Department of Facilities Management Division of Maintenance 1 10/27/2005 The Division of Maintenance: Supporting Student Success.
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10/27/2005
Department of Facilities ManagementDivision of Maintenance
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The Division of Maintenance:Supporting Student Success
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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)
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MISSIONThe 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
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ORGANIZATIONBOARD OF EDUCATION
SUPERINTENDENT OF SCHOOLS
OFFICE OF THE CHIEF OPERATING OFFICER
DEPARTMENT OF FACILITIES MANAGEMENT
DIV OF MAINT
Div Of Const
Div OfSchoolPlantOpns
Energy &Utilities(Green Schools)
RealEstate
Div OfLongRangePlanng
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DIVISION OF MAINTENANCEDirector
Assistant DirectorShady Grove Depot
PLAR/ContractingOffice
ElectronicsShop
Randolph Maint Depot(RMD)
Clarksburg Maint Depot(CMD)
Bethesda Maint Depot(BMD)
Accounting
Energy ManagementOffice
Industrial EquipmentRepair shop
Renovation andCarpentry Shop
Heavy EquipmentShop
Environmental andAutomation Services
Materials Fabricationand Rigging Shop
AccountingOffice
MaintenanceDepots:
Shady GroveOffices & Shops:
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MAINTENANCE DEPOT AREAS
CMD:280 Sq Miles 71 Facilities
RMD:110 Sq Miles 66 Facilities
BMD:110 Sq Miles 71 Facilities
County Line
Cou
nty
Line
County Line Cou
nty
Line
Note: Service areas (Sq Mi) are estimates
N
BMD = BethesdaCMD = ClarksburgRMD = RandolphSGD = Shady Grove
SGD
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MAINTENANCE DEPOT(Bethesda; Clarksburg; Randolph)
Maintenance / FacilityArea Manager
Assistant ManagerSecretary & Office Asst (4)
CarpentryShop (20)
HVAC / RefrigerationShop (16)
ElectricalShop (8)
General MaintenanceShop (22)
PlumbingShop (6)
(Approximately 76 Positions in Each Depot)
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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
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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)
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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)
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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
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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 email 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
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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
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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
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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
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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
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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
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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
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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
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ADDITIONAL INFORMATION
SLIDES
(NOT PART OF THE BRIEFING)
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DIVISION OF MAINTENANCESTRATEGIC FUNCTIONS
(DETAILS)
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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
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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
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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
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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
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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
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ORGANIZATION & STAFFING(DETAILS)
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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
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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
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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
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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
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MAINTENANCE SUPPORTPROCEDURESFOR SCHOOLS
(ADDITIONAL INFORMATION)
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REQUESTING SUPPORT
BethesdaDepot
ClarksburgDepot
RandolphDepot
Shady GroveDepot
Schools
Schools
Schools
WorkRequests
WorkRequests
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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
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PROVIDING SUPPORT
BethesdaDepot
ClarksburgDepot
RandolphDepot
Shady GroveDepot
Schools
Schools
SchoolsHelp is coordinatedby the supporting depot,even if work is done by someone else.
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HOW SCHOOLS CAN GET THEBEST 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)
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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
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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 email 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
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POINTS OF CONTACTAND
EMERGENCY INFO
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DAYTIME POINTS OF CONTACT
• Bethesda Maintenance Depot (BMD)– Manager: Jim Auth; Asst Mgr: Stan Jones– Phone: 301-469-1133 (6:00 AM – 2:30 PM)
• Clarksburg Maintenance Depot (CMD)– Manager (Acting): Ronald Ehlman– Phone: 301-353-0940 (6:00 AM – 2:30 PM)
• Randolph Maintenance Depot (RMD)– Manager: Kenny Hoyle; Asst Mgr: Brenda Wilhelm– Phone: 301-929-2250 (6:00 AM – 2:30 PM)
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DAYTIME POINTS OF CONTACT
• Division of Maintenance (Shady Grove Depot)– Director: Roy Higgins; Asst Dir: Michael Allnutt– 301-840-8107 (7:00 AM - 3:30 PM)
• General Assistance (Shady Grove Depot)– Phone 301-840-8100 (7:00 AM – 3:30 PM)
• Other Shops, Offices, and Personnel– Consult the MCPS directory
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AFTER-HOURS SUPPORT • Call the School Security Office, 301-279-3232 • 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
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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, 301-279-3232,
and ask them to notify depot personnel)
• Call any other personnel or offices that you are required to notify
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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
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