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Important Notification for USC Construction Partners

No construction work is allowed on May 13 or May 14 due to commencement activities. Read more ►

!

Important Notification for USC Construction Partners

No construction work is allowed on May 13 or May 14 due to commencement activities. Read more ►

FAQ

In case of an emergency on USC campus, call:

USC DEPARTMENT OF PUBLIC SAFETY

UPC (213) 740-4321 or HSC (323) 442-1000

In case of an emergency off campus (leased or other locations), call 911

or as otherwise instructed by location management.

An emergency is any situation that requires immediate assistance from the police, fire department or ambulance. Examples include:

  • A fire
  • A crime, especially if in progress
  • A car crash, especially if someone is injured

A medical emergency, such as someone who is unconscious, gasping for air or not breathing, experiencing an allergic reaction, having chest pain, having uncontrollable bleeding, or any other symptoms that require immediate medical attention.

For all facilities-related emergency and urgent requests, contact the FMS Customer Resource Center (CRC) for your appropriate campus:

University Park Campus (UPC) (213) 740-6833
Health Sciences Campus (HSC) (323) 442-8005

Or for all other Service Requests, click here.

If your department currently leases space from a 3rd party landlord and you have service or maintenance issues, contact our leasing managers. We can assist you with resolving a service or maintenance dispute. If it’s an emergency, then contact your landlord’s emergency contact number.

A Work Order is an approved request for services performed by FMS, and all costs (labor, material, invoices, and/or utilities) are charged or linked to a Work Order.

A Standing Work Order is a pre-approved request for services to be performed by FMS, usually for ongoing routine maintenance. Most campus buildings have standing work orders for routine maintenance charges.

A Project Request Number is the number automatically generated by FAMIS 360 upon submission of a request via the “Create Request” function.  The request number will appear upon completion of the process and will also be referenced in a subsequent confirming email notification to the requestor.  Additionally, this request number will be utilized in other university applications such as Workday Financials and e-Builder to describe and track project related transactions.

Any activities outside the scope of routine maintenance are “billable” services and are charged directly to the requesting department through a requisition. Examples of billable services include paint color changes, carpet changes before the life cycle schedule, hanging pictures or boards, securing file cabinets, keyboards, display or cabinet locks, and re-key requests. The CRC can assist you with determining which services are billable and how to partner with your building manager to request billable services.

Public areas maintained by FMS (including restrooms, classrooms, corridors, lobbies, and other areas that are not designated to a specific department) are not directly billed to customers. Routine office maintenance (including custodial services, temperature comfort control, repairing/replacement of lights, ceiling tiles, cove base, switches and outlets) are also not directly billed to customers.

FAMIS is a software program used by FMS to manage its work processes including corrective maintenance, planned maintenance, parts inventory, time, and cost accounting. The system automates the entire maintenance process from work identification to work completion allowing FMS to track and analyze labor, material, and costs, and provide cost accounting to campus clients.

To initiate the search for third party leased space the Department seeking space submits to Real Estate a Space Request Form (SRF). The SRF is used to secure Provost and Finance approval for the lease expenditure. The SRF also provides the basic parameters Real Estate will use to complete the search for space.

Based on the space requirements submitted, a survey of available space will be presented and site tours are coordinated so that the department can view the preferred listings.

Although each situation varies, the site selection and lease negotiation process can typically take 2 to 12 months, while the build-out process (constructing the physical workspace) can take between 2 to 12 weeks depending on the complexity. We recommend that groups begin evaluating present and future space requirements with ample lead time.

During your initial site tour we recommend that the facilities manager and connectivity specialist be present to evaluate each locations characteristics and functionality as it relates to your specific requirements. We find it efficient to involve upper management once the search has been narrowed.

In addition to the basic rent costs, groups should be prepared to assess costs for common area maintenance expenses, utilities, parking, and other services such as connectivity, phones, moving, equipment/furniture purchases, and building freight elevator reservation to name a few.

We believe negotiations are a collaborative effort and it is our mission to work closely and openly with each group to achieve the most advantageous rate. Because of our ongoing relationships with many landlords, Real Estate & Asset Management representatives and associated brokers will act as the prime negotiators in negotiating all lease related items such as rental rates, tenant improvement allowances, parking as well as all other building charges.

For leased properties, the Purchasing department has negotiated best-value contracts that offer USC groups a sufficient discount for selected vendors which can be found on the Purchasing department website. We recommend each group work directly with purchasing to coordinate additional vendors associated with the relocation process.

For USC properties, initiate a request in FAMIS (Project – FMS Estimate as type then Remodels, Moves, Estimate Requests as Sub Type).

Once your lease has been executed and unless otherwise directed, you will be required to submit payment for base rent, operating expenses, security deposits and any additional funds required pursuant to the lease for the fiscal year by internal requisition.

A scanned copy of your internal requisition can be forwarded to Aline Mora Diaz at aline.moradiaz@usc.edu for immediate processing.

Please note that all sundry charges will be billed monthly directly to your department as an individual charge which can be handled under a purchase order.

We request that all groups provide contacts that will be responsible for your site as well as a list of departments and team members that will be housed in the space.