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Pima County Community College District Standard Practice Guide

SPG Title: Chargeback Procedures-Administrative Services and Facilities
SPG Number:  SPG-2501/AA
Effective Date: 8/19/94
Approval Date: 8/19/94
Review Date(s):  3/11/97
Revision Date(s): 3/11/97
Sponsoring Unit/Department: AVC Administrative Services and Facilities
Regulation Title & No.:  Operations and Maintenance, RG-2501/A
Board Policy Title & No.: Operations and Maintenance, BP-2501 
Legal Reference:             
Cross Reference:             


I.    Introduction

The Administrative Services and Facilities (AS&F) unit receives an annual operating budget that provides for basic maintenance, operations, and support service costs, including utilities, for all College facilities.  Services requested beyond the normal function and role of the AS&F unit will be provided on a reimbursable basis, chargeable to the requesting department.

II.   Annual Operating Budget Includes:

• Building Maintenance & Repair

• Energy Conservation

• Central Plant Services*

• Procurement/Contract Admin.

• Utilities Distribution

• Mail Svc. (excluding postage)

• Custodial Services

• Shipping/Receiving

• Grounds Maintenance

• Warehousing/Records Retention

• Parking Lots and Roadway Maint.

• PCC Stores, U of A Stores

• Refuse Collection

• OSHA, ADA, EPA Compliance

• Recycling

• Facilities Planning and Space

• Health/Safety/Fire Protection

   Administration

• Lock and Key Service

• Disposition/Sale Surplus Property

• Room Setup Svcs for Meetings

• Automotive Service/Repair

• Public Safety

 

 * Refer to item IV, Central Plant Operating Hours

III.  Services Provided on a Chargeback Basis

  • Overtime effort or extra help for special events beyond normal operating hours.  (Refer to item IV)
  • Operation of Central Plant (heating/cooling) beyond normal operating hours.  (Refer to item IV)
  • Maintenance, repair, or replacement of general classroom, office, and laboratory equipment and furnishings.
  • Maintenance, repair, or replacement of specialized classroom and laboratory equipment or other departmental property.
  • Renovation, alteration, and building improvement projects.
  • Painting, cleaning, or redecorating beyond prescribed maintenance cycles.
  • Lock and key changes.
  • Room set ups for special events.
  • Rental of equipment in support of special events.
  • Maintenance and repair of food service equipment.
  • Installation of special equipment.
  • Transportation and vehicle dispatch services.
  • All facilities planning and design, or other professional services performed by outside consultants, architects, or engineers.  (Project charge)
  • Design and project management services for approved capital improvement projects.  (Project charge)
  • Facilities planning support to auxiliary enterprise operations.
  • Security service for special events.
  • Chemical cleanouts of excess chemicals.
  • Laboratory fees for profiles of unknown hazardous waste.

IV.   Operating Hours

Central Plant Operating Hours

Spring/Fall/Winter          

7:00 a.m. to 10:00 p.m., Monday - Friday
7:00 a.m. to 3:00 p.m., Saturday
(holidays excluded).

Summer (May-Aug)             

7:00 a.m. to 10:00 p.m., Monday - Thurs
(holidays excluded).

AS&F Business Hours

Spring/Fall/Winter           

8:15 a.m. to 4:45 p.m. Monday - Friday
(holidays excluded)

Summer (May-Aug)             

7:00 a.m. to 5:15 p.m. Monday - Wed
7:00 a.m. to 4:45 p.m. Thursday
(holidays excluded)

Overtime services provided beyond normal AS&F business hours are subject to chargeback.

Charges for Plant Operations & Maintenance reimbursable services are normally accumulated and billed through the work order system.  A detailed accounting of costs will be provided for each specific work order.

VI.   Work Pricing

Reimbursable services for labor performed by the AS&F unit will be charged on a flat rate basis.  The total charge will include labor, materials, and equipment used plus fringe benefits and travel.

VII.  Billing

Service provided on a chargeback basis will be billed to the user on a monthly basis or as charges occur.  Statements summarizing monthly charges are prepared and distributed by work order number or by separate invoice for special services; i.e., motor pool, or security service. 

VIII. Labor Rates

Each work center within the AS&F unit establishes a rate schedule for the cost of its services.  Shop labor rates, including central plant services, can be requested by contacting the AS&F business office at 573-2733.  These rates will be published annually and provided to all campus business offices and to the District Central Office.

IX.   HVAC Rates

Tables detailing the cost for operating the HVAC system are available at Administrative Services and Facilities, DCO; Plant Operations and Maintenance, DSSC; President office at each campus; and, the Campus Plant Manager.

Pima Community College
Administrative Services and Facilities
Flat Rate Labor Cost/Hour
FY97/98

TRADE

STRAIGHT TIME COST

OVERTIME COST

Auto Service

13.40

20.10

Campus Police

18.24

27.36

Carpentry

16.70

25.05

Central Plant

15.84

23.76

Custodial

12.49

18.74

Electrical

18.69

28.04

Groundskeeping

11.24

16.86

Locksmith

16.48

24.70

Moving

14.40

21.60

Painting

18.20

27.31

Plumbing

15.40

23.11

Refrigeration

17.52

26.28

Roofing

15.44

23.16

Flat rates include direct salary costs plus fringe benefits and are per hour.