Attach__No__1B_-_45_CES_HANDBOOK.docx

45 CES Facility Manager Handbook

TABLE OF CONTENTS

I. Introduction…………………………………………………………………………….3 II. Responsibilities

a. Organization Commander…………………………………………………

b. Civil Engineer……………………………………………………………………...4

c. 45 CES Responsibilities…………………………………………………………..4 III. Facility Manager

a. Basic Function…………………………………………………………………….5

b. Eligibility & Requirements……………………………………………………….5

c. Privacy Act of 1974…………………………………………………………… IV. Who We Are………………………………………………………………………… V. Work Priorities

a. Priority 1 -Emergency……………………………………………………………8

b. Priority 2A – Preventative Maintenance (PM)……………………………

c. Priority 3A – High Mission Impact (Sustainment)…………………………...8

d. Priority 3B – Medium Mission Impact (Sustainment)…………………...….9

e. Priority 3C – Low Mission Impact (Sustainment)…………………………

f. Priority 4A – Scheduled Enhancement Work……………………………

g. Priority 4B – Other Enhancement Work…………………………………… VI. Work Accomplishment Methods

a. Work Task………………………………………………………………………

b. Facility Projects………………………………………………………………...…9

c. Construction Projects…………………………………………………………..10

d. Equipment Acquisition Approval………………………………………….…10

e. Contract by Requester………………………………………………………...11

f. U-Fix-It…………………………………………………………………………….11 VII. Submitting Service Request (SR) in TRIRIGA

a. Requirements & Optimization (R&O)…………………………………………………………………………

b. Coordination Process………………………………………………………...13

c. Risk Assessment Codes……………………………………………………...13

d. Fire Safety Deficiency………………………………………………………..13

e. Funding & Execution………………………………………………………….14 VIII. Utility Outages/Road Closures…………………………………………………..15 IX. Land Management & Grounds Usage………………………………………...15 X. Pest Management…………………………………………………………………15 XI. Facility Abuse…………………………………………………………………….…15 XII. Building Security……………………………………………………………………16

a. Signs & Placards………………………………………………………………..17

b. Suspicious Package………………………………………………………...…17

c. Risk Management………………………………………………………..….…17 XIII. Key Control………………………………………………………………….….…...17 XIV. Energy Management

a. Responsibilities………………………………………………………………….18

b. Lightbulb Replacement……………………………………………………….19

c. Discarding Lightbulbs……………………………………………………...….20 XV. Real Property Management

a. Relocations a facility/space…………………………………………………20

b. Vacating a facility/space…………………………………………………

c. Real Property Installed Equipment (RPIE)…………………………………..20

d. Non-Real Property Installed Equipment………………………………….…21 XVI. Contract Services

a. Grounds Maintenance Contract…………………………………………..…21

b. Recycling …………………………………………………………………..…….21

c. Custodial Services ………………………………………………………..…….22

d. Oil & Water Separators…………………………………………………..……..22

e. Lift Station/Septic .………………………………………………………..……..23

f. Grease Traps……………………………………………………………….…….23

g. Hood & Duct Systems…………………………………………………..……….23 XVII. Fire Protection………………………………………………………………..……….24 XVIII. Environmental Control

a. Asbestos Containing Material………………………………………..………24

i. Procedure 1………………………………………………………..……24

ii. Procedure 2………………………………………………………..……24

b. Asbestos & Lead Based Paint Requirements…………………………..…..25

c. U-Fix-It Record Screening………………………………………………..……25

d. Asbestos Sampling Request…………………………………………………..25

e. ACM Labeling…………………………………………………………………

f. ACM Inspections………………………………………………………………...26

g. Hazardous Material (HAZMAT)………………………………………………..26

h. Refrigeration Removal Process……………………………………………….27

i. Fuel Storage Tanks…………………………………………………………...27

j. Water Quality………………………………………………………………….28

k. Oil Water Separators/Grease Traps……………………………………….28

l. Recycling Program…………………………………………………………..28

m. Solid Waste ……………………………………………………………………29

n. Refuse…………………………………………………………………………..29 XIX. Facility Sign Policy………………………………………………………………..29 XX. Shelter In Place (SIP)

a. Shelter In Place Equipment………………………………………………...30

b. Shelter In Place Procedures………………………………………………..30 XXI. Hurricane Preparation

a. HURCON 5……………………………………………………………………..31

b. HURCON 4……………………………………………………………………..31

c. HURCON 3……………………………………………………………………..32

d. HURCON 2……………………………………………………………………..32

e. HURCON 1………………………………………………………………….….32

f. HURCON 1 Caution…………………………………………………………..33

g. HURCON 1 Emergency……………………………………………………...33

h. HURCON 1 Recovery………………………………………………………...33

i. RECON 4 (All Clear)………………………………………………………….34 XXII. Facility Managers Continuity Binder

a. Facility Managers Checklist……………………………………………….34 XXIII. Attachments ……………………………………………………………………...38 XXIV. References………………………………………………………………………...41

I. INTRODUCTION

Purpose:

This handbook provides Facility Managers (FMs) with comprehensive guidelines for the care, custody, and ownership of their facilities. It will help understand Civil Engineer roles, facility maintenance work flow, inspecting and reporting facilities issues and outline key facility manager responsibilities vital to the preservation of real property assets in the Patrick AFB Area of Responsibility.

ll. RESPONSIBILITIES Organization Commander:

Your organizational commander is responsible for the care, custody, and protection of assigned real property in accordance with all applicable directives. As the Facility Manager, you are your commander’s representative and primary point of contact for all fire, safety, security, energy, environmental, contract services, and maintenance requirements related to their assigned facilities.

Civil Engineer:

The main objective is to effectively operate, maintain, and repair Air Force facility and infrastructure assets classified as real property (RP) or real property installed equipment (RPIE). The Operations Flight must utilize common reporting tools and procedures to gather data, conduct analysis, and make decisions on operating, maintaining, and repairing its assets to maximize mission accomplishment and enhance RP/RPIE life expectancy.

45 CES Responsibilities:

· Provides execution, management, and oversight of maintenance, repair, service and minor construction activities to sustain real property assets, base utilities, infrastructures, for real property assets to uphold mission objectives.

· Maintain capability to respond to and eliminate any facility or infrastructure related emergency condition, 24-hours a day.

· Conduct all activities in compliance with applicable environmental, fire, and safety laws, codes, and directives as directed.

· Work completed by 45 CES Operations Flight must be executed and tracked according to the Work Prioritization System and provided in the current revision of the P-Plan for PAD 12-03 Vol 1.

· Provide custodial, ground maintenance, and refuse services.

· Provide fire protection, prevention, and rescue.

· Provide disaster prevention and recovery programs.

· Provide environmental protection.

· Manage and maintain Unaccompanied Base Housing.

· Maintain current as-built facility blue prints and plans.

lll. FACILITY MANAGER Basic Function:

FMs serve as a focal point between CES and their organization and play a very important part as the main point of contact for facility maintenance and other CES responsibilities. In addition, FMs:

· Identify and report facility repair requirements. No one has more intimate knowledge of the problems associated with a facility than the individuals that occupy it. As a FM, it’s important to do walk-thru inspections of your facility and talk to your occupants about facility issues. It’s the FM’s responsibility to report these issues to CE Customer Service.

· Consolidate and manage work requests from all other personnel in the facility. This reduces the amount of duplicate requests received by CES and allows more efficient use and planning of manpower and resources.

· Prioritizes and validates work requests for the facility. While CES has the technical expertise to evaluate and find solutions to facility deficiencies, the FM has a firm grasp on how the deficiencies affect their organizational mission capability. The deficiency’s effect on the customer’s mission capability serves as the basis for work prioritization.

· Ensures facility occupants accomplish certain civil engineer tasks which are within their capability. This reduces the number of routine work requests and allows CE to focus their limited funds and personnel on the most urgent and technical jobs.

· Ensures CE's approval is granted, prior to purchasing items or equipment (i.e. locally purchased pressure washers, water fountains, and air compressors).

· During Fire Prevention Inspections, attach a copy of the AF Form 1487 Fire Prevention Visit Report to work requests, when fire deficiencies dictate.

· Monitoring the quality and quantity of work related to recurring service contracts, including grounds maintenance, custodial services, refuse and recycling, and grease traps. Contracting Officer Representives from CES Service Contracts section perform inspections on these contracts. However, the onsite FM feedback is another method of documenting contract performance. This information assists in ensuring the overall performance of the contractor meets all contractual requirements.

· More responsibilities

Eligibility and Requirements:

In accordance with AFI 32-1001, Operations Management, Facility Managers must be an Officer (O-1), SSgt (E-5) and above, or civilian equivalent. All facility manager records, training documents, and guidance must be continually kept current. The FM should have 18 months retainability. No facility manager, or any other facility occupant, will make or facilitate alterations to real property without coordination and proper approval documentation from CES (Operations Support Playbook) (T-1)

Facility Manager Training Requirements:

1. Training is conducted in three phases: Informal, Formal, and Refresher.

2. First phase in FM training is Informal Training. This is accomplished via Facility Management Web-Based Training (WBT) on-line. (Currently on-line training is off-line due to AF-wide migration to new system, Apr 21).

3. Second phase of FM training is Formal Training. Send your Appointment Letter along with the Facility Manager WBT Certificate to CES Customer Service. CES will schedule you for this mandatory briefing. This 2-hour training event will introduce you to CES activities and your responsibilities as a Facility Manager. (Currently, Formal Training is not be offered due to COVID operations).

4. Third phase of FM Training is Refresher Training. This is a mandatory requirement conducted yearly. This is accomplished via WBT and Facility Managers are notified or asked to attend an informal briefing to pass down any new information or procedures. Send copies of WBT Certificates to CES Customer Service to update our records.

Privacy Act of 1974:

The information on the Appointment Letter will not be used for any purpose not relating to official duties. The 45 CES will use the list compiled from this data to contact the Primary or Alternate Facility Manager for emergencies during non-duty hours. Facility Manager Appointment Letters must contain the managers home and duty phone numbers, DEROS and date of when the letter became active.

Roles and Responsibilities:

In addition to Air Force Instruction (AFI) 32-1001 Operations Management and 45 CES Handbook, several other AFIs, regulations and programs define requirements for FMs. As such, facility managers will ensure compliance with, but not limited to, the following: AFI 32-1062, Electrical Systems, Power Plants and Generators and AFI 91-203, Air Force Consolidated Occupational Safety Instruction.

· Submit facility repairs or major work on an AF Form 332 Work Requests to CES Customer Service. Complete blocks 1-13, leaving CE areas blank. Include pictures, diagrams, schematics, copy of AFIs, and safety or fire write-ups.

· Ensure alternate facility managers are in compliance with applicable instructions and other directives. The primary and alternate facility managers should work as a team to ensure the facility is managed effectively and efficiently.

· Conduct monthly inspections of the facility, heating & air conditioning equipment, windows, doors, lights, exit lights, signs, and plumbing to determine the condition of the asset and need to call CES to report a problem. (Ref: AFI 32-9005, Real Property Accountability & Reporting.)

· Inform building occupants on their collective responsibility for the care, custody, and cleanliness of the facility. Ensure space is used as approved by the Facility Utilization Board (FUB). Report all vacant spaces to Real Property (45 CES/CEIA, 494-9275). Where possible, turn off or minimize the use of lighting for non-occupied areas.

· Attempt to repair simple discrepancies such as unclogging toilets, replacing toilet seats, electrical outlet and light covers, and mounting fire extinguishers. It is also the FMs responsibility to replace ceiling tiles under 10 feet and ensure tiles are positioned correctly. If ceiling tiles need to be cut and positioned to fit the edge of the ceiling or be positioned around equipment, you can submit a work request.

· FMs are responsible for the purchase and replacement of light bulbs that are positioned 10ft and under. Replacement light bulbs may be purchased thru the FMs supply channel or GSA store.

· CES will only replace light bulbs that are positioned over 10ft.

· Conduct mold remediation. AFCEC Work Management Playbook highly recommends FMs take Introduction to Mold and Mold Remediation for Environmental and Public Health Professionals course on https://www.epa.gov/mold/how-use-mold-course.

· Identify and label all electrical panels and breakers.

· Conduct an initial facility inspection upon appointment and monthly thereafter.

· Upon PCS, separation, or retirement, the current FM must arrange a replacement 60 days prior. In addition, an updated Facility Manager Appointment Letter must be submitted to 45 CES Customer Service 30 days prior to assignment.

· Conduct monthly inspections on all fire extinguishers in your facility. The user organization is responsible for procuring fire extinguishers. Fire extinguishers are not required, if a fire suppression system is currently installed in the area.

lV. WHO WE ARE 45 CES Customer Service is located at Building 1060 C-Wing, on South Patrick Drive. Our DSN is 494-2778 and email is 45ces.ceors.customerservice@us.af.mil.

Our normal duty hours are Monday thru Friday, 0730-1530. After hours calls can be made to 494-2778, which will be transferred to Fire Emergency Services Dispatch. Utilize after duty hours service for EMERGENCY calls only. All non-emergency calls will be handled by Customer Service during normal duty hours.

V. WORK PRIORITIES (IAW AFI 32-1001)

Priority 1 – Emergency: This priority is all emergency (unscheduled) work. Emergency work represents immediate maintenance, safety, or mission risk. It is considered as "Don't Go Home" type of work until the emergency is mitigated or fixed (i.e. water or power outages, no A/C in critical facilities housing critical equipment, or imminent life, health, and safety hazards). Anyone may call in an emergency, when they occur, but the facility manager must be notified.

Priority 2A – Preventive Maintenance (PM): This is scheduled work accomplished on a reoccurring basis, by 45 CES craftsmen. This will identify, forecast and align maintenance actions to manage mission risks, ensure critical infrastructure components receive an appropriate level of PM and maximize the life cycle of our existing and new equipment (i.e. generator maintenance, fire alarm and suppression systems, and HVAC systems).

Priority 3A – High Mission Impact (Sustainment): This priority includes work that corrects life, health, and safety deficiencies (i.e. RAC 1-3/FSD 1, 2). Work that has been identified with RAC 1-3 or FSD 1, 2 also identifies the task as high risk to the asset and if left unattended could become potentially worse. For example, no HVAC in facility crew rest quarters and all restroom toilets do not flush.

Priority 3B – Medium Mission Impact (Sustainment): This priority is based on the scope of work, typically medium risk, and should be responded to within a reasonable time to prevent failure. Medium Mission Impact is associated with RAC 4 and 5. For example, roof leak, toilets leaking, lock replacement, and light fixture repair.

Priority 3C – Low Mission Impact (Sustainment): This priority is low risk and low maintenance. Corrective maintenance necessary to mitigate little to no mission impact, 90% to full system capability, ability to operate, work, and live, while minor deficiencies may exist. For example, repairing drywall, ceiling tile and replacing a light bulb.

Priority 4A – Scheduled Enhancement Work: This is work that is categorized as real property enhancement, or “Nice-To-Have” work. This can also be for new critical mission requirements when an addition to or where new Real Property Installed Equipment is required. Examples includes installing new carpet, light fixtures, outlets, and sidewalks.

Priority 4B – All Other Enhancement Work: This is work that is not mission priority, but potentially funded by other units. Activities such as event support, facility beautification, installing decorations (i.e. signs, landscaping, status displays, etc…) fall in this category.

Vl. WORK ACCOMPLISHMENT METHODS All work requests may be submitted on an AF Form 332.

Direct Scheduled Work Requests: This type of work requires little or no detailed planning, typically involves a single craft and does not require additional management control due to cost. This work is sent directly to the responsible craft for execution and accomplished in priority order. Most maintenance and repair activities fall in this category. Examples of this type are repairing exit door and unclogging a toilet. Emergency repairs should be called in to CES Customer Service 494-2778.

Work Order Requests: This type of work also known as an In-House request is major in scope, involves new construction, or renovation and requires detailed planning, complex multi-craft scheduling, or fund management oversight. This requires a process to be accomplished prior to execution. It will require the development of a rough estimate, Work Request Review Board (WRRB) review and approval, documentation of work task labor, generation of a material listings and scheduling, and coordination with both internal and external stakeholders. Work supporting documentation should be attached to the work order requests (i.e. maps, pictures, floor plans, RACs, FSDs, TOs, and AFIs). Examples of this type is installing 6 new outlets, renovating a room, and replacing a 5 ton HVAC unit.

Contract Project: Large scale work requests that are beyond in-house capabilities of the 45 CES Operations Flight require engineering design and execution, extensive planning, and funding allocation via 45 CES/CEN Engineering Flight. These are typically whole facility renovations, new facility construction, and large base infrastructure repair. Examples of this type is building a new Bowling Alley, renovating the whole 3rd floor of B425 for new mission, or replacing 5,000ft of sewer line.

Equipment Acquisition Approval: Although CE only maintains Real Property, there are certain equipment items that requires CES approval before purchasing such equipment. This allows CE to validate any infrastructure, power requirements and facility structure is able to handle or support your proposed equipment. (e.g. air compressors, water fountains, and paint booths).

When submitting the work request, annotate that this is an approval for equipment acquisition. If you need CE to install the equipment, annotate this inside of your service request. You must also submit supporting documentation that includes performance sketches, plans, diagrams, specifications, photographs and/or any other data or information that provides a complete description of the location and equipment requested.

Contract by Requester: In some cases, customers can fund and contract facility work themselves utilizing their GPC or submitting a Purchase Order (Form 9) to Base Contracting. Before any work can be contracted, customers must obtain approval from 45 CES.

When submitting the work request, annotate that work will be done by a contractor and managed by the customer. You must also submit supporting documentation that includes Performance Work Statement (PWS)/Statement of Work (SOW), sketches, plans, diagrams, specifications, photographs and/or any other data/information that provide a complete description of the location and scope of work requested. The Unit Commander should sign for approval in blocks 11-13 of the AF Form 332. Please note that although a customer may request Contract-By-Requester, the requirement may be beyond the scope of a facility manager to execute. In such cases, an alternate execution method such as Engineering Flight or In-House will be determined. CE is the final authority on the execution method.

Contract-By-Requester requirements, if approved by the WRRB, will be processed and reviewed by the 45 CES similar to those requirements approved for In-House accomplishment or accomplished by the Engineering (CEN) Flight. Exceptions for contract management will be considered if the requesting agency will have the U.S. Army Corps of Engineers or other official government agency(s) to complete the requirement.

U-FIX-IT: The “Do-It-Yourself” concept of the U-Fix-It Program entails simple tasks that the FM can accomplish, which do not require any special tools, materials, or training to be performed.

· The U-Fix-It Store (494-4703) is located in Building 710. The entrance is on the South East end of building and is available to all Facility Managers, First Sergeants, Commanders and Airman Dorm Leaders for the procurement of routine maintenance materials (light bulbs, plungers, ceiling tiles, caulking, doorstops, mops, tape, hammers, electrical outlet covers, etc…). These items will only be issued to FMs only, by U-Fix-It Store personnel.

· High-demand items are issued in limited quantities, dependent on supply. Inoperable bulbs need to be turned into HAZMART, Building 984.

· Major renovations or modifications to facilities will not be performed by facility managers. Work involving heating, ventilation and air conditioning (HVAC) systems, plumbing, sanitation, and electrical will be planned and executed by Civil Engineer personnel. 45 CES personnel will make all final electrical or utility connections.

Please note: Requests for mounting TVs, smart boards, projectors, etc... are NOT real property items and should be requested as a “U-Fix-It” request. If FMs choose not to submit these as such, they will be considered an enhancement project (priority 4A/4B). The only way these requests will be elevated is if they are added to the WPP. *See Section VIII for further WPP explanation.

Also note, any U-Fix-It project that disturbs existing building materials must be cleared for asbestos and lead-based paint (LBP) prior to starting the work. This includes any drilling, cutting, grinding, sanding, planing, or other action to a building material that produces powder or dust. Only authorized asbestos management elements can clear a (U-Fix-It) project for asbestos and LBP. *See Section XXI for more details.

Vll. SUBMITTING SERVICE REQUESTS (SR) IN TRIRIGA Only facility managers can gain access and submit SR's in TRIRIGA. As an FM, the Commander has given you the responsibility for maintaining their facility and any installation, renovation, or improvements should be vectored to the Commander. After the SR is submitted in TRIRIGA, 45 CES Customer Service Unit (CSU) links a work task (WT) with your SR. Guides on how to submit a SR are located on the “Facility Manager Corner” of our SharePoint site, linked here:

https://usaf.dps.mil/sites/afspc-45sw/45MSG/CES/Pages/default.aspx

Requirements and Optimization (R&O): This section determines the priority of the SR & WT based off CE Work Priorities IAW AFI 32-1001. The 45 CES technicians and engineers evaluate scope of work, conduct site visits, and provide written recommendations for the WRRB. Prior to meeting the WRRB, all SR & WTs are sent through the coordination process.

Coordination Process: SR & WT coordination is accomplished on a bi-weekly basis. The required coordinating agencies are 45 WG Safety, 45 CES Fire Prevention, 45 AMDS Bio Environmental, and 45 CES Environmental. However, due to the location and complexity of the request, some requirements may need additional coordination through agencies like 45 OSS Airfield Management, 45 CS, etc.

Risk Assessment Codes (RAC): These are assigned based on the failure to implement the recommendations for eliminating or minimizing a hazard. It is an expression of risk associated with a hazard that combines the hazard severity and accident probability into one numeral.

Safeguard Life and Property Need to provide security to areas that could be compromised; to eliminate health, fire, or safety hazards; to protect valuable property or equipment.

Fire Safety Deficiency (FSD): A condition which reduces fire safety below an acceptable level, including noncompliance with standards, but by itself cannot cause a fire to occur. (Ref: NFPA, AFI32-2001 Fire Prevention, Fire Prevention 854-6805/2838). These are problems in a facility that may inhibit fire suppression, fire department response time, and/or the timely evacuation of a burning building during an emergency.

Disclaimer: Only the Fire Department is authorized to assign FSD codes. The codes provided justify work to be accomplished but do not guarantee the request will be expedited.

Funding and Execution: All work tasks are prioritized and funded based on criteria such as life, safety, and mission requirements. With this in mind, enhancement requests (4A/4B) will not receive immediate funding and will be placed on hold in TRIRIGA until funding is secured. The facility manager's organization may fund their own requirements if it is important to their operation. This will be annotated in an Assurance of Funds Memorandum, attached to the TRIRIGA service request. ***If funding is not secured by the unit within one year of submission and receiving an estimate for that service request, the priority 4A/4B request will be closed. Facility Managers will need to resubmit once funding is available.

**Signed memo from unit CC will only be required if your unit is paying for the request or for minor construction, rekeying an entire facility, alteration of the facility, contract by requestor, etc.**

VIII. UTILITY OUTAGES/ROAD CLOSURES

Infrastructure repairs and improvements are always on-going and sometimes may require a power or water outage, as well as road closures in order for contractors to safely continue with work. Facility managers will be notified of outages via e-mail or direct contact by the contractor or shop personnel. In turn, FMs must notify their commanders and building occupants to ensure there’s no conflict in scheduled work.

IX. LAND MANAGEMENT AND GROUNDS MAINTENANCE

Facility managers are responsible for the neatness and cleanliness of their areas of responsibility. This area is defined as anything within 150 feet of the facility or to the middle of the nearest roadway or fence line. This includes sidewalks, lawns, shrubbery, hedges, road gutters, and any decorative structure. Areas between multiple buildings that are less than 150 feet apart must be equally divided between facility managers.

X. PEST MANAGEMENT

FMs are responsible for identifying areas requiring insect, rodent control, and practice good housekeeping. Once problem areas are identified, FMs will submit a service request into TRIRIGA for the Pest Management section to take action. Patrick AFB does not have a Pest Management Self Help program. Here are some good pest management practices that should be integrated in your facility:

· Inspect facilities regularly

· Implement proper sanitation methods

· Properly store and dispose food

Xl. FACILITY ABUSE Facility managers are responsible for ensuring the care of real property IAW AFI 32-9005 & AFI 32-1001. When abuse is suspected, the 45 CES Commander will send a letter to the alleged abuser’s unit commander requesting an investigation into the matter. Facility managers may be held responsible based on a report of survey. Commanders could hold facility abusers liable for damages including the cost of repair materials and labor; Commanders may assess non-judicial punishment action.

XII. BUILDING SECURITY

Building security is often a shared responsibility of resource protection monitors and FMs. Security Forces conducts facility security checks regularly. If they find buildings unsecured, they will call the appropriate FM to respond immediately to secure the facility.

Signs and Placards: Ensure placement of force protection condition (FPCON) placards reflecting the current FPCON are at the main and alternate entrance to each building/work compound.

Suspicious Packages: If you encounter a suspicious individual, object or package, ask co-workers if they have any knowledge about the person or object. If not, report it to the Law Enforcement Desk, 854-2008.

Risk Management: Be alert to potentially hazardous conditions to which occupants and visitors could be exposed including suspicious persons, objects or packages. For information and questions, contact the Wing Safety Office at 854-7223. Also, remember to include periodic safety inspections of your facility in your self-inspection program.

XIII. KEY CONTROL

As an FM, you must maintain positive control of building keys, within a secured/lockable location, especially building entry keys. The FM should establish a key control system and have a key control log to document all actions involving keys for which they are responsible. Use the AF IMT 2427, Lock and Key Control Register and AF IMT 2432, Key Issue Log to do so. Remind personnel that they are prohibited from duplicating keys assigned to them. Unauthorized keys could be given to unauthorized individuals without your knowledge and result in security violations.

All out-processing personnel should return their keys as well as personnel going on extended TDY (30 days or more). When an organization vacates a facility or an assigned area in a facility, all keys must be accounted for and returned to CE Real Property section at Bldg. 535. Failure to return keys will result in an organization funding a rekeying of the facility or area.

· Only FMs or unit commanders may request or pick up key duplications via service request in TRIRIGA.

· FMs may request up to 10 keys, on a TRIRIGA service request.

· Commander approval is required for duplication of 11 keys or more. Please upload a signed memorandum stating the commander’s approval of the request onto a service request in TRIRIGA

· Commander approval required for duplication of master keys. Upload a signed memorandum stating the commander’s approval of the request onto a service request in TRIRIGA

XIV. ENERGY MANAGEMENT

Facility managers are responsible for energy conservation efforts within their assigned facilities in order to help the base reach energy/water reduction goals.

Responsibilities:

· Implement energy savings programs, policies, and practices within your assigned facilities.

· Brief occupants on energy waste and conservation practices such as turning off lights that are not needed.

· Conduct periodic walk-through of your assigned facilities using the Facility Manager Energy Checklist (shown on next page).

· Ensure thermostats are set at correct temperatures for the season (cooling/heating).

· Ensure all windows and doors are closed when the HVAC system is running.

· Ensure lights are turned off in spaces that are not actively in use and/or at the end of the day/work week.

· Ensure exterior lights are off during daylight hours.

· Turn off non-essential office equipment, during periods of non-use.

· Check plumbing fixtures for leaks.

· Notify CE Customer Service when support is needed to correct a condition that is wasting energy/water.

· Report unauthorized energy use such as charging electric POVs with government power, use of cryptocurrency miners, use of personal heaters and A/C units, etc.

Are windows cracked or broken?

Are there gaps around window sashes, frame, or trim?

Do doorframes need caulking?

Is weather stripping missing or in need of repair?

During mild weather, are air conditioners and heaters turned off so that windows can be opened and outside ventilator fans turned on (may not be feasible on some buildings)?

Do crawl spaces have damaged skirting or missing access panels?

Do any exterior walls have holes or cracks in them?

Are there gaps around pipes or conduits, are any of them damaged?

Is any pipe insulation damaged?

Are there air condition condensers blocked by leaves, weeds, or other debris or are cooling fans damaged?

Are interior/exterior lights turned off when not needed?

Are any air ducts blocked by desks, boxes, cabinets, etc.?

Have any heating/air conditioning grills been tampered with by unauthorized personnel?

Are thermostats set to 76 degrees when air conditioning and 68 degrees when heating?

Are air conditioners turned off and heaters turned off during non-duty hours? If building has an automated DDC system, are schedules timed to duty hours?

Are walls, ceilings, and floors free from cracks, holes, or gaps around fixtures?

When opening exterior doors, is there a suction that makes them hard to open?

Lightbulb Replacement: With the exception of dorm managers, individual units are responsible for the purchase and replacement of all light bulbs (8 feet or under). Older facilities may still be using older, inefficient tube type 40W fluorescent bulbs (T-12). The easiest way to distinguish between the two is the bulb's diameter: T-12 are 1 1/2" in diameter and the newer T-8 bulbs are 1" in diameter. Additionally, Light Emitting Diode (LED) bulbs should be used to replace any incandescent light bulbs. These can be purchased with your unit’s Government Purchase Card (GPC) at Base Supply, the GSA store, BX, or local off-base stores that accept GPC. If the light fixture(s) are above 10 feet high, submit a service request into TRIRIGA and we will replace the lights. Any questions or comments can be directed to Energy Management Section at 854-0653 or CE Customer Service at 854-2778/7882/7883.

Discarding Unusable Light Bulbs: Do not discard unserviceable light bulbs in a refuse dumpster. Inoperative light bulbs will be turned into HAZMART located at bldg. 984 to be recycled. For more details, contact the HAZWASTE program manager at 854-9259.

XV. REAL PROPERTY MANAGEMENT

Per AFI 32-9005, Real Property Accountability and Reporting, maintenance, repair and replacement funding of all real property is the responsibility of the Base Civil Engineer (BCE).

Relocating a Facility/Space: Organizational relocation of office space among a group or squadron element (that occupies the same facility), swapping space with a different organization, or converting space functions (warehouse to office) must be approved through the CE Real Property Management Branch. For current policy on space requests please call 854-9275.

Vacating a Facility/Space: Prior to vacating a facility, the using organization must notify the Real Property Management Branch to schedule a pre-final inspection and a final inspection of the facility. The using organization must remove all its property and clean the facility before it can be accepted by 45 CES/CEAOR. The facility must be safe, sanitary and secure. The using organization is not relieved of its facility responsibility until 45 CES/CEAOR has accepted the keys. All assigned keys must be turned over to the Real Property Section at the final inspection.

Real Property Installed Equipment (RPIE): Items of equipment that are affixed and built into a facility, as an integral part of that facility. To qualify as RPIE, the equipment must be necessary to make the facility complete, and if removed, would destroy or severely reduce the designed usefulness and operation of the facility. RPIE includes such items as control systems, heating, cooling, electrical, emergency lighting, etc. Appliances such as refrigerators, portable dehumidifiers, washers and dryers are some examples of Non-RPIE and the Base Civil Engineer (BCE) is not responsible for maintenance, repair and/or replacement of these items.

Non-Real Property Installed Equipment: IAW AFI 32-9005, Real Property Management, portable building, rubberized buildings, some storage sheds, mobility vans, and other equipment authorization inventory data (EAID) assets are not real property installed equipment. 45 CES isn’t funded for nor manned to maintain them. Requests for maintenance of these items are done through letters of agreement on a reimbursable basis.

XVI. CONTRACT SERVICES

When CES does not have the full capability to maintain, service, test, and inspect equipment, grounds or real property, contractors are hired to fulfill these requirements. Contracting Officer Representatives (CORs) are here to ensure all criteria identified in the contracts are being met by the contractor. FMs will maintain oversight for all work being done by contractors, to their respective equipment. FMs do not have the authority to direct these contractors in any way that will further obligate the government. The FMs responsibility, in this regard, is purely to observe the contractors performance and report any issues to the proper COR.

Grounds Maintenance Contract: Responsible for cutting the grass, removing clippings, trimming small bushes, shrubs, and trees around most industrial facilities. The contractor is required to maintain grass height at 2” - 4” in all improved areas (such as around office buildings and main roadways). The contractor is required to maintain grass in semi-improved areas, to a maximum height of 10”. The contractor is required to edge along all sidewalks and hard surfaces, in improved areas, and maintain weed/flower beds (that have been identified in the contract) in improved areas. The contractor is required to trim trees, to allow free passage under the tree, to a maximum height of 15’. Incidences of scalping or rutting from mowing should be reported to the COR. For a full list of all 45 CES Service Contracts, please visit the Facility Manager’s Corner on the 45 CES SharePoint page.

Recyclable Collection Contract: The contractor shall provide all personnel, equipment, tools, materials, supplies, transportation, supervision and other items and services necessary to perform recycling at Patrick Air Force Base (PAFB) and Cape Canaveral Air Force Station (CCAFS), and shall operate the Material Recycling Facility (MRF) at PAFB. The contractor, through innovation, technology, and other means, shall perform the required recycling services described below in accordance to the Work Load Estimates listed in Appendix A of the PWS. In general, at a minimum, the contractor shall recycle all paper (white, colored, newspaper, light cardboard), cardboard, all plastic bottles, used oil and oil filters, aluminum & steel cans, scrap metal, magazines, notebooks (binders), brown paper, toner, laser cartridges, and all other materials as determined economically feasible. The contractor shall ensure the best possible prices are attained for all recyclable commodities. Responsible for collecting recyclable items from recycling bins in designated enclosures/locations on a scheduled basis. The contractor shall provide recycling services in accordance with all applicable local, state, and federal laws; executive orders, Air Force Instructions (AFI) specified in PWS and contract documents. Recyclable materials could be taken to the Material Recycling Facility (MRF), bldg. 631. Refer any questions or concerns to the Recycle Center at 494-6848 or the COR at 494-4583. For a full list of all 45 CES Service Contracts, please visit the Facility Manager’s Corner on the 45 CES SharePoint page.

Custodial Services Contract: Responsible for general cleaning of all common areas within a facility. The contractor will sweep and mop floors and maintain bathrooms in a sanitary manner. The facility manager is responsible for inspecting the performance of the custodial services provided for their facility. For a full list of all 45 CES Service Contracts, please visit the Facility Manager’s Corner on the 45 CES SharePoint page.

Oil Water Separator Contract: The contractor shall inspect, clean, repair, and maintain oil/water separator (OWS) systems (including any filter media), storm water filtration systems (including any filter media) and grit chambers of used oil/sludge/debris. All work shall be accomplished at Patrick Air Force Base (PAFB), Florida. The contractor shall provide all management, labor, equipment, tools and supplies necessary to inspect, clean, repair, and maintain oil/water separator systems, storm water filtration systems, and grit chambers located on Patrick AFB, FL. The contractor must sustain compliance with the requirements in AFI 32-1067, Water and Fuel Systems, AFI 32-7042, Solid and Hazardous Waste Compliance, AFI 32-7044, Storage Tank Compliance, and AFI 32-7086, Hazardous Materials Management specifically relating to this Performance Work Statement, (PWS). The contractor shall also comply with all applicable Federal, State, and local environmental and related DoD and USAF directives, including Chapter 19 of the City of Cocoa Beach. The estimated quantities of work are listed in Appendix B, titled Workload Estimates. The contractor shall submit reports and documentation as identified throughout this PWS. The Contractor is responsible to pump out oil and all other floating waste from separators and designated holding tanks, in accordance with the established frequency schedule maintained by the COR. The FM will be present to ensure that the tank is in good working order. Refer any questions or concerns to the COR at 494-4583. For a full list of all 45 CES Service Contracts, please visit the Facility Manager’s Corner on the 45 CES SharePoint page.

Pump-out Lift Stations, Septic and Holding Tank Contract: Responsible to pump out sewage, waste water, sludge and all other waste materials from designated lift stations, septic and holding tanks in accordance with the established frequency schedule maintained by the COR. At least annually, the contractor will completely pump-out each tank. The FMs are responsible for trying to unclog a toilet. If toilet cannot be unclogged by utilizing a plunger the FM needs to submit service requests in TRIRIGA. For a full list of all 45 CES Service Contracts, please visit the Facility Manager’s Corner on the 45 CES SharePoint page or contact CSU.

Grease Traps Contract: Responsible to pump out oil/water and all other foreign objects from collection tanks in accordance with the established frequency schedule maintained by the COR. The contractor will thoroughly clean each interior surface of the collection tank, every time they perform pump out. The facility manager will be present to ensure that the tank is in good working order. For a full list of all 45 CES Service Contracts, please visit the Facility Manager’s Corner on the 45 CES SharePoint page or contact CSU.

Hood and Duct Cleaning Contract: Responsible to provide a thorough cleaning of grease and heat removal hoods and exhaust ducts at food servicing facilities annually. No maintenance is provided under this contract. The facility manager shall be present for the fire inspection, which takes place after the cleaning. FMs are also responsible to submit service requests in TRIRIGA of any deficiencies and/or repairs for the hood and duct system. For a full list of all 45 CES Service Contracts, please visit the Facility Manager’s Corner on the 45 CES SharePoint page or contact CSU.

XVII. FIRE PROTECTION (IAW AFI 32-2001)

Fire Alarm Systems: As per AFM 91-37, Maintenance of Fire Protection Systems, recurring fire alarm maintenance is mandatory. The 45 CES Alarm Maintenance shop will test all fire system devices (i.e. bells, horns, detectors) at a rate of 50% per year to ensure all devices are tested within a 2 year period as required by the UFC. Smoke detectors with audible devices may be found in billeting quarters, dormitory rooms, base housing, and other such facilities. Facility managers are required to test these detectors on a monthly basis. This can be accomplished by activating a switch located on the face or the side of the smoke detector. A good test will be indicated when the detector sounds-off. Detectors without switches do not have audible devices and will be tested by the Alarms Maintenance shop. To have a new system installed, you must submit a service request into TRIRIGA, and attach a copy of the Operating Instruction that mandates the alarm system. This is to ensure the alarm system meets all applicable directives. Submit a service request into TRIRIGA for repair of facility alarms systems.

XVIII. ENVIRONMENTAL CONTROL

Asbestos Containing Material (ACM): Facility managers have a number of specific responsibilities pertaining to asbestos. Not only do FMs play a vital role in the prevention of unauthorized maintenance, but they should also be aware of locations and signage of ACM in their facility, monitoring the activities of unit personnel, and periodic inspection of known ACM in their facility. The FM should not be conducting any work on known areas of ACM in their facility. The FM must submit an AF 332 for work or maintenance to be done. Conducting such work without an approval from 45 CES/CEO is considered unauthorized maintenance. The FM should contact 45 CE Customer Service, 45 CES/CEO or 45 CES/CEIE if damaged ACM is encountered. Additionally, the FM shall review their responsibilities outlined in the 45 SW Asbestos Management Plan, on an annual basis. The 45 SW Asbestos Management Plan can be found on eDASH here:

https://cs2.eis.af.mil/sites/10623/Patrick/Shared%20Documents/45%20SW%20Environmental%20Plans/45%20SW%20Asbestos%20Mgmt%20Plan%202019.pdf For more information on the AMP, please contact the environmental office Toxics Program Manager (854-6198).

Asbestos & Lead-Based Paint (LBP) Requirements: Patrick AFB personnel planning to conduct U-Fix-It, repair, maintenance, removal (if accidental damage is possible), renovation, and/or demolition cannot start any destructive work of building materials until valid negative laboratory analysis results for asbestos and/or LBP is verified (to prevent potential exposure). Destructive work means, but is not limited to: drilling, cutting, breaking, removing, sanding, and/or any type of damaging work on walls, floors, carpet, ceiling, insulations, surface paint, and other suspect materials in the facility. Applicable regulations: AFI 48-145, Occupational & Environmental Health, AFI 32-1052, Facility Asbestos Management. This applies to all maintenance personnel at 45 CES Operations & Maintenance (O&M) workplaces, 45 CS O&M workplaces, 45 FSS O&M workplaces, and partner O&M workplaces.

U-Fix-It Record Screening: Prior to allowing unit personnel to conduct any U-Fix-It facility work, the FM must submit an AF 332 for work or maintenance to be done. The FM is responsible for conducting a record check to confirm whether ACM will be disturbed or not. The FM shall first review the FM Continuity Binder records to locate data on the materials that will be disturbed during the work. If you have records, forward them to 45 Customer Service in conjunction with your AF 332. If you have no records of the materials, make a records request to the APM specifying the building, room number, and type of materials to be disturbed. Suspect materials include, but are not limited to:

· Floor Tiles & Mastic

· Walls

· Ceiling Tiles

· Insulation

· Paint (for LBP)

· Carpet glue If the APM has no records, new sampling and analysis will be necessary. Contact 45 CES Environmental Office (CEIE) at 854-6198 or 45 CES/CEO to request for asbestos and/or lead-based paint (LBP) testing data.

Asbestos Sampling Requests: To order new sampling and analysis, submit an AF 332 and specify that no asbestos records exist. The 45 CES/CEOER Asbestos Management Element will dispatch a certified contractor to take samples and send them to a lab for analysis. CEOER Asbestos Management Element will determine if abatement is required or if you are authorized to proceed with your project.

ACM Labeling: The FM must be aware of ACM in their assigned facilities and label the known ACM that is located in machine rooms only. The FM shall monitor the condition of ACM in other areas, generate, and email reports to the APM if material is damaged or deteriorated.

ACM Inspections: The FM must inspect all known ACM at least semi-annually to ensure there is no damage to the ACM. Inspections must be documented as described in the AMOP. Report any damage to the Asbestos Program Manager (45 CES/CEIE), at 854-6198.

Note: There is no health risk even if ACM or LBP is present in your facility (provided it is not damaged).

Hazardous Material (HAZMAT): Facilities that use hazardous materials and/or generate hazardous waste should have a designated HAZMAT monitor/HAZWASTE Site Manager. Training for HAZMAT/EESOH-MIS is provided by 45 CES/CEIE (854-6198). Training for Hazardous Waste Accumulation Site Manager is provided by 45 CES/CEIE (854-9270). The following procedures should be followed when working with HAZMAT and HAZWASTE:

· Do not…