Facility Services Maintenance And Operations Procedures Manual
Facility ServicesMaintenance and OperationsProcedures ManualPine Tree Independent School DistrictSteve Clugston, SuperintendentTony Hollins, Assistant Superintendent of Facilities and Planning
Facility Services Maintenance Operations Procedures ManualTable of ContentsTable of Contents2Mission Statement5General Information Facility Services Operations5Organization6Project Scope of Work6Maintenance Requests6New Service Request6Priority of Work7Department Chargeback For Services9Examples of Department Charged Services include:9Technician Billing Rates10Limitations of Services10Moving and Setups10Storage11Funding11Routine Failures11Facilities Improvement Program (FIP)11Pine Tree ISD Facility Improvement Request Form11Facilities Master Plan11Facilities Deferred Facility Services Program (FDMP)11Preventive Maintenance12Furnishings12Bulletin Boards and Sign Holders12Special Equipment and Instrumentation12Contractors13Grounds13Refuse Removal13Refuse Disposal (Hazardous, Infectious and Special Waste)13Shredding Confidential Documents14Asbestos Containing Materials14Custodial Services14Pets on Campus14Signage152Updated: 8/02/2018
Facility Services Maintenance Operations Procedures ManualInspections15Heating, Ventilation, and Air Conditioning15Welding15Building Codes15Consultation16Keys and Locks16Equipment Lockout Procedures17Purpose17Responsibility17Preparation for Lockout17Sequence of Lockout Procedure17Restoring Equipment to Service17Procedure Involving More Than One Person18Rules for Using Lockout Procedure18Roofs18Building Plans and Maps18Restrictions for Use of Property (Land)18Facility Use/Room Reservations18 Facility Request Form19Tobacco19Storage of Materials19Telephone Installation19Architectural/Engineering Service19Emergencies20Summary of Trades and Custodial Services20Maintenance Control20Carpentry Shop20Custodial Services20HVAC/Electrical Shop/Appliance Repair20General Maintenance/ Welding20Preventative Maintenance21Plumbing Shop21Paint Shop21Shipping and Receiving/ Mail Room213Updated: 8/02/2018
Facility Services Maintenance Operations Procedures ManualMail Room Procedures21Time Of Operation21Campus Mail Service21Mail Route Times22Am Route (Times are estimated)22Pm Route Monday - Thursday22Pm Route Friday and Day before Holiday22Interdepartmental Mail Procedures23Outgoing U.S. Postal Mail24Important Reminders For All U.S. Outgoing Mail24Bulk Mail25a. Presort Standard (200 pieces to qualify)25b.25Presort First Class (500 pieces to qualify)Preparing U.S. Mail26Envelope Format - USPS26Domestic Address Format26International Address Format27Examples27Window Letters Do’s And Don’ts27Interdepartmental Delivery Envelope28Facility Services Directory30Administrative Staff30Maintenance Staff30Grounds Maintenance30Shipping And Receiving/ Mail30Custodial Staff314Updated: 8/02/2018
Facility Services Maintenance Operations Procedures ManualMission StatementThe Facility Services Department is committed to providing quality service to students,faculty, staff, and visitors of the Pine Tree Independent School District (PTISD).Maintenance is responsible for maintaining each school district facility and each campusin a manner that contributes to the attractiveness and function of the educationalenvironment. Maintaining the physical facilities is essential to enhancing the overalleducational environment along with ensuring safe and secure campuses.Facility Services provides services and support for the community of Longview, PineTree and Gregg County through cooperative efforts with Longview Police and FireDepartments. Support is also provided to the many non-school organizations that use thefacilities throughout the year.Facility Services employees are committed to support the goals and vision of the SchoolDistrict. Employees are dedicated to the concept of improving productivity andeffectiveness through more efficient use of time and materials, implementation of newtechnology and equipment, and improving skills through training and seminars. It isrecognized that the major strengths of Facility Services are the employees and availableresources used in the performance of its work. The support and commitment of theadministration and board of trustees to providing well-maintained developed campusesstrengthen this. By this commitment, we are able to provide support to the academicexcellence and educational programs of the School District.The Facility Services Department’s management team is committed to treatingemployees with dignity and respect; fostering positive attitudes and acceptable behavior;recognizing satisfactory employee performance; administering policies fairly; and,communicating the plans and directions of the department to all employees.General Information Facility Services OperationsFacility Services Operations is a service organization responsible for the planning,construction, renovation, repair, and maintenance of all School District buildings andfacilities. The department also provides and administers utilities, and grounds care,custodial services and shipping and receiving. Our goal is to provide these services in amanner consistent with the PTISD mission.Services provided by Facility Services include but are not limited to the following:1. General maintenance and custodial work in all academic buildings, andrecreational facilities including the services of carpenters, electricians,plumbers, and HVAC mechanics to ensure a safe and adequateeducational environment for academic and administrative functions.2. Maintenance of classrooms and public spaces including furnishings.3. Maintenance of walks, grounds, and maintenance of athletic facilities.4. Operation and maintenance of utilities in cooperation withAEP/SWEPCO, City of Longview, Atmos Energy and CenterpointEnergy.5Updated: 8/02/2018
Facility Services Maintenance Operations Procedures Manual5. Custodial services.6. Preventive maintenance for building systems.7. Energy conservation through education and including installation ofequipment to conserve energy.8. Moving and set-up responsibilities for campus functions.9. Management of building and renovation projects.10. General Contractor consultation for small-scale projects.Any questions concerning the operation and services provided should be directed to thedepartment at 903 295-5100.OrganizationFacility Services employs a force of professional, skilled, and semi-skilled, employees.Department employees include: General Maintenance, Electricians, HVAC, PreventativeMaintenance, Plumbers, Locksmith, Painter, Carpenter, Welder, Custodians,Athletic/Groundskeepers, Shipping and Receiving, Mail Services, and AdministrativeStaff. Our employees can respond to urgent and specialized needs and provide continuityof basic maintenance and repair programs. Also, they can offer timely and efficientresponse on minor renovation projects.Project Scope of WorkAt times Facility Services is called upon to render services for many alteration andrenovation projects by various departments. While Facility Services is a repair andmaintenance organization, at times it is cost effective to take on renovation projects of alimited scope. The general rule is not to take on projects that would take any longer than7 workdays to complete. Also, projects that require specialized equipment or arescientific or technological in scope are usually contracted out to local contractors basedon the experience of the firm. Facility Services administers all contracts and providesplanning and consultation services for these projects. The Administration and FacilityServices determine the best means to complete each project.Maintenance RequestsMaintenance Requests should be submitted using our Computerized MaintenanceManagement System (CMMS) SchoolDude. The individuals that we have determinedneed access to this system are Campus Principals, Assistant Principals, CampusAdministrative Staff, Head Custodians, Department Heads and their AdministrativeAssistants.If you are not one of these individuals submit your maintenance request to one of theabove individuals.New Service RequestA. Click on Campus/Facility. Select a Campus/Facility.B. Location/Room Number. Type in the Location or Room where the work isrequired.6Updated: 8/02/2018
Facility Services Maintenance Operations Procedures ManualC. Requestor’s Name. Type the Requestor’s Name.D. Click on Select Problem Type. Select a Problem Type category.E. Click on Select Priority. Select a Priority category.F. Problem Description. The requestor must fully describe the services desiredand should identify any constraints such as time periods or special conditions onthe service requested. All requests should be addressed to Facility ServicesDepartment.G. Provide Schedule Information such as Date work is needed by. (Shouldcorrespond with priority). Facility Services reserves the right to change the datethe work is needed if there is a scheduling conflict, does not cause a hardship,parts or materials are needed, or cause an event to be canceled.Maintenance Requests are required, for all routine, major and minor repair work and setups for special events.For emergency priority service work call 903-295-5100 and a technician will bedispatched.Work orders should be submitted at least two weeks prior to the work request date.Event work orders should be submitted at least 10 working days before an event. Workorders are received by the Maintenance Supervisor and reviewed prior to assignment tothe appropriate technician. Questionable work orders are reviewed by AssistantSuperintendent of Facilities and Planning prior to approval.Work is assigned to the appropriate technician and orders are placed for materials if theyare not in stock. The work will generally be performed or evaluated by the due date. Thetechnicians and the Maintenance Supervisor as well as Maintenance Control areresponsible for conveying information to the requestor regarding scheduling delays.Priority of WorkGenerally, requests for basic services take priority over other requests, exceptemergencies. When the time factor is critical, Maintenance may use outside contractors tocomplete all or part of the work. The Maintenance Supervisor prioritizes each request forservices received. Priorities have been developed to ensure that Maintenance respondsappropriately to a request. Therefore; the assistance of a department in detailing thenature or seriousness of the problem is important. Some conditions may override othersin case of emergency or disaster.The priority system is as follows:Emergency/Safety1. Emergency conditions that affect the safety or health of persons orproperty, for example, broken glass, ruptured pipes, inoperable exteriorlocks, interior locks on sensitive space, blocked or malfunctioning toiletsif no others are available.2. Conditions that immediately affect the continued performance of academicor administrative services, the same-day non-resolution of which would7Updated: 8/02/2018
Facility Services Maintenance Operations Procedures Manual3.4.5.6.impact use or performance in the space, for example, blown circuitbreakers, an outlet without power (where only one is available), inoperabledoors, or hot or cold offices or classrooms.Conditions that if not immediately attended to could damage facilities orfurther damage the item in question, for example, ceiling drips, leakingtoilets, unfastened windows.Work that should be completed within eight (8) hours.Conditions that must be attended to during the day (or night) they arereported.Work that requires overtime or night shift, if not completed during normalwork hours.High1. Conditions which represent a potential safety or health hazard - danger,damage, or breakage that is not an immediate hazard but could becomeone with more use or stress. For example, a loose handrail, loosedoorknob, damaged stair tread, or cracked door glass.2. Nuisance conditions that do not require extensive work, but which, if notremedied, failure of which to remedy would reflect poorly on the SchoolDistrict, for example, paint, offensive graffiti, follow-up of one trade'swork by another trade.3. Valid, dated requests by customers, which must be completed by a certaindate.4. Debris or garbage accumulations.5. Work that should be completed within three (3) work days or less.6. Work that can be worked into existing schedules.7. Maintenance Requests/Work Orders for damage caused by students.Medium1.2.3.4.5.Work that should be completed within five (5) to ten (10) workdays.Work that may be scheduled in advance.Work that represents most routine maintenance.Resolution of "temporary fixes."Work identified by building surveys, tours, or area coordinators, otherthan long-range or major improvements.Low1. Work that should be completed within one (1) month.2. Work that can be scheduled in advance.3. Work that represents improvements or additions to facilities such asbuilding shelves or installing air-conditioning units work covered by mostservice requests.4. Work that requires outside vendors, contractors, or procurement ofmaterials (not off-shelf items).5. Work that requires a coordinated and planned schedule between arequestor and a technician.Scheduled1. Work that can be programmed for the next season.8Updated: 8/02/2018
Facility Services Maintenance Operations Procedures Manual2. Work that can be scheduled for periods between school breaks.3. Work that has been identified in advance but cannot be done at the time ofidentification because facilities are in use.4. Jobs requiring several technicians and long-range planning.Department Chargeback For ServicesAt times Facility Services receives requests for services rendered to departments andSchool District activities for which Facility Services does not receive a budget allocation.When this occurs, the requesting department must provide a budget source for funding.Facility Services charges (materials) to the Department include actual cost charges only.No profit or overhead charges are billed to departments.Examples of Department Charged Services include:1. Alterations to buildings or structures requested by and assigned todepartments and activities.2. Requests for materials.3. Painting of offices and departmental spaces, or of public spaces to changecolors, or painting not warranted by the condition (fading or flaking) ofexisting paint.4. Repair work on special equipment in laboratories in research areas.5. Alteration, repair, or refinishing of office, library, laboratory, lounge, andkitchen furniture and equipment.6. Building of wooden cabinets and computer workstations.7. Requests to re-upholster furniture, except in public spaces.8. Removal of unauthorized construction or materials (i.e. rooms incorridors) by a department that violates TX building codes.9. Repair of table lamps, fans, coffee pots, toasters, washing machines,dryers, supply cords, or other equipment purchased by the department.10. Removal of wiring or equipment installed by a department that violatesbuilding codes or safety regulations.11. Maintenance of specialized laboratory equipment.12. Removal of plumbing or equipment installed by a department that violatesbuilding codes or safety regulations.13. Special events that cannot be covered by assigned custodians ormaintenance personnel during normal working hours (7:00 am - 4:00 pm)Monday-Friday for non-school related events.14. Requests for manpower beyond normal working hours for non-schoolrelated events.9Updated: 8/02/2018
Facility Services Maintenance Operations Procedures ManualTechnician Billing RatesSchool DistrictAuxiliaryGrounds Worker 0.00/hr. 25.00/hr.Custodian 0.00/hr. 25.00/hr.Maintenance Technician 0.00/hr. 35.00/hr.Audio-Visual Technician 0.00/hr. 35.00/hr.The auxiliary rate applies to non-school district activities andexternally sponsored events.Limitations of ServicesLabor, materials, and/or equipment cannot be used for private or personal benefit eitheron or off campus.Materials and equipment cannot be loaned to School district departments, employees,students for on campus use without a written request and written approval from FacilityServices.Moving and SetupsGrounds, custodial and building personnel are responsible for limited moving of furnitureand offices. Due to the scope of responsibilities of the Grounds staff, moving offurnishings outside the capabilities of each campus’ custodial and building occupants isscheduled for Fridays only.Requestors are responsible for packing all belongings. Campus custodians and otherFacility Services employees are not responsible for packing belongings. It is imperativethat the requestor or a representative be present while the moving of belongings is takingplace to insure that materials are delivered to the correct place. A limited supply of boxescan be obtained from Shipping and Receiving; however, if additional boxes are neededthey can be purchased from a moving contractor.Requestors are responsible for emptying all desks, horizontal or lateral filing cabinets(vertical file cabinets need not be emptied), and bookcases prior to the commencement ofthe moving operation.Facility Services processes all set-up requests for special events outside the scope of thecampus custodians. The party requesting the setup is responsible for all costs (rental oftables, chairs, and decorations). Set-up requests must be submitted to Facility Services atleast five (5) working days prior to the event.10Updated: 8/02/2018
Facility Services Maintenance Operations Procedures ManualStorageThe Facility Services Department storage facility is very limited. Storage of materials andfurnishings is the responsibility of each campus/department.FundingFacility Services Department allocates a certain amount of funding to make correctiverepairs to facilities. In some cases the requesting department may be asked to providefunding if requests do not follow the criteria for normal repairs and maintenance. Pleasecontact the Assistant Superintendent of Facilities and Planning to verify funding.Routine FailuresDefective or burned-out light bulbs or fluorescent tubes, broken window panes, brokenclassroom furniture, heating or air conditioning malfunctions, and leaking or nonworking plumbing should be regarded as routine failures and reported promptly toFacility Services utilizing SchoolDude.Facilities Improvement Program (FIP)Major capital projects and department requests for alterations and renovations arehandled through the Facilities Improvement Program (FIP). FIP requests are reviewedand referred to the Board of Trustees for approval and funding. Requests for FIP andFMP work for the next fiscal year are distributed to the School District campuses the 1 stweek of January and due back to the Assistant Superintendent of Facilities and Planningby the 1st week of February. Facility Services personnel are available to provide limitedestimating services for all departments for inclusion on FIP requests.Pine Tree ISD Facility Improvement Request FormFacilities Master PlanThe School District’s Facilities Master Plan has planned improvements in three phases.Phase I include major renovations and repairs to existing campus facilities. Phase I willimprove the conditions of facilities and classrooms and enhance the aesthetic qualities ofeach campus. Phase II will include additional renovations and repairs to grounds andexisting structures and Phase III will be the beginning of new buildings and facilities.Facilities Deferred Facility Services Program (FDMP)Funding for repairs and maintenance to all facilities is provided through the annualFacilities Deferred Maintenance Plan (FDMP). The FDMP covers costs incurred for therepairs required from normal "wear" and "tear" on the facilities such as HVACreplacement, painting, lighting, and building code upgrades.11Updated: 8/02/2018
Facility Services Maintenance Operations Procedures ManualPreventive MaintenancePreventive Maintenance is the scheduled attention to the physical n
planning and consultation services for these projects. The Administration and Facility Services determine the best means to complete each project. Maintenance Requests Maintenance Requests should be submitted using our Computerized Maintenance Management System (CMMS) SchoolDude. The individuals that we have determined
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and might include day-to -day maintenance work, and the purchase of maintenance stock. "Scheduled Maintenance Services" includes all routine maintenance functions per timelines as agreed upon and documented in the SOP. "Unscheduled Maintenance and Repair Services" includes minor maintenance and repair services which are not pre-identified.
The purpose of the Facility Maintenance Services Contract is to: SPD-CP031b Revised: 2-17-09 Provide preventive/scheduled and corrective/unscheduled maintenance services for multiple state- owned and operated facilities across the state Provide all labor and material to perform on-site facility maintenance and
Facility type: Prison Jail Name of facility’s Chief Executive Officer: Stanley Knight Number of staff assigned to the facility in the last 12 months: 125 Current Designed facility capacity: 1,547 Current population of facility: 1497 Facility security levels/inmate custody levels: Le
NCDOT Facility Maintenance Template Training 8 MONTHLY MAINTENANCE 1) FMM opens the monthly Facility Maintenance Schedule on the first work day if a month to see the month's required Preventive Maintenance processes and plans the month. 2) FMM completes, assigns, or contracts out all scheduled PM tasks according to each item's
Maintenance Staffing 37 Maintenance Management 39 Administrative Support 40 Total Maintenance 41 Maintenance Service Provision 41 sectiOn 4: envirOnmental services Environmental Services Costs 46 Environmental Services Staffing 47 Contractor Practices 47 sectiOn 5: Waste Waste Utilization 50 sectiOn 6: linen services Linen Services 52 sectiOn 7:
The following stormwater facility maintenance table (See ODOT Maintenance Guide) should be used to maintain the facility outlined in this Operation and Maintenance Manual or follow the Maintenance requirements outlined in Appendix C when proprietary structure is selected below: Table 1 (general maintenance) Table 2 (stormwater ponds)
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