Manual of Business Procedures - Infrastructure Planning and Facilities, Section 260
I. General
This section describes the wide range of Infrastructure Planning and Facilities (IPF) services and outlines basic business procedures. To address questions not answered below, call IPF at (517) 353-1760 to be directed to the proper department, or view their Contact page.
Administration
IPF Administration oversees Infrastructure Planning and Facilities and its supporting departments, including the implementation of the IPF vision, values and strategy to support the core mission of the university.
Administrative functions include:
- developing short- and long-term strategy,
- measuring and communicating organizational performance, and
- championing quality framework.
Contact
Infrastructure Planning and Facilities Building
1147 Chestnut Road Room 101
East Lansing, MI 48824
Phone: (517) 355-3366
Office hours Monday to Friday: 8 a.m. to 5 p.m.
Building Services - Building Performance Services
Through IPF's core values and strategic objectives, the Building Performance Services team provides an evidence-based approach to measure and direct planning, design, construction and life-cycle decision making for the most efficient building operations on MSU's campus.
Asset Management
The Asset Management Team is composed of preventative maintenance (PM) management and deferred maintenance tracking. Asset Management inputs equipment information into the IPF computerized maintenance management system to electronically connect new and existing equipment to equipment profiles. This information can then be utilized to develop PM and track asset activity across campus. Currently, the process allows for the tracking and scheduling of equipment PM, trouble calls and a comprehensive list of deferred maintenance opportunities.
IPF is working towards a process that will track equipment trouble calls and conditions through the life of an asset. By applying a facility condition needs index (FCNI) to each asset, it will allow for more objective scoring of equipment health and accurate prioritization of funding requests for deferred maintenance. As a result, the annual number of completed PM will be compared with trouble calls and the information merged with the database of deferred maintenance to better inform and direct funding request priorities.
Central Control
Central Control is the hub for monitoring heating, cooling and electrical systems in more than 100 buildings across MSU's campus. Using the Building Automation System, the crew identifies patterns and adjusts how systems run to optimize energy use, including scheduling start and stop times for all connected equipment.
Central control is responsible for addressing:
- Campus-wide HVAC system scheduling
- Reacting to alarms
- Supporting the HVAC shop
- Providing support to new construction/renovations for building upgrades
- Implementing energy conservation measures
Construction Quality Assurance
The Construction Quality Assurance team is composed of an internal New Construction Commissioning team and Skilled Trades Construction Representatives (STCR).
The NC Cx team administers and executes comprehensive NC Cx on MSU design and construction projects through a project-specific approach and commissioning principles. The team administrates and executes comprehensive NC Cx on MSU design and construction projects following industry recognized commissioning protocols prescribed by the American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE), the University of Wisconsin Engineering Professional Development programs, the National Environmental Balancing Bureau (NEBB) and the Associated Air Balance Council (AABC). Many projects are administered and executed internally, utilizing subject matter experts and third-party commissioning agents to address specialty applications and/or surplus workload, as needed. To ensure that all projects are transitioned to MSU in correct, functional working order, larger projects that require Leadership in Energy and Environmental Design (LEED) points receive a comprehensive commissioning process work scope, and smaller projects may receive a focused commissioning or systems verification.
The STCR team is composed of seven subject matter experts who were appointed from their respective trade-specific disciplines to support the design and construction of new facilities and major renovations. Credited with more than 300 construction standards change initiatives over the past 10 years, represented skilled trades include:
- Architectural/structural
- Roofing/masonry
- HVAC
- Plumbing
- Electrical
- Outside utilities/soil erosion
- Life safety systems
The team is continuously engaged in the inspection of assemblies, trade contractor coordination, project support for shut-downs and identification and resolution of project deficiencies.
Existing Building Commissioning (EB Cx)
The IPF EB Cx team conducts comprehensive engineering and operational analysis on the performance of existing building systems, including HVAC, lighting and envelope. This systematic process strives to improve building performance, reduce energy consumption, improve indoor air quality and better understand and meet occupant needs. The team is engaged in three distinct forms of EB Cx:
- Retro-commissioning (R-Cx)
- Re-commissioning (Re-Cx)
- Ongoing commissioning (O-Cx)
Facilities Information Services (FIS)
Facilities Information Services maintains information about the physical infrastructure of MSU. Functional areas include building operational drawings, mapping, document management, utility staking, application development, data analysis and infrastructure data. FIS provides services both internally to the university and to the general public.
Contact
Infrastructure Planning and Facilities Building
1147 Chestnut Road, Room 132
East Lansing, MI 48824
Phone: (517) 432-5110
Facilities Information Services support line
Phone: (517) 353-3434
Office hours Monday to Friday: 8 a.m. - 4:30 p.m.
Building Services - Maintenance Services
Maintenance Services is composed of a crew of highly skilled, skill trades employees to operate and maintain MSU's academic buildings, utility distribution system and perform related services. The Maintenance Services staff maintain departmental facilities and projects through a wide variety of skills and materials, including metal work, electrical, electronics, plumbing, heating, ventilation, air-conditioning, carpentry, roofing, masonry, locksmith, painting, glazing and swimming pool operation.
Maintenance Services is divided into three sections, Electrical Services, Mechanical Services and Structural Services.
Electrical Services
From the time that electricity leaves the T.B. Simon Power Plant until it reaches its point of use destination, Electrical Services is responsible for the power supplied to campus and the associated infrastructure. This includes power supplied to plug outlets, interior and exterior lighting and motor controls.
Additionally, Electrical Services is dedicated to project work and managing major repairs and service requests from campus faculty and staff, power installment or relocation for new department equipment, elevator maintenance, trouble truck operation seven days per week and a safety and security team that maintains the locks and keys, access control and fire alarms.
Electrical Services is composed of a variety of skilled trade experts, including:
- Electrical maintenance
- Low voltage systems
- High voltage utility distribution
- Street lights
- Generators
- Electrical construction
- Elevators
- Safety and security
- Fire alarms
- Fire Suppression
- Locks & Keys
- Access Control
- Security Cameras
Contact: Brian Powe, maintenance services manager, electrical, (517) 353-1760, powebria@msu.edu
Mechanical Services
Mechanical Services provides a safe, healthy, comfortable and useful environment in which teaching, learning and research can advance knowledge and transform lives. The Maintenance Services experts are responsible for maintenance, operations and improvements to the mechanical systems on campus that allow buildings to have water, ventilation, heating and cooling. Additionally, Mechanical Services provides support to repair or install equipment and metal finishes.
Mechanical Services is composed of a variety of skilled trade experts, including:
- HVAC
- Refrigeration
- Plumbing
- Second shift operations
- Metal services
- Mechanical services
- Energy systems mechanical alterations and improvements
Contact: Stacy Nurenberg, maintenance services manager, mechanical, (517) 432-0531, smith273@msu.edu
Structural Services
Structural Services creates a safe and aesthetically pleasing environment for visitors, students and faculty by maintaining the structural features of MSU campus buildings. This includes: building aesthetic features, Alterations and Improvements, windows, roofing and more.
Structural Services is composed of a variety of skilled trade experts, including:
- Alterations and improvements
- Custom cabinetry
- Carpentry
- Paint
- Signs
- Roofing
- Masonry
- Waterproofing
- Glass
Contact: Mark Lutkenhoff, maintenance services manager, structural, (517) 432-0537, lutkenh1@msu.edu
Maintenance Services Contact
Infrastructure Planning and Facilities Building
1147 Chestnut Road Room 132
East Lansing, MI 48824
Phone: (517) 353-1760
Office hours Monday to Friday: 7 a.m. to 4:30 p.m.
Campus Services - Custodial Services
Custodial Services provides cleaning services in MSU's academic, athletics, medical and events buildings, manages and coordinates campus events, performs pest control, replaces light bulbs and tubes, and performs similar building maintenance. Locking and unlocking services are provided for non-automated building entrances.
Contact
Infrastructure Planning and Facilities Building
1147 Chestnut Road Room 39
East Lansing, MI 48824
Phone: (517) 355-8485
Email: ipf.custodial@msu.edu
Office hours Monday to Friday: 8 a.m. to 1 a.m.
Campus Services - Landscape Services
Landscape Services maintains all horticultural material and outdoor litter and debris control. The staff also maintains roads, bridges, walks, ornamental pools and outdoor furniture. The department works at construction sites to install or repair the landscape around those areas. It maintains informational and traffic signs on campus as well as repairing operation and service equipment used in grounds maintenance operations.
The department provides woody plant specimens from its nursery and greenhouse support for plant materials used in Beal Botanical Garden and the planned campus. It also maintains Forest Akers East and West Golf Courses.
When inclement weather strikes, Landscape Services is on the front lines of keeping the campus free of hazardous snow and ice.
The crews include:
- Arborists
- Gardeners
- Golf Crew
- Hard Surface
- Irrigation
- Landscape Supply
- Mechanics
- Nursery
- Site Crew
- Turf Crew
Main office contact
Landscape Services Building
1060 Stadium Road
East Lansing, MI 48824
Phone: (517) 355-7750
Fax: (517) 353-4631
Email: landscapeservices@msu.edu
Office hours Monday to Friday: 7 a.m. to 3 p.m.
External locations
Forest Akers Golf Course
Akers Golf Course - Maintenance Building (West)
3522 E. Mount Hope Road
Lansing, MI 48910
Phone: (517) 355-7436
Fax: (517) 432-8303
Landscape Supply
Landscape Services Beaumont Landscape Supply
4080 Beaumont Road
Lansing, MI 48910
Phone: (517) 884-4880
Fax: (517) 432-1071
Beaumont Nursery
Landscape Services Beaumont Nursery - Headhouse
4120 Beaumont Road
Lansing, MI 48910
Phone: (517) 648-5917
Fax: (517) 432-1071
Communications
The Communications department directs both internal and external communications strategies for the unit, involving the key focus areas of website and intranet development, construction communications and specialized marketing/public relations for unit projects and initiatives.
The department also coordinates unit events, promotions and social media. Its staff works closely with news media, university communicators and other units on campus.
For media inquiries:
Contact
Infrastructure Planning and Facilities Building
1147 Chestnut Road, Room119
East Lansing, MI 48824
Office hours Monday to Friday: 8 a.m. to 5 p.m.
Power and Water
Power and Water operates the power plant, reservoir, and wells which provide steam, electricity, and water to the main campus.
For information on utility capabilities, call Planning, Design and Construction at (517) 355-3372.
To report irregular utility conditions or utility interruptions, call ContactIPF at (517) 353-1760.
Contact
T.B. Simon Power Plant
354 Service Road
East Lansing, MI 48824
Phone: (517) 355-3314
Fax: (517) 432-2368
Office hours Monday to Friday: 7 a.m. to 4 p.m.
Real Estate and Capital Planning
Real Estate and Capital Planning partners with our stakeholders to build and maintain MSU’s world-class East Lansing campus and property holdings throughout Michigan.
To better focus the university’s approach to land acquisition and development, as well as lead a strategic approach toward real estate endeavors, and expansion and development opportunities, IPF formed the Office of Real Estate and Capital Planning, which is made up of these departments:
Planning, Design and Construction
- Provides planning, design, construction inspection and management services for campus infrastructure and facilities. The department includes an interior design team that serves teaching and learning spaces, athletic spaces, offices and public areas on campus. In addition, the staff designs and manages landscaping, roads and sidewalks, and is responsible for the long-term physical development of MSU's campus. It develops, manages and implements the future landscape and land use laid out in the Facilities and Land Use Plan, and supports MSU's Energy Transition Plan by working with decision-makers to focus on energy policies, monitoring and verifying energy consumption and performance on campus and identifying energy-use patterns that lead the campus community to solutions.
Real Estate Operations (formerly Land Management Office)
- Leads real estate and leasing operations, and property management for multiple off-campus locations.
Campus Planning
- Guides campus land use consistent with the University Facilities and Land Use Plan. Oversees the Campus Infrastructure Planning Work Group (CIPWG), a broadly-based committee that provides recommendations to the Executive Vice President for Administration, the Provost and Executive Vice President for Academic Affairs and the Vice President for Strategic Infrastructure Planning and Facilities regarding the compliance of campus-wide and project-specific planning and design efforts with the Facilities and Land Use Plan.
Capital Renewal
- Oversees how IPF identifies and prioritizes infrastructure maintenance projects.
RECP is responsible for the policy and procedures related to Authorities Having Jurisdiction and Construction Inspections. The policy statement and link to the full document can be found here.
Authorities Having Jurisdiction and Construction Inspections
- Policy Statement
- Construction Projects: and certain components or systems therein, shall be designed, constructed, inspected, and approved for use or occupancy by the appropriate responsible party and the Authority Having Jurisdiction (AHJ)
- Procedure
- Responsibility for Implementation
- Michigan State University Infrastructure Planning and Facilities (IPF) Project Managers shall be responsible for the application of this policy. Project designers, whether University employees, consultants, or contractors; shall assist in identifying the appropriate AHJ and shall submit project design information for plan review and subsequent permitting of the work.
- When IPF Planning Design and Construction (PDC) employee teams are working on a project the responsibility for the implementation of this policy shall be specifically and formally assigned to an individual team member to ensure compliance.
- Responsibility for Implementation
The entire document can be found here
Contact
Infrastructure Planning and Facilities Building
1147 Chestnut Road Room 101
East Lansing, MI 48824
Phone: (517) 355-3372
Office hours: Monday to Friday: 8 a.m. to 5 p.m.
Support Services
Support Services supports the unit by managing expense operations, computer applications and systems and human resources. It is comprised of the following teams:
Business Operations
Business Operations serves IPF by handling the payroll and billing for all departments in the unit.
Materials and Logistics
Materials and Logistics procures, stocks and delivers tools, materials and equipment for the direct support of Maintenance Services. The group provides, maintains and equips the service vehicle and bicycle fleet used by Building Services. The Set-Up crew provides moving services and event support for the campus community. The Set-Up crew moves and installs furniture in offices and sets up tables, chairs and other requested event equipment. Services are also available for any other logistical need that is required by campus departments.
Capital Projects Accounting
Capital Projects Accounting manages the accounting requirements for Capital Projects with budgets of $250,000 or more, including construction projects approved by the Board of Trustees. Responsibilities include establishing project Plant Fund accounts, making sure funding is in place, managing project Purchase Orders, including reviewing and processing Change Orders, approving invoice payment requests, reconciling costs in the FAMIS and Unifier systems with the University accounting system, making sure any corrections are entered and closing the Capital Projects upon completion.
Contact
Infrastructure Planning and Facilities Building
1147 Chestnut Road Room 37
East Lansing, MI 48824
Phone: (517) 355-3375
Fax: (517) 353-5001
Office hours Monday to Friday: 7:30 a.m. to noon and 12:30 to 5 p.m.
Sustainability
Established in 1855 as the nation’s pioneer land-grant university and Michigan’s first agricultural college, MSU was called upon to address growing areas of concern in the country: education, agriculture, infrastructure and science. Developing critical solutions like hybrid corn, the process for homogenization of milk and a cancer-saving drug, MSU’s history is rooted in public service and leadership in the areas of natural resources, stewardship and human health.
While the world faces bigger, more complex and increasingly urgent problems, Spartans are at the forefront of discovery, building on the foundation of our core land-grant values. Guided by a powerful vision and mission, Campus Sustainability strives to enable Spartans to conduct this important work on a campus that delivers on efficiency and innovation.
IPF, in partnership with Campus Sustainability, offers support in consulting with various departments on enhancing efficiency, reducing costs, streamlining process and increasing stewardship. Campus Sustainability also serves as a central hub for university sustainability, tracking and connecting the diverse academic and operational advancements, achievements, initiatives and opportunities. Advancing the university’s mission of high performance and stewardship, the department strives to be a comprehensive resource for students, faculty, researchers, staff and community members, connecting ideas to cultivate long-lasting results.
Transportation Services
Transportation Services operates a charter bus service; leases sedans, station wagons, vans and trucks to university departments; and provides a vehicle-repair facility and a fueling station on Service Road for the university fleet.
Transportation Services retains all documents, data, titles and licensing information for Michigan State University’s fleet of vehicles. Campus bus shuttle service and special transportation services are operated by Capital Area Transportation Authority and can be reached at (517) 394-1100. For information about using employee MSU ID cards as bus passes, visit the ID Office website.
Contact
Central Services Building
570 Red Cedar Road Room 134
East Lansing, MI 48824
Phone: (517) 353-5280
Fax: (517) 353-4510
Email: ipf.motorpool@msu.edu
Office hours Monday to Friday: 7 a.m. to 5 p.m.
II. Service descriptions
A. Building Services – Building Performance Services provides new and retro-commissioning services, construction quality assurance, asset management support, capital renewal programming, and oversight of the Central Control system. They direct and support programs for the purpose of building and maintaining high-quality facilities that operate efficiently over the entirety of the building lifecycle.
B. Building Services – Project Services plans and executes small-scale renovation, replacement, and renewal projects across the campus through coordination with campus and contract vendors and service providers. They also provide design and engineering support and emergency response coordination.
C. Building Services - Maintenance Services office operates and maintains building systems, maintains the utility distribution system, and performs related services. A wide variety of skills and materials in metalworking, electrical, electronics, plumbing, heating, ventilation, refrigeration, carpentry, roofing, masonry, locksmith, utility distribution, painting, sign-making, and glazing trades are available for departmental facilities and projects.
D. Campus Services provides cleaning service in academic, athletic and event buildings, locks and unlocks the buildings, manages and coordinates campus events, performs pest control, replaces light bulbs and tubes, and similar minor building maintenance. Contact the head custodian for basic custodial service in a building; otherwise call the office at (517) 353-1760.
E. Planning, Design and Construction performs planning and analysis for MSU IPF, maintains construction standards and master records of buildings and utilities, coordinates and inspects alteration projects, and prepares plans and specifications. The department also reviews plans for consulting architects and engineers on capital construction projects.
F. Landscape Services provides maintenance of the campus park including all horticultural and flowering materials, roads, sidewalks, directional traffic and informational signs and litter and debris control. Woody plant specimens are made available from its nursery for the planned campus. Site construction work and maintenance of service equipment is also provided.
G. Power and Water operates the power plant, reservoir, and wells which provide steam, electricity, and water to the main campus. For information on utility capabilities, call Planning, Design and Construction at (517) 355-3372. To report irregular utility conditions or utility interruptions, call Contact IPF at (517) 353-1760.
H. Transportation Services operates the Campus Charter Bus Service; rents and leases sedans, station wagons, vans and trucks to departments and individuals for university business; operates a fueling and vehicle repair station; and maintains data, titles and licensing for the vehicle fleet. Campus shuttle service and special transportation services are operated by Capital Area Transportation Authority at (517) 394-1100.
III. Requesting services
A. To request routine maintenance services, custodial services or to report problems in academic buildings, complete a service request online or call (517) 353-1760.
B. Work order, project number, and capital project number
Upon approval of the service request, an electronic confirmation is sent to the requesting department. Three key references included on the work order are the:
1. Work order, project number, and capital project number - which appear on all documents from an approved service request to final billing. Reference it when inquiring about a job.
2. Project manager - IPF's primary representative to be contacted regarding the status of a job.
3. The requester - the requesting department's representative regarding all aspects of the job.
C. Open order for trouble calls
An IPF open order request can be established for immediate response by IPF personnel for emergency type IPF services. A separate work order will be issued for each emergency call using information received on the open order request, eliminating the need for a separate service request for each "trouble call.” Contact ipf.customerservice@msu.edu or call (517) 435-3375 to receive more information about this service.
Forms, guidelines and information regarding the procedure to obtain approvals and schedule non-student outdoor events, including 5K runs, events with tents, including tailgate tents, as well as outdoor banners and signs can be found on the IPF website. For additional information call (517) 355-8485. Student events are facilitated through Student Life, (517) 355-8286.
Billing charges for all other departmental services are itemized on the IPF online customer statement (requires login first) and in AIS Docviewer.
F. Customer inquiries
1. To get answers regarding the status of a job, contact the project manager listed on the electronic confirmation or call (517) 353-1760.
2. Send billing inquiries to (ipf.customerservice@msu.edu) or call (517) 432-0250.
G. Extended heating, ventilation and cooling (HVAC) run times
MSU IPF is the unit that implements the requests for extending HVAC operation in buildings on campus. All requests will be logged with the requestor's name, department affiliation/position, phone number, date and time and location of activity, number of people associated with the activity, and the reason/purpose for extension. Under all circumstances, requests should be sent in as a service request. Call (517) 353-1760 in the case of emergencies or if immediate assistance is required. Billing will occur for incurred cost where appropriate.
In keeping with the environmental-stewardship goals, data monitoring the additional run-time requests for Tier III and IV will include the additional energy use including kwh costs to the general fund and CO2 emissions calculations on a semester basis. This information will be shared with the Vice President for Strategic Infrastructure Planning and Facilities and the Provost.
Tier I - Central Control approval:
These requests are single time requests, amounting to four or fewer hours additional run time on a single system. These requests should be submitted by service request.
Additional conditions: Four or more similar requests by the person/department within a six-month period will automatically elevate the request to a Tier II request. Denial of a request, for any reason, may be appealed to a Tier II level.
Tier II - IPF Supervisor approval/appeal:
These requests are temporary in nature, amounting to 16 or fewer total hours of additional run time and include any elevated Tier I requests and appeals. These requests should be submitted by service request.
Additional conditions: Two or more similar requests by the person/department within a six-month period will automatically elevate the request to a Tier III request. Denial of a request, for any reason, may be appealed to a Tier III level.
Tier III - IPF Service Manager approval/appeal:
These are temporary in nature, but may be in effect for extended periods lasting less than 15 weeks and will include any elevated Tier II requests and appeals. These requests require advance notice submitted in writing and need to allow adequate time to process and evaluate. An energy estimate will be performed. Department head or Dean approval is required. Service requests will be directed to the IPF Director of Building Services. The energy estimate will be provided to the requestor.
Additional conditions: Two or more similar requests by the person/department within a 12-month period will automatically elevate the request to a Tier IV request. Denial of a request, for any reason, may be appealed to a Tier IV level.
Tier IV - Vice President for Strategic Infrastructure Planning and Facilities approval/appeal:
These include all permanent changes as well as any elevated Tier III requests and appeals. These requests require advance notice, allow a minimum of two weeks for adequate time to process and evaluate. An energy estimate will be performed. E-mail or letter of approval from the Department head or Dean is required along with the service request. E-mails should be sent to ipf.customerservice@msu.edu. Requesting department may be required to secure additional utility funding. Service requests will be directed to the IPF Director of Building Services with a copy to the Vice President for Strategic Infrastructure Planning and Facilities. The energy request will be provided to the requestor. All tier IV requests shall be reviewed yearly for re-evaluation of conditions by the Vice President for Strategic Infrastructure Planning and Facilities and the Provost.
Final Appeal: Denial of a request, for any reason, may be appealed to the Vice President for Strategic Infrastructure Planning and Facilities and the Provost.