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1. Do I need to submit a work request for minor maintenance tasks?

Yes. All repair tasks for facilities need to be documented as a historical maintenance record for the building. Therefore, all requests for work need submitted through a work request.

2. How do I request the status of a work request?

As a Service Requester the Maintenance Connection program can be utilized to check status of work requests. On the left side of the Service Requester page, select "Service Request Status". All submitted work requests will appear with assigned work request numbers, expected (target) date for completion, and status. If you do not have access to the Maintenance Connection program, you may email Facilities at [email protected] to inquire about status. Please include the work order number, your name and a phone number to be reached by.

Please Note: Do not create a work order for a status update.

3. How do I submit a Work Request?

Each department has an assigned primary and secondary Service Requester that is responsible for submitting all work requests for repair and maintenance. The Service Requester for your department will submit a work order request via Maintenance Connection from their computer and a work request will automatically be generated. If you do not know who your Service Requester is please contact Facilities Management Admin at 866-6234/6235.

4. I’m assigned as a department Service Requester, how do I submit a work request if I don’t have the Maintenance Connection Program “Hard Hat" Icon on my desktop?

Contact Facilities Management Admin at 866-6234/6235 and a work order will be processed through IT to grant you access.

5. What if our department does not have a Maintenance Connection Service Requester?

If your department does not have a Service Requester, please contact Facilities Management Admin at 866-6234/6235 or email Facilities Admin to request access. Please provide the following information: First and last name; your department; direct line and work email.

6. How do I request a Work Request if I work in a courthouse or a leased location?

Submit your work order request by email to Pima County Maintenance.

Specify the type of repair or maintenance work needed and request include the City, Building and Area/ Room, contact name and phone number.

Example: Light bulbs need to be changed in lobby, Building A, Florence Justice Complex. Contact Sandy at extension 1111.

7. When are the pick-up dates for disposal to salvage?

Facilities Management will pick up items for disposal every third Wednesday of the month excluding the summer months of June, July, and August. To set up a date and time, please contact Wendy Jo Martinez at ext. 6829. For more information visit the Finance Intranet page on the PCGov website.

8. How does Facilities Management prioritize work requests?

Priority 1 (High Priority) - Public safety, security, facility and asset damage related emergencies.

Priority 2 (Normal) - Non-emergency work orders (scheduled work orders may be planned multiple days in the future). A majority of work requests are Priority 2 (Normal).

Priority 3 (Low Priority) - All non-maintenance related work orders. Salvage and furniture moves and assembly.

9. How do I request a missing key or repair a broken lock on a piece of office furniture or a filing cabinet?

Contact the furniture manufacturer and request key or a new lock mechanism for the furniture needed. Provide the manufacturer with the number engraved on the lock to the furniture. Manufacturer will send customer replacement key or new lock mechanism - whichever is needed. There may be a cost associated and invoice can be paid by customers purchase card. Once the lock mechanism is received, submit a work request to Facilities to install.

10. We have broken window blinds in our office. How do we get these replaced?

For private offices, the respective department is responsible for purchasing replacement blinds. Facilities Management can take measurements and hang the blinds once ordered. For common/lobby areas, Facilities Management is responsible for ordering and hanging new/replacement blinds.

11. How do I request a salvage pick-up of unwanted/unused items?

Facilities Management will pick up items for disposal the third Wednesday of the month. To set up a date and time contact the Finance Department at x6829 at least two weeks before the salvage pick-up date. For more information visit Salvage Information for Asset Forms and further information.

12. Does Facilities Management provide tables and chairs for department meetings and events?

Facilities Management has a limited number of tables and chairs for use. There are 12 six foot folding tables and 25 folding chairs. Please keep in mind this furniture is in less than perfect condition but will serve its purpose. Request for items are on a first come, first serve basis and is at the discretion of Facilities with regards to availability, transportation and staff. Submit a work request through Maintenance Connection two weeks prior to the date when items are needed. Include pick-up date in request.

13. Our department wants to have furniture/staff/offices moved or relocated. Can Facilities Management assist us with our move?

Submit your move request through Maintenance Connection at least 3 weeks in advance - longer if possible. Your request should include:

• Desired move date
• List of furniture to be moved
• List of room numbers and staff to be moved
• Move to location (room, office, floor, building)
• Move from location (room, office, floor, building)

To prepare for move, please do the following:

• Remove all contents from desks, bookcases, credenzas, file cabinets, etc. scheduled to be moved. All furniture should be empty.
• Facilities does not move personal items; artwork, plants, radio's, etc.
• Put room number or staff name of the new location on the side of the box.
• Boxes should not exceed 50 pounds.
• Place packed boxes on the floor, do not block entrances to office with boxes. Many times furniture is moved first.
• Facilities does not provide boxes.
• Empty wastebaskets and recycle bins (if they are to be moved).
• Lock all drawers and file cabinets. If they cannot be locked, drawers must be taped shut.

Other items to consider:

• Contact IT to disconnect and move all computer, telephone, printers, copiers, etc.
• Contact the vendor for special office or lab equipment to be moved by outside vendor.
• Include in request list any white boards, shelves or other equipment/furniture that is fixed to the building/wall that need removed and reinstalled at new location.