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Facilities Services DivisionExisting Facilities

“How To Use Facilities Manual”

Maintenance & OperationsServices Guide for School Administrators

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Introduction toMaintenance & Operations

Goals of Session Define the Organizational Structure of M&O Overview of Maintenance Resources &

Processes Overview of Operations Resources &

Processes Mandated Regulations

Introduction toMaintenance & Operations

Organizational Structure Local District Local District Maintenance & Operations

Areas Central Maintenance Central Operations Construction/Project Management Existing Facilities

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CentralProgram

Coordination

AnnualMaterial

Contracts

RegulatoryCompliance

ResourceAnalysis

Fire AlarmTesting

DeferredMaintenance

Program

ProjectManagement

FormalConstruction

Contracts

DesignReview

Standards

Energy Unit

MaintenancePlanning &

Standardization

Central Maintenance

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The M&O Central Office management and administration functions are:

Development of M&O procedures

Management of centrally-based maintenance and operations services, financial planning, and staffing allocation

Administration of the Assets and Work Management System (AWMS)

Facilities management for central administrative facilities

Management of the maintenance and repair backlog, including deferred maintenance

Logistical support of other District departments

Site-based coordination and integration with other Facilities Services Division activities

Central Services

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The Technical Services Unit provides expert consultation and serves as a new product and/or application repository. This unit also administers various legally required or regulatory mandated functions in order to ensure that the educational environment is maintained in accordance with all applicable laws, rules, and regulations.The Technical Services Unit’s duties and responsibilities include:

Development and update maintenance and preventive maintenance procedures

Support the local districts by investigating and troubleshooting problems with procedures, products, vendors, and contractors

Develop material and equipment specifications

Evaluate new products for conformity with established LAUSD criteria and guidelines

Submit annual purchasing contracts (currently responsible for 106 contracts with capabilities totaling $130.7 million)

Technical Services Unit

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Review contract submittals by local district maintenance staff

and advise regarding contractual compliance

Develop craft employment examination materials in conjunction with the Personnel Commission

Provide trade-specific information to update the “Environmental Health & Safety Handbook” maintained by the Office of Environmental Health and Safety (OEHS)

Work with OEHS and appropriate vendors to identify qualifying products that meet the new emission regulations of the South Coast Air Quality Management District (SCAQMD) Rule 1168

Recommend updates to the District Design Specifications Manual produced by the Design & Architectural Engineering Technical Support department

Provide specialized training for individuals that require specific licensing/certifications

Technical Services UnitTechnical Services Unit

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The Energy Unit Reduce Energy Consumption

Energy Studies Energy Utilization Indices Energy Retrofit Projects

Reduce Energy Costs Utility Bill Payments and Reconciliation Energy Procurement (Electricity, Natural Gas Contracts)

Increase Incentives Rebate Applications Grant Applications

Regulatory Compliance Underground Storage Tank Monitoring, Testing and

Removal/Remediation Facilities Services Division Assistance

Utility Orders Processing Central Fire Alarm Monitoring

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The Energy Unit Utility Order Procedures – Gas

Utility Order Procedures – Water

Utility Order Procedures – Electricity

Utility Order Procedures – Fire Alarm

Utility Order Request Form

Energy Rebate List

Regulatory Compliance Procedures

LAUSD/Utility Company Emergency Contact List

Main Phone No: (213) 241-0565 Alternate Phone No: (213) 241-0329

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Roofing

TroubleCall Unit

Office MachineSmall

Appliance Repair

CentralTool Room

Metal Shop

MusicInstrument

RepairWood Mill

Lock Shop

Graphic Arts

Paving &Grading

Glass Shop

Sign ShopPaint Lab

FireExtinguishers

CentralShops

Central Shops

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Central Shops is the District’s manufacturing, fabrication, and specialty equipment facility.Central Shops consists of:

Lock Shop – A full service shop that services door closers and safety bars. The Lock Shop also re-keys and/or replaces various types of locks and provides key security control.

Bul-2374.1 – School Site Key Control

Sheet Metal Shop – Fabricates HVAC ducts and vents, metal siding, gut ters, and downspouts and a host of other metal creations. This shop also mass produces window security grills and delivers them directly to the local M&O Areas.

The Mill - Fabricates window sashes and custom builds doors and cabinets in addition to supporting the repair requirements of the local M&O Areas.

Machine Shop – Adjusts and maintains school site machinery and electric carts and is capable of developing and fabricating a variety of tooled parts.

Central Shops

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Roofing Department – Maintains, repairs, and/or replaces, when necessary, the District’s nearly 59 million square feet of roofing.

Graphic Arts – Provides support and direct service to all vocational print shops in the District.

Musical Instrument Repair –The largest musical repair facility in California. This shop repairs and refurbishes all types of instruments including pianos, organs, stringed, percussion, and woodwinds.

Sign Shop/Paint Lab – Fabricates all of the stock signs used by the District. Fabricates and installs signs and graphics on District buildings.

Glass Shop - Maintains and repairs all mirrors, lexan, and glass used in the schools and Administrative sites. Glazes the windows produced in the mill.

Central Shops

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Central Shops Crafts (213) 745-1675 Fire Extinguisher Repair (213) 745-1598 Central Shops Services (213) 745-1520 Glass Shop (213) 745-1665 Paving (213) 745-1410 Graphic Arts Equipment Repair (213) 745-1670 Lock Shop (213) 745-1650 Machine Shop (213) 745-1492 Mill (213) 745-1661 Music Instrument Repair (213) 745-1620 Power Equipment Repair (213) 745-1641 Roofing Department (213) 745-1648 Sheet Metal (213) 745-1510

Central Shops

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Year-RoundCrews

TreeTrimming

PestManagement

LandscapeGardening

PersonnelServices

Standards & Training

BudgetAllotment

StaffDevelopment

CentralOperations

Central Operations

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Tree TrimmingTree trimming services are also provided centrally by M & O. In-house crews respond to emergency trouble calls, including downed trees, hanging branches, and breakouts. Routine tree trimming is conducted on a 5-year cycle. Trouble calls should not be placed for routine tree trimming.

Annual Deep Cleaning Custodial staff at traditional calendar schools are responsible

for the annual deep cleaning of all facilities. Year-round schools can elect to conduct their own annual deep cleaning or to receive these services from central-based crews.

Restrooms are all schools must be deep cleaned three times per year and kitchens must be deep cleaned twiceper year.

TrainingWhile Area Operations Supervisors are always available to assist with training for the custodial staff, M & O’s central training unit also is available to provide training and mentoring services to the Plant Manager and custodial staff at the Principal’s request.

Central Operations

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Gardening ServicesAll elementary schools receive approximately eight hours of gardening services from roving crews every two weeks.Secondary schools receive the equivalent of 4-12 hours in daily gardening services. They can elect to have site-based gardening staff or receive services from central crews (e.g., A secondary school with the equivalent of 8 hours daily would receive services from a 5-member roving crew one day per week).The Central Gardening crews also conduct small landscape projects (e.g., planting of flowers, bushes, small trees, etc.) funded by schools.

Landscape ServicesCentral-based crews provide weekly mowing and periodic renovation of secondary school athletic facilities. These crews also may conduct large projects involving the installation of new landscape.

Central Operations

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Definitions of M&O Terms

What is Maintenance?

What is Deferred Maintenance?

What is not Maintenance?

What is Operations?

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Maintenance

Routine Repair & General Maintenance“Maintenance shall mean and include ordinary upkeep or repair work such as replacements in kind, repainting, replastering and reroofing. Reroofing shall be limited to one additional application and shall include an examination of the structural elements of the roof, walls, ceilings, and all other elements which may have suffered deterioration from moisture resulting from roof leaks…..” (California Building Standards, Part 1, Title 24, California Code of Regulations, Article 2-Definitions)

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Deferred Maintenance The Deferred Maintenance Program (DMP) provides

State matching funds, on dollar-for-dollar basis, to assist school districts with expenditures for major repair or replacement of existing school building components so that the educational process may safely continue.

Typically, this includes roofing, plumbing, heating, air conditioning, electrical systems, wall systems, floor systems, etc. An annual Basic Grant is provided to districts for the major repair or replacement work listed on the Five Year Plan (Form SAB-40-20), which is a projection of deferred maintenance work to be performed on a district wide basis over the next five years.

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Major Maintenance Roofing, Painting, Flooring, HVAC

Replacement, etc. Funded by up to .5% of General Fund (part of 3%) used as District contribution

for qualifying for State Matching funds

Deferred Maintenance

Boiler beyond life expectancy

Averaging $30M per year $30M State Match Measure Y Funds for 5 years

New Execution Unit

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What is not Maintenance?

Repair or replacement of furniture or equipment is not budgeted as a maintenance expense. Alterations and Improvements are projects that result in modification or addition to an existing facility. Maintenance and Operations areas commonly refer to these projects as A&I also known as OTM (other than maintenance).

These projects may include improvements to your site, construction, and additions to your facility, installation of new mechanical systems or remodeling of buildings. Maintenance work is funded by the Maintenance and Operations Branch, while schools must usually identify funding for alterations and improvements.

Schools should discuss their desired alteration and improvement work with their Complex Project Manager. He/she will work with Maintenance & Operations Branch in developing scope of work, preparing a job cost estimate and sends it to the site administrator for funding source identification. After funding verification, the project will be scheduled with in-house staff or contractor.

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What is Operations?The functions of Operations Central & Regional Support are as

follows:

Provide administrative, clerical, technical, and training support for all Operations functions at District schools

Establish and monitors standards, policies and procedures for the custodial, gardening, landscaping, tree trimming, and pest management programs

Operations & Training Unit Services – the custodial training staff has been augmented to provide wide range of training opportunities for custodial staff, including the following:

Ten day intensive “fast-track” custodial certification training program for prospective Building & Grounds Workers (custodians).

Formal 10-day training program for Plant Managers and Assistant Plant Managers

Informal training and mentoring for PM & custodial staff at schools

Introduction of and training in the use of new custodial equipment & supplies.

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Cost Breakdown

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The Complex Project Manager (CPM)

“The Link to M&O” Provides “One Stop Service” on all Facility Needs

Coordinates all School Repair/Renovation Projects Acts as Liaison for all Centralized Services Provides Technical Support for School Operations Issues Works with Principals on “Top 10” list

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Insert1 Additional Pages

Complex Project Manager’s Duties and Responsibilities Job/Class Description Top 10 List Form

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PRIORITIES Response Time Tracking

School Log Maximo Report

Service call manual

Service Call Unit Contact Info

Phone:(213) 763-2911

Fax: (213) 765-9044

School Mail Address:

Central Shops, Service Call Unit

1240 S. Naomi St.

Los Angeles, CA 90021

Service Calls

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Service Calls Receive ~ 250,000/year (~1,000/day)

Complete ~ 95% Average backlog 20,000 Calls

Average Ages Completed – 22 days “Aging” – 80 days

Priorities 05 Emergency – 30 minute response 04 Routine/Urgent – 48 hour response 03 Routine/Medium – 30 day response

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Immediate danger to staff and/or student health/safety (30 MINUTE RESPONSE TIME, could be just a phone call)

Examples include (but are not limited to): a. Broken steam or water line causing flooding b. Major sewer line stoppage c. Gas leak d. No electrical power in a large portion of facility e. Overheated electrical circuits f. Bells out of order and cannot be operated manually g. Exterior doors, gates, or windows that are broken or

will not lock h. Swarm of bees, fire ants, rodent in food service area i. Fire system failure j. Fire sprinkler broken off

Priority 05 Work- Emergency (Highest)

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Priority 04 Work-Urgent (Very High)

Less immediate danger to health/safety (48 HOUR RESPONSE TIME)

Examples include (but are not limited to): a. No heat on cold mornings b. No air conditioning on hot days c. Minor plumbing stoppages but other site facilities are

available d. Electrical power failure in a small portion of building e. Bells out of order but can be manually operated f. Obscene or gang-related graffiti g. Broken marble h. Broken gate hinges i. Rodents on exterior, flies j. Interior corridor doors broken or will not lock k. Restroom stall door hinges broken

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No immediate danger to health/safety (30 DAY RESPONSE TIME)

Examples include (but are not limited to): a. Breakdowns that pose no danger to health or

safety b. Ants on exterior of buildings, termites, weed with

no tripping or fire hazard c. Repair interior gate/fence where there is no danger

to health or safety

Priority 03 Work-Routine (Medium)

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http://mo.laschools.org/fis/existing-facilities/m-and-o/maximo/

SERVICE CALL MANUAL

Service Call

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Maintenance & OperationsMaintenance & Operations

Service Call (Work Order Log Sheet)

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Maintenance & OperationsMaintenance & Operations

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Service Calls Report Project Status Summary Report Website:

Option 1:

http://mo.laschools.org/fis/existing-facilities/m-and-o/

Option 2:

Go to www.laschools.orgClick Existing FacilitiesClick Maintenance & Operations

M&O Website

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Guide to Viewing Service Call Reports Online

Guide to Viewing Service Call Reports Online

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Querying the Service Call DB

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Service Call Overview

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Insert2 List of CPM & Complexes

Sample from District 1

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Operations Services & Processes

Area Operations Supervisor The Plant Manager Job Description Plant Manager’s Staff

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LOCAL DISTRICT SUPERINTENDENT

FACILITIES SERVICES DIVISIONMAINTENANCE & OPERATIONS

LOCAL DISTRICT FACILITIES DIRECTOR

M&O AreaOrganization Chart

Org Chart 4

COMPLEX PROJECTMANAGERS

AREA FACILITIES SERVICES DIRECTOR

ADMINISTRATIVE SUPPORT STAFF

AREA OPERATIONS SUPERVISORS

ASSISTANT PLANTMANAGER

WINDOW WASHERS

CARPENTRY DEPT.

PAINT DEPT.

ELECTRICAL DEPT.

EQUIPMENT DEPT.

PLUMBING DEPT.

METAL DEPT.

HVAC DEPT.

MISC. CRAFTS

MAINTENANCE STAFF OPERATIONS STAFF

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AOS’ Duties & Responsibilities

Area Operations Supervisor (AOS) Class Description

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Sample Form – Site Visit Observation Sheet

Sample of Restroom Inspection Sheet

Annual Cleaning Memo & Ballot Form

Unit C – Evaluation Procedures

Classified Employees Evaluation Forms

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Include: Cleaning Restrooms/Classrooms/Offices Cleaning Eating Areas After Nutrition and Lunch Removing Graffiti Throughout the Campus Cleaning Exterior Buildings and Grounds Cleaning Gyms/P.E. Areas Cleaning Multi-Purpose Rooms Cleaning Auditoriums Cleaning Hallways/Stairways Opening/Closing Gates, Buildings and Classrooms Supporting Recycling Program Performing Routine Repairs Testing Fire Extinguishers Setting up and Tearing Down Furniture for Events Receiving Distributing Supplies Flushing Water Fountains Each Morning Monthly Fire Alarm and Extinguisher Inspection

Site-Based Custodial Services

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PM “The Quarter Back……..”

Class Descriptions for: Plant Manager Assistant Plant Manager School Facilities Attendant Building & Grounds Worker Gardener

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The “TIME” for Cleaning

Allotments

Work Schedules

Inspections

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Gardening services at elementary schools by central crews were reduced dramatically during the 1990’s. Duties were absorbed by building and grounds workers with no additional staff time. Some gardening services have been restored, but landscaping staff has not been included.

Gardening services at secondary schools have been reduced by more than 50% from 1960 levels. Currently middle schools receive 4 to 8 hours of service per day while senior high schools are allotted 8-12 hours per day.

Factors Impacting Operations Staffing

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Insert6 Additional Page “Allotments” and other Operation Terminology

Allotment Sheet

Tree Trimming Schedule

Bul-Y-1 Approved Trees & Plants

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Insert7 Additional Pages Bulletin No. DB-31: Overtime Policy for Classified Employees

Sample Forms Request for Custodial Overtime Verification of Custodial Overtime Custodial Overtime Procedures Work Schedule for PM Work Schedule for APM Work Schedule for B&G Workers B&G Inspection Report

Disposal Practices for Storm water and Sewer Drains

Reference Guide #858- Daily Flushing Requirements for Drinking Fountains

M&O Procedure G-F-8: Fire Extinguisher Inspections & Use

Bulletin No. R-15: Nepotism Policy/Certification From for Classified Service

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Bond Measures PROPOSITON BB - is a school bond measure that

authorizes LAUSD to use $2.4 billion in bonds for the construction of new schools and the repair and modernization of existing schools through the district to improve local schools and relieve classroom overcrowding. The ballot measure was approved in April 1997 by 71% of voters.

MEASURE K - is a school bond measure that authorizes LAUSD to issue $3.35 billion in bonds for repair and renovation of existing schools and to build neighborhood schools to improve local schools and relieve classroom overcrowding. The measure was passed in November 2002 by 64% of voters.

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Bond Measures Measure R - is a school bond measure that

authorizes LAUSD to issue $3.87 Billion in bonds to continue repair/upgrade of aging classrooms and build neighborhood schools. The measure was passed in March 2004 by 63% of voters

Measure Y - is a school bond measure that authorizes LAUSD to issue $3.985 billion in bonds to continue repair/upgrade of aging classrooms and to build new neighborhood schools. The measure was passed in November 2005 by 66% of the voters.

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Measure K – Fact Sheet

Measure R- Fact Sheet

Measure Y – Fact Sheet

Facility Condition Index (FCI)

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Facilities Condition Index (FCI) The FCI is an industry recommended ratio used to measure

the condition of a single building or portfolio of buildings.

It is calculated by dividing the Cost of Repairs by the Current Replacement Value of the building or building components in question.

The higher the FCI the worse the condition of the building or portfolio.

Facilities Services Division adopted FCI, its principles and practices for identifying, measuring and predicting the outcomes of facilities investments made through maintenance and repairs.

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Facility Condition Index

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District’s Facilities Condition Index Based on:

Needs-based facilities assessment verified with site visits by Maintenance and Operations staff

Identified building system deficiencies Projected life-cycle of building systems Estimated replacement cost of facilities assets

How FCI is used: Allocation of Deferred Maintenance funding Allocation of Measure R and Measure Y bond funding Considered in replacement strategies for District assets

District’s overall FCI as of April 2006 is 28.66% which is considered a poor rating.

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Philip AjaDeputy DirectorREGIONS 1 - 8

Maxine BakerOffice Technician

John Doyle*Director of Construction

Program ManagerJOC

EXISTING FACILITIES - CONSTRUCTION

JULY 2007

Safety ManagerRPMDs Regions 1-8Contract

Professionals

Program ManagerChange Order

Office EngineersSpecial Assistant

Closeouts

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http://mo.laschools.org/fis/existing-facilities/m-and-o/ef-projects/

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Mandated Regulations Brief Descriptions of the Programs Asbestos and Lead Fire Alarm Procedures Illness and Injury Prevention Plan Safe School Inspections Clean Restroom Initiative Integrated Pest Management Williams Case and SARC

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Asbestos & Lead Issues Asbestos Management Plan

Fire Log Book

Memo-3303.0 – Asbestos Inspection & Abatement Activities

Fire Life Systems Training for PM

RG#858- Daily Flushing Requirements for Drinking Fountains

Contact for Asbestos & Lead:Asbestos Technical Unit – (213) 745-1400Office of Environmental Health & Safety: (213) 241-3199

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Fire/Life Safety Fire Log Book-M&O Procedure G-F-2

• Fire Extinguisher Inspections & Use

Contact:

Fire/Life Safety Test Group (FLSTG) (323) 980-8443

• Tests/services fire sprinklers & fire alarms

Fire/Life Safety Group @ Central Shops (213) 745-1598

• Tests/services fire extinguishers

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Health & Safety Policies LAUSD’s Health & Safety Policy

Illness & Injury Prevention Program

Safety Inspection Guidebook

Safety Alert at School Sites Under Construction

Chemical Product Evaluation Request Form

Sample of Corrective Action Notice Issued by OEHS

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ABC Elementary School

8960 Herrick AveSun Valley, CA 91352

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Senate Bill 892- Clean Restrooms

SB 892 was passed concerning clean restrooms. It requires districts to maintain clean restrooms that are open during class instruction time and stocked with all necessary paper products and soap. It also requires the stalls to have doors and locks that are operable. Failure to do so may result in loss of deferred maintenance funds.

The Office of Public School Construction (OPSC) has been charged with enforcement of the law. They have developed a complaint form for the public to report improperly maintained restrooms.

Copy of SB-892

CA Restroom Maintenance Instructions & Complaint Form

Bulletin-735 Restroom Policy

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Restroom Initiatives Open Bathrooms - site plans have been developed for each

secondary school and specify where student bathrooms are located and when they will be open each day, adequate to serve student needs.

Clean Bathrooms - the District has a schedule for cleaning and servicing bathroom facilities at each school, restock soap and paper supplies.

Monitoring - nearly 300 School Facilities Attendants and Building and Grounds Workers have been hired to spot-clean, dispose of trash and restock soap & paper supplies.

Bulletin 735 – LAUSD Policy on Restroom Access, Cleanliness & Repair (March 2004)

LAUSD Clean Restroom Hotline 800-495-1191

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Williams Case Settlement Williams vs. State of California (Class Action Settlement)

Funded approximately 34.6 million square feet in assessments at 286 LAUSD sites – completed in Dec. 2005

Establishes the “School Facilities Needs Assessment Grant Program” ($25million) and the “School Facilities Emergency Repair Account ”($100 million annually statewide - reimbursement)

District must establish a facilities inspection system for all facilities in order to qualify for Facilities Grants funds and Deferred Maintenance funds

Leverage resources to capture remaining FCA

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School Accountability Report Card The SARC is used as the source of information for the

Williams compliance reviews conducted by the Los Angeles County Office of Education (LACOE) that are conducted at the beginning of each school year.

The Williams schools are those schools that ranked in deciles 1-3 on the 2003 Base API.

School Facilities - one of the data elements that is required by the state to be included in the SARC.

REF – 3454 LAUSD SARC ’05-’06

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Integrated Pest Management Adopted by Board of Education in 1999

Implemented a District-wide training program

Encourages reduced risk substances

Pest exclusion, improved sanitation, habitat modification

For more info: Department of Pesticide Regulation (916) 445-

4300 AB 2260 “Healthy Schools Act of 2000

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IPM Policy Overview School environments that are free of pests,

such as ants, cockroaches, and rodents have positive impact on the learning conditions and the health and safety of students, staff, parents and the community.

The IPM policy provides guidance and direction in managing pests, while minimizing the use of pesticides, with the ultimate goal of not using any pesticides

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IPM References Integrated Pest Management Policy

IPM Procedures Manual

Pesticide Application Required Posting

Approved Pesticide List

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Funding Limitations – 3% a ceiling or floor?; B&G underfunded Large Area of Responsibility - 14,000 structures, 72 million

square feet, 5,800 acres, dispersed over 704 square miles Aging Facilities - Average age of school facilities is 46 years Increasing Inventory - Adding 150 new schools to the existing

1,100 schools and centers, without increasing Maintenance budget

Breakdown Maintenance - Over 250,000 Trouble Calls per year Preventive Maintenance – Transition from trouble call focus Broad Spectrum of Equipment - 58,000 HVAC Units High Utilization – 200 Year-Round schools, large summer

programs, Joint-Use Vandalism and Graffiti - Cost up to $15M per year Special Initiatives - 7,500 Student Restrooms, 30% increase in

“green space” 30 Years of Neglect - $5.8B Repair Backlog to bring FCI to

“Fair” Staffing Challenges - Up to 15% Vacancy Rates

Temporary Hires A/B Letter Contracts

M&O Challenges

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Underfunded Custodial Services

*Based on an estimated 60% of a day custodian’s time spent performing non-redundant tasks. The remaining 40% is spent on redundant restroom cleaning during the school day and non-cleaning duties (e.g., testing fire extinguishers, or setting up for events).

Currently underfunded by approximately 30% based on Board-

approved formula and 30-40% based on cleaning industry

standards

Average Building and Grounds Square Footage/FTE Custodian LAUSD: 97,067 ft2/custodian (buildings and grounds)*

23,494 ft2/custodian (buildings only)* American School & University – 35th Annual M&O Cost

Study of School Districts, April 2006: 25,173 sq ft/custodian (buildings and grounds)

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Underfunded Custodial Services

Custodial Allotment Analyses: Underfunded by approximately 30% based on Board-approved formula. Underfunded by 30-40% based on industry standards.

Average staffing deficit at District sites using Super Ace (software system for determining cleaning task allotments based on industry standards) = 31%

(Graffiti removal, daily flushing of drinking fountains, testing of handicapped

lift systems, and daily checking of fire extinguishers not accounted for in the

formula) Average staffing deficit at District sites using California Association of

School Business Officials (CASBO) formula = 43% Up to 6% vacancy rate

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Fairfax High School

Student Restroom, March 12, 2007 (one week after being repainted)

M

Business

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