Department of Facilities Management Division of Maintenance 1 10/27/2005 The Division of Maintenance: Supporting Student Success

Department of Facilities Management Division of Maintenance 2 10/27/2005 PURPOSE Provide a brief overview of the Division of Maintenance – Its Mission and Functions Describe how the division is organized to support schools and facilities Define different types of maintenance work and capital improvement projects and how they get done Provide additional information slides on maintenance support that are not part of the briefing (Included in Handout)

Department of Facilities Management Division of Maintenance 3 10/27/2005 MISSION & FUNCTIONS

Department of Facilities Management Division of Maintenance 4 10/27/2005 MISSION The Division of Maintenance contributes to student success by working as a team to provide high quality facilities support, including: –Maintenance and Repair –Environmental Services –Capital Asset Replacement –Automated Energy Management –Renovations and Alterations

Department of Facilities Management Division of Maintenance 5 10/27/2005 ORGANIZATION & STAFFING

Department of Facilities Management Division of Maintenance 6 10/27/2005 ORGANIZATION BOARD OF EDUCATION SUPERINTENDENT OF SCHOOLS OFFICE OF THE CHIEF OPERATING OFFICER DEPARTMENT OF FACILITIES MANAGEMENT DIV OF MAINT Div Of Const Div Of School Plant Opns Energy & Utilities (Green Schools) Real Estate Div Of Long Range Planng

Department of Facilities Management Division of Maintenance 7 10/27/2005 DIVISION OF MAINTENANCE Director Assistant Director Shady Grove Depot PLAR/Contracting Office Electronics Shop Randolph Maint Depot (RMD) Clarksburg Maint Depot (CMD) Bethesda Maint Depot (BMD) Accounting Energy Management Office Industrial Equipment Repair shop Renovation and Carpentry Shop Heavy Equipment Shop Environmental and Automation Services Materials Fabrication and Rigging Shop Accounting Office Maintenance Depots: Shady Grove Offices & Shops:

Department of Facilities Management Division of Maintenance 8 10/27/2005 MAINTENANCE DEPOT AREAS CMD: 280 Sq Miles 71 Facilities RMD: 110 Sq Miles 66 Facilities BMD: 110 Sq Miles 71 Facilities County Line Note: Service areas (Sq Mi) are estimates N BMD = Bethesda CMD = Clarksburg RMD = Randolph SGD = Shady Grove SGD

Department of Facilities Management Division of Maintenance 9 10/27/2005 MAINTENANCE DEPOT (Bethesda; Clarksburg; Randolph) Maintenance / Facility Area Manager Assistant Manager Secretary & Office Asst (4) Carpentry Shop (20) HVAC / Refrigeration Shop (16) Electrical Shop (8) General Maintenance Shop (22) Plumbing Shop (6) (Approximately 76 Positions in Each Depot)

Department of Facilities Management Division of Maintenance 10 10/27/2005 HOW WORK GETS DONE

Department of Facilities Management Division of Maintenance 11 10/27/2005 WORK PROCESSING All schools have access to the “Maximo” automated work order management system Nearly all maintenance work begins with the submission of a work request The request becomes a work order and is used to track labor and material costs Schools can go online and check the status of work orders in progress

Department of Facilities Management Division of Maintenance 12 10/27/2005 TYPES OF WORK & PROJECTS Major Facility Emergency –Examples: Fire; Sudden structural damage or roof collapse; Tornado or severe wind damage; Electrical wires down; Severe flooding; Injuries –Call 911; Request fire, police, or emergency rescue support as needed –Schools should then call their supporting maintenance depot immediately and report the problem so that someone can respond quickly –Schools can follow up with a work request (Unless the maintenance depot does it for them)

Department of Facilities Management Division of Maintenance 13 10/27/2005 TYPES OF WORK & PROJECTS Emergency or Urgent Maintenance or Repair –Examples: Broken water line; Clogged sewer main; HVAC system breakdown; Electric power failure; Major roof leak; Graffiti on exterior of building –Schools should immediately call their supporting maintenance depot and report the problem so that someone can respond quickly –The school can follow up with a work request (Unless the maintenance depot does it for them)

Department of Facilities Management Division of Maintenance 14 10/27/2005 TYPES OF WORK & PROJECTS Routine Maintenance or Repair Work –Examples: Broken window shade; electrical outlet not working; door closer needs adjustment; cracked window pane –Schools should submit a work request –Schools can check work order status online –If a response is not timely, schools should call their supporting depot to discuss when the work will be scheduled

Department of Facilities Management Division of Maintenance 15 10/27/2005 TYPES OF WORK & PROJECTS Minor renovation or alteration (New Work) –Example: Construct or remove a wall or partition to create or enlarge a room –School should submit an to the Director, Dept of Facilities Management, and describe the project and why it is needed –If approved in concept, the director will forward the project to the Division of Maintenance for evaluation and cost estimate –The Renovation-Carpentry shop will advise the school of costs and likely project schedule

Department of Facilities Management Division of Maintenance 16 10/27/2005 TYPES OF WORK & PROJECTS Intermediate Size Projects –Examples: Large-scale painting jobs; major flooring replacements; major ceiling tile replacements; roof replacement; boiler replacements; re-paving –These projects normally have long lead times for execution (1 to 6 years) due to existing backlogs and limited annual funding –Schools should discuss these types of requirements with their supporting maintenance depots –Submit a work order if requested to do so –Check with the depot periodically to ensure that the project has been added to a capital project list

Department of Facilities Management Division of Maintenance 17 10/27/2005 TYPES OF WORK & PROJECTS Large-Scale Projects –Examples: New buildings; Building expansions or modernizations; parking lot expansions –Large-scale, capital-funded projects must be approved and programmed for performance in a multi-year construction budget –Discuss proposed long-term needs as part of annual capital budget planning process –The Division of Long Range Planning and the Division of Construction are the key players

Department of Facilities Management Division of Maintenance 18 10/27/2005 FUNDING STREAMS Operating Funds –Most maintenance, repairs, and services performed by the Division of Maintenance –Minor renovation and carpentry projects (new work) performed by the Division of Maintenance –Projects funded by the State of Maryland Aging Schools Program (e.g., large painting projects) Capital Funds –Most intermediate-sized projects –All large-scale projects

Department of Facilities Management Division of Maintenance 19 10/27/2005 PRIORITIES, BACKLOGS, & LEAD TIMES Priorities of maintenance work orders –Emergency / Urgent (Goal: Immediate to 1-day initial response) –Priority (Goal: 2-day initial response) –Routine (Goal: 15-day initial response) Factors affecting initial response times –Backlogs of work for trade areas involved –Available staff (present for duty; vacancies) Factors affecting actual completion –Lead time to order and receive repair parts –Lead time to obtain bids and issue contracts

Department of Facilities Management Division of Maintenance 20 10/27/2005 UNFUNDED & FUNDED PROJECTS Normal maintenance and repair projects are done using work orders and operating funds Maintenance depots meet annually with the division’s PLAR/Contracting staff to update unconstrained lists of un-resourced (un-funded) project requirements for all schools The Dept of Facilities Management annually updates lists of programmed capital projects by fiscal year Emergency requirements and changes in program funding can affect the order of projects on these lists

Department of Facilities Management Division of Maintenance 21 10/27/2005 SUMMARY The Division of Maintenance receives and processes thousands of maintenance work requests each fiscal year (59,000 in FY 2005) Projects migrate from operating fund programs to capital fund programs based mainly on project size (i.e., scope of work) Lead times for projects are affected by backlogs, scope of work, funding limitations, and unforeseen emergency requirements

Department of Facilities Management Division of Maintenance 22 10/27/2005 SUMMARY (CONT) What can schools do ? –Submit clear and understandable work orders –Notify their depot immediately of emergencies –Maintain regular contact with their depots –Meet at least annually with the depot to review work backlogs and school maintenance needs What can school PTA organizations do? –Monitor schools’ appearance and condition –Encourage schools to maintain close relationships with their supporting maintenance depots –Participate in annual capital project planning –Support the Superintendent’s recommendations for operating and capital budgets

Department of Facilities Management Division of Maintenance 23 10/27/2005 THANK YOU !!

Department of Facilities Management Division of Maintenance 24 10/27/2005 ADDITIONAL INFORMATION SLIDES (NOT PART OF THE BRIEFING)

Department of Facilities Management Division of Maintenance 25 10/27/2005 DIVISION OF MAINTENANCE STRATEGIC FUNCTIONS (DETAILS)

Department of Facilities Management Division of Maintenance 26 10/27/2005 Maintenance and Repair Maintenance and repair of roofs and drains; walls, floors, and ceilings; electrical and lighting systems; electronics; plumbing and waste systems; heating, ventilation, and air conditioning (HVAC) systems; and more Grounds maintenance of large fields and playgrounds Snow plowing and sanding of access roads and parking lots Removal of graffiti from building surfaces

Department of Facilities Management Division of Maintenance 27 10/27/2005 Environmental Services Trash and refuse removal and disposal Environmental safety and Indoor Air Quality Recycling program management Integrated pest management Hazardous waste removal and disposal, including asbestos abatement Water quality management for heating and cooling systems

Department of Facilities Management Division of Maintenance 28 10/27/2005 Capital Asset Replacement Planned Lifecycle Asset Replacement (“PLAR”) Section provides program and contract management for capital improvement projects Replacement of capital assets and building components and systems –Examples: Asphalt & concrete surfaces; bleachers; student lockers; partial and full roof replacements; lighting systems; floor coverings; sod for ballfields Note: The Division of Construction manages major construction, modernization, and expansion projects, HVAC system replacements, relocatable classroom installations, and certain other capital projects

Department of Facilities Management Division of Maintenance 29 10/27/2005 Automated Energy Management Monitor and control automated heating and cooling systems in schools Schedule building heating and cooling to support school and community activities Provide system diagnostics for school plant operations and maintenance staffs Provide lighting retrofits and other upgrades to increase energy efficiencies Perform commissioning of controls for newly installed heating and cooling systems

Department of Facilities Management Division of Maintenance 30 10/27/2005 Minor Renovation and Alteration (Also Referred to as “New Work”) Perform minor renovations and alterations to facilities and interior spaces Construct shelving and cabinets Construct small sheds for storage of materials and equipment Projects are funded from the operating budget

Department of Facilities Management Division of Maintenance 31 10/27/2005 ORGANIZATION & STAFFING (DETAILS)

Department of Facilities Management Division of Maintenance 32 10/27/2005 DIVISION OF MAINTENANCE Division Office (Located at Shady Grove) –Director/Asst Director; Accounting; Automation; Contracting; Environmental Safety; Indoor Air Quality; and Recycling Shady Grove Depot –Specialized services and centralized support. –Electronics; Automated Energy Management; Environmental Services; Heavy Equipment; Industrial Equipment Repair; Materials Fabrication; Renovation & Carpentry Bethesda, Clarksburg, & Randolph Depots –Direct support aligned with school communities & clusters –Maintenance and repair services and trash removal

Department of Facilities Management Division of Maintenance 33 10/27/2005 SHOPS AT SUPPORTING DEPOTS Carpentry Shop –Doors, windows, glass, floor tile, locks and keys, painting, roofing, handrails, ramps, special-cut ceiling tiles, lockers Electrical Shop –Breakers, panels, switches, outlets, electric cook stoves, emergency lights, generators, parking lot lights General Maintenance Shop –Asphalt and concrete, playgrounds, field mowing, trash removal, snow plowing, tree trimming HVAC/Refrigeration Shop –Boilers, chillers, cooling towers, circulation pumps, heat pumps, window air conditioners, refrigeration/ice makers Plumbing Shop –Drains, drinking fountains, gas-fired stoves, toilets, showers

Department of Facilities Management Division of Maintenance 34 10/27/2005 SHOPS AT SHADY GROVE Electronics Shop –Fire alarms, public address systems, A/V equipment, bells, two-way radios Heavy Equipment Shop –Lawn tractors, mowers, trimmers, and snow blowers, welding services Industrial Equipment Repair Shop –Fire extinguishers, kilns, motor rebuilds, printing presses, trash compactors Materials Fabrication & Rigging Shop –Projection screens, stage curtains, window blinds Renovation & Carpentry Shop –Cabinet and sign making, minor new work projects

Department of Facilities Management Division of Maintenance 35 10/27/2005 SHADY GROVE ACTIVITIES Accounting Section –Requisition, purchase order, and invoice processing Automated Energy Management Section –Automated controls for heating and cooling systems Environmental & Automation Services –Asbestos abatement, hazardous materials, integrated pest management, recycling, water testing –Online work order management system PLAR/Contracting Section –Capital improvement projects, project and contract management

Department of Facilities Management Division of Maintenance 36 10/27/2005 MAINTENANCE SUPPORT PROCEDURES FOR SCHOOLS (ADDITIONAL INFORMATION)

Department of Facilities Management Division of Maintenance 37 10/27/2005 REQUESTING SUPPORT Bethesda Depot Clarksburg Depot Randolph Depot Shady Grove Depot Schools Work Requests Work Requests

Department of Facilities Management Division of Maintenance 38 10/27/2005 AUTOMATED WORK ORDERS All schools have access to the Maximo work order system to submit requests and check WO status A work order documents a request and the labor and materials used to complete the job When submitting work requests, provide as much information as possible For audio-visual equipment, submit a work order for each item; include brand name, model number, serial number, and a detailed description of the problem

Department of Facilities Management Division of Maintenance 39 10/27/2005 PROVIDING SUPPORT Bethesda Depot Clarksburg Depot Randolph Depot Shady Grove Depot Schools Help is coordinated by the supporting depot, even if work is done by someone else.

Department of Facilities Management Division of Maintenance 40 10/27/2005 HOW SCHOOLS CAN GET THE BEST POSSIBLE SUPPORT Call and talk to the supporting maintenance depot (BMD, CMD, RMD) about needs Submit clear and understandable work orders (Depots can advise and assist as required) Maintain regular contact with the supporting maintenance depot (status & updates)

Department of Facilities Management Division of Maintenance 41 10/27/2005 SCHOOLS SHOULD DISCUSS WITH THEIR SUPPORTING DEPOT: Status of existing work orders Requirements for maintenance and repair Requirements for short term and long term capital improvement projects Questions about how work gets done Whom to call for help with special issues or problems Customer concerns or complaints

Department of Facilities Management Division of Maintenance 42 10/27/2005 CUSTOMER SUPPORT The Division of Maintenance wants to provide the best service possible within our capabilities Resource constraints, backlogs, and existing priorities limit how quickly work can get done When you have a problem, question, or concern: –Contact your supporting depot; discuss the issue with the assistant manager or manager; give them time to respond –If concerns are not answered, send an to the assistant director or director, Division of Maintenance –Please limit phone calls to the Division Office to the most serious or time-sensitive issues

Department of Facilities Management Division of Maintenance 43 10/27/2005 POINTS OF CONTACT AND EMERGENCY INFO

Department of Facilities Management Division of Maintenance 44 10/27/2005 DAYTIME POINTS OF CONTACT Bethesda Maintenance Depot (BMD) –Manager: Jim Auth; Asst Mgr: Stan Jones –Phone: (6:00 AM – 2:30 PM) Clarksburg Maintenance Depot (CMD) –Manager (Acting): Ronald Ehlman –Phone: (6:00 AM – 2:30 PM) Randolph Maintenance Depot (RMD) –Manager: Kenny Hoyle; Asst Mgr: Brenda Wilhelm –Phone: (6:00 AM – 2:30 PM)

Department of Facilities Management Division of Maintenance 45 10/27/2005 DAYTIME POINTS OF CONTACT Division of Maintenance (Shady Grove Depot) –Director: Roy Higgins; Asst Dir: Michael Allnutt – (7:00 AM - 3:30 PM) General Assistance (Shady Grove Depot) –Phone (7:00 AM – 3:30 PM) Other Shops, Offices, and Personnel –Consult the MCPS directory

Department of Facilities Management Division of Maintenance 46 10/27/2005 AFTER-HOURS SUPPORT Call the School Security Office, Report the location and nature of the problem Provide a point-of-contact’s name, school, and telephone number for follow-up actions The School Security Office will contact maintenance depot personnel at home –The security staff has phone numbers and backup support information –Do not attempt to call depot personnel on your own

Department of Facilities Management Division of Maintenance 47 10/27/2005 FACILITY EMERGENCIES Call fire, police, and/or medical emergency authorities first (if applicable) Shut off affected utilities (if qualified to do so) Call the supporting maintenance depot immediately and report the problem –(After hours, call School Security, , and ask them to notify depot personnel) Call any other personnel or offices that you are required to notify

Department of Facilities Management Division of Maintenance 48 10/27/2005 SUMMARY The Division of Maintenance is committed to supporting student success by keeping facilities in the best possible condition To ensure the best quality of support, schools should maintain close and regular contact with their supporting maintenance depots Clear, open, and honest communications are the keys to understanding the facilities management system and to receiving the best possible maintenance support