Comprehensive Maintenance Plan 052005

(1)

Energy $mart Schools

NYSED Capital & Maintenance Planning Reports Toolbox

(For Producing Comprehensive Maintenance Plans, Five-Year Capital Facilities Plans & Facility Report Cards)

INTRODUCTION

► Help improve occupant health, safety and comfort

INSTRUCTIONS

2) Continue to fill out the other yellow tabs. Additional instructions highlighted at the top of each page.

4) The blue Appendix tabs are there as resources, but will not be included in reports unless selected.

This template was designed by the New York State Energy Research and Development Authority and the New York State Education

Department to help New York Schools produce required annual reports easily and effectively. After you enter your schools' data once, it

will print out on three reports. The Toolbox also acts as a database that can be easily updated each year. Some of the appendices

contained in the Toolbox provide templates for a Preventive Maintenance (PM) program.

In addition to reducing your paperwork, organizing your building data and your requests for expenses between your Five-Year Capital Facilities Plan,

your Facility Report Cards and your Comprehensive Maintenance Plan (CMP), this template tries to serve a variety of objectives, including:

► Fulfill NYSED Commissioner’s Regulation 155.4(d)(2) to develop and annually update a Comprehensive Maintenance Plan (CMP).

► Help ensure that all school buildings in New York State are maintained in a state of good repair, combing data from the CMP and Report Cards.

► Help Superintendents of Buildings and Grounds (SBGs) manage operating costs (energy, annual maintenance, and repairs) with effective maintenance.

► Help justify capital expenses that reduce energy or maintenance costs.

► Focus preventive maintenance approaches to improve overall maintenance.

► Document capital expenses above and beyond annual costs (for service contracts, supplies, and reoccurring costs) that will be included in the Five-Year

Capital Facilities Plans. By showing the benefits of these capital expenses in reducing maintenance and energy costs, it will help justify each year's capital costs.

1) Beginning with the yellow General Info tab, fill in all information as prompted. The information provided on the General Info tab will automatically transfer to

the other tabs in the spreadsheet, so the information only needs to be provided once.

3) The green tabs are used only to review and print the Five Year Capital Plan and the Facility Report Card. No data needs to be entered on the green tabs, but an

idividual school's Capital Plan budget or an individual school's Report Card can be viewed before printing.

5) When information is entered, use the print button below to generate the reports. The individual tabs throughout the tool are also print-formatted, so each report

can be printed as needed.

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Energy $mart Schools

Comprehensive Maintenance Plan (CMP)

GENERAL INFORMATION

Date:

2/1/2005

Person Preparing this Plan:

John Doe

School District:

Sample Town CSD

Title/Position

Superintendent of Buildings and Grounds

BOCES:

Valley View BOCES

Address:

101 Main Street

Plan Year:

2005

City:

Albany

Number of Schools in District:

4

State:

NY

Number of Buildings in District:

4

Zip:

12345

Telephone:

999-999-9999

Fax:

888-888-8888

(3)

Energy $mart Schools

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

FACILITIES INVENTORY

Name of School/Facility

Example School 3 Example School 4 Example School 5 Example School 6

BEDS Code 123456789 987654321

Street Address 1234 Willow Road 9 Chain Road

City Sacketts Harbor Albany

State NY NY ZIP 12345 12345 Year Built 1958 1967 Square Footage 95,000 100,300 # of Floors 2 1 Basement? Yes No Enrollment 1,175 1,200 Capacity 1,200 1,500 Grades K-6 6-8

Ownership Type: Owned Operated

Primary Heat Source: Natural Gas Oil

Elementary

School

Good Grades

Middle School

(4)

Energy $mart Schools

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

OVERVIEW

Summary of Overall Conditions

School Name General Conditions and Goals

Elementary Elementary School Insert assessment here… Good Grades Middle School Insert assessment here… Example School 3 Insert assessment here… Example School 4 Insert assessment here… Example School 5 Insert assessment here… Example School 6 Insert assessment here…

Work Order Systems

To help with unplanned maintenance and repairs, do you have a work-order system in place? Yes/No

If yes, approximately how many work orders were completed last year?

Service Contracts

Indicate all systems that have preventive maintenance (PM) or service and repairs performed under service contracts with outside contractors.

Yes/No Yes/No

Heating Yes Computer/PA Yes

Air Handling Yes Roof Yes

Cooling Yes Backup Power No

HVAC Controls Yes Electrical Distribution Yes

Fire Protection/Suppression Yes Lighting Yes

Plumbing Yes Landscaping No

Other Yes Other No

(5)

Energy $mart Schools

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

DISTRICT LEVEL BUDGET SUMMARY

Projected Budget for O&M Costs

Element Cost Estimate Notes Cost Estimate Notes Cost Estimate Notes

Site Elements $11,000 $2,000 $3,000 Roofing $12,000 $9,000 $6,000 Envelope Elements $- $- $- Structural Interior $- $- $- Elements/Finishes $- $- $- Electrical $- $- $- Plumbing $- $- $- HVAC $- $- $- Special Construction $- $- $- $- $- $- Other $- $- $- $23,000 $11,000 $9,000

Estimated Costs to Restore Buildings

to a State of Good Repair Buildings in a State of Good RepairEstimated Annual Costs to Keep

Emergency Systems (fire alarm, sprinklers, public address, etc.)

(6)

Energy $mart Schools

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

PREVENTIVE MAINTENANCE PLAN

Preventive Maintenance (PM) typically provides significant benefits such as:

Approach Used in this District

Example: We use a spreadsheet systems with all our major equipment and the maintenance intervals recommended in the O&M manuals. Our Office Manager …

Lessons Learned

What lessons have been learned in the District about the usefulness of PM? What works best and what doesn’t work well that can be shared with other Districts?

Checklist of Items Being Serviced Through PM

· Lower overall maintenance costs versus correcting problems after they occur;

· Reduce equipment down time;

· Lower energy costs by maintaining systems in a more efficient operating condition;

· Lower replacement costs through longer equipment life;

· Improve indoor environment; and

· Improve occupant comfort, health and safety.

Does the District perform PM? If so, what types of systems do you use (e.g., informal schedules, formal schedules with charts for maintenance intervals,

computerized maintenance management systems (CMMS) with PM assignments automatically generated)?

Performing PM is one way of demonstrating that the District takes good care of existing systems and deserves State funding when those systems eventually wear

out.

The PM Checklist in Appendix A

can be used to show which systems are maintained with PM. The list can also serve as a prompt to work with systems that

may have needed more regular PM. The list should only be considered a starting point and how it is used will depend on the District's specific needs.

(7)

Energy $mart Schools

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

HEALTH & SAFETY

Description of Health and Safety Committee activities: Yes/No

Does the district have a health and safety committee? Yes Does the Health and Safety Committee have a chairperson? No

- Name John Milton

- Phone Number 212-867-5309

- Email

Does the Health and Safety Committee membership include:

- District Officials Yes

- Staff No

- Bargaining Units Yes

- Parents No

Did the Health and Safety Committee receive any type of training? Yes

- Project Architect Yes

- Project Engineer Yes

- Construction Manager No

- Contractors Yes

Frequency of Health and Safety Committee meetings (check one): 3-5 Times / School Year [email protected]

Health and Safety Committee membership expanded during construction to include district officials, staff, bargaining units, parents and:

(8)

ENVIRONMENTAL AWARENESS

SCHOOL/FACILITY:

Environmental Awareness Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No

Has this building been tested for the presence of lead: paints, plumbing, etc.? Yes Yes

No Yes

If yes, has this type of work been done in accordance with the Guidelines? Yes Yes

No Yes

Yes Yes

When was the AHERA management plan last updated? 4/4/2004 3/3/2003

Yes Yes

Did the geological potential indicate testing this facility was necessary? No Yes If yes, did the highest test in this building exceed 4pCi/L? Yes Yes If yes, describe mitigation activities:

Elementary Elementary School Mitigation activities described here. Good Grades Middle School Mitigation activities described here. Example School 3 Mitigation activities described here. Example School 4 Mitigation activities described here. Example School 5 Mitigation activities described here. Example School 6 Mitigation activities described here.

Elementary Elementary

School

Good Grades

Middle School Example School 3 Example School 4 Example School 5 Example School 6

Based on the testing results, are there elements in this building that would require construction or maintenance projects to be conducted in accordance with the US Department of Housing and Urban Development Guidelines for the Evaluation and Control of Lead Based Paint Hazards in Housing?

Does this building contain known or assumed Asbestos Containing Building Materials? (ACBM)

If yes, has an original Asbestos Hazard Emergency Response Act (AHERA) management plan been developed for this building? (The AHERA

Management Plan for this building must be able to be viewed at the main office during normal business hours).

Has the district reviewed the geological potential for the presence of radon from the New York State Dept. of Health Radon Measurement Database?

(9)

Energy $mart Schools

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

INTEGRATED PEST MANAGEMENT

SCHOOL/FACILITY: Example School 3 Example School 4 Example School 5 Example School 6

Yes/No

Yes

No

Yes

No

Yes

Elementary

Elementary School Good Grades Middle School

Status of measures to assure acceptable

integrated pest management:

Does this building have an Integrated

Pest Management program? See

Appendix B.

Does this building have a person

designated to oversee the pest

management program?

Has this building established a list of

persons to notify at least 48 hours

prior to the application of pesticides?

Have pesticide application summary

reports been provided to all parents

and staff pursuant to CR 155.24?

(10)

Energy $mart Schools

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

INDOOR ENVIRONMENTAL QUALITY

SCHOOL/FACILITY:

Yes/No

Yes

No

Yes

No

Yes

No

Yes

No

Yes

No

Yes

If yes, describe for each building:

IEQ description here.

Good Grades Middle School

IEQ description here.

Example School 3

IEQ description here.

Example School 4

IEQ description here.

Example School 5

IEQ description here.

Example School 6

IEQ description here.

Yes

Elementary Elementary

School

Good Grades

Status of actions and policies taken to assure

acceptable indoor environmental quality:

Does this building use the US Environmental

Protection Agency’s Indoor Air Quality Tools for

Schools Action Kit?

Does this building have a procedure in place for

reporting indoor environmental quality concerns?

Is ventilation with outdoor air available in all occupied

spaces?

1) Is all ventilation and exhaust equipment

operational?

2) Are all outdoor air intakes unobstructed and clear

of foreign objects?

3) Are all outside air damper controls in place and

operational?

4) Have facilities operations been reviewed with

respect to impact on outside air intakes (i.e., vehicle

emissions, waste storage, mowing, etc.)?

Are there any unresolved complaints regarding the

indoor environment at this facility?

Elementary Elementary

School

Are the heating, ventilation, and air conditioning

equipment cleaned and maintained in accordance with

manufacturer’s instructions (e.g., filter changes, coils

cleaned, etc.)?

(11)

Energy $mart Schools

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

INDOOR ENVIRONMENTAL QUALITY

SCHOOL/FACILITY: Elementary Elementary School

Good Grades

No

Yes

No

Yes

No

Yes

35

70 Yes

Yes

Does this facility follow green cleaning guidelines?

No

Yes

No

Has the interior of ductwork (air passageways) been

inspected for cleanliness within the past year?

Have exterior ductwork and rooftop air handling units

been inspected for leaks within the past year?

Does the District have a policy encouraging the use of

environmentally friendly products?

Does the District annually review products used in and

around the building with the intent of reducing or

eliminating hazardous chemicals that occupants and

visitors are exposed to, including volatile organic

compounds (VOCs), semi-volatile organic compounds,

etc. (cleaning supplies, repair and maintenance

supplies, materials, etc.)?

Does the District perform an annual review to ensure

hazardous chemicals used as part of instructional

programs are used and stored properly?

Is each building inspected for roof leaks, growth of

mold and mildew, evidence of rodent infiltration, and

IEQ?

What level (dB) of maximum background accoustic

settings has been set for classrooms?

Does this facility regularly test and record levels of CO,

CO2, total VOCs, Radon, mold spores, etc?

Does this facility regularly measure and track relative

humidity levels?

Does this facility verify lighting levels meet

Illuminating Engineering Society guidelines each year?

Is this facility seeking to comply with a whole building

sustainable guideline, such as the U.S. Green Building

Council's LEED

®

_{for Existing Buildings?}

(12)

Energy $mart Schools

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

ENERGY BENCHMARKING

SCHOOL/FACILITY: Example School 3 Example School 4 Example School 5 Example School 6

Last Year Last Year Last Year Last Year Last Year Last Year

60 50 60 50

Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No

Yes No No No $35,000.00 $20,000.00 $40,000.00 $0.00 $0.00 $18,000.00 $3,000.00 $5,000.00 250,000 400,000 200,000 0 0 40,000 0 0 60 60 75 75 Elementary Elementary School

Good Grades Middle School Status of measures taken to optimize

energy use: Current Year Current Year Current Year Current Year Current Year Current Year

What was this building’s score in the U.S. Environmental Protection Agency’s Energy

Star®_{Portfolio Manager?}

Has this building’s energy use been benchmarked using NYSERDA’s Energy Smart Schools Program against other New York schools?

Do you follow the U.S. Environmental Protection Agency’s ENERGY STAR®_and

U.S. Department of Energy’s FEMP purchasing standards?

Who manages the energy use for this building (Name and Title)?

Estimated electricity costs for current year (In Dollars):

Estimated natural gas costs for current year (In Dollars):

Estimated fuel oil costs for current year (In Dollars):

Estimated other energy costs for current year (In Dollars):

Estimated electricity consumption for next year (In kWh):

Estimated natural gas consumption for next year (In Therms):

Estimated fuel oil consumption for next year (In Gallons):

Estimated other energy consumption for next year (List Units Here):

What is the facility's goal to score in the Portfolio Manager in one year ? What is the facility's goal to score in the Portfolio Manager in three years?

(13)

Energy $mart Schools

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

MAJOR PROJECTS DURING LAST YEAR

SED # (if applicable) Brief Project Description Project Dates Costs Project Benefits

SED #00-00-00-00-0-000 5/5/03 to 9/5/03 $120,000

TOTAL $120,000

Example: New Boiler Controls Reduce energy costs $150/year, eliminate frequent repairs.

(14)

Energy $mart Schools

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

PLANNED CAPITAL PROJECTS

SED Number Project Description Year Priority Construction Type Project Type Cost Annual Benefits Notes

43305439053 New RTUs 2 1 New Construction Major System Capital $30,000.00

121212121234124 New Windows 5 3 Addition Health/Safety Capital $20,000.00

34059384535 2 3 Alteration Health/Safety Bond $10,000.00

121212121234124 Example 1 2 Alteration Energy Bond $15,600.00 $12,000.00

10294958771729 Remove remaining asbestos 4 2 Addition Health/Safety Capital $60,000.00

3242309482 Example 2 2 Alteration Major Repair Bond $20,000.00 $4,000.00

Facility Name Funding _Source

Elementary Elementary School Elementary Elementary

School Elementary Elementary

School Treat pest problems in 36 classrooms Good Grades Middle

School

Lower energy costs, reduced service contract, and defer planned replacement (est repl cost

$250K) by 5-8 years. Good Grades Middle

School Elementary Elementary

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School Facility Report Card

School District/BOCES: Sample Town CSD Building Name:

Example School 6

<< Select to change school

School Building Address: -- ,

Certificate of Occupancy Status: Expiration Date: Location where certificate of occupancy is posted:

Section I: School Building General Information

1. Person completing this School Facility Report Card: John Doe Date: 2/1/2005 2. Right-to-Know designee concerning this school building and School Facility Report Card:

Name: John Doe Telephone: 999-999-9999

Position: Superintendent of Buildings and Grounds Fax: 888-888-8888 E-mail: [email protected]

Address: 101 Main Street City: Albany Zip: 12345

3.a. Original Construction Date (year):

3.b. Present size of school building (SF): Number of floors: Basement? (Yes/No):

4. Grade levels currently housed in this building: Current enrollment:

5. Upgrades to school building systems can be viewed on the Building Condition Survey?

6. Number of different types of program spaces currently in this school building can be viewed on the Building Condition Survey?

Section II: School Building Ratings

7. Date current 5-year building condition survey conducted:

Overall school building safety rating from Building Condition Survey as certified by the Board of Education: 8. Date current year annual visual inspection conducted:

Overall condition:

Section III: Building Capital, Maintenance, and Operations Information

9. List any current unsatisfactory building systems that have not been corrected since the previous Building Condition Survey. (Add additional sheets as necessary) Building systems listed here.

10. Estimated remaining useful life of school building and systems can be viewed on the Building Condition Survey? (Yes/No)

11. The need for routine maintenance, repairs, rehabilitation, reconstruction, and construction can be viewed on the Capital Facilities Plan? (Yes/No) List prioritized health and safety improvements for this facility as indicated in the five year plan:

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School Facility Report Card

Projected Budget for O&M Costs

Cost Estimate Cost Estimate Cost Estimate

Site Elements 0.00 0.00 0.00 Roofing 0.00 0.00 0.00 Envelope Elements 0.00 0.00 0.00 Structural Interior 0.00 0.00 0.00 Elements/Finishes 0.00 0.00 0.00 Electrical 0.00 0.00 0.00 Plumbing 0.00 0.00 0.00 HVAC 0.00 0.00 0.00 Special Construction 0.00 0.00 0.00 0.00 0.00 0.00 Other 0.00 0.00 0.00 0.00 0.00 0.00

12. Estimated energy costs for current school year by type:

Electricity: Gas:

Fuel Oil: Other:

Total estimated energy costs: $0.00

Section IV: Health and Safety

13. Description of Health and Safety Committee activities: Yes/No

a. Does the district have a health and safety committee? Yes

b. Does the Health and Safety Committee have a chairperson? No Name: John Milton c. Phone number of Health and Safety Committee Chairperson: 212-867-5309 Email: [email protected]

d. Basic Health and Safety Committee membership:

- District Officials Yes

- Staff No

- Bargaining Units Yes

- Parents No

- Project Architect Yes

- Project Engineer Yes

- Construction Manager No

- Contractors Yes

Estimated Costs to Restore Buildings to a State of Good Repair

Estimated Annual Costs to Keep Buildings in a State of Good Repair

Emergency Systems (fire alarm, sprinklers, public address, etc.)

TOTAL Estimated Cost

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School Facility Report Card

(18)

School Facility Report Card

Section V: Environmental Awareness

14. Lead testing: Yes/No

a. Has this building been tested for the presence of lead: paints, plumbing, etc.?

c. If yes, has this type of work been done in accordance with the Guidelines? 15. Federal Asbestos Hazard Emergency Response Act (AHERA) Plan:

a. Does this building contain known or assumed asbestos containing building materials? (ACBM)

c. When was the AHERA management plan last updated? 16. Radon testing:

Mitigation activities described here.

17. Integrated Pest Management Program:

18. Status of measures taken to assure acceptable indoor air quality:

b. Based on the testing results, are there elements in this building that would require construction or maintenance projects to be conducted in accordance with the US Department of Housing and Urban Development Guidelines for the Evaluation and Control of Lead Based Paint Hazards in Housing?

b. If yes, has an original AHERA management plan been developed for this building? (The AHERA Management Plan for this building may be viewed at the main office during normal business hours).

a. Has the district reviewed the geological potential for the presence of radon from the NYSDOH Radon Measurement Database?

b. Did the geological potential indicate testing this facility was necessary? c. If yes, did the highest test in this building exceed 4pCi/L?

d. If yes, describe mitigation activities:

a. Does this school have an integrated pest management program?

b. Does this school have a person designated to oversee the pest management program?

c. Has this school established a list of persons to notify at least 48 hours prior to the application of pesticides? d. Have pesticide application summary reports been provided to all parents and staff pursuant to CR 155.24?

a. Does this school utilize the EPA Indoor Air Quality Tools for Schools Action Kit? b. Does this school have a procedure in place for reporting indoor air quality concerns?

(19)

School Facility Report Card

If yes, describe: IEQ description here.

c. Is ventilation with outdoor air available in all occupied spaces?

1. Is all ventilation and exhaust equipment operational?

2. Are all outdoor air intakes unobstructed and clear of foreign objects? 3. Are all outside air damper controls in place and operational?

4. Have facilities operations been reviewed with respect to impact on outside air intakes (i.e., vehicle emissions, waste storage, mowing, etc.)?

d. Are there any unresolved complaints regarding indoor air at this facility?

e. Maintenance: Heating, ventilation, and air conditioning equipment are cleaned and maintained in accordance with manufacturer’s instructions (i.e., filter changes, coils cleaned, etc.)

f. Has the interior of ductwork (air passageways) been inspected for cleanliness? g. Have exterior ductwork and rooftop air handling units been inspected for leaks? h. Operations and maintenance program:

1. Does the District have a policy encouraging the use of environmentally friendly products?

2. Products entering a school building are reviewed with the intent of reducing or eliminating hazardous chemicals, including volatile organic compounds (VOCs), semi-volatile organic compounds, etc. (cleaning supplies, repair and maintenance supplies, materials, etc.).

3. Review performed to ensure hazardous chemicals used as part of instructional program are used and stored properly.

i. Buildings are inspected for roof leaks, growth of mold, evidence of rodent infiltration, and other potential problems to acceptable IAQ.

j. Is this facility seeking to comply with a whole building sustainable guideline, such as the U.S. Green Building Council's LEED® for Existing Buildings?

(20)

Sample Town CSD

Valley View BOCES

Five-Year Capital Facilities Plan

Submitted/Revised

2/1/2005

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Executive Summary

Following are the people who prepared this plan and the resources used:

People and resources here.

Following is a narrative of the general conditions of each facility:

Facility Name Narrative

Elementary Elementary School Insert assessment here…

Good Grades Middle School Insert assessment here…

Example School 3 Insert assessment here…

(23)

Building Inventory Form

Building Name: Example School 6 Bed Codes Number:

Address: -- ,

Use: Current enrollment: Total square footage: Rated Capacity:

Ownership:

Building Condition Survey Rating:

Building Age:

Construction Year Square Footage Original Addition #1 Addition #2 Addition #3 Addition #4 Addition #5 Addition #6 Addition #7 Addition #8 Addition #9 Addition #10

Heating System Energy Source:

Energy Consumption: kWh (electricity) therms (natural gas) (per year) gallons (fuel oil) units (other)

(24)

District-Wide Analysis and Prioritization

District: Sample Town CSD

Year 1 SED Number Priority Facility Name Costs 121212121234124 2 Good Grades Middle School $15,600.00

Year Total $15,600.00

Year 2 SED Number Priority Facility Name Costs 3242309482 2 Elementary Elementary School $20,000.00 34059384535 3 Elementary Elementary School $10,000.00 43305439053 1 Elementary Elementary School $30,000.00

Year Total $60,000.00

Year 3 SED Number Priority Facility Name Costs Year Total $0.00

Year 4 SED Number Priority Facility Name Costs 10294958771729 2 Good Grades Middle School $60,000.00

Year Total $60,000.00

Year 5 SED Number Priority Facility Name Costs 121212121234124 3 Elementary Elementary School $20,000.00

Year Total $20,000.00 District Total $155,600.00

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Facility Estimated Expenses

District:

Sample Town CSD

Facility Name:

Example School 6

<< select to change school

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Year 2

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SED #

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Year 3

Priority

SED #

Item Description

Cost

Year Total

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Year 4

Priority

SED #

Item Description

Cost

Year Total

$0.00

Year 5

Priority

SED #

Item Description

Cost

Year Total

$0.00

(26)

Energy $mart Schools

Comprehensive Maintenance Plan (CMP)

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

Equipment Inventory

School: ________________________________ Date Updated: ____________________________

Heating Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Boilers HS 2004-01 IBR K500-B 123-456-78 500,000 Btu Gas 75% 2 1977, 1992 35 Boiler room next to loading dock 4 $1,200

Furnaces Condenser pumps Deaerator tank Steam traps Steam valves Fuel tanks & distribution Heat exchangers Terminal/package units Fin tubes/radiators Dampers/draft control Ductwork Stacks Insulation Piping Valves

Air Handling Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Air handling units Unit ventilators Fans Fire dampers Filters Humidifiers

Cooling Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Condensing units Air compressors Heat exchangers Packaged A/C units Chillers CHW Pumps

Efficiency

Rating Number in Building

Expected Service Life (yrs) Suggested Maint Interval (# per year) Annual Maintenance Cost ($) No. 14 3-headed left-handed

propane-powered pneumatic sprocket

Control sensors

Efficiency

Expected Service Life (yrs) Suggested Maint Interval (# per year) Annual Maintenance Cost ($) Efficiency

Expected Service Life (yrs) Suggested Maint Interval (# per year) Annual Maintenance Cost ($) Heat pumps

(27)

Equipment Inventory

P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Sprinkler piping Backflow preventers Sprinkler heads Fire extinguishers Fire hose system Standpipe connection Fire pumps

Grease hood extinguisher Alarms and detectors

Mechanical Controls P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Compressors Pneumatic valves/levers Pneumatic tubing Electronic controls

Plumbing Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Cold water piping Water heaters Hot water piping Circulation pumps Sump pumps Valves and traps Septic tanks

Lighting Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Fluorescent fixtures Incandescent fixtures HID fixtures Lighting panels Emergency lighting Exterior lighting Occupancy controls Daylight controls Other controls

Signal Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Computer data Public address

Fire Protection/

Suppression Systems Efficiency Rating Number in Building

Expected Service Life (yrs) Suggested Maint Interval (# per year) Annual Maintenance Cost ($)

(28)

Equipment Inventory

Television Telephone Clock system Fire alarms Security alarm/devices

Footings Foundation walls Slab/beams on grade Piling/Posts How? Waterproofing How? Insulation Underdrains How?

Superstructure P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Columns Beams Floor structure Roof structure Monolithic bearing walls Stairs and railings Structural bracing Welds/connectors

Roof Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Roofing Insulation

Curbs/supports Expansion/seismic joints Drains, gutters, etc. Drywells Flashing and trim Fasteners Snow stops Roof openings Parapet caps

Exterior Wall Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes Foundation and

Substructure Efficiency Rating Number in Building

Paving and ballast Paving? On a roof?

Efficiency

(29)

Equipment Inventory

Facade integrity Cladding/sheathing Doors

Window systems Balcony walls/railings Louvers and screens Expansion/seismic joints Insulation

Protective coating Sealants

Interior Construction P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Fixed partitions Demountable partitions Retractable partitions Doors Carpet Resilient tile/sheet Ceramic/clay tile Terrazzo Paint

Vinyl/fabric wall cover Ceiling system

Power Generation P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Generators Transfer switches Transformers Service wiring Substation Switchgear Overcurrent protection

Main distribution panel

Electrical receptacles Circuit breakers Electric baseboard heaters Heat trace

Efficiency

Expected Service Life (yrs) Suggested Maint Interval (# per year) Annual Maintenance Cost ($) Power Distribution

Systems Efficiency Rating Number in Building

Wiring, conduits, & distribution panels

(30)

Equipment Inventory

Landscaping Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Irrigation

Turf/lawn Walks/plazas

Athletic fields Hard surface courts Swings Safety mats Gravel and containment Markings/painting

Vehicular Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Parking lots Roads/drives Curbs Fire lanes

Site Utilities P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Fuel tanks

Fuel distribution piping Storm drainage Fire hydrant systems

Specialties P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Toilet partitions Display boards Projection screens Display cases Lockers Elevators

Food service equipment

Efficiency

Expected Service Life (yrs) Suggested Maint Interval (# per year) Annual Maintenance Cost ($) Tree/shrub/flower bed plantings Playfields and

Playground Systems Efficiency Rating Number in Building

Waste handling equipment Woodworking shop equipment Auto/engine shop equipment

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Equipment Inventory

Vaults Swimming pools

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Energy $mart Schools

Comprehensive Maintenance Plan (CMP)

District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

PM Checklist and Log

School: ____________________________________ Year: ________________ Implementor Key: M = Maintenance Mechanic C = Custodian/on-site staff G = Grounds crew CC = Contracted to others

Heating Systems P.M. Ref # Implementor Frequency/Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Boilers HS 2004-01 M 4 x x x x

Boiler water treatment 10

Furnaces 4

Condenser pumps 4 Deaerator tank 2

Steam traps 4

Steam valves 1-4 Fuel tanks & distribution 1 Heat exchangers 2 Terminal/package units 4 Fin tubes/radiators 4 Dampers/draft control 4 Ductwork 2 Stacks 4 Insulation 2 Piping 4 Valves 1 2

Air Handling Systems P.M. Ref # Implementor Frequency/Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Air handling units 4 Unit ventilators 4

Fans 2

Fire dampers 1

Filters 2-4

Humidifiers 2

Cooling Systems P.M. Ref # Implementor Frequency/Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Condensing units 4 Air compressors 12 Heat exchangers 2 Packaged A/C units 4 Chillers: oil levels and operation 52 Chillers: other 12

CHW Pumps 2-4

4 Control sensors

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District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

PM Checklist and Log

Fire Protection/Suppression Systems Sprinkler piping

Backflow preventers Sprinkler heads Fire extinguishers Fire hose system Standpipe connection Fire pumps Grease hood extinguisher Alarms and detectors Mechanical Controls Compressors Pneumatic valves/levers Pneumatic tubing Electronic controls Plumbing Systems Cold water piping Water heaters Hot water piping Circulation pumps Sump pumps Valves and traps Septic tanks Lighting Systems Fluorescent fixtures Incandescent fixtures HID fixtures Lighting panels Emergency lighting Exterior lighting Occupancy controls Daylight controls Other controls Signal Systems Computer data Public address Television Telephone Clock system Fire alarms

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District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

PM Checklist and Log

Security alarm/devices Foundation and Substructure Footings How? Foundation walls Slab/beams on grade Piling/Posts How? Waterproofing How? Insulation Underdrains How? Superstructure Columns Beams Floor structure Roof structure Monolithic bearing walls Stairs and railings Structural bracing Welds/connectors

Roof Systems Roofing Insulation

Paving and ballast Paving? On a roof? Curbs/supports

Expansion/seismic joints Drains, gutters, etc. Drywells Flashing and trim Fasteners Snow stops Roof openings Parapet caps Exterior Wall Systems Facade integrity Cladding/sheathing Doors Window systems Balcony walls/railings Louvers and screens Expansion/seismic joints Insulation

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District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

PM Checklist and Log

Protective coating Sealants Interior Construction Fixed partitions Demountable partitions Retractable partitions Doors Carpet Resilient tile/sheet Ceramic/clay tile Terrazzo Paint

Vinyl/fabric wall cover Ceiling system Power Generation Generators Transfer switches Transformers Service wiring Substation Switchgear Overcurrent protection Power Distribution Systems Main distribution panel

Wiring, conduits, & distribution panels Electrical receptacles

Circuit breakers Electric baseboard heaters Heat trace

Landscaping Systems Irrigation

Tree/shrub/flower bed plantings Turf/lawn

Walks/plazas

Playfields and Playground Systems Athletic fields

Hard surface courts Swings Safety mats Gravel and containment

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District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

PM Checklist and Log

Markings/painting Vehicular Systems Parking lots Roads/drives Curbs Fire lanes Site Utilities Fuel tanks Fuel distribution piping Storm drainage Fire hydrant systems Specialties Toilet partitions Display boards Projection screens Display cases Lockers Elevators

Waste handling equipment Food service equipment Woodworking shop equipment Auto/engine shop equipment Vaults

Swimming pools Raised computer flooring

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Preventive Maintenance Work Order Sheet

Equipment to be Worked on:

School District: Date Issued: School: Date Completed: Performed By: PM Code #:

Type of PM to be Performed: Monthly Quarterly Semi-Annual Annual Other

Time to Allow for Perform PM Work: Hour (s) Tools Required:

Description of Work to be Performed: Remarks: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.

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O&M Specification Language

A.

1 Maintenance manuals. 2 Record documents. 3 Spare parts and materials. 4 Tools. 5 Lubricants. 6 Fuels. 7 Identification systems. 8 Control sequences. 9 Hazards. 10 Cleaning.

11 Warranties and bonds.

12 Maintenance agreements and similar continuing commitments.

B.

1 PM intervals

2 Emergency instructions. 3 Spare parts list. 4 Copies of warranties. 5 Wiring diagrams. 6 Inspection procedures.

7 Shop Drawings and Product Data.

8 Replacement schedules for filters, seals, lubricants, etc.

C.

1 Startup. 2 Shutdown.

3 Emergency operations. 4 Noise and vibration adjustments. 5 Safety procedures.

6 Economy and efficiency adjustments. 7 Effective energy utilization.

8 Periodic PM procedures.

Operation and Maintenance Instructions: Arrange for each Installer of equipment that requires regular maintenance to meet with

the Owner's personnel to provide instruction in proper operation and maintenance of the installed equipment. Provide instruction by manufacturer's representatives if installers are not experienced in operation and maintenance procedures. Include a detailed review of the following items:

Maintenance Manuals: Organize operation and maintenance data into suitable sets of manageable size. Bind properly indexed data

in individual, heavy-duty, 3-ring, vinyl-covered binders, with pocket folders for folded sheet information. Mark appropriate identification on front and spine of each binder. Include the following types of information:

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Best Practices Guides and Resources

ADDITIONAL REFS TO BE ADDED

US Environmental Protection Agency (EPA) Indoor Air Quality Tools for Schools Action Kit is available by calling 1-800-438-4318 or online at www.epa.gov/iaq/schools/toolkit.html .