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Facilities Services DivisionExisting Facilities
“How To Use Facilities Manual”
Maintenance & OperationsServices Guide for School Administrators
2
Introduction toMaintenance & Operations
Goals of Session Define the Organizational Structure of M&O Overview of Maintenance Resources &
Processes Overview of Operations Resources &
Processes Mandated Regulations
Introduction toMaintenance & Operations
Organizational Structure Local District Local District Maintenance & Operations
Areas Central Maintenance Central Operations Construction/Project Management Existing Facilities
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5
6
7
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CentralProgram
Coordination
AnnualMaterial
Contracts
RegulatoryCompliance
ResourceAnalysis
Fire AlarmTesting
DeferredMaintenance
Program
ProjectManagement
FormalConstruction
Contracts
DesignReview
Standards
Energy Unit
MaintenancePlanning &
Standardization
Central Maintenance
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The M&O Central Office management and administration functions are:
Development of M&O procedures
Management of centrally-based maintenance and operations services, financial planning, and staffing allocation
Administration of the Assets and Work Management System (AWMS)
Facilities management for central administrative facilities
Management of the maintenance and repair backlog, including deferred maintenance
Logistical support of other District departments
Site-based coordination and integration with other Facilities Services Division activities
Central Services
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The Technical Services Unit provides expert consultation and serves as a new product and/or application repository. This unit also administers various legally required or regulatory mandated functions in order to ensure that the educational environment is maintained in accordance with all applicable laws, rules, and regulations.The Technical Services Unit’s duties and responsibilities include:
Development and update maintenance and preventive maintenance procedures
Support the local districts by investigating and troubleshooting problems with procedures, products, vendors, and contractors
Develop material and equipment specifications
Evaluate new products for conformity with established LAUSD criteria and guidelines
Submit annual purchasing contracts (currently responsible for 106 contracts with capabilities totaling $130.7 million)
Technical Services Unit
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Review contract submittals by local district maintenance staff
and advise regarding contractual compliance
Develop craft employment examination materials in conjunction with the Personnel Commission
Provide trade-specific information to update the “Environmental Health & Safety Handbook” maintained by the Office of Environmental Health and Safety (OEHS)
Work with OEHS and appropriate vendors to identify qualifying products that meet the new emission regulations of the South Coast Air Quality Management District (SCAQMD) Rule 1168
Recommend updates to the District Design Specifications Manual produced by the Design & Architectural Engineering Technical Support department
Provide specialized training for individuals that require specific licensing/certifications
Technical Services UnitTechnical Services Unit
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The Energy Unit Reduce Energy Consumption
Energy Studies Energy Utilization Indices Energy Retrofit Projects
Reduce Energy Costs Utility Bill Payments and Reconciliation Energy Procurement (Electricity, Natural Gas Contracts)
Increase Incentives Rebate Applications Grant Applications
Regulatory Compliance Underground Storage Tank Monitoring, Testing and
Removal/Remediation Facilities Services Division Assistance
Utility Orders Processing Central Fire Alarm Monitoring
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The Energy Unit Utility Order Procedures – Gas
Utility Order Procedures – Water
Utility Order Procedures – Electricity
Utility Order Procedures – Fire Alarm
Utility Order Request Form
Energy Rebate List
Regulatory Compliance Procedures
LAUSD/Utility Company Emergency Contact List
Main Phone No: (213) 241-0565 Alternate Phone No: (213) 241-0329
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Roofing
TroubleCall Unit
Office MachineSmall
Appliance Repair
CentralTool Room
Metal Shop
MusicInstrument
RepairWood Mill
Lock Shop
Graphic Arts
Paving &Grading
Glass Shop
Sign ShopPaint Lab
FireExtinguishers
CentralShops
Central Shops
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Central Shops is the District’s manufacturing, fabrication, and specialty equipment facility.Central Shops consists of:
Lock Shop – A full service shop that services door closers and safety bars. The Lock Shop also re-keys and/or replaces various types of locks and provides key security control.
Bul-2374.1 – School Site Key Control
Sheet Metal Shop – Fabricates HVAC ducts and vents, metal siding, gut ters, and downspouts and a host of other metal creations. This shop also mass produces window security grills and delivers them directly to the local M&O Areas.
The Mill - Fabricates window sashes and custom builds doors and cabinets in addition to supporting the repair requirements of the local M&O Areas.
Machine Shop – Adjusts and maintains school site machinery and electric carts and is capable of developing and fabricating a variety of tooled parts.
Central Shops
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Roofing Department – Maintains, repairs, and/or replaces, when necessary, the District’s nearly 59 million square feet of roofing.
Graphic Arts – Provides support and direct service to all vocational print shops in the District.
Musical Instrument Repair –The largest musical repair facility in California. This shop repairs and refurbishes all types of instruments including pianos, organs, stringed, percussion, and woodwinds.
Sign Shop/Paint Lab – Fabricates all of the stock signs used by the District. Fabricates and installs signs and graphics on District buildings.
Glass Shop - Maintains and repairs all mirrors, lexan, and glass used in the schools and Administrative sites. Glazes the windows produced in the mill.
Central Shops
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Central Shops Crafts (213) 745-1675 Fire Extinguisher Repair (213) 745-1598 Central Shops Services (213) 745-1520 Glass Shop (213) 745-1665 Paving (213) 745-1410 Graphic Arts Equipment Repair (213) 745-1670 Lock Shop (213) 745-1650 Machine Shop (213) 745-1492 Mill (213) 745-1661 Music Instrument Repair (213) 745-1620 Power Equipment Repair (213) 745-1641 Roofing Department (213) 745-1648 Sheet Metal (213) 745-1510
Central Shops
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Year-RoundCrews
TreeTrimming
PestManagement
LandscapeGardening
PersonnelServices
Standards & Training
BudgetAllotment
StaffDevelopment
CentralOperations
Central Operations
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Tree TrimmingTree trimming services are also provided centrally by M & O. In-house crews respond to emergency trouble calls, including downed trees, hanging branches, and breakouts. Routine tree trimming is conducted on a 5-year cycle. Trouble calls should not be placed for routine tree trimming.
Annual Deep Cleaning Custodial staff at traditional calendar schools are responsible
for the annual deep cleaning of all facilities. Year-round schools can elect to conduct their own annual deep cleaning or to receive these services from central-based crews.
Restrooms are all schools must be deep cleaned three times per year and kitchens must be deep cleaned twiceper year.
TrainingWhile Area Operations Supervisors are always available to assist with training for the custodial staff, M & O’s central training unit also is available to provide training and mentoring services to the Plant Manager and custodial staff at the Principal’s request.
Central Operations
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Gardening ServicesAll elementary schools receive approximately eight hours of gardening services from roving crews every two weeks.Secondary schools receive the equivalent of 4-12 hours in daily gardening services. They can elect to have site-based gardening staff or receive services from central crews (e.g., A secondary school with the equivalent of 8 hours daily would receive services from a 5-member roving crew one day per week).The Central Gardening crews also conduct small landscape projects (e.g., planting of flowers, bushes, small trees, etc.) funded by schools.
Landscape ServicesCentral-based crews provide weekly mowing and periodic renovation of secondary school athletic facilities. These crews also may conduct large projects involving the installation of new landscape.
Central Operations
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Definitions of M&O Terms
What is Maintenance?
What is Deferred Maintenance?
What is not Maintenance?
What is Operations?
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Maintenance
Routine Repair & General Maintenance“Maintenance shall mean and include ordinary upkeep or repair work such as replacements in kind, repainting, replastering and reroofing. Reroofing shall be limited to one additional application and shall include an examination of the structural elements of the roof, walls, ceilings, and all other elements which may have suffered deterioration from moisture resulting from roof leaks…..” (California Building Standards, Part 1, Title 24, California Code of Regulations, Article 2-Definitions)
23
Deferred Maintenance The Deferred Maintenance Program (DMP) provides
State matching funds, on dollar-for-dollar basis, to assist school districts with expenditures for major repair or replacement of existing school building components so that the educational process may safely continue.
Typically, this includes roofing, plumbing, heating, air conditioning, electrical systems, wall systems, floor systems, etc. An annual Basic Grant is provided to districts for the major repair or replacement work listed on the Five Year Plan (Form SAB-40-20), which is a projection of deferred maintenance work to be performed on a district wide basis over the next five years.
24
Major Maintenance Roofing, Painting, Flooring, HVAC
Replacement, etc. Funded by up to .5% of General Fund (part of 3%) used as District contribution
for qualifying for State Matching funds
Deferred Maintenance
Boiler beyond life expectancy
Averaging $30M per year $30M State Match Measure Y Funds for 5 years
New Execution Unit
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What is not Maintenance?
Repair or replacement of furniture or equipment is not budgeted as a maintenance expense. Alterations and Improvements are projects that result in modification or addition to an existing facility. Maintenance and Operations areas commonly refer to these projects as A&I also known as OTM (other than maintenance).
These projects may include improvements to your site, construction, and additions to your facility, installation of new mechanical systems or remodeling of buildings. Maintenance work is funded by the Maintenance and Operations Branch, while schools must usually identify funding for alterations and improvements.
Schools should discuss their desired alteration and improvement work with their Complex Project Manager. He/she will work with Maintenance & Operations Branch in developing scope of work, preparing a job cost estimate and sends it to the site administrator for funding source identification. After funding verification, the project will be scheduled with in-house staff or contractor.
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What is Operations?The functions of Operations Central & Regional Support are as
follows:
Provide administrative, clerical, technical, and training support for all Operations functions at District schools
Establish and monitors standards, policies and procedures for the custodial, gardening, landscaping, tree trimming, and pest management programs
Operations & Training Unit Services – the custodial training staff has been augmented to provide wide range of training opportunities for custodial staff, including the following:
Ten day intensive “fast-track” custodial certification training program for prospective Building & Grounds Workers (custodians).
Formal 10-day training program for Plant Managers and Assistant Plant Managers
Informal training and mentoring for PM & custodial staff at schools
Introduction of and training in the use of new custodial equipment & supplies.
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Cost Breakdown
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The Complex Project Manager (CPM)
“The Link to M&O” Provides “One Stop Service” on all Facility Needs
Coordinates all School Repair/Renovation Projects Acts as Liaison for all Centralized Services Provides Technical Support for School Operations Issues Works with Principals on “Top 10” list
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Insert1 Additional Pages
Complex Project Manager’s Duties and Responsibilities Job/Class Description Top 10 List Form
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PRIORITIES Response Time Tracking
School Log Maximo Report
Service call manual
Service Call Unit Contact Info
Phone:(213) 763-2911
Fax: (213) 765-9044
School Mail Address:
Central Shops, Service Call Unit
1240 S. Naomi St.
Los Angeles, CA 90021
Service Calls
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Service Calls Receive ~ 250,000/year (~1,000/day)
Complete ~ 95% Average backlog 20,000 Calls
Average Ages Completed – 22 days “Aging” – 80 days
Priorities 05 Emergency – 30 minute response 04 Routine/Urgent – 48 hour response 03 Routine/Medium – 30 day response
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Immediate danger to staff and/or student health/safety (30 MINUTE RESPONSE TIME, could be just a phone call)
Examples include (but are not limited to): a. Broken steam or water line causing flooding b. Major sewer line stoppage c. Gas leak d. No electrical power in a large portion of facility e. Overheated electrical circuits f. Bells out of order and cannot be operated manually g. Exterior doors, gates, or windows that are broken or
will not lock h. Swarm of bees, fire ants, rodent in food service area i. Fire system failure j. Fire sprinkler broken off
Priority 05 Work- Emergency (Highest)
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Priority 04 Work-Urgent (Very High)
Less immediate danger to health/safety (48 HOUR RESPONSE TIME)
Examples include (but are not limited to): a. No heat on cold mornings b. No air conditioning on hot days c. Minor plumbing stoppages but other site facilities are
available d. Electrical power failure in a small portion of building e. Bells out of order but can be manually operated f. Obscene or gang-related graffiti g. Broken marble h. Broken gate hinges i. Rodents on exterior, flies j. Interior corridor doors broken or will not lock k. Restroom stall door hinges broken
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No immediate danger to health/safety (30 DAY RESPONSE TIME)
Examples include (but are not limited to): a. Breakdowns that pose no danger to health or
safety b. Ants on exterior of buildings, termites, weed with
no tripping or fire hazard c. Repair interior gate/fence where there is no danger
to health or safety
Priority 03 Work-Routine (Medium)
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http://mo.laschools.org/fis/existing-facilities/m-and-o/maximo/
SERVICE CALL MANUAL
Service Call
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Maintenance & OperationsMaintenance & Operations
Service Call (Work Order Log Sheet)
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Maintenance & OperationsMaintenance & Operations
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Service Calls Report Project Status Summary Report Website:
Option 1:
http://mo.laschools.org/fis/existing-facilities/m-and-o/
Option 2:
Go to www.laschools.orgClick Existing FacilitiesClick Maintenance & Operations
M&O Website
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Guide to Viewing Service Call Reports Online
Guide to Viewing Service Call Reports Online
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Querying the Service Call DB
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Service Call Overview
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Insert2 List of CPM & Complexes
Sample from District 1
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Operations Services & Processes
Area Operations Supervisor The Plant Manager Job Description Plant Manager’s Staff
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LOCAL DISTRICT SUPERINTENDENT
FACILITIES SERVICES DIVISIONMAINTENANCE & OPERATIONS
LOCAL DISTRICT FACILITIES DIRECTOR
M&O AreaOrganization Chart
Org Chart 4
COMPLEX PROJECTMANAGERS
AREA FACILITIES SERVICES DIRECTOR
ADMINISTRATIVE SUPPORT STAFF
AREA OPERATIONS SUPERVISORS
ASSISTANT PLANTMANAGER
WINDOW WASHERS
CARPENTRY DEPT.
PAINT DEPT.
ELECTRICAL DEPT.
EQUIPMENT DEPT.
PLUMBING DEPT.
METAL DEPT.
HVAC DEPT.
MISC. CRAFTS
MAINTENANCE STAFF OPERATIONS STAFF
46
Insert3 Additional Pages
AOS’ Duties & Responsibilities
Area Operations Supervisor (AOS) Class Description
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Insert4 Additional Pages
Sample Form – Site Visit Observation Sheet
Sample of Restroom Inspection Sheet
Annual Cleaning Memo & Ballot Form
Unit C – Evaluation Procedures
Classified Employees Evaluation Forms
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Include: Cleaning Restrooms/Classrooms/Offices Cleaning Eating Areas After Nutrition and Lunch Removing Graffiti Throughout the Campus Cleaning Exterior Buildings and Grounds Cleaning Gyms/P.E. Areas Cleaning Multi-Purpose Rooms Cleaning Auditoriums Cleaning Hallways/Stairways Opening/Closing Gates, Buildings and Classrooms Supporting Recycling Program Performing Routine Repairs Testing Fire Extinguishers Setting up and Tearing Down Furniture for Events Receiving Distributing Supplies Flushing Water Fountains Each Morning Monthly Fire Alarm and Extinguisher Inspection
Site-Based Custodial Services
49
Insert5 Additional Pages
PM “The Quarter Back……..”
Class Descriptions for: Plant Manager Assistant Plant Manager School Facilities Attendant Building & Grounds Worker Gardener
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The “TIME” for Cleaning
Allotments
Work Schedules
Inspections
51
Gardening services at elementary schools by central crews were reduced dramatically during the 1990’s. Duties were absorbed by building and grounds workers with no additional staff time. Some gardening services have been restored, but landscaping staff has not been included.
Gardening services at secondary schools have been reduced by more than 50% from 1960 levels. Currently middle schools receive 4 to 8 hours of service per day while senior high schools are allotted 8-12 hours per day.
Factors Impacting Operations Staffing
52
Insert6 Additional Page “Allotments” and other Operation Terminology
Allotment Sheet
Tree Trimming Schedule
Bul-Y-1 Approved Trees & Plants
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Insert7 Additional Pages Bulletin No. DB-31: Overtime Policy for Classified Employees
Sample Forms Request for Custodial Overtime Verification of Custodial Overtime Custodial Overtime Procedures Work Schedule for PM Work Schedule for APM Work Schedule for B&G Workers B&G Inspection Report
Disposal Practices for Storm water and Sewer Drains
Reference Guide #858- Daily Flushing Requirements for Drinking Fountains
M&O Procedure G-F-8: Fire Extinguisher Inspections & Use
Bulletin No. R-15: Nepotism Policy/Certification From for Classified Service
54
Bond Measures PROPOSITON BB - is a school bond measure that
authorizes LAUSD to use $2.4 billion in bonds for the construction of new schools and the repair and modernization of existing schools through the district to improve local schools and relieve classroom overcrowding. The ballot measure was approved in April 1997 by 71% of voters.
MEASURE K - is a school bond measure that authorizes LAUSD to issue $3.35 billion in bonds for repair and renovation of existing schools and to build neighborhood schools to improve local schools and relieve classroom overcrowding. The measure was passed in November 2002 by 64% of voters.
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Bond Measures Measure R - is a school bond measure that
authorizes LAUSD to issue $3.87 Billion in bonds to continue repair/upgrade of aging classrooms and build neighborhood schools. The measure was passed in March 2004 by 63% of voters
Measure Y - is a school bond measure that authorizes LAUSD to issue $3.985 billion in bonds to continue repair/upgrade of aging classrooms and to build new neighborhood schools. The measure was passed in November 2005 by 66% of the voters.
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Insert8 Additional Pages
Measure K – Fact Sheet
Measure R- Fact Sheet
Measure Y – Fact Sheet
Facility Condition Index (FCI)
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Facilities Condition Index (FCI) The FCI is an industry recommended ratio used to measure
the condition of a single building or portfolio of buildings.
It is calculated by dividing the Cost of Repairs by the Current Replacement Value of the building or building components in question.
The higher the FCI the worse the condition of the building or portfolio.
Facilities Services Division adopted FCI, its principles and practices for identifying, measuring and predicting the outcomes of facilities investments made through maintenance and repairs.
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Facility Condition Index
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District’s Facilities Condition Index Based on:
Needs-based facilities assessment verified with site visits by Maintenance and Operations staff
Identified building system deficiencies Projected life-cycle of building systems Estimated replacement cost of facilities assets
How FCI is used: Allocation of Deferred Maintenance funding Allocation of Measure R and Measure Y bond funding Considered in replacement strategies for District assets
District’s overall FCI as of April 2006 is 28.66% which is considered a poor rating.
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Philip AjaDeputy DirectorREGIONS 1 - 8
Maxine BakerOffice Technician
John Doyle*Director of Construction
Program ManagerJOC
EXISTING FACILITIES - CONSTRUCTION
JULY 2007
Safety ManagerRPMDs Regions 1-8Contract
Professionals
Program ManagerChange Order
Office EngineersSpecial Assistant
Closeouts
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http://mo.laschools.org/fis/existing-facilities/m-and-o/ef-projects/
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Mandated Regulations Brief Descriptions of the Programs Asbestos and Lead Fire Alarm Procedures Illness and Injury Prevention Plan Safe School Inspections Clean Restroom Initiative Integrated Pest Management Williams Case and SARC
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Asbestos & Lead Issues Asbestos Management Plan
Fire Log Book
Memo-3303.0 – Asbestos Inspection & Abatement Activities
Fire Life Systems Training for PM
RG#858- Daily Flushing Requirements for Drinking Fountains
Contact for Asbestos & Lead:Asbestos Technical Unit – (213) 745-1400Office of Environmental Health & Safety: (213) 241-3199
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Fire/Life Safety Fire Log Book-M&O Procedure G-F-2
• Fire Extinguisher Inspections & Use
Contact:
Fire/Life Safety Test Group (FLSTG) (323) 980-8443
• Tests/services fire sprinklers & fire alarms
Fire/Life Safety Group @ Central Shops (213) 745-1598
• Tests/services fire extinguishers
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Health & Safety Policies LAUSD’s Health & Safety Policy
Illness & Injury Prevention Program
Safety Inspection Guidebook
Safety Alert at School Sites Under Construction
Chemical Product Evaluation Request Form
Sample of Corrective Action Notice Issued by OEHS
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ABC Elementary School
8960 Herrick AveSun Valley, CA 91352
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Senate Bill 892- Clean Restrooms
SB 892 was passed concerning clean restrooms. It requires districts to maintain clean restrooms that are open during class instruction time and stocked with all necessary paper products and soap. It also requires the stalls to have doors and locks that are operable. Failure to do so may result in loss of deferred maintenance funds.
The Office of Public School Construction (OPSC) has been charged with enforcement of the law. They have developed a complaint form for the public to report improperly maintained restrooms.
Copy of SB-892
CA Restroom Maintenance Instructions & Complaint Form
Bulletin-735 Restroom Policy
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Restroom Initiatives Open Bathrooms - site plans have been developed for each
secondary school and specify where student bathrooms are located and when they will be open each day, adequate to serve student needs.
Clean Bathrooms - the District has a schedule for cleaning and servicing bathroom facilities at each school, restock soap and paper supplies.
Monitoring - nearly 300 School Facilities Attendants and Building and Grounds Workers have been hired to spot-clean, dispose of trash and restock soap & paper supplies.
Bulletin 735 – LAUSD Policy on Restroom Access, Cleanliness & Repair (March 2004)
LAUSD Clean Restroom Hotline 800-495-1191
73
Williams Case Settlement Williams vs. State of California (Class Action Settlement)
Funded approximately 34.6 million square feet in assessments at 286 LAUSD sites – completed in Dec. 2005
Establishes the “School Facilities Needs Assessment Grant Program” ($25million) and the “School Facilities Emergency Repair Account ”($100 million annually statewide - reimbursement)
District must establish a facilities inspection system for all facilities in order to qualify for Facilities Grants funds and Deferred Maintenance funds
Leverage resources to capture remaining FCA
74
School Accountability Report Card The SARC is used as the source of information for the
Williams compliance reviews conducted by the Los Angeles County Office of Education (LACOE) that are conducted at the beginning of each school year.
The Williams schools are those schools that ranked in deciles 1-3 on the 2003 Base API.
School Facilities - one of the data elements that is required by the state to be included in the SARC.
REF – 3454 LAUSD SARC ’05-’06
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Integrated Pest Management Adopted by Board of Education in 1999
Implemented a District-wide training program
Encourages reduced risk substances
Pest exclusion, improved sanitation, habitat modification
For more info: Department of Pesticide Regulation (916) 445-
4300 AB 2260 “Healthy Schools Act of 2000
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IPM Policy Overview School environments that are free of pests,
such as ants, cockroaches, and rodents have positive impact on the learning conditions and the health and safety of students, staff, parents and the community.
The IPM policy provides guidance and direction in managing pests, while minimizing the use of pesticides, with the ultimate goal of not using any pesticides
77
IPM References Integrated Pest Management Policy
IPM Procedures Manual
Pesticide Application Required Posting
Approved Pesticide List
78
Funding Limitations – 3% a ceiling or floor?; B&G underfunded Large Area of Responsibility - 14,000 structures, 72 million
square feet, 5,800 acres, dispersed over 704 square miles Aging Facilities - Average age of school facilities is 46 years Increasing Inventory - Adding 150 new schools to the existing
1,100 schools and centers, without increasing Maintenance budget
Breakdown Maintenance - Over 250,000 Trouble Calls per year Preventive Maintenance – Transition from trouble call focus Broad Spectrum of Equipment - 58,000 HVAC Units High Utilization – 200 Year-Round schools, large summer
programs, Joint-Use Vandalism and Graffiti - Cost up to $15M per year Special Initiatives - 7,500 Student Restrooms, 30% increase in
“green space” 30 Years of Neglect - $5.8B Repair Backlog to bring FCI to
“Fair” Staffing Challenges - Up to 15% Vacancy Rates
Temporary Hires A/B Letter Contracts
M&O Challenges
79
Underfunded Custodial Services
*Based on an estimated 60% of a day custodian’s time spent performing non-redundant tasks. The remaining 40% is spent on redundant restroom cleaning during the school day and non-cleaning duties (e.g., testing fire extinguishers, or setting up for events).
Currently underfunded by approximately 30% based on Board-
approved formula and 30-40% based on cleaning industry
standards
Average Building and Grounds Square Footage/FTE Custodian LAUSD: 97,067 ft2/custodian (buildings and grounds)*
23,494 ft2/custodian (buildings only)* American School & University – 35th Annual M&O Cost
Study of School Districts, April 2006: 25,173 sq ft/custodian (buildings and grounds)
80
Underfunded Custodial Services
Custodial Allotment Analyses: Underfunded by approximately 30% based on Board-approved formula. Underfunded by 30-40% based on industry standards.
Average staffing deficit at District sites using Super Ace (software system for determining cleaning task allotments based on industry standards) = 31%
(Graffiti removal, daily flushing of drinking fountains, testing of handicapped
lift systems, and daily checking of fire extinguishers not accounted for in the
formula) Average staffing deficit at District sites using California Association of
School Business Officials (CASBO) formula = 43% Up to 6% vacancy rate
81
82
Fairfax High School
Student Restroom, March 12, 2007 (one week after being repainted)
Recommended