know. Don’t assume someone else will report it.
Reactive Maintenance (Fixing what is broken)
When we receive reports of breakdowns, failures and faults we prioritise these reports and respond appropriately. This reactive maintenance service for University premises is provided on site between 7.30am and 5pm Monday to Thursday and 7.30am and 4pm on Fridays (Excluding University and Public Holidays). An emergency call-in service is available outside of these times. This service is provided by both directly employer labour (DEL) and external contractors. The DEL consists of AEC’s, craft workers and general operatives.
The service can be contacted through the Service Centre by telephone on ext. 4000. Non-urgent requests can be emailed to email@example.com
In the case of an emergency a 24hr call-in service can be contact via Security Services on ext. 1317. Any member of the University community may report a fault by contacting the Service Centre.
Because of budgetary constraints, not all routine tasks will be completed.
Planned Preventative Maintenance (Fixing it before it breaks)
We carry out regular planned preventative maintenance (PPM) on building elements and systems. Planned maintenance works are prioritised as follows:
- Priority 1. Legislative, Health and Safety and/or Insurance requirements.
- Priority 2. Operational need. For example, relamping lecture theatres before they fail to prevent teaching being disrupted.
- Priority 3. Protection of Asset Value. For example, cleaning damaging deposits from stonework to extend its life.
This work is carried out by both directly employer labour (DEL) and external contractors. The service can be contacted through the Service Centre by emailing firstname.lastname@example.org
PPM is carried out on all properties. Details of schedules and implementation will be agreed with the Person In Control/Head of School and the premises liaison person. PPM works are normally carried out during working hours to an agreed schedule. Out of hours working can be arranged for an addition charge.
Estates and Facilities completes 5,000 planned maintenance tasks per year. The service will be reviewed annually by the Person In Control and the Services Engineer. While there are no charges for Priority 1 PPM tasks, there will be charges for out of hours working or additional PPM tasks.
PPM for School equipment such as Laboratory Gases and Fume cupboards/Safety cabinets should be managed by the Estates and Facilities but charged to the School. Schools are to provide Estates and Facilities with details of equipment requiring Planned maintenance.
Estates and Facilities monitors and controls the operation of major plant such as heating, ventilation, hot water and central lighting systems. The operating parameters will be agreed between each Person In Control/Head of School, the Energy liaison person, The Engineering Services Manager and the Services Co-Ordinator.
Plant operation is controlled by Service Co-Ordinator reporting to Estates and Facilities. Contact in the first instance should be made with the Service Centre by emailing email@example.com. While all building users may comment on plant operation and environmental conditions, changes to operating times or settings will only be made with the agreement of the Person In Control/Head of School or the buildings Energy liaison person.
An operating schedule will be agreed with each Person In Control. The plant will operate so that environmental conditions will normally be within the agreed limits. Calls for the service will be responded to within one working day and agreed environmental conditions restored as soon as possible. While there are no charges for the service as agreed, changes to the schedule agreed with the Building/School Energy liaison person will be carried out for a charge.
Minor Improvements (Chargeable Works)
Estates and Facilities can advise on, cost and manage minor improvement works for a School or Department. Minor Improvement works will only proceed when the scope, cost and method of payment have been agreed between the Client’s premises liaison person and the Maintenance Manager. Minor Improvement works will not normally exceed the following values:
- Fixtures, Fittings, Structures………………..€7,500
- Electrical or Mechanical…………………....€20,000
- Finishes (decoration and floor covering)…..€20,000
Improvement works in excess of these limits or requiring planning permission are capital projects.
Requests for Minor Improvements can be made to the Service Centre by emailing firstname.lastname@example.org
Minor Improvements can be requested by a budget holder but must be approved by the Person In Control/Head of School or the unit's premises liaison person. Works cannot begin unless a charge code or official order has been received from the ordering department.
There are no charges for the Maintenance Managers services in bringing the works to approval stage. Units will be charged the full agreed cost of the works together with the cost of any additions, alterations, delays or unforeseen works.
Succesful projects for 2015 can be viewed here.
Estates and Facilities will provide technical advice to Person In Control/Head of School, Building/School premises liaison persons and Chief Technicians. The advisers will be available to answer queries on either Buildings, structure, fabric, fixtures and fittings or Services, electrical or mechanical systems. Building advice is provided by a Maintenance Manager. Services advice is provided by the Services Engineer. Requests for advice can be made through the Service Centre by emailing email@example.com. The service is available during normal office hours.
Advice may be supplied in a number of formats including Verbal, written, sketched, drawn or by reference to information services.
There are no charges for the Maintenance Managers or Services Engineers advice. However, should the services of an external consultant or specialist be required, the Client will be charged the full costs of such services.
Estates and Facilities plans to monitor the condition of the estate at both building and elemental levels. Building Condition assessments are high-level assessments based on the age, life cycle, use and level of investment.
Elemental Condition assessments are based on physical inspection, maintenance history and performance history of the major elements and systems in a building. Building Condition assessments will be carried out by the Estates and Facilities management team headed by the Estates and Facilities. Elemental Condition assessments will be carried out by the Maintenance Managers and the Services Engineer. Condition assessments will be available to Persons In Control, Heads of School, Director of Estates and Facilities, SFC and the HEA.
Building Assessments will be updated every two years and elemental assessments updated every five years. The Estates and Facilities will report annually to SFC on the condition of the Estate.
This service is limited to Building and Elemental condition assessment and excludes assessment of suitability of function, accessibility, energy efficiency or decorative state.
While there are no charges for this service, additional assessments such as suitability of function or accessibility could be carried out for a charge.
Elemental Replacement (Backlog Maintenance)
Estates and Facilities is responsible for identifying, costing and prioritising the replacement of building elements which have failed or have reached the end of their useful life. The Estates and Facilities project manage funded prioritised elemental replacement projects. It should be noted that the level of elemental replacement required far exceeds the available funding.
The elemental replacement programme is managed by the Estates and Facilities reporting to the Director of Buildings. Individual elemental replacement projects are managed by members of the Estates and Facilities management team.
Estates and Facilities will report annually to SFC on the Elemental Replacement Programme. This service is limited to Building Elements and major plant. It excludes infrastructure, equipment, furniture and vehicles.
There is no charge to Schools or Departments for this service. However, if a school or department can contribute to the cost of a project, that project may be accelerated within the programme.
Estates and Facilities facilitates the inspection of buildings, services and specified equipment by the University insurers and their agents. Insurance Inspections are managed by the Services Engineer reporting to the Estates and Facilities. Contact can be made with the Service Centre on ext 4000 in the first instance.
Academic Units may use the service for specific equipment (lifting gear, pressure vessels etc). In facilitating timely inspections and co-ordinating with occupiers we try to minimise disruption. The service is available during normal office hours.
This service is limited to Buildings, building services and specified major plant. It excludes departmental equipment, fumecupboards, furniture and vehicles. There is no charge to Schools/Departments for this service. However, if an academic unit request the Estates and Facilities arrange inspections of their equipment, this will be charged for.
While the transport section is primarily to support other Building Office services, transport of goods for Schools can be arranged at a charge. The service is provided by Estates and Facilities general operatives and contractors managed by the Building Co-Ordinator. Requests can be made to the Service Centre by emailing firstname.lastname@example.org
The following is the minimum notice required by Estates and Facilities:
- Light transport within main campus – 3 working days
- Light transport between University sites – 4 working days
- Light transport to other locations in Dublin – 5 working days
- Heavy transport within main campus – 10 working days
- Heavy transport between University sites – 15 working days
- Heavy transport to other locations in Dublin – 20 working days
- **Heavy transport is a service requiring more than one operative.
The service is available between 08.00 and 15.30 Monday to Thursday and 08.00 to 14.30 on Fridays. The service can be arranged outside of these hours for an additional charge. The service is dependant on the availability of resources. This is not a courier service.
All non-maintenance transport services are chargeable, Schools and Departments are requested to supply a charge code when logging a request for this service.
For any other queries please contact the Service Centre on email@example.com or extension 4000.