MEMORANDUM Tiffany Shireman, Assistant Superintendent

To: All Unit Managers and Secretaries

From: Tiffany Shireman

Date: August 24, 2015

Re: Equipment Service and Repairs To meet your equipment repair needs, the attached breakdown of responsibilities has been established. There are six departments involved; Assistant Superintendent of Education, Purchasing, Technology & Information Services (TIS), Facility Operations, Custodial Services, and Transportation.

Repair accounts are to be used for equipment not covered by manufacturers’ warranties. If the item in need of repair is under warranty, or possibly under warranty, call the responsible in-district department for procedures. Utilizing warranties is required.

Please use the following guidelines when repairing items not under warranty for each department. FUNDING FOR REPAIRS: 1. All repairs are subject to the approval of the above-named departments. 2. Equipment which was not authorized as meeting minimum district standards at the time of

purchase will not be repaired through district accounts. 3. Equipment that is damaged or vandalized is not covered under normal maintenance

agreements. Call Risk Management ext. 36069 before proceeding. 4. It may be necessary for Purchasing to require insurance certificates from repair vendors prior

to the issuance of a repair authorization. PLEASE NOTE: Donated items or low-cost equipment purchased from general marketplace sources will not be repaired with district funds because of safety and cost considerations (e.g. low-cost VCRs, popcorn makers, washers/dryers, pianos, refrigerators, mixers, etc.). These items are a unit repair responsibility.

Unit managers are to use the usual purchasing/quality control procedures to assure continuing equipment maintenance. Please refer to Board Policy KH when considering receiving a donated piece of equipment.

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DEPARTMENTS RESPONSIBLE FOR REPAIRS

# 952, Assistant Superintendent Education, phone ext. 36005 Page 3-4

Audio Visual Equipment for Education (see list on page 3)

Piano Moving – Contact for Moving Company

Laminators (older, not purchased through OfficeMax)

Paper Cutters

Library Security Systems Sewing Machines Microscopes Shop Tools (unattached) Pianos, Musical Instruments Small FACS Electrical

#959, Purchasing Dept., phone ext. 36036 Pages 4-5

POA Sharp Copiers and Printers (Printers not contracted through POA are the department’s responsibility)

Office Equipment

Pagers (not cell phones)

#900, Technology & Information Services, phone ext. 36100 Page 5

Computer Equipment In-building Cable Systems, (TV & networking) Monitors Terminals Projectors, Document Cameras Voice Telephone Systems and Components, Cell

Phones, Nextel Units, (call ext. 36103) Wireless Access Points (Airport) Device Charging Units

#930, Facility Operations, phone ext. 36057 Pages 5

Appliances (non-instructional i.e. staff room refrigerator or dishwasher)

Intercom Systems and Associated Equipment Built-In to the Facility

Alarm Systems, Master Clock Systems, Slave Clocks

Kitchen and Food Service Equipment

Classroom and Office Window Coverings Material Handling Equipment District-Owned Implements and Equipment (Trailers And Mowers)

Non-Instructional Grounds Maintenance Equipment (including approved sports field equipment used by athletic coaches.)

Extinguishing Systems Playground Equipment/Tennis Facilities FACS Equipment (permanently installed) and Stationary Kilns

Public Address Systems and Associated Equipment Built into the Facility

Furniture/Desks and Chairs Scoreboards and Associated Equipment Industrial Arts Equipment Permanently Installed or Stationary, Except specialized Sabin Center clusters such as Graphics, Printing, and Computers (sharpening of saw blades is not included)

Stage and Theatrical Rigging, Draperies, Electrical and Dimmer Panels, and Lighting Instruments

Fire Extinguishers

#920, Custodial Services, phone ext. 36067

Custodial Equipment Maintenance of Classroom Furniture

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#910, Transportation Department, phone ext. 36154 Page 5

All district-owned vehicles at locations other than Transportation (e.g. Facilities Operations, Land Lab and high schools)

Upholstery repairs all district vehicles

Facilities maintains their own vehicles, vehicles at schools, and technology.

#952 Assistant Superintendent Education, phone ext. 36005

Repair Process: 1. Repairs to instructional equipment and instruments up to a maximum of $500 per repair may be

authorized by the unit manager, unless otherwise specified. Managers are charged with exercising prudent judgment in authorizing repairs. The wisdom of repairing a particular item should be based upon both short-term educational requirements and long-term economy of taxpayer funds. When repair requirements approach approximately 1/3 of the replacement value of the item, replacement should be considered. Repairs exceeding $500 must have the prior approval of the Assistant Superintendent of Education.

2. Secure an estimate. Please forward a copy of all quotes/estimates to Shawn Pickle @ #952 or pickles@nclack.k12.or.us. This prepares us for all incoming invoices and gives us a document to match the invoices to.

3. Please contact the Assistant Superintendent’s office, (Shawn Pickle) ext. 36005 for PO #’s.

4. Pianos, sewing machines, and paper cutters are to be repaired by district-authorized vendors. Arrangements to move pianos within a building or to another location will also require district-authorized vendors. Contact Shawn Pickle ext. 36005 for an approved vendor.

5. Replacement equipment is a unit budget item. In cases where the repair will exceed 1/3 of the replacement value of the item, the repair may fund a maximum of 1/3 of the replacement cost of an equal piece of equipment. Replacement will be determined on age, condition, and life span of an item after repair on a case-by-case basis.

Audio Visual Equipment/Old Laminators Repair: http://www.clackesd.k12.or.us/nis/techsvcs.html 503-675-4049

Digital and Film Cameras Stereo Amplifiers/Receivers Video Cameras, *Camcorders TVs VHS/DVD/CD Players and Recorders

Refer to the district open purchase order for repairs during the year. Create a CESD repair ticket online referencing the district A/V repair PO. Contact the Assistant Superintendent’s office for a PO number. Print a copy, attach it to the equipment and send via courier to CESD. Old laminators that were purchased prior to the contract with Office Max may be sent in for repair under this open PO.

When sending equipment to CESD Technical Services for warranty repair, it is important to note on the repair request that it is under warranty. Please enclose a photocopy of the packing slip or invoice issued by the dealer because a receipt is always necessary before warranty work is started. It is the responsibility of the media assistants to verify the status of the warranty prior to sending in a repair request.

Microscopes & Balances: Scientific Instrument Service and Repair, 1-800-649-4377 Service Schedule: Can be balanced every other school year. 2015-16 NUHS, CHS PHS, MS balances OR microscopes, which ever didn’t get completed last year. 2016-17 All Middle Schools & MHS

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Musical Instruments: Randy DeBey 503-235-0809 Pete’s Bass Shop 503-777-7027 Wally’s Music 503-656-5323 Rhythm Traders (drums) 503-288-6950 Inner Sound (keyboards) 503-238-1955

Paper Cutters: Edgemaster Mobile Sharpening, 503-999-3334 Flat rate of $25 for 18” paper cutter and $35 for a 3’ paper cutter. Edgemaster will come to your school and sharpen the paper cutters. You can contact Edgemaster directly at the above listed phone number. Please notify Shawn Pickle ext. 36005, prior to having your paper cutters sharpened. Piano Tuning and Repair: Elementary schools may have one piano tuned per year; middle schools may have two pianos per year; and high schools three pianos per year. Please contact the Assistant Superintendent’s office ext. 36005 for a PO # prior to requesting a repair or tuning.

Artisan Piano Services, 503-723-4565 The cost is $95 per piano for tuning and there is a 25% discount on labor for repairs. Eric Leatha, ericleatha@gmail.com On call basis @ $110 per piano for tuning, $125 per piano for tuning with pitch adjustment and repairs at $70 per hour.

If you have a piano to move please contact the Assistant Superintendent’s office first @ ext 36005. Sewing Machines: Montavilla Sewing and Vacuum, 503-254-7317 At this time Rowe and Rock Creek are the only two schools with sewing curriculum. Their machines can be serviced annually on an on-call basis at $44.95 per machine and $54.95 per serger plus a 30% discount on parts. If repair on any one sewing machine will exceed $50 or total service is more than $500 please call the Assistant Superintendent’s office before proceeding, ext. 36005. Machines are to be serviced on site unless the school agrees that machine must go to the shop. If a machine is under warranty you will need to contact the manufacturer for repair. Contact the Assistant Superintendent’s office @ ext. 36005 for a purchase order number. #959 Purchasing, phone ext. 36036

Sharp Copiers and Printers: Pacific Office Automation (POA), 503-641-2000 Service and Supplies

All Sharp copier/printer users are covered for maintenance, staplers, and toner. To order supplies or service, call the number listed above and give the copier ID number to the appropriate party. The copier ID and service/supply help numbers can be obtained from the POA sticker on the front panel of your copier. Laminators & Binding Machines General Binding, 1-800-790-7787, option 2 or Service Request on line @: https://shop.gbcconnect.com/OA_HTMS/GBC_US_ServiceRequest.jsp

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All units should be advised that each unit is responsible for the maintenance of laminators and book binders. Laminators and laminate film may be purchased from OfficeMax. #900 Technology & Information Services, phone ext. 36100 Repair Process: All computers, monitors, projectors, and document cameras should be sent to Technology Information Services for repair. Please contact TIS @ ext. 36100 for instructions on how to submit a Help Desk ticket online prior to sending equipment to Technology. Printers not under contract with POA will not be repaired through TIS. For phone and radio repairs, call JD Thomas ext. 36103. #930 Facility Operations, phone ext. 36057 Repair Process:

1. Routine repair for all equipment (maintenance and custodial): submit a Facility Operations Work Order Request.

2. Emergency repair for all equipment: if an emergency exists, a repair request should be phoned in to the Facility operations.

• Large required staff room appliances (e.g. refrigerators and dishwashers) will be repaired by Facilities.

• Small staff room appliances – portable/countertop appliances (e.g. microwaves and toasters) and discretionary appliances (e.g. large popcorn makers) will be the responsibility of the unit.

• Concessions stand appliances are the responsibility of the unit or organization operating the appliances.

• Student Store equipment – is this being used as an extension of a business class or to raise money for the student body? The answer will determine if Facility Operations covers the cost or if it is the responsibility of the unit.

• Non-instructional classroom appliances (for personal or convenience) are the responsibility of the individual or unit.

#910 Transportation, phone ext. 36154 Repair Process:

1. Submit a vehicle or equipment Work Order Request providing all information requested. 2. Deliver vehicle equipment to Transportation for the needed repairs. 3. Transportation will contact the unit for pickup after repairs. 4. Call the Transportation Department for emergency repairs or towing needs. 5. Transportation Department will contact the units for all scheduled preventive maintenance or DEQ

testing. 6. Call the Transportation Department for two-way radio maintenance and repair.