2009-10 Hobbs Preventive Maintenance Plan · 2009-10 Preventive Maintenance Plan 2 ... and contractors of major building work ... The Director of Maintenance serves as the direct

Preventive Maintenance

Hobbs Municipal Schools

September 2, 2009

Hobbs Municipal Schools 2009-10 Preventive Maintenance Plan 2

Preface

The primary purpose of this preventive maintenance plan is to ensure that our district will properly maintain its facilities and equipment so that they are fully operational to effectively support our instructional programs and activities. It incorporates the diverse facility requirements of all the buildings and grounds of our district. It will be updated periodically to incorporate facility and equipment changes, resource adjustments, and new maintenance technologies. We will endeavor to execute this program, thereby enhancing the learning environment by reducing classroom disruptions and minimizing long-term investment in equipment repairs.


Table of Contents

I. District Maintenance Mission Statement and Maintenance Goals

II. Maintenance Organization and Staffing Responsibilities

III. Maintenance Priorities and Procedures

IV. Inspection and Maintenance Schedules

V. Scheduled Preventive Maintenance Tasks

VI. Established Custodial Duties and Responsibilities

VII. District Facilities and Equipment

VIII. Contract Service and Vendor Policy

IX. Planned Major Maintenance and Repair Projects


I. DISTRICT MAINTENANCE MISSION STATEMENT & MAINTENANCE GOALS District Maintenance Mission Statement The mission of Hobbs Municipal Schools’ Maintenance Department is to provide a safe, clean and healthy learning environment for the students and staff, and to ensure that facility systems and equipment are well maintained so that classroom disruptions are minimized. District Maintenance Goals

1. To provide training for various personnel: a. 16 CEUs for each electrician by 2010 b. School Dude training for Maintenance Director and Maintenance Secretary FY

2009-10 c. CEUs for Pesticide Applicators, January 2010

2. To commit at least 25 percent of our maintenance resources to scheduled

preventive maintenance tasks by end of FY 2009-10.


Superintendent

Assistant Superintendent For Elementary

Instruction

Assistant Superintendent For Secondary

Instruction

Assistant Superintendent of

Operations

Elementary Principals

Assistant Superintendent for

Personnel

Secondary Principals Director of Maintenance

Assistant Director of Maintenance

Elementary Custodians

Secondary Custodians

Maintenance/ Warehouse Secretary

Grounds Supervisor

Maintenance Staff

Additional Custodial Staff

Warehouse Supervisor

Grounds Department Staff

Delivery Drivers

Assistant Warehouse Supervisor

HMS MAINTENANCE/CUSTODIAL ORGANIZATIONAL CHART


II. RESPONSIBILITIES Assistant Superintendent of Operations: The Director of Operations demonstrates foresight, examines issues, and takes initiative to improve the quality of education in the community. He provides and maintains an environment where optimal student growth can take place and effectively manages the resources for which he is responsible, including personnel, finances, facilities, programs and time. The Director of Operations establishes and recommends priorities on mill and/or bond money and advises and helps select architects, engineers, and contractors of major building work. He coordinates a district-wide safety program and committee, and is responsible for the district-wide transportation program. He is responsible for the coordination and maintenance of the district’s equipment inventory, as well as warehousing and inventory of district supplies. Director of Maintenance: The Director of Maintenance serves as the direct supervisor for Maintenance workers. He oversees scheduling and accomplishment of all maintenance activities, to include the assignment of work orders, the maintenance of all HMS vehicles and equipment and the provision of needed supplies. He also assists the principals in supervising custodial staff. Under the direction of the Director of Operations, he develops the Maintenance Department’s budget based on analysis of past expenditures and projected requirements. Assistant Director of Maintenance: The Assistant Director of Maintenance assists the Director of Maintenance in all aspects, and acts in his stead in the Director’s absence. Grounds Supervisor: The Grounds Supervisor assists the Director of Maintenance in all aspects of maintaining the school grounds. She serves as the direct supervisor to the Grounds Department. Warehouse Supervisor: The Warehouse Supervisor serves as the direct supervisor of the Delivery Drivers. He is responsible for the shipping and receiving of all merchandise purchased by/for Hobbs Municipal Schools. He maintains the warehouse stock, processes requisitions, manages all deliveries and schedules delivery work orders. Maintenance Staff: HMS currently has seven full-time maintenance staff to do tasks as assigned at the sixteen schools and six additional facilities: two carpenters, one electrician, one HVAC, one locksmith and two plumbers. They work as assigned at any of the district’s facilities, responding to both scheduled and unscheduled work as directed by the Director of Maintenance. In addition to the above-mentioned staff, there is one inter-school mail delivery person and one secretary.


II. RESPONSIBILITIES continued Grounds Department Staff: HMS currently has five full-time Grounds Maintenance staff. They are responsible for the grounds of the sixteen schools, the baseball field and football stadium, as well as Hobbs Schools’ six additional facilities. Delivery Drivers: The Warehouse has three Delivery Drivers, one of whom also acts as Assistant Warehouse Supervisor. They are responsible for ensuring safe delivery of hot lunches to fifteen schools each day. Under the direction of the Warehouse Supervisor, they deliver supplies and merchandise to each of the HMS facilities, as well as carry out tasks on assigned work orders. Custodians: Each school has one Head Custodian and one or more Custodians. All custodians are under the direct supervision of their principal during the school year, and the Maintenance Director during the summer months. It is the custodians’ responsibility to provide scheduled custodial and housekeeping services for their buildings and grounds, and to provide general support to their school’s staff members. They perform daily, weekly, monthly and periodic inspections of their schools and equipment and report any unusual operational or safety conditions to their principal and the Maintenance Department.


III. MAINTENANCE PRIORITIES Emergency: Eminent life safety threat or operational disruption that could cause the closure of schools.

Ingress and egress on campus Power failure Plumbing

Safety/Health/Security/ADA: Identified problem that could result in injury if not corrected in a timely manner. (Includes fire department-identified deficiencies, playground equipment hazards, etc.)

Fire alarm panels located in the schools Fire exits on all classrooms Communication/intercom capabilities Power failure Well-established escape routes in the event of a fire Plumbing Lack of water source Sewage back up Campus security an issue based on ingress and egress and the open layout of the campus

facilities Ice build-up during the winter months at all buildings due to roof drainage Gas leaks Lack of sidewalks for wheel-chair bound students/parents Lack of ADA-compliant restrooms, hallways and locker rooms Heating systems that continually break down Exterior lighting near facilities

Preventive Maintenance: Scheduled inspection or routine maintenance tasks that if not completed, could result in premature failure of a facility system or equipment item.

Please see table Unscheduled Repair Actions: Action required in repairing a facility system, equipment item, or building component that is not functioning properly, or was damaged.

Exit & Emergency Lights Heating systems Plumbing Kitchen Appliances in Cafeteria Lighting-exterior and interior Roof leaks


III. MAINTENANCE PRIORITIES continued Unscheduled Repair Actions continued:

Propane lines Fire alarm pull stations Vandalism Circuit Breakers Water valves Air conditioning systems Landscaping Playground equipment Athletic facilities Waste plant Water lines Electrical Crumbling stucco

Support Services: Upon request, the maintenance department can assist schools with special events and programs. As much advance notice as possible is requested so that this support does not conflict with other work requirements.

Athletic events Campus security for school events Community programs Distribution of supplies and materials for schools and cafeteria Graduation Regional meetings Seasonal programs Snow removal

Procedures: The Hobbs Municipal Schools currently processes maintenance work orders through SchoolDude Maintenance Direct, and based on priority, the Director of Maintenance assigns them to the staff. If a custodian identifies a facility problem at his school, he either will remedy the problem, or if needing assistance in completing the task, will report the problem to the Maintenance Department. The Director of Maintenance also oversees the preventive maintenance program, assigning work orders to the maintenance staff or possibly a contractor. Completed work is filed and maintenance expenses for the job are documented.


IV. INSPECTION & MAINTENANCE SCHEDULES The accomplishment of scheduled inspection and preventive maintenance tasks is critical to the successful operation of Hobbs Municipal Schools. Prescribed inspection and maintenance schedules have been developed for each of our schools, and example is enclosed on the following page. All equipment has been inventoried, and is currently being integrated with SchoolDude PM Direct.

Hobbs Municipal Schools 11 2009-10 Preventive Maintenance Plan

V. SCHEDULED PREVENTIVE MAINTENANCE TASKS Hobbs Municipal Schools have adopted the following Preventive Maintenance Tasks as provided in the PSFA Preventive Maintenance Program Guidelines. Based upon the equipment at our schools, the following PM tasks are appropriate and will be adhered to in the accomplishment of schedule inspection and maintenance activities:

PMT No. Equipment/Component Type and Task List Frequency A-4 Air Compressor (Frequency: Semiannual) A-6 Air-Conditioning Unit Package Unit (Comfort Cooling) (Frequency: Annual) A-7 Air-Conditioning Unit, Package Unit (Special Purpose) (Frequency: Monthly A-10 Heat Pumps (Frequency: Annual) A-11 Air Handler Unit (Frequency: Annual) B-1 Battery Charger (Frequency: Quarterly) B-2 Boiler (Coal, Oil, and Gas) (Frequency: Annual) B-3 Burner, Gas (Frequency: Annual) B-6 Boiler Instruments/Controls (Frequency: Annual) B-7 Boiler, Internal Inspection and Hydrostatic Test (Frequency: Annual) B-8 Boiler, External Inspection (Frequency: Annual) C-1 Clocks, Central System (Frequency: Semiannual) C-6 Controls, Central System HVAC (Frequency: Annual) D-3 Roof Drains, Downspout, and Gutter Inspection (Frequency: Annual) D-5 Doors, Main Entrance (Frequency: Semiannual) D-6 Drains, Areaway, Driveway, Storm (Frequency: Annual) E-18 Emergency Lights, Wet Cell (Frequency: Quarterly) E-21 Over and/or Under Voltage Relay (Frequency: Annual) E-22 Thermal over Current Relay (Frequency: Annual) E-25 Ground Fault Type Transformer or Differential Relay (Frequency: Annual) E-28 Motor Starters, 100 Hp and Greater (Frequency: Three years) E-30 Switchboards, Medium Voltage (Frequency: Three years) E-30A Switchboard, Low Voltage (Per Cubicle) (Frequency: Three Years) E-34 Disconnects (Isolating Switch; Per Switch) (Frequency: Annual) E-35 Motor Control Center (MCC) (Frequency: Semiannual) E-40 Emergency Generators, Electric, Gasoline, or Natural Gas Engines (Frequency: Annual) E-42 Emergency Generators, Electric (Frequency: Weekly) E-42A Emergency Generators, Electric (Frequency: Monthly) E-42B Emergency Generators, Electric (Frequency: Quarterly) E-42C Emergency Generators, Electric (Frequency: Semiannual) E-49 Emergency Pumps and Ventilators (Frequency: Annual) E-50 Emergency Pumps and Ventilators (Frequency: Quarterly) F-1 Alarm Check Valves and Accessories (Frequency: Monthly) F-1A Alarm Check Valves and Accessories (Frequency: Quarterly) F-4A Fire Control Valves (Frequency: Quarterly) F-4B Fire Control Valves (Frequency: Annual) F-9 Fire Department Hose Connections – Standpipe Outlets (Frequency: Monthly) F-9A Fire Department Hose Connections – Standpipe Outlets (Frequency: Five Years) F-10 Fire Department Pumper Connections – Standpipe or Sprinkler (Frequency: Monthly) F-11 Fire Doors – Stairwells and Exit ways, Swinging (Frequency: Quarterly) F-13 Fire Supervisory Signals – Testing (Frequency: Quarterly) F-14 Automatic Fire Detection – Smoke Detectors (Frequency: Annual) F-14B Automatic Fire Detection – Heat Detectors (Frequency: Annual) F-15 Fire Alarm Control Panel and Remote Annunciators (Frequency: Annual) F-15A Fire Alarm Control Panel – Special Systems (Frequency: Annual)


V. SCHEDULED PREVENTIVE MAINTENANCE TASKS continued

PMT No. Equipment/Component Type and Task List Frequency (cont.) F-15B Central Station Transmitter (Frequency: Annual) F-15C Central Station – Receiver and Re-Transmission Equipment (Frequency: Daily) F-16 Fire Alarm System – Recorder (Frequency: Weekly) F-16A Fire Alarm System – Event Printer (Frequency: Quarterly) F-16B Fire Alarm System – Audio Control Panel (Frequency: Annual) F-16C Fire Alarm System – Remote Controller (Frequency: Annual) F-16D Fire Alarm System – Remote Amplifier (Frequency: Annual) F-17 Manual Fire Alarm Stations – Coded and Uncoded (Frequency: Annual) F-18 Fire and Smoke Dampers (Frequency: Two Years) F-19A Fire Hydrant Flow Test- Dry Barrel and Wet Barrel (Frequency: Five Years) F-20 Sprinkler Heads – Sprinklered Areas (Frequency: Annual) F-22 Fire Extinguishers, Stored Pressure with Gauge (Frequency: Annual) F-22A Fire Extinguishers – Stored Pressure with Gauge (Non- Stainless Steel Shell)

(Frequency: 6-years) F-23 Fire Extinguishers, Gas Cartridge or Cylinder (No Gauge) (Frequency: Annual) F-24 Fire Extinguishers – Inspection (Frequency: Monthly) F-25 Fire Extinguishers, Hydrostatic Testing of Carbon Dioxide, Stored Pressure and Cartridge

Type (Frequency: 5 or 12 years) F-26 Fire Extinguishing Systems, Carbon Dioxide (High Pressure) Halon, Dry Chemical – Inspection (Frequency: Monthly) F-26A Fire Extinguishing Systems, Carbon Dioxide (High Pressure) Halon, Dry Chemical

(Frequency: Semiannual) F-32 Filter, Throw Away (Frequency: Quarterly) F-32A Filter, Throw Away (Frequency: Monthly) F-36 Fans, Propeller, 24" Diameter or Larger (Frequency: Annual) F-38 Lightning Protection (Per Down Conductor) (Frequency: Annual) F-39 Cafeteria Exhaust Hood, Duct System (Frequency: Semiannual) F-44 Fountain, Memorial or Decorative (Frequency: Semiannual) F-49 Filter, Control Air (Frequency: Quarterly) G-2 Grease Traps (Frequency: Monthly) G-3 Fences and Gates, Security/Access (Frequency: Semiannual) H-2 Hot Water Heater – Gas (Frequency: Annual) H-6 Hot Air Furnace (Frequency: Annual) H-11 Unit Heater, Electric (Frequency: Semiannual) H-15 Hoist, Electric (Frequency: Annual) I-2 Fan Coil Units, Under Window Type (Frequency: Quarterly) K-100 Kitchen Equipment, Dish/Tray, and Busing Conveyor (Frequency: Quarterly) K-100A Kitchen Equipment, Dish/Tray, and Busing Conveyor (Frequency: Semiannual) K-101 Kitchen Equipment, Dishwashing Machine (Frequency: Quarterly) K-101A Kitchen Equipment, Dishwashing Machine; Electric (Frequency: Semiannual) K-102 Kitchen Equipment, Fryer (Frequency: Quarterly) K-102A Kitchen Equipment, Fryer (Frequency: Semiannual) K-103 Kitchen Equipment, Grill (Frequency: Quarterly) K-103A Kitchen Equipment, Grill (Frequency: Semiannual) K-105 Kitchen Equipment, Ice Maker (Frequency: Quarterly) K-105A Kitchen Equipment, Ice Maker (Frequency: Semiannual) K-106 Kitchen Equipment, Kettle (Frequency: Quarterly) K-106A Kitchen Equipment, Kettle (Frequency: Semiannual) K-107 Kitchen Equipment, Oven (Frequency: Quarterly) K-107A Kitchen Equipment, Oven (Frequency: Semiannual)


K-108 Kitchen Equipment, Range (Frequency: Quarterly) V. SCHEDULED PREVENTIVE MAINTENANCE TASKS continued

PMT No. Equipment/Component Type and Task List Frequency (cont.) K-108A Kitchen Equipment, Range (Frequency: Semiannual) K-109 Kitchen Equipment, Refrigerators/Freezers (Walk-In Units) (Frequency: Quarterly) K-109A Kitchen Equipment, Refrigerators/Freezers (Walk-In Units) (Frequency: Semiannual) K-110 Kitchen Equipment, Boiler/Generator, Steam (Frequency: Quarterly) K-110A Kitchen Equipment, Boiler/Generator, Steam (Frequency: Semiannual) L-3 Lighting, Special Fixture (Frequency: Annual) L-4 Lighting, Outside; Incandescent (Frequency: Semiannual) L-4A Lighting, Outside; Fluorescent, Mercury Vapor or High Pressure Sodium (Frequency:

Five Years) L-5 Lawn Sprinklers (Per Nozzle) (Frequency: Annual) L-8 Spotlights, Fixed and Portable (Frequency: Monthly) L-10 Lift, Electric, Stage Screen (Frequency: Semiannual) M-1 Manhole, Electrical (Frequency: Annual) M-2 Manholes, Sewer (Frequency: Quarterly) M-3 Motors, Preventive Maintenance (Frequency: Annual) M-3A Motors, Predictive Maintenance (Frequency: Annual) M-5 Material Handling Equipment, Electric Lift Trucks (Frequency: Monthly) M-5A Material Handling Equipment, Electric Lift Trucks (Frequency: Annual) M-6 Material Handling Equipment, Engine Driven (Frequency: Semiannual) M-10 Motor Controller Unit, 600 Volts or 200 Hp and Above (Frequency: Annual) M-11 Motors, 3-Ph, 600 Volts or 200 Hp and Above. (Frequency: Annual) P-4 Pump, Centrifugal (Frequency: Annual) P-6 Pump, Vacuum (Frequency: Semiannual) R-1 Radiator, Heating (Frequency: Five Years) R-2 Roof Inspection, Various Types (Frequency: Semiannual) R-3 Refrigeration Machine, Absorption Unit (Frequency: Annual) R-5 Refrigeration Unit, Centrifugal (Frequency: Annual) R-6 Refrigeration Unit, Reciprocating and Scroll (Frequency: Annual) R-7 Refrigeration Unit, Rotary Screw (Frequency: Semiannual) R-8 Control Panel, Central Refrigeration Unit (Frequency: Annual) R-11 Refrigeration Controls, Central System (Frequency: Annual) R-13 Non-Destructive Chiller Tube Analysis (Frequency: Three Years) R-14 High Efficiency Purge Units (Frequency: Annual) S-7 Sump Pump (Frequency: Annual) S-8 Strainer, Y-Type (Frequency: Annual) S-9 Strainer, Bolted Flange Type (Water and Steam) (Frequency: Annual) S-10 Scrubbing Machine (Battery or Propane Powered) (Frequency: Quarterly) S-11 Snow Blower (Frequency: Annual) S-14 Dual Strainer (Frequency: Annual) S-15 Backwash Strainer (Frequency: Annual) T-1 Tanks, Water, (All Types) (Frequency: 3 Years) T-2 Tank, Air/Refrigerant/LP Gas (Frequency: Annual) T-3 Tanks, Fuel Oil Storage (Frequency: 4 Years) T-7 Septic Tank (Frequency: Annual) T-8 Traps, All Types, Low Pressure – 5 Years T-8A Traps, All Types, High Pressure - Annual V-2 Valve, Safety Relief (Frequency: Monthly) V-3 Valves, Regulating (Frequency: Annual) V-4 Valves, Fire System – Pressure Regulating Type (Frequency: Monthly) V-4A Valves, Fire System – Pressure Regulating Type (Frequency: Annual)


V-4B Valves, Fire System – Pressure Regulating Type (Frequency: Five Years) V-5 Valve, Manually Operated (Frequency: Main Line or Critical – Annual)

V. SCHEDULED PREVENTIVE MAINTENANCE TASKS continued PMT No. Equipment/Component Type and Task List Frequency (cont.) V-5A Valve, Manually Operated (Frequency: Main Line or Critical – Over Two Inches - 5 years) V-6 Valve, Motor Operated (Frequency: Annual) V-7 Valve, Hydraulic/Pneumatic/Electric (Frequency: Annual) V-8 Check Valve, Critical (Frequency: Annual) V-9 Backflow Preventer (Frequency: Annual) V-10 Vacuum System Centralized (Frequency: Annual) W-2 Wash, Emergency (Frequency: Weekly) W-3 Water Softener (Frequency: Semiannual) W-4 Filter, Water (Frequency: Semiannual) W-5 Window Washing Scaffold, Power Operated (Frequency: Annual) W-7 Wheelchair Lift (Frequency: Monthly) W-8 Water Treatment for Cooling Systems (Frequency: Monthly) W-9 Water Treatment for Heating Systems (Frequency: Monthly) W-10 Emergency Shower (Frequency: Annual)


VI. ESTABLISHED CUSTODIAL DUTIES & RESPONSIBILITIES DAILY 1. Raise flag by 8:00 a.m., lower at end of school day (if not lighted). 2. Sweep sidewalks and entryways. Pickup cigarette butts. 3. Remove trash from playground areas, lawns, shrubs and bushes. 4. Remove trash from sidewalks, stairway & parking lots. 5. Replenish restroom supplies. 6. Replace damaged and soiled ceiling tiles. 7. Replace burned out and flickering lamps (light bulbs). 8. Check boiler, mechanical, electrical and telephone rooms; listen for unusual noises; check for

leaks and excessive heat. 9. Ensure doors, windows and roof accesses are secured. WEEKLY 1. Inspect exterior building lighting for broken bulbs, etc. 2. Inspect parking lot and site lighting. MONTHLY 1. Perform monthly fire extinguisher inspection. PERIODICALLY 1. Inspect and repair curbs, walks and paving. 2. Inspect and restore signage. 3. Inspect gutter and downspouts; remove debris. 4. Verify that there is adequate supply of lamps, etc. 5. Remove trash and debris from parking lots. 6. Inspect and restore pavement markings. 7. Inspect all restroom, shower rooms and water closets. 8. Check all door operations and adjust hardware (including overhead doors and operators). 9. Inspect and repair all finished surfaces. 10. Check for tripped circuit breakers. 11. Check elevators and dock levelers for proper operations. 12. Remove snow and ice accumulations from sidewalks and entry areas. 13. Rotate all plumbing fixture shut-off valves (below sinks and behind commodes). 14. Rotate all outside hose-bib valves. 15. Inspect and test all lighting fixtures. 16. Inspect Site:

• Fence • Grounds • Pavement • Retaining Wall • Storm Drainage System

17. Building Exterior • Dock • Entrances • Landscaping • Outside Storage Area • Parking Lot • Sidewalk • Utility Enclosures for trash and debris


VI. ESTABLISHED CUSTODIAL DUTIES & RESPONSIBILITIES continued

18. Building Interior

• Auditorium • Classroom • Common Areas • Computer Room • Conference Room • Corridors/Hallways • Electrical Room • Elevator • Elevator Equipment Room • Gymnasium • Janitorial Room • Mechanical Room • Offices • Restrooms • Shower/Locker Room • Stairwell • Telephone Room

VII. DISTRICT FACILITIES & EQUIPMENT Hobbs Municipal Schools has sixteen school campuses…

1. Hobbs High School (336,392 sq. ft. on 50 acres of land) Facilities include:

• Alternate School • Baseball Complex • Cafeteria • Computer-Aided Instruction • Natatorium • Six wings of classrooms • Tasker Arena • Tydings Auditorium • Watson Stadium & Complex

2. Hobbs Freshman High School (121,264 sq. ft. on 12.26 acres) 3. Highland Junior High School (120,557 sq. ft. on 12.39 acres) 4. Houston Junior High School (106,682 sq. ft. on 9.13 acres) 5. Broadmoor Elementary School (41,574 sq. ft. on 4 acres) 6. College Lane Elementary School (60,544 sq. ft. on 10 acres) 7. Coronado Elementary School (49,000 sq. ft. on 10 acres) 8. Edison Elementary School (34,037 sq. ft. on 3.77 acres) 9. Jefferson Elementary School (51,420 sq. ft. on 10 acres) 10. Mills Elementary School (35,360 sq. ft. on 10 acres) 11. Sanger Elementary School (42,547 sq. ft. on 12.5 acres) 12. Southern Heights Elementary School (51,395 sq. ft. on 6.73 acres)


13. Stone Elementary School (51,966 sq. ft. on 10 acres) 14. Taylor Elementary School (36,450 sq. ft. on 11.3 acres) 15. Washington Elementary School (48,092 sq. ft. on 3.77 acres) 16. Will Rogers Elementary School (57,380 sq. ft. on 3.58 acres)

…as well as seven additional facilities:

1. Administration Office (15,300 sq. ft.) 2. Ag Farm (10 acres) 3. Dalton-Tabor Office Complex (11,212 sq. ft. on 1.37 acres) 4. Federal Programs 5. Jenkins-Nunan Learning Center 6. Maintenance Department/Warehouse 7. REC-7


School District Contract Service and Vendor Policy

Visitor, Vendor and Contractor Management

Visitors

On arrival, all visitors to a school (other than staff and students) should report to the administration building or for facility services the facility department office. Schools should require visitors to 'sign in and out' of the school and issue them official visitor identification. Identification should be worn at all times. Any person on school grounds without visitor identification should be referred to administration.

Contractors

All schools will, at some time, engage contractors to carry out work at their sites. Contractors include people engaged to perform work who are not directly employed by the school e.g. QBuild. In many instances work processes will be carried out near classrooms, playgrounds or other areas occupied by students or staff while the school is in operation.

It is important that good lines of communication between the school and the contractor are established before work commences to ensure that health and safety issues associated with the work are managed.

Typical issues that schools will need to discuss with contractors prior to work starting include:

• Contractor employee list with background checks verified by contractor

• Check in / sign in upon arrival with facility office.

• Key check out if appropriate

• School notified of contractor on site

• Check out with facility office upon leaving

• Check in keys if appropriate

• Contractor break and lunch policy reviewed

• Use of restroom policy reviewed

• All service reports, progress reports to facility office daily with sign off

• Appropriate clothing policy reviewed

• Communications with school employees only, no student contact

• Safety arrangements the contractor will have in place.


• How will the work affect school activities eg. use of heavy machinery on site, noise, dust.

• Vehicle & equipment movement in the school grounds.

• Timing of certain activities e.g. can it be done when students have left the grounds.

• Areas of the school that will be affected e.g. appropriate barricading of work areas.

• Maintenance of essential utility services (water, sewerage, electricity, telephone contact etc).

• Managing excessive noise, dust or fumes.

• Protocols for communicating between the school and contractor e.g. regular meetings.

• Hand-over process at the completion of the work.

• All invoices will be approved by responsible school district employee in charge of vendor/contractor services and or supplies received before accounts payable payout.

• All contractors performing service will provide daily report of services performed and status of work.

Facilities are the direct responsibility of Operations/Maintenance Department but the Principals and Managers have overall responsibility for their school or workplace. If Principals and Managers are concerned with work activities being undertaken these should be raised immediately with the contractor. In some cases schools may even need to ask contractors to cease work while advice is sought from the school Assistant Superintendent for Operations or his/her designee.

All school staff will be fully informed of any special arrangements and kept informed of changes that may impact on the routine school operations. Supervision of students who may be nearest to the work site is of particular importance.

Vendors

All schools will, at some time, engage with vendors for deliveries. Vendors include people engaged to perform deliveries of product or services who are not directly employed by the school e.g. paper-r-us. In many instances services will be carried out near classrooms, playgrounds or other areas occupied by students or staff while the school is in operation.


It is important that good lines of communication between the school and the vendor are established before work commences to ensure that risk issues associated with the service are managed.

• Vendor employee list with background checks verified by vendor

• Check in / sign in upon arrival with Administration or facility office.

• Key check out if appropriate

• School notified of vendor on site

• Check out with Administration or facility office upon leaving

• Check in keys if appropriate

• Vendor break and lunch policy reviewed

• Use of restroom policy reviewed

• All service invoices or sales receipts to Administration or facility office daily with approval of services rendered

• Appropriate clothing policy reviewed

• Communications with school employees only, no student contact

• How will the work affect school activities eg. use of heavy machinery on site, noise, dust.

• Service or delivery vehicle movement at the school grounds.

• Timing of certain services/deliveries e.g. can it be done when students have left the grounds.

• Areas of the school that will be affected for the service/delivery e.g. appropriate barricading of serviced areas.

• Managing excessive noise.

• Protocols for communicating between the school and vendor e.g. regular reviews.

• Hand-over process at the completion of the service/delivery.

List of Contractors, Vendors, Service providers are as follows:

o A-Z

Reviewed by contractor/vendor ___________________ Date:____________ School Representative _________________________ Date____________


X. PLANNED MAJOR MAINTENANCE & REPAIR PROJECTS

Facility Bond Mill Money Projected Start Date

Booker T. Washington ES $0.00 $321,723.00 Provide storage from unused Portable Buildings (no cost) July-11 Visitor Parking / Parent Drop-off / Staff Parking $321,723.00 August-12 Concrete/Chip Seal area by Sidewalk Broadmoor ES $28,000.00 $828,708.00 Primary Class Bathrooms $28,000.00 August-10 Construct Staff Parking Lot $153,703.00 August-13 Roofing $452,729.00 August-10 Refurbish Building Interior $12,000.00 August-12 Cafeteria Upgrades $210,276.00 August-12 College Lane ES $0.00 $132,478.00 Clean Mineral Deposits from Exterior Surfaces $31,645.00 August-11 Parking / Access Improvements $61,342.00 August-13 Multipurpose Acoustic Improvements $39,491.00 August-13 Coronado ES $58,000.00 $729,000.00 Replace all doors to fire rated doors $32,000.00 August-10 Classroom sinks and plumbing $58,000.00 August-10 Lighting Improvements $150,000.00 August-10 Exterior Building Upgrades $75,000.00 August-12 Multipurpose Acoustic Improvements $54,000.00 August-13 Asbestos Abatement $418,000.00 August-13 Edison ES $0.00 $7,645.00 Dumpster Enclosure $7,645.00 August-13 Jefferson ES $110,134.00 $604,734.00 Plumbing Upgrades $110,134.00 August-10 ADA Upgrades $45,566.00 August-11 Fire Protection Upgrades $92,169.00 August-10 Site Improvements $156,251.00 August-10 Window Replacement / Natural Lighting $146,801.00 August-10 Interior Improvements $84,548.00 August-11 Parking Area Improvements $79,399.00 August 2012 Mills ES $0.00 $160,236.00 Site Lighting Upgrade $87,654.00 August-10


Interior Improvements $33,091.00 August-10 Multipurpose Acoustic Improvements $39,491.00 August-13 Sanger ES $105,284.00 $53,791.00 New Key lock on classroom doors $850.00 June-10 Replace / Provide Classroom Cabinets $105,284.00 August-10 Smoke Detectors $13,450.00 August-10 Acoustic Paneling in Gym $39,491.00 August-13 Southern Heights ES $350,000.00 $1,639,965.00 Kindergarten / Parent Drop-off / Parking Upgrades $53,219.00 August-10 Replace Select Classroom Doors $200,000.00 August-10 Classroom sinks plumbing/primary bathrooms $150,000.00 August-10 Staff Parking Upgrades $338,122.00 August-11 Refurbish Building Interior and Exterior Surfaces $1,248,624.00 August-13 Stone ES $0.00 $39,491.00 Gymnasium acoustics $39,491.00 August-13 Taylor ES $0.00 $351,507.00 Window Infill / Upgrades $351,507.00 August-10 Will Rogers ES $0.00 $625,969.00 Exterior Improvements $2,417.00 August-11 ADA Upgrades $28,823.00 August-11 Interior Improvements $275,467.00 August-10 Walkway Improvements -replace concrete sidewalks $43,795.00 August-11 Staff Parking Lot and Other Site Improvements $275,467.00 August-13 Highland Junior High $589,268.00 $830,697.00 Build new Library $589,268.00 August-10 Science Lab Addition- modify library into 4 classrooms $400,000.00 August-10 Locker Room Renovation $88,896.00 August-10 Athletic Field Improvements $21,610.00 August-10 Fire Protection Upgrades $95,559.00 August-10 ADA Building Upgrades $69,970.00 August-10 Remodel Family and Consumer Services Lab $75,000.00 August-10 Construct Bus Loop $79,662.00 August-11 Houston Junior High $570,000.00 $141,285.00 Renovation of all public Restrooms $570,000.00 November 09


Fire Safety Improvements $10,597.00 August-11 Add Office Signage $5,091.00 August-10 Site Improvements $7,802.00 August-10 Renovate Office $75,000.00 August-13 Construct Hard Surfaced Play Area $12,049.00 August-13 Building Accessibility Improvements $30,746.00 August 10 Hobbs Freshman School $23,912.00 $209,542.00 Faculty Restroom Renovation $23,912.00 August 10 Fire Safety Improvements $14,673.00 August-11 Teachers' Lounge Renovation $43,476.00 January-10 Accessibility Improvements $36,801.00 August-10 Refurbish the Art Room $59,999.00 August-11 Renovate for Storage $9,593.00 August-13 Band Storage $45,000.00 Hobbs HS $961,018.00 $5,767,117.00 Central Kitchen Upgrades $361,018.00 August-10 Roofs-Central Kitchen $600,000.00 October-10 Administration Addition $1,042,213.00 May-11 Construct Trash Enclosures $19,494.00 August-11 Exterior surface Improvements $356,043.00 August-12 Access / Parking Improvements $1,699,958.00 August-12 Card Access $90,000.00 January 10 Refurbish Classroom Wings $2,559,409.00 August-13 High School Athletics $850,000.00 $1,550,000.00 Locker Room Renovations $150,000.00 August-09 JV/Varsity Locker room, Equipment Room, Architect Fees (MPF) $1,400,000.00 May-10 Hobbs Alternative LC $0.00 $0.00 Site Lighting Upgrades Facility will be replaced with a new structure Accessibility Improvements Replace Ramps Security System Upgrade HVAC Controls and additional unit Public Address (PA) / Clock System Upgrade

Fire Safety Improvements Central Office $3,959,101.00 $0.00 Data Processing Addition $659,379.00 July 10 Security System Installation $62,122.00 July 10 Dalton Tabor- Fed. Programs Addition $3,237,600.00 July 10


Maintenance/Warehouse $0.00 Construct Maintenance Shops and Office Buildings $2000,000.00 New

Structure December-09 Dalton Tabor Office Complex $0.00 $0.00 Main Entrance Facility will be replaced with a new structure Parking Area Electrical and Lighting Upgrades Plumbing / Restroom Upgrades Roofing Federal Programs Building $0.00 $0.00 Parking and Paving Expansion Facility will be replaced with a new structure Site Drainage Fire Alarm System Upgrades Electrical, Lighting, and Telephone Upgrades Install Security System Interior Improvements Exterior Building Upgrades Plumbing / Restroom Upgrades Computer Aided Instruction $215,448.00 $115,384.00 Power Assisted Entry Door $12,696.00 September-09 Landscape Improvement $50,096.00 July-10 Mounting Classroom Projectors $215,448.00 August-10 Site Lighting Upgrade $52,592.00 July-10

Documents

2009-10 Hobbs Preventive Maintenance Plan · 2009-10 Preventive Maintenance Plan 2 ... and contractors of major building work ... The Director of Maintenance serves as the direct