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Physical Plant Services

Phone: 309/298-1834
Fax: 309/298-1844

General Information

The Physical Plant is responsible for maintenance, modification, and new construction for Western Illinois University, WIU Quad Cities Campuses, and other remote WIU facilities. These responsibilities include buildings, grounds, support facilities, and utility infrastructure. Operations and Maintenance units within Physical Plant include Mechanical Maintenance, Building Maintenance, Building Services, Grounds Maintenance, and Heating Plant. Physical Plant Facilities Planning and Construction provides project management for major capital projects as well as planning, design, and construction management for minor projects. Physical Plant administration provides management accounting services, work order control, billing support, warehousing and central receiving, data management, and other customer services.

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Quick Reference for Building Maintenance & Other Physical Plant Services

  • Report all heating, cooling and other building maintenance problems to your designated Building Representative.
  • Report any and all emergencies to the Office of Public Safety at 298-1949.
  • To request Physical Plant Services complete a a hard-copy or utilize the on-line Service Request form (MAXIMO systems only).
  • For General Physical Plant Information utilize on-line services through the official WIU Web Page under Administration or call 298-1834.
  • To request keys to academic buildings, contact the Office of Public Safety.

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Physical Plant Organization

Facilities Operations & Maintenance
Mechanical Maintenance 298-2873 (Heating, cooling, kitchen, laundry, pools)
Building Maintenance 298-2882 (Painting, carpentry, electrical, locks, elevators, roofs)
Building Services 298-2855 (Janitorial, moving, pest control, recycling, fire extinguishers)
Grounds Maintenance298-2881 (Mowing, snow removal, parking and roads, utility excavation, landscaping)
Heating Plant 298-1200 (Plant production, steam and thermal distribution)
Facilities Planning and Construction 298-2876
Project programming, estimates, design, design and project management, coordination with State Capital Development Board on all capital projects, GIS, in-house projects
Physical Plant Administration
Business Operations 298-1834 (Physical Plant management accounting services, Warehousing and Central Receiving, Work Order control)
Campus Customer Liaison Office 298-1834 (For problems associated with any Physical Plant service or campus project.)
Physical Plant Director 298-2822

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Physical Plant Maintenance & Operations Funding

Physical Plant maintenance and operations budgets received by the State provide for basic upkeep and periodic replacement of minor campus assets. Capital Renewal budgets are provided by the State for the replacement of major capital assets such as heating plant equipment, steam and water distribution piping on campus, electrical and fiber-optic distribution infrastructure, roofing, chillers, elevators, etc.

Major capital funding is requested from the State by the University for large-scale building renovations and for new building construction. The University does not receive a fixed major capital budget for each year and may not always receive major capital funding. The backlog of unfunded capital renewal projects is a significant national problem among public universities and is frequently referred to as deferred maintenance. Because of the growing deferred maintenance and deferred capital renewal liability, the following priorities are generally employed as a guideline for expending appropriated capital renewal as well as available maintenance and operational funding received from the State.

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General Maintenance and Capital Renewal Project Priority Guidelines

Priority I Safety & Health Issues
Priority II Environmental and Mandated Code Compliance Issues
Priority III Utility Infrastructure affecting Multiple Building Installations
Priority IV Issues affecting Revenue Loss to the University
Priority V Educational Functions
Priority VI Building Comfort and Energy Management Systems
Priority VII Non-Educational, Issues affecting Appearance of Building and Grounds

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Charge-Back Projects

Work requested and paid for by an academic or other department is known as a "charge-back" project. Charge-back projects are managed by Physical Plant and may be accomplished with in-house Physical Plant personnel or contractors. Many factors, including Physical Plant work schedules, seasonal issues, project scale and cost, special skill requirements, and urgency of need are used by Physical Plant to determine labor strategies for accomplishing requested work. The Physical Plant attempts to execute all projects within desired schedules as cost effectively as possible. All craft and trades labor employed by the University or a contractor must be paid the current prevailing rate. Physical Plant does incorporate an overhead charge on its charge-back work, does not profit from the overhead charge, but uses the funds to equip charge-back personnel with tools, equipment, and vehicle use.

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Procedure for Obtaining Cost Estimates and Initiating Projects

Departments that wish to request charge-back projects should request a cost estimate by completing a Service Request . To initiate a project the department should e-mail its account name and number to the project estimator and the Business Manager of the Physical Plant.

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Estimates and Project Costs

Estimates represent the Physical Plant's best approximation of the total cost to complete a requested project. Estimates are prepared by professional staff who employ recognized industry standards and comparable project cost experiences in their estimates. Because departments pay actual project costs only, Physical Plant will not "negotiate-down" its cost estimates. Renovation involves numerous unknowns. Therefore, estimates include contingencies of up to 20% of the estimated project cost. Owing to the high demand for Plant project services, cost estimates under $5,000 will not include a multiple detailed line item break of specific costs.

Institutional renovation involves rigid safety and environmental code compliance as well as accessibility for the disabled. Accordingly, University projects may cost up to three times that of light commercial or residential construction. Because of age and functional changes, many campus buildings no longer support capacity increases of electrical, plumbing, and HVAC systems necessitated by a project. As Physical Plant does not receive funding to defray these legitimate project costs, they must be borne by the requesting department.

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Project Payment Obligations

Projects constructed during two different fiscal years may be paid with funds from two fiscal years. However, all work accomplished during a specific year must be paid for using funds from that period. To finalize project initiation, the Dean of the requesting department certifies that its department will pay all related project expenses as billed by Physical Plant. Short duration projects will be billed upon completion, while long duration projects will be billed to the departments each month. End-of-fiscal-year bills will occur in the final month of that period for all active projects.

Maintenance Items
  • Air Conditioner Repair
  • Air Handling Unit Repair
  • Ballast Replacement (Lighting)
  • Bells, Class
  • Bulletin Board Repair
  • Cabinet Repair (Minor)
  • Carpet Cleaning
  • Ceiling Tile Repair
  • Ceramic Tile Repair
  • Clock Repair
  • Desk Repair (Minor)
  • Door Closure Repair
  • Door Repair
  • Electrical Circuit Repair
  • Electrical Repairs
  • Elevator Repairs
  • Exit Light Repair
  • Fire Alarm Maintenance/Repair
  • Floor Cleaning/Waxing
  • Floor Tile Replacement/Repair
  • Furniture Cleaning/Repair
  • Glass Replacement
  • Heating Repairs
  • Ice/Snow Removal
  • Key Replacement
  • Kitchen Equipment Maintenance/Repairs
  • Laundry Equipment Maintenance/Repairs
  • Light Bulb Replacement
  • Light Fixture/Switch Repair/Replacement Lighting, Exterior Repair/Replacement
  • Lock Repair
  • Locking/Unlocking Rooms by Permit Only
  • Mirror Repair
  • Moving Furniture/Special Equipment
  • Painting
  • Pavement Repairs
  • Pest Control
  • Plant Care - Lawn
  • Plaster Work
  • Plumbing Repairs - Toilets, Faucets, Showers
  • Restroom Cleaning/Stock Supplies
  • Roof Repair
  • Screen Repair/Replacement
  • Security Alarm Repair/Replacement
  • Set-Ups - Rooms/Outdoors
  • Sidewalk Repair
  • Signage - Small, Non-Electrical Installation
  • Spills, Clean-up
  • Stage Set-ups - Fixed/Portable
  • Swimming Pool - Maintenance
  • Trash Removal
  • UPS Pickups
  • Venetian Blinds - Cleaning/Repair
  • Window - Cleaning/Repair/Replacement
  • Window Screen Repair/Replacement
Services Not Available from Physical Plant
  • Cabinet Refinishing/Painting
  • Cleaning of Personal Items
  • Computer Repair
  • Desk Refinishing/Painting
  • Drapery Cleaning
  • Fish Tank Repair/Maintenance
  • Furniture Assembly
  • Furniture Refinishing/Painting
  • Off-Campus Moving/Hauling
  • Office Equipment Repair
  • Picture Framing
  • Plant Care - Inside Buildings
  • Signage - Painting or Manufacturing
  • Telecommunications Repair/Maintenance
  • Tools, Loaned

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Space Heater Restriction

Space Heater Restriction

Due to fire hazard and inefficient energy use, portable space heaters may not be used in University buildings. Additionally, these devices may not be purchased with University funds.

Acceptable alternatives include heated floor mats and radiating heating panels. Individual circumstances may warrant the consideration of other models. Requests for personal space warming devices must be approved by Physical Plant Mechanical Engineer.

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