No work will be performed unless a work order request is submitted via e-mail. The request must describe fully the services needed. The services will be assigned in the order it was received. All requests will require a minimum of 48 hours prior notice and set-ups two weeks advance notice. Notice will be based upon the requested time of receipt by the Physical Plant email. Depending on the urgency of the work order or project, the work will be prioritized, scheduled, and addressed respectively.
Request for routine or “non-routine” service maybe submitted by staff member who is aware of the maintenance required. However, the work order request must be approved by the department head. If the request (like a remodeling or renovation project) exceeds $5,000, a top level administrator (Dean, Director, etc.) must approve the request. If you have any questions, comments or concerns regarding work order request to building maintenance, grounds and/or facility services, please contact the Physical Plant staff via e-mail
PhysicalPlantMaintenanceWork@laredo.edu and/or by phone. Please refer to the telephone extensions stated below.
General Instructions
Work order request must be submitted to the Physical Plant department by e-mail at: PhysicalPlantMaintenanceWork@laredo.edu
1. For emergency situations:
During normal business hours, please contact the Physical Plant at extensions:
- Fort McIntosh Campus: 5486/5148
- South Campus: 4246
During evenings, weekends and/or holidays, please contact Campus Police at extensions:
- Fort McIntosh Campus: 5303
- South Campus: 4303
2. Services provided by the Physical Plant department include:
- HVAC/Refrigeration
- Electrical
- Plumbing
- Custodial
- Grounds
- Set-ups
- Motor Pool
- Locksmith
- General Repairs
- Carpentry
- Roofing
- Painting
- Masonry
3. All requests must have the following information before they can be considered:
- Contact person;
- Authorized by;
- Individual requesting services;
- Individual’s telephone extension;
- Location including department number, building name, room number, etc.;
- Priority level: low, medium, high, etc.;
- To help you determine the exact location of the work needed, please down load and print building floor plans which are located in the intranet under Department webpage by clicking on Risk Management; thereafter, click on building information, click either Ft. McIntosh Campus or South Campus then chose the building information, then click on the building floor plans. This will give you the exact location of where you want the work done. If the floor plans do not exist for the desire location, please be as descriptive as possible to ensure the correct area is serviced…
- Please include the general scope, trade or type of repair needed: If possible, be specific when describing the work to be performed. If there are several requests for the same room and/or for different rooms, a separate work order must be filled out. Each problem is considered a separate request unless it is being considered as an overall remodeling project; and,
- If applicable, please include funding source.
4. Work Order Requests for work valued under $5,000.00 will be automatically submitted for performance of work (unless specific instructions to the contrary are provided by the customer at the time of submission).
5. Departments requesting material and/or services from the Physical Plant department must submit their request via e-mail. If the project estimated cost is over $5,000.00 or more, please specify the desire project completion date in your request so that it may be evaluated accordingly. An estimate is required; Physical Plant Services will estimate the work and return the Work Order Request to the customer for the appropriate approval(s), either Dean/Director. Upon authorized approval(s) of work is submitted, and encumbrance will be made against the designated account and the requested project of service will be performed based on the urgency of the work order of project.
6. Once the Physical Plant department receives all relevant information, a work order number will be assigned. After the work order number is assigned, then it will be referenced in all inquiries and/or correspondence(s).
7. When an independent contractor, other than in-house personnel, is used to perform the work, the cost estimate is the contractual price.
