Administrative Oversight: Property Management Unit FAQ

The following are Frequently Asked Questions regarding Property Management Unit (PMU).

Lease Agreement / Utilities

  • What do we do if we need a copy of our lease agreement?
    Contact your PMU representative.
  • What do we do if we don’t understand our lease agreement?
    Contact your PMU representative.
  • What do we do if we have problems with utility bills, i.e. cut off notice or receive a bill?
    Check your lease. If the owner is responsible, contact your PMU Representative. If DHS is responsible, contact Finance/Claims Unit.

Work Stations / Office Building

  • What do we do if we want more space?
    Obtain written approval from your Division Director then contact your PMU Representative.
  • What do we do if we want work stations?
    Obtain written approval from your Division Director then contact your PMU Representative.
  • What do we do if we want our office painted or carpeted?
    Contact your PMU Representative for evaluation and planning.
  • What do we do if we have problems with the building, i.e. plumbing, heat and air, locks, doors, lights, etc.?
    If your building is maintained by FMU, send a request to the FMU mailbox at FMUBldgMaintenance@okdhs.org.
    Refer to the FMU Maintenance Request Handout.
    If your building is leased from a provide owner or if the County maintains it, contact the owner or the County representative to have the repairs made. Please copy your PMU Representative on all correspondence. If you do not receive a prompt response or if the problem persists, contact your PMU Representative for assistance.

Furniture / Computers / Phones / Files

  • What do we do if we want NEW furniture or computer equipment?
    Contact your Division Leadership.
  • What do we do if we want to eliminate or obtain surplus furniture?
    Contact Renea Al-Batati. If you need assistance, contact your PMU Representative.
  • What do we do if we have problems with lateral files?
    Contact your PMU representative.
  • What do we do if we have problems with workstations, keyboards, trays, and task lights?
    Send a request to the FMU mailbox at FMUBldgMaintenance@okdhs.org
    Refer to the FMU Maintenance Request Handout
  • What do we do if we have problems with telephones?
    Contact the OMES service desk.
  • What do we do if we have problems with computers?
    Contact the OMES service desk.
  • What do we do if we have problems with our Multifunction Devices (printers/copiers)?
    Take a picture of the tag where the serial number and IP address are located and contact the OMES service desk.

Appliances

  • Can we buy appliances, i.e. refrigerator, dishwater, ice machine, garbage disposal?
    None of these items may be purchased with State funds. If “outside” funds are secured to purchase these items, contact your PMU Representative before obtaining any of these appliances. PMU will work with you
  • What do we do if we need existing appliances repaired?
    Contact your PMU Representative.

Janitorial / Lawn Care / Pest Control

  • What do we do if we have janitorial problems?
    Talk with the vendor to attempt to resolve the problems. If problem persists; check your lease. If private owner provides janitorial services, contact your PMU Representative. If you have a DHS janitorial contract, contact Contracts/Purchasing Unit.
  • What do we do if we have problems with lawn care?
    Talk with the vendor to attempt to resolve the problem. If problem persists; check your lease. . If private owner provides janitorial services, contact your PMU Representative. If you have a DHS janitorial contract, contact Contracts/Purchasing Unit.
  • What do we do if we have problems with pest control?
    Check your lease. If the owner is responsible, contact your building owner. If your building is owned by DHS or if your owner is not responsible, contact Contracts/Purchasing Unit for direction in obtaining a contract for pest control.

Fire Alarm / Fire Extinguisher

  • What do we do if we have a smoke detection/fire alarm system that must be monitored?
    If you have a smoke detection/fire alarm system, it is required for the system to be inspected and certified annually. If your building is maintained by FMU, ALWAYS contact FMU at FMUBldgMaintenance@okdhs.org
    Refer to the FMU Maintenance Request Handout.
    If your building is owned by a private owner, contact them for annual inspection.
  • Who is responsible for supplying fire extinguishers in our building?
    It varies, contact your PMU Representative.
  • Who is responsible for annual monitoring/inspection of fire extinguishers?
    If your building is maintained by FMU, contact FMU at FMUBldgMaintenance@okdhs.org
    Refer to the FMU Maintenance Request Handout. County will be responsible for service contact.
    If your building is owned by a private owner, contact them for annual inspection.
  • Who is responsible for monthly monitoring of fire extinguishers?
    If your building is maintained by FMU; either a FMU representative or a county office employee checks and initials tags monthly. If your building is owned by a private owner; a county office employee checks and initials tags monthly.

Contacts

PMU – Property Management Unit: (405) 272-4165 / Deborah.Holt@okdhs.org
FMU – Facilities Management Unit: (405) 271-5039 / FMUBldgMaintenance@okdhs.org
OMES Service Desk: (405) 521-2444 / Servicedesk@omes.ok.gov
Contracts/Purchasing Unit: (405) 521-4314 / Contracts.Purchasing@okdhs.org
Finance/Claims Unit: (405) 522-4506 / Jacquelyn/Murlin@okdhs.org
Surplus Furniture / Equipment: (405) 521-4318 / Renea.Al-Batati@okdhs.org

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