A GUIDELINE FOR
BUILDING
REPAIR SERVICES
PHYSICAL PLANT OPERATIONS
A Handbook of Maintenance & Repair Service Information
July, 2014
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TABLE OF CONTENTS
Page #
Table of Contents
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Introduction
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Work Order System Guidelines
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Making a Service Request
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Proactive Maintenance
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Physical Plant Telephone Directory
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District Operations Center
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Skilled Trades & Our Services
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Plant Operations & Our Services
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Please refer to our web site for additional information.
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INTRODUCTION
Physical Plant Operations is a “building repair” service organization. Our
function is to maintain and repair “existing” building structures and systems.
Our service teams focus on proactive services including prevention, prediction
and planning repairs without disrupting your programs.
This document includes answers to frequently asked questions and information
to assist you in resolving building related repairs. Physical Plant Operations
will fund typical facility repairs; however this funding is not allocated for capital
improvement projects or new installations.
Physical Plant Operations typically funds the general repair of “existing”
building structures and systems when budget and schedule permit. Capital
improvement and volunteer projects require prior-approval by the Facilities
Department. Please call 668-0300 for assistance.
Work requests are continuously prioritized to eliminate or minimize risk and
disruption to your educational program. Your Engineer-in-Charge (EIC) can
issue and follow up on the status of any work requests.
Our commitment to quality includes continuous improvement of our services to
you. Please do not hesitate to contact us if you have any questions regarding
your building maintenance.
Grant L. Lindberg
Director, Physical Plant Operations
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SERVICE REQUESTS MADE EASY!
District Call Center (DCC) 668-0322 (668-0DCC); dcc@mpls.k12.mn.us
will respond 24/7 to:
 Facility Emergencies by dispatching appropriate crews
 Assist EIC with instructions on completing an on-line work order
 Assist EIC with trouble-shooting HVAC system issues
 Answer general building repair questions or work order status
School Buildings - Principals and Engineers-in-Charge (EIC):
 For urgent, same day requests contact DCC at 668-0322 (8-0DCC)
 Vandalism & graffiti, contact DCC at 668-0322 (8-0DCC)
 EIC’s must request repairs by using the on-line work order system
 Capital improvements (new installations) require prior approval, call 668-0300
 For new user access to on-line for the work order system contact
dcc@mpls.k12.mn.us
Non-School/Leased Buildings: Designated program person:
 Emergencies: Contact DCC (24/7) at 612-668-0322 (8-0DCC)
 For all repair needs or questions please follow the applicable instructions
 For general facility questions contact Facilities 612-668-0300
Capital Improvement and Volunteer Projects – Refer to Policy 3517
 Any new installation or change which impacts the property or building requires
prior-approval; please call 668-0300 for a review of the proposed project
 Provide written/email request to the Director of Facilities or call 668-0300
 Design, code compliance and/or funding impacts could become complex, please
contact us as soon as your capital improvement project is identified
Pager Repairs or Service
 Contact American Messaging at 1-888-260-3801 for assistance
 If additional assistance is necessary call 668-0300
Computers, Projectors, Cell phone and other related IT equipment
 Refer to MPS Staff web site “MPS eHelp desk”
Trucking Services – To Expedite Prior Approval and Schedule
 Issue on-line work order to expedite “prior approval for schedule”
 Major trucking/moving/storage requests may require “funding”
 Trucking/moving/ storage may require outsourcing; “plan ahead”
 Funding account codes could be required; “plan ahead”
 Packing instructions for program moves are available on web-site
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SERVICE REQUESTS MADE EASY!
Building repair services can be requested on-line 24/7. This work order system
is used for requesting all facility repairs as outlined in this guideline. The
Engineer-in-Charge (EIC) is the primary point-of-contact for all operational and
repair matters. Please inform your EIC of your concern and a work order can
be issued if appropriate.
The EIC can create all work orders on-line. This system is available 24/7 and a
work order number is automatically created for reference. The EIC will have
access to track all requests generated for your building. This system should be
used for all repair requests. Call 668-0300 for all “non-repair” or “new install”
requests.
To access Request line:
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Go to the Minneapolis Public Schools website at www.mpls.k12.mn.us
Click on Departments Go to Facilities
Click on Follow this link to continue
Click on On-line Work Order Request
Click on Request line
Click on Work Request
Type in your user name and password (email the DCC for assistance)
The fields in bold are required fields
In the requested by field you must include a phone number.
Once you have completed the entire information click on the Save button.
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PROACTIVE MAINTENANCE – ENERGY CONSERVATION
Since 2005 we have been focusing on proactive
maintenance strategies which result with reliable and
efficient mechanical systems. Estimates indicate that the
district is now operating 15% more efficiently today than
in 2007. In 2011 MPS received the “customer of the year
award from CenterPoint Energy. Estimates indicate that
MPS is now avoiding over one-million dollars in energy
costs annually due to our maintenance strategies.
Our goal is to provide thorough and timely service of heating ventilation and air
conditioning systems (HVAC) to reduce or eliminate classroom disruption, improve
system operation while reducing energy consumption. Our proactive strategies are
Prevention, Prediction and Renewal.
Preventative Maintenance (PM) is a program which involves
building engineers and trades performing scheduled
inspections and maintenance. All EIC’s change air filters, clean
and service HVAC equipment on a scheduled basis. In
addition, we have specialized Trades also performing PM tasks
while addressing repairs. Our indoor air quality (IAQ) team is
led by Mike Larson of the Sheet Metal Shop. This team is
certified by the Testing, Adjusting and Balancing Bureau
(TABB) to ensure proper ventilation and IAQ. Our Pipe Fitting
Shop is led by Neil Hill. Neil’s team conducts routine service to
all heating and cooling systems. Pipefitters also perform major
repairs while predicting remaining life for capital planning.
Capital Renewal (CR) is a program which gathers asset information from PM crews
and others regarding asset conditions and useful life. We predict equipment
remaining life to improve replacement schedule. This program has allowed us to plan
system repairs or replacements rather than react to emergencies and disruptions.
The successes of these strategies start with our field
crew, a team of over 100 skilled and experienced
employees. All repairs are recorded using a web based
data warehouse. Service history, condition and life-cycle
information are used to plan asset or system
replacement. Facility assessments are continuous to
develop or refine repair projects for each building. We
continuously evaluate information to improve our 10 year
maintenance plan.
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