Eliminating Desk Side Trash Cans in Your Office

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In a LinkedIn Facilities Management Group discussion, we discussed how companies are cleaning up the individual workspace garbage in exchange for centrally located garbage collection areas. Whoa, you might say. You mean the employee would actually have to tend to disposing of their own garbage? It sounds incredulous, but it also sounds smart, and may save money too.

The theme is if your staff can walk to deposit sensitive documents in centrally located bins, walk to a central printer, or get a cup of coffee, they can certainly empty their own trash.

One method described is to implement a “four channel waste disposal system.” Your staff can have a very small can for immediate waste and empty them as part of their regular walk around the office. Your strategy should be based on the size of the office, number of workstations, and staff density.

Central waste stations are placed in traffic areas for ease of access. This utilizes existing staff traffic to dispose waste and allows sorting of waste at the source of its creation.

  • Blue recycling bins hold “clean” paper
  • Yellow bins are used for “mixed recycling”
  • Green bins are for compost
  • Red bins are for regular trash.

A very small can stay at each employees desk and the employee empties their trash at the end of the day. The custodial crew picks up the trash from central areas nightly or depending upon the frequency you have set.

Savings are achieved by less custodial time having to go to each desk to collect the trash; no new liners per bin per desk, saves money on waste hauling fees and the recycling companies may pick up the recycling for free. In some cases they may even offer a rebate which in turn offsets waste hauling fees and janitorial labor.

One facility manager describes the keys to success as:

  • To have enough bins that they are not far to walk similar to a pantry or print station
  • The bins should blend with the overall office design e.g. enclosed in a cabinet
  • Signage is clear for the various types of waste

Removing individual desk bins is one of the easiest wins in terms of reducing your cleaning and waste management costs. As one FM mentions, it can save 10% of the labor required for daily office cleaning.

For new spaces and relocation’s, if the policy is set Day 1, the buy in is almost guaranteed. In an existing space, you may be met initially with “you want me to walk how far for what?”  But if you inform your staff ahead of the change along with educational material describing the reasoning, it should not be difficult to implement.

As mindsets have changed and people have embraced recycling concepts, the question now is often “Why do we not centrally recycle?” If the staff already get up multiple times for coffee, tea, bathroom and cigarettes breaks, taking their trash with them should not be a difficult task to require.

Richard Neuman is an Owner’s Rep and Move Consultant with NY based Relocation Management Solutions, Inc. www.relocationmanagement.com

Power to the People! – errr – Cubicle

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powerDid you know that in NYC and many smaller municipalities like Garden City, LI, power strips are illegal in commercial offices?  You are not permitted to extend the number of receptacles beyond what is hardwired. If you need four outlets in one location, then you must install two duplex or a quad electrical outlet.

Now, walk around your office cubicle areas and take note of how many people abide by the no power strip rule.  Probably nobody. In fact, unless your facility or office manager does a visual inspection and confiscates them, power strips are used in abundance, and you’re the one who probably ordered them for your staff.

I recently performed inventory of a client who will be relocating. Their existing panel system has only two duplex receptacles per cubicle and here’s what I came up with:
(1) PC
(2) Monitors
(1) Printer
(1) Scanner
(1) Pencil Sharpener
(1) Label Maker
(1) Radio
(1) Fan
(1) Cell Phone
(1) Tablet or Laptop

That’s (11) devices for four receptacles. 

So what do you do? Well, it’s a Catch-22. Many cubicle systems may be pre-wired with only two (2) duplex outlets or four (4) receptacles.  The corrective action for existing systems furniture is to add cubicle power harnesses, which may require additional branch circuits to the electrical panels. But rather than pay for the hardware and an electrician, companies find it more cost-effective to take their chances with illegal power strips. They pin their hopes that the building inspector or fire department will neither visit their offices during their ten year lease, or if they do, that the officials will turn a blind eye.

Of course this can be easily rectified during relocation and many question what is considered “standard” these days? Some will advocate for three (3) duplex outlets; other’s will say four (4) duplex receptacles. It really depends on your needs. The key is taking a detailed inventory, consolidating devices like printers and scanners into central locations, and being creative.

It’s no secret that panel system electrical technology lags behind what is available for everything else. For instance, my inquiry about quad receptacles revealed it is not available as common hardware of the four manufacturers my client is considering. Furthermore, an outlet with dual USB charging ports would remove two power supplies which is now common for standard wall outlets.  But the manufacturer’s reps glaze over at the mention of it for panel systems.

Three things we are considering:
♦ Wiring harness with two (2) duplex outlets at baseline and two (2) duplex at beltline for a total of eight (8) receptacles.
♦ 2-port after-market USB charging/single outlet station for the cell phone and tablet. Beware, you’ll likely engage in finger pointing as to who is responsible for installing them, the furniture installer or the IT folks.
♦ Power and USB receptacle’s in the monitor arm (which seems to me to be an extension cord, but shhhhh)

Whatever configuration you choose, make sure your MEP (Mechanical Electrical Plumbing) Engineer is fully cognizant of your plans early because this will impact the electrical design and circuit panels.

Richard Neuman is an Owner’s Rep and Move Consultant with NY based Relocation Management Solutions, Inc. www.relocationmanagement.com

35.5 Post Construction Peeves from Owner’s Reps

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peeveAs project managers, we strive to deliver our client’s commercial interior space free of defects. But trades and vendors still have minor work prior to relocation and don’t often share our vision for perfection.

Jerry Maffia, Senior Project Manager at LPCiminelli in NYC says he sees lots of complaints about some big and some small issues and suggests if there is something specific that he wants a bidder/subcontractor to do (or not do) he writes it into the scope of work. This includes for example, “subcontractor to assure that all doors are closed at the end of the day; clean wire insulation from finished floors, etc.”.  He continues, “Assure that the things that are important to you are called out as a line item in the schedule of values. You now have a vehicle for withholding payment or back charging the offenders.” ail it in, so will the people who you are being paid to oversee.

Brian Bott, Construction Manager from the Hawaiian Islands suggests you perform “Management by Walking Around”. When a topic comes up, you don’t just have to refer to a report, you can refer to “I was there, I saw it myself an hour ago, here’s some pictures.”

Christina Flynn of the Coconino County Facilities Management Department in Flagstaff, AZ says “I instill that carpet, walls, ceiling, elevator and even the rest room facilities will look better than they found them. I put in the contract “site to be left to facility management standards”.

So I’ve asked my colleagues in the LinkedIn “Owner’s Representatives” group to share some of their peeves, along with mine, so you can take note of what to look out for.

Here’s our list of Top Post Construction Peeves

1. Scuffs caused by leaning ladders up against freshly painted walls
2. Moving ceiling tiles with filthy hands that leave marks
3. Sliding ceiling tiles on the grid which causes gouges and scratches on the tile
4. Leaving coffee cups and bags of half eaten food on window sills expecting someone else to clean up after them
5. Electricians and cable pullers who strip wire for systems furniture and wall plates and leave the casings and wire strands all over the new carpet. You just can’t get those strands up.
6. Furniture installers and movers who take furniture off of dollies and use their body against the wall as leverage causing scratches and scuffs

from Wayne Brown, CRE Project Management, Dallas/Fort Worth
7. Carpet installers that scuff the bottom of freshly painted doors and walls during installation, and claim innocence
8. Painters using custom colors that don’t leave the formula behind and/or no touch-up paint left
9. Electricians that leave troffler fixtures dusty or with fingerprints on them
10. LV techs that use desk tops and work stations in lieu of ladders or scaffolds, and disturbed insulation above the tiles
11. Millwork with sawdust in the drawers; pulls or handles poorly fastened/quickly lost.
12. Plumbers that leave sewer P-traps dry before the water is on inside.
13. Landscapers that put topsoil or mulch above weepholes at foundation (not TI, but annoying and problematic!).

from David Harrier, David Harrier – Architect LLC, Dallas/Fort Worth
14. Plumbers that leave the valve and faucets open and the water closets disconnected when they call to have the meter installed and water turned on.  Particle board cabinets can swell 2″ when completely saturated over night, and all due to a main water shut-off valve having been left open.

from Brian Bott, Construction Manager, Hawaiian Islands
15. Clients themselves coming and deciding they want to move walls around, not understanding costs involved to the HVAC zones, sprinkler piping and power/data

from Bob Mitchell, Construction & Development Consultants, LLC, South Boston, VA  
16. Appliances and/or equipment left with the water/power source turned off or disconnects left in the off position
17. Cabinet & drawer keys left inside the drawers/in the doors. Or non labeled and strung on a wire or ring
18. Door hinges being sprung during last minute due to door handles being stuck into the hinge to hold the door open
19. Inadequate mechanical piping labeling
20. HVAC filters not being changed at the end of construction
21. Areas the painter touched up which was not detected until the light hit it different way

from Johnnie C. Morgan, Owner’s Rep with M.A. Center, Hermosa Beach, CA
22. Leaving spaces that seldom get visited, like attics, crawl spaces, mechanical spaces, filthy
23. Not protecting finish surfaces and working over top of them

from Patrick McGarry, Civic Projects Manager at City of Carlsbad, CA
24. Not protecting the data outlets from getting drywall dust in them. When the IT folks go to plug in the phone and computer, the dust impedes a proper connection, making it difficult to understand why the devices do not work. I advise my IT crew to use a can of compressed air and blow out any dust prior to connecting the devices.

from Jerry Maffia, Senior Project Manager at LPCiminelli, New York, NY 
25. Project Managers who do not buy adequate cleaning and protection prior to move-in

from Shawn Tyler, Tycor, Little Rock, AK
26. Air balancing for the HVAC.  Just taking the time (before the end user moves in) to run the system for a couple of days to make sure that every office / break room / file room / etc is equally comfortable. Regarding money savings in design, be careful to understand the comfort that is sacrificed if you decide to save money by not providing returns in each room; especially if it has a door that can be shut.

from Steve Arden, Capital Projects Manager for Mount Vernon Nazarene Univ, Ohio
27.  When contractors prop doors open when the A/C or heating is running and they don’t go back and close them when they are done. The GC does not police this well since the owner usually pays the utility bills.

from David Rigsby, President at Rigsby Project Management, Inc., Roswell, GA
28. Any penetrations in a rated wall that are not sealed properly.

from Roland Wong, Project Manager at Clark Construction, Los Angeles, CA
29. Water infiltration into the building through the cladding/skin
30. Water infiltration through the roofing membrane.
31. Water infiltration through roof mounted HVAC ducts

from Todd Allen, Managing Principal, The ForeSight Partners of Culver City, CA
32. The tenant’s IT pro staring at me on moving day when he/she realized that when the phone company said there were “circuits in the building”, they meant that they’d drop and tag them within the MPOE in the basement, not on the 17th floor.
33. Not getting 100% permit card sign-off because the low voltage vendor didn’t pull a permit or didn’t get ceiling inspection
34. Having the fire marshal stop the final walk-through because the furniture systems are installed but the marshal didn’t grant permission to load the floor with combustible materials
35. Getting money calls for retention payments before I’ve received close-out packages
35.5. Received close-outs from design-build MEP & sprinkler subs with no as-built modifications

Thank you to the members of Owner’s Representatives Group on LinkedIn (moderated by Patrick McGarry Civic Projects Manager at City of Carlsbad, CA) for their contribution to this article.

I’m renovating my office, does the existing bathroom need to be ADA Compliant?

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For offices undergoing construction, the general assumption is that all bathrooms, whether newly constructed or remodeled, public or common, be usable by people with disabilities.

Tenants who are renovating their space often believe that ONLY public use restrooms are required to be ADA accessible while Common use toilets do not.  That assumption is incorrect. ADA rules stipulate each public and common use restrooms shall comply with ADA laws. Public use bathrooms are those that are made available for use by the general public and Common use restrooms are provided for two or more people including offices that do not see the general public.

Other restrooms such as for the sole use by an occupant of a private office shall be made “adaptable”. An adaptable restroom requires clear floor space and minimum door widths.  Other items such as grab bars, accessible faucets and plumbing fixtures can be installed later when needed.

Existing bathrooms are not grandfathered by the ADA.  Even if alterations are not made, an existing public use restroom must provide for accessible features when feasible.

An alteration is defined as:

A change to a building or facility that affects or could affect the usability of the building or facility or portion thereof.  Alterations include, but are not limited to, remodeling, renovation, rehabilitation, reconstruction, historic restoration, resurfacing of circulation paths or vehicular ways, changes or rearrangement of the structural parts or elements, and changes or rearrangement in the plan configuration of walls and full-height partitions.  Normal maintenance, painting or wallpaper, or changes to mechanical and electrical systems are not alterations unless they affect the usability of the building or facility.

In bathroom alterations, an altered fixture must be made accessible. For instance, if you are replacing a faucet, it must be replaced with an accessible faucet. And altering one item does not necessarily require compliance for existing items.

Bathroom Before Compliance

Bathroom Before Compliance

Bathroom After Compliance

Bathroom After Compliance

Even if there are no restroom alterations planned, renovations to the surrounding area served by the restroom may trigger ADA compliance.  This is referred to as an alteration to an area containing a primary function.  Offices and conference rooms are considered primary function areas. Therefore, if they are altered, the restrooms serving that altered area are required to be made accessible.  Hallways, restrooms and break rooms would not be considered primary function areas.

Options for Existing Restrooms and exceptions for achieving compliance include:

  • A single accessible unisex restroom can be provided if it is determined that compliance in the existing restrooms is technically infeasible. The unisex restroom must be provided on the same floor and in the same area as the existing inaccessible restrooms.
  • In a multi-user restroom, smaller accessible toilet stalls may be allowed if it is technically infeasible to provide the standard accessible stall or if a reduction in fixtures (to provide a double-wide stall) is not permitted by the plumbing code.

It is also permitted to use a single unisex accessible restroom when compliance for the existing restrooms is technically infeasible, but it does not allow the use of the alternate accessible toilet stalls. Technically infeasible is defined as something that has little likelihood of being accomplished because existing structural conditions would require removing or altering a load-bearing member that is an essential part of the structural frame; or because other existing physical or site constraints prohibit modification or addition of elements, spaces, or features that are in full and strict compliance with the minimum requirements.

Where multiple single-user restrooms are clustered at a single location, at least 50 percent but not less than one room for each use at each cluster shall be accessible.

For more information see ADA Standards for Accessible Design

Paper towels or hand dryers in your bathrooms?

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Are paper towels less costly to your facility than running and maintaining a hand dryer? It’s a tricky question, especially if you are a tenant verses an owner.

The debate is usually based on carbon footprint and costs, but for infection control (hospital type environment ) hand dryers have a tendency to be less hygienic than paper towels. There have been experiments carried out and under ultra-violet light the spread of germs caused by the air-flow can be quite extensive.

But both methods have their benefits.  Paper towel probably has a greater environmental impact than hand dryers especially when you consider papers towel’s production (water and energy consumption), packaging (energy consumption), transportation (fuel energy consumption) and storage (energy consumption). You should also consider the labor required to replenish the hand towel, removal of the waste from the bathroom, and then the disposal of the waste from site.

With government legislation requiring buildings to be energy rated, especially the new Local Law 87 in NYC which requires energy benchmarking, having hand towels installed means that as a tenant (typically) you won’t pay the electricity costs that would otherwise be passed on if you had hand dryers installed. Increased energy costs will obviously impact on either your tenancy or buildings rating performance.

A LinkedIn contributor conducted a trial and installed dryers vs. paper towel.  While the dryers appeared to be the better solution (Dyson were the preferred choice), they observed a small increase in their energy costs. As they were looking to reduce overall energy consumption (and thus carbon footprint) to improve our energy rating, they are now considering staying with paper towel.

From a hygienic point of view, the paper towels are more effective as the paper is fresh and clean. The dryers recirculate air within the bathroom and are therefore not hygienic.  Airbone fecal matter is recycled through the air intake, filtering through the filament and germinating until someone starts the dryer again where it is transferred onto your hands.

There are products on the market that are extremely cost effective and energy efficient such as the Dyson airblade which studies show will pay for itself within a 26 month period. They are extremely energy efficient and require little maintenance.

Paper towels can contribute to a significant amount of problems from people putting them into toilets and causing blockages needing to be cleared etc, along with this they are also a fairly costly item that are replenished on a highly regular basis.

The environment should dictate the equipment or facility used or be viewed in such a way as to cover all aspects of the situation and requirements.

How do you deal with Graffiti at your facility?

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Graffiti is everywhere; it is unsightly, costly to business and ruins public spaces.  These “taggers” consider themselves graffiti artists and not property defacers. The important thing is to remove any graffiti as soon as it appear, otherwise it becomes an open invitation for others to add to.

What steps you take to maximize protection on the business premises you maintain.

There are actually two issues, that being indoor and outdoor graffiti. For outdoors graffiti, you can use environmentally friendly graffiti removal solutions that are applied over the tag, let it sit and keep it from drying on by reapplying if required (application time is the most important step for good results). You then use high pressure hot water to wash it off.  The hardest removals are porous surfaces which often leave “shadow” effects. The solution dissolves the graffiti and the hot powerful spray gets in at it.

Indoor (primarily bathroom stalls and walls), you’ll want to use less aggressive products trying not to cut into the existing surface paint on walls. Some FM’s report they have had success with surface sealers that repel graffiti, however this makes resurfacing of the area (repainting) difficult. There are other products which is applied on the existing surface that can be peeled off (like a skin) when covered with graffiti.

There are also some very good anti graffiti paints on the market which make it much more easier to remove graffiti.

Here are some product suggestions from FM’s:

Graffiti Armour is a product that provides a clear coat protection to any masonry surface and if anyone tries to graffiti a surface protected by Graffiti Armour it just wipes off with water.
Graffiti Stripper removes graffiti from any unprotected surfaces.
Dymon’s “Scrubs Graffiti Remover” towels

The best approach is probably a combined proactive and reactive approach. Use something like the Graffiti Armor for initial protection and then respond quickly with regards to removal.

Update – November 30, 2012
Mary Arabia-Galgon, Senior Property Manager at Century 21 Advantage-Gold in Philadelphia contributed the following information via the BOMA LinkedIn Discussion Group: “Try as well to contact local graffiti removal community groups. In Philadelphia, we call the Center City District, they come right out and remove graffiti at no charge.

Mary is indeed correct. I did a quick search here in NYC and they have a similar program via the Mayor’s Community Affairs Unit called Graffiti Free NYC. It offers free graffiti removal to properties throughout the five boroughs. The program will only remove graffiti from private property below the second story. Barring special circumstances, this does not include lampposts, sidewalks or signage.

How often should you replace the belts of the roof fans?

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Part of routine maintenance is to replace the belts of your rooftop fans regularly. A basic routine might be simply walking past the equipment on a monthly basis during good weather for a visual and audible inspection that may identify developing problems such as chipped belts or bad bearings. Taking the cover off once a year to inspect the bearings, motor and mounts will provide long life and assure the cover removal will not be a 4 hour job if you need to. Also, removal of the cover properly will help correct it. Don’t forget to re-install it so winds do not blow it off the roof.

There are many factors affecting the belts’ lifetime and a number of factors should be taken into account:

• Climate – hot, cold, humid, damp etc.
• Running time
• What the equipment feeds
• Condition of the pulleys
• Pulley ratio
• Motor and drive type
• Quality and type of belt, pulley, motor
• Cracks in belt

Many times it is better to undertake condition based or business critical maintenance in order to identify the best type of maintenance required. Inspections might be performed at best quarterly and minimally, semi annually. Cracking and glazing would warrant change out, although you should be looking at any causes for failure such as pulley misalignment, bearing problems or over and under tensioning.

The first time you replace the belt, measure the diameter of the adjustable sheave and replace it with a proper sized fixed sheave. Adjustable sheaves are “belt eaters”. You should be able to skip a winter visit when the roofs are dangerous if you check the rest of the year.

If you are breaking belts on a regular basis, when the fan is on a time clock start/stop, then try to step up your belt profile. If you are changing belts twice a year for the sake of it, on a 24/7 fan, its time to get yourself a decent Fitter who can adjust your belt tension, and not give it a walk by test. Stock levels of belts should be inline with the amount you use and if you have a few different types of belts on site, try to standardize your belt sizes so that you don’t need to stock many.

A laser tool can be used to ensure alignment on the semi-annual preventative maintenance and when new belts are installed.

Most drive belts only last about one year. It is, therefore, a good practice to change them annually. If you do not do this, they often end up breaking and creating downtime and a service call. Some exhaust fan belts can break without anyone initially noticing until odor control becomes a problem.

If the belt supports a very critical safety function like a hazardous materials fume hood, you should check it more often to make sure it’s not out of adjustment or any other part of the ventilation system is having problems. And replace the belt at the first sign of wear, or perhaps even yearly even if it looks good just to be safe.

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