Attachment 14 - CAFB Facility Manager Handbook.pdf

FA485521R0002

Attachment 21

Cannon AFB

Facility Manager Handbook

TABLE OF CONTENTS

I FACILITY MANAGEMENT

Facility Manager Purpose

Training

Primary Responsibilities

Terminology

Facility Abuse

II WORK COMPLETION

Work Classification

Submit Service Requests

Emergencies Outside Normal Duty Hours

Service Requests for Projects

Work Request Working Group

Work Request Review Board

Methods of Accomplishment

Work Flow Chart

III FACILITY SAFETY & UTILIZATION

Facility Inspection

Key Control and Locks

Anti-terrorism/Force Protection

Active Shooter Lockdown

Real Property

Fire Prevention

Space Heaters

Generators

Shelter In Place

Storm/Hurricane/Typhoon

Snow Removal

Pest Management

Mechanical Rooms

Energy Conservation

IV ENVIRONMENTAL

Hazardous Waste

Universal Waste

Asbestos

Lead-Based Paint

Paint Disposal

Mold

Spills

Recycling

Storage Tanks

V U-FIX-IT

VI SERVICE CONTRACTS

Grounds Maintenance

Refuse

Custodial

VII MISCELLANEOUS

Continuity Book

Important Contact Numbers

ATTACHMENTS

Sample Facility Manager Appointment Letter

Sample Facility Abuse Letter

REFERENCES

I FACILITY MANAGEMENT

Facility Manager Purpose

The facility manager (FM) is the assigning unit’s key player for matters regarding the care, maintenance, repair, safety, and security of facilities across the installation and off-base sites. Furthermore, the FM acts as a liaison between the unit and the 27th Special Operations Civil Engineer Squadron (27th CES) for facility issues. Establishing this relationship is important to understand and balance work requirements against funds, available resources, manpower, and base priorities to ensure work is completed.

*Though the majority of FM duties fall within CE AFIs, non-CE AFIs (DODI O- 2000.16V1-AFI 10-245, Antiterrorism (AT) Program Implementation, AFI 91-203 Air Force Consolidated Occupational Safety Instruction, AFI 23-204 Organizational Fuel Tanks, etc.) and publications internal and external to CE programs may define additional roles and responsibilities. The FM must ensure any facility related actions are coordinated with them to ensure additional impacts are mitigated, occupants and other mission partners are notified, and any applicable documentation is processed.

Training

In accordance with (IAW) AFI 32-1001 Operations Management, an organizational commander must appoint an individual in writing to perform FM duties. The 27th CES on AFI 32-1001 states that FM’s are designated by, and act on behalf of, the unit commander. The intent of this threshold is to better ensure the assigned FM has sufficient experience to handle the various requirements of the additional duty, ability to deal with their own customers and chain of command in explaining CE decisions and priorities (especially for rejected work), and a degree of communication and process skills to work with CE as a forward observer and first line of contact with maintenance issues.

Once appointed, the FM must attend initial training locally. After initial training is completed, refresher local training or revalidation must be completed annually as processes and/or policies can change.

For reference materials, policy information, and FM documents/templates visit the 27th CES FM SharePoint site https://org2.eis.af.mil/sites/13708/facman/Shared%20Documents/Forms/AllItems.aspx

Note: Training must be accomplished within 30 days of assuming FM duties

Primary Responsibilities

POC for matters requiring CE support

Submit service requests to CE Requirements section for repair, replacement, enhancement, minor and major construction work (IAW) AFI 32-1001, CE Work Management Playbook and local policies/directives

Secure assigned facility(ies) while maintaining an effective key control program (if facility found unsecure by SFS after hours, FM will be contacted to rectify the issue)

Ensure all Force Protection Conditions (FPCON) checklist items have been completed as FPCON changes occur

Implement Random Anti-terrorism Measures (RAM)

Ensure all emergency management natural disaster checklist items have been completed as weather conditions change

Develop unit emergency response procedures implementing instructions, e.g., shelter-in-place, and active shooter lockdown operations

Conduct facility spot inspections

Maintain the surrounding area within 50ft of facility

Maintain continuity book (binder or electronically-See Miscellaneous section )

Perform minor repairs (limited painting, light bulb replacement for lights 10ft and under, placement of rodent traps, ceiling tile replacement, etc.)

Submit requests for space allocation or reviews

Add inspection and cleaning of tracks for rolling doors such as hangar doors

Identify generator requirements and coordinate testing (as applicable)

Inform occupants of load shed plan and actions to implement (if applicable)

Terminology

Listed below are common terms you as a FM will need to be familiar with:

Requirements Section-The focal point for receiving, reviewing, processing, tracking and final disposition of all service requests.

Service Request (SR)-Used to request work requiring CE support i.e. repair, construction, removal

Work Task (WT)-Once a SR has been reviewed and approved it is transferred to the appropriate CE section for estimate and/or scheduling.

U-Fix-It Program–Allows facility occupants to accomplish minor repairs to facilities and FMs to check out specific materiel, tools, and/or equipment.

Real Property Installed Equipment (RPIE)-Government owned or leased assets/fixtures permanently attached or integrated into government owned or leased property.

Preventive Maintenance-Proactive approach to maintenance. Performance of function checks, oil changes, component lubrication, belt/filter replacement, etc. on a continuous schedule to prevent failure and prolong infrastructure/equipment lifecycles.

Facility Project-Work originally submitted as an SR which requires detailed planning and/or large in scope. Project is completed with CE in-house forces.

Opportunity-Due to the nature of the request it is deemed the work is beyond the capability of CE in-house accomplishment and must be considered for contract completion. The CE Engineering Flight handles/processes contract projects. Note: Contracts can be obtained by the requesting organization, however, work accomplished on Real Property must receive CE approval prior to submitting requirement to Contracting.

Work Request Working Group (WRWG)-Body of personnel who perform actions in evaluating work requirements and recommendations for possible presentation to the Work Request Review Board (WRRB). Evaluations consist of estimates relating to manpower, funding, labor-hours, and materiel. The WRWG includes personnel both internal and external to the 27th CES, with each individual contributing specific inputs relevant to their areas of responsibility. Through their collective expertise the overall goal is to determine the optimal course of action to be taken for each requirement.

Work Request Review Board (WRRB)-Meeting chaired by the 27th CES Operations Flight Commander which determines approval/disapproval and/or execution methods for work requirements (which were deemed detailed, complex, and/or large in scope) based on recommendations from the WRWG. Not all requirements reviewed by the WRWG are destined for a WRRB decision, but all WRRB decisions do require WRWG input.

Facility Abuse

Facility abuse is defined as damage or loss due to misconduct or negligence in the use, care, or safeguarding of real property facilities or systems. FMs and facility occupants have the responsibility of preventing facility abuse. If CE craftsmen respond to repair damages to a facility or a piece of real property and determine repairs are beyond normal wear and tear, the requesting unit’s commander will be notified with a letter alleging facility abuse (See Attachment Sample Facility Abuse Letter). Once notified a Report of Survey should be initiated by the requesting unit. In order to safeguard the occupants and facility, CE will only perform emergency repair to the damaged area. When the issue has been processed and resolved, a total repair will be completed. Facility abuse repairs may require reimbursement by the individual(s) responsible, if pecuniary liability is determined. If the FM discovers damage during spot inspections, add comments indicating possible facility abuse in the Note Section when submitting the SR.

II WORK COMPLETION

Work Classification

The majority of CE work falls into three categories maintenance, repair and enhancement. Constrained resources (manpower and money) have driven leadership emphasis on what CE should be doing by establishing a model that classifies and prioritizes work that drives optimization, and preserves our ability to sustain installations.

Our migration towards an enterprise wide asset management approach, is focusing our limited direct work hours in the most optimal means possible. The new methodology accomplishes this goal by requiring our most critical caretaker work, preventive maintenance and plant operations, is accomplished right after emergency response.

Work priorities contain two priority sub-elements, priority of work type as well as priority of corrective maintenance risk. CE performs three major types of work:

PM and Plant Ops, CM, and enhancement. Work Priority determines the order which work is scheduled and CE uses the following categories:

• Priority 1 Emergency Work - Emergency work represents immediate maintenance, safety, or mission risk and will be mitigated before all other work and within 24 hours. Objective is to eliminate the emergency hazard and/or perform a temporary fix until sufficient materials or resources are available to finalize the repair. All follow‐on work is prioritized as corrective maintenance

• Priority 2A Preventive Maintenance (PM)-Actions directed at maintenance and prevention of infrastructure and equipment failure or breakdowns

• Priority 2B Contingency Construction Projects-Contingency Construction Projects (CCP) are large sustainment or enhancement work, which focuses on ensuring military and civilians are trained and qualified to perform their assigned duties

• Priority 3A Scheduled Sustainment Work-High risk. Work which corrects life, health and safety deficiencies. This identifies the task as having the potential for high risk and left unattended could develop into a potentially worse situation. Also, follow up work to an Emergency (Work Priority 1) which has been downgraded.

• Priority 3B Scheduled Sustainment Work-Medium risk. Based on the scope of work And should be responded to in an expedited manner to prevent failure.

• Priority 3C Scheduled Sustainment Work–Low risk. Work that is low priority and low risk maintenance.

• Priority 4A Scheduled Enhancement – Low risk. Work that does not contribute to sustainment or continuity of mission operations AND is determined by base priorities.

• Priority 4B Scheduled Enhancement – Low risk. Work that does not contribute to sustainment or continuity of mission operations and potentially funded by other units.

Submit Service Requests

Requests for CE to perform any type of work i.e. repair, new construction, contract by requestor, and enhancements begins with creating a service request.

Additionally, service requests are required whenever new or replacement equipment is planned to be installed, before actual purchase.

Provide clear and concise location and description of the desired work, to include effect on mission, equipment and personnel as well as any supporting documentation (i.e. safety/fire write-ups, diagrams, sketches, and photos). Service requests will be sent back if not enough information was provided or if clarity is needed in order to properly process the request.

Example of clear descriptions:

Exact location (floor, room number)

Asset affected (toilet, HVAC, lights, doors, etc.)

How many rooms, floors, offices are impacted

Faucet drip-slow, steady, or fast

HVAC-running/not running, blowing hot/cold/warm air

Clog in bathroom-Is it the sink, toilet, or drain and how many are clogged o For toilet clogs occupants must try to unclog with plunger before submitting a request

Typically a service request will follow a specific pattern for completion. The FM identifies an issue and submits the service request in TRIRIGA (or where not applicable, the mandated IT system). The Requirements section reviews the request to ensure all applicable information has been entered. Once confirmed, Requirements personnel will create a work task, assign the appropriate workgroup and priority level. The workgroup (shop) receives the task and the Shop foreman reviews and schedules CE craftsmen to go to the location and assess the task. If the fix is simple, it can be completed on the same day it is scheduled. However, if more time and/or materials are needed, the Shop Foreman will determine the requirements, order parts if necessary, and schedule to return at a later date.

Note: There are no longer mandatory time frames (e.g., Routine-30 days, urgent-7 days, etc.) to complete work like there were in previous CE work management systems. The work priorities described in this guide principally apply to in-house Operations Flight and serve as a tool to prioritize limited work hours to accomplish workload received. Emergency requests will be responded to and mitigated within 24 hours.

Many USAF facilities are considered historical/cultural resources that must be maintained IAW the base Integrated Cultural Resources Management Plan to comply with federal and state regulations. Repairs and/or renovations must not negatively impact the integrity of these facilities. For questions on facility status under this classification, contact the Cultural Resources Program Manager at 784- 4985.

Emergencies outside Normal Duty Hours

The Requirements section telephone lines are transferred to the Fire Department Alarm Room after hours. Once description of the issue and contact info is provided, Alarm room personnel will contact the CE Standby Duty Officer (SDO) who dispatches standby personnel if an emergency. Otherwise, the issue will be handled the next duty day.

Listed below are typical emergencies in which standby personnel will be immediately dispatched.

Base power outages Generator starts/fails to start No heat in entire building if it's 24 hour work center

No heat in entire building if there is a threat of below freezing temperatures outside No HVAC in a critical building (SIPR/NIPR, Command Post, E-Lab, PMEL, etc...)

No heat or air conditioning in any occupied dorm room Bees/Wasps inside a building Poisonous snakes in building Broken water line in building Stopped up sewer in building (Not toilet) Impaired or out of service Fire Suppression system Water Main break Sewer Main stopped up/break Anything related to natural gas lines including regulators Damage to fire hydrants Fire alarm in alarm status, not trouble status Power (or other utility) out to mission critical facility Gate drop arm/pop up barriers (only if impeding traffic flow) Lodging facility with no power

Service Requests for Projects

As previously mentioned, service requests are required for any type of work requiring CE support. This includes requests which are large in scope, planning, materiel, multi-shop, and/or man hours. These type of requests may be renovations, enhancement work, new construction, MILCON, etc. and will need further review (see Work Flow Chart on next page). Note: Large scale projects requests may take months to be completed due to cost, manning, and/or time.

Submit requests when an issue is first identified instead of when the need is required.

Work Request Working Group

The Work Review Working Group (WRWG) provides initial review and evaluation of complex requests. Based on the evaluation, the WRWG makes a recommendation if the request should go to the Work Request Review Board (WRRB). If the WRWG determines a WRRB decision is not needed for a request, it will be sent to the appropriate work center for planning, scheduling, and completion.

Work Request Review Board

The WRRB is a meeting chaired by the CE Operations Flight Commander and attended by agency representatives from the Fire Department, Safety, Bio Environmental, Real Property, CE Engineering, CE Superintendents and potentially other representatives (Community Planner) whose input is beneficial regarding the impact of the requested work. Determination of approval or disapproval is made based off recommendations from the WRWG, the agency representatives, as well as applicable AFIs or polices (Operating Instruction, MAJCOM, and/or local process), projected work plans (future demolition, facility moves, construction, etc.), and work priority. If approved, the method of accomplishment is determined.

Methods of Accomplishment

The top methods to accomplish detailed complex projects are In-House, Opportunity (Contract Project), and Contract by Requester.

In-House-CE craftsmen will perform and complete the project

Opportunity- The CE Engineering Flight plans and programs the project to be completed by contract

Contract by Requester- Allows the requesting unit to pay and contract out the project. *CE will still be involved in contract activity (i.e. marking lines, turning power off, road closures, monitoring work accomplishment, inspections, etc.) Also, FMs must provide CE appropriate documents for capital improvement projects.

Work Flow Chart

Facility Manager Submits Service Request

R &O approves as appropriate work and CE responsibility

/creates Work Task

Is Detailed Planning

Required?

Assigns Priority/Shop to the Work Task

No Yes

Shop foreman reviews & schedules assessment

WRWG makes recommendation

*If WRRB not needed sent to shop

Sent to Ops Planning for initial review

Sent to WRRB

Approved Disapproved

Customer notified, provided reason for disapproval

Accomplishment method determined

III FACILITY SAFETY & UTILIZATION

Facility Inspection

Conducting regular facility inspections is an important aspect of FM duties.

Inspections allow any issues to be identified early before they become more serious and protects not only the facility and infrastructure but occupants as well.

Inspections should be conducted at least once a month with each record kept in the continuity book. At a minimum the below areas should be inspected

EXTERIOR ACTIONS YES NO

1. Is landscaping within 50ft from facility alive/trimmed and clear of debris/trash

2. Is there garbage, cigarette butts, or other debris around the facility?

3. Are weeds removed from cracks in sidewalks and parking lots?

4. Are exterior facility signs neatly displayed, not painted over and not falling down?

See UFC 3‐120‐01 DESIGN: SIGN STANDARDS

5. Are all exterior lights attached to the building in good working order? Are covers clean and free of dead insects? Are lights off during the day?

Shop will schedule work to be done

(If applicable) Materiel Ordered/Received

Shop Schedules Shop Schedules

Shop foreman schedules

Craftsmen complete job

6. Are all exterior area lighting (street lights, parking lot lights) in good working order?

7. Are smoking areas approved, clearly labeled and clean/free of trash and debris?

8. Are cigarette butt cans painted brown, 50ft from building entrances and set on level ground or concrete?

9. Are reserved parking signs approved and properly mounted?

10. Are dumpster lids closed?

11. Are all bulk items near dumpsters removed?

12. Are wasp nests and ant mounds present? Are they being treated?

INTERIOR ACTIONS

1. Are wall surfaces clean with no soot or dust from HVAC ducts?

2. Are all wall surfaces free of mold?

3. Are walls decorated with appropriate pictures/posters to include personal areas (no sexual images, profanity, or derogatory language, image/poster or magazines)

4. Are all mounted directional or function signs framed or otherwise finished in a manner that compliments interior design? Signs should be standardized to the maximum extent possible (color, font, design, etc.)

https://www.wbdg.org/ffc/dod/unified‐facilities‐criteria‐ufc/ufc‐3‐120‐01

5. Are all building directories, maps, and office designation signs clearly displayed and correct?

6. Do electrical outlets /light switches/phone/internet panels have faceplates which are not broken?

7. Do water fountains work? Are they clean and in good condition?

8. Are floor surfaces (carpet or tile) loose or frayed?

9. Are all doors closing properly? Is door hardware in good condition?

10. Are substantive holes left in wall from removed mounting devices/fixtures present?

11. Are toilets or sinks leaking? Are drains stopped up/slow moving?

12. Are thermostats securely mounted to the wall?

13. Are ceiling tiles clean, undamaged, and not warped?

14. Are all lights that are wired to motion sensors or timers working properly to conserve electricity?

15. Are all lighting fixtures operational?

SAFETY ACTIONS

1. Are all switches, receptacles, and junction boxes covered (where accessible)?

2. Are breakers labeled (where accessible)?

3. Are breaker switches free from being taped in the on position (where accessible)?

4. Does emergency lighting/exit lighting light up when test button pressed?

5. Are surge protectors overloaded or daisy chained?

6. Are there any loose cables or wires hanging from the ceiling?

7. Are smoke detectors mounted properly (not hanging)?

8. Are fire extinguishers securely mounted to the wall (if applicable)? Are they showing green for pressure?

9. Have fire extinguisher been checked monthly (if applicable)?

10. Are space heaters present? If so, is there an authorization letter from CE?

11. If accessible, are mechanical rooms clean and empty (other than machinery inside)?

12. Are all exits and walking paths kept unblocked and are free from objects in the way?

13. Are blocked doors clearly labeled “Not An Exit” and have been identified to Fire Prevention Office?

14. Is flooring (carpet, tiles, and linoleum) in good condition, providing no tripping hazards?

15. Are aisles and passageways kept clear to avoid creating a tripping hazard?

16. Function check automatic external defibrillators. Inspect for damage/tears of pads and verify expiration dates. Contact MDG for replacement.

After inspections are complete, brief occupants on safe practices, initiate corrective actions, and submit service requests for repairs.

Key Control and Locks

A basic component of facility security is maintaining proper key control. FMs should establish a Key Control log on AF Form 2427 Lock and Key Control Register or a locally developed spreadsheet and periodically review the type of access occupants have i.e. door, office, and/or master key (entire facility). Master keys should be limited to FMs and Unit CCs.

Keys must be returned whenever personnel PCS, deploy, PCA, go TDY (for more than 30 days), separate, or end employment. Tracking personnel movements can be difficult, especially in large facilities however, FMs should work closely with the Commander Support Staff (CSS) to be notified when one of these situations applies. A suggested best practice is for FMs to be added to the unit out processing checklist to ensure personnel return keys.

A service request must be submitted for any new key requests. If requesting a master key, a signed letter by the unit commander must accompany the request. The locksmith will fabricate the keys and only the facility manager (or First Sergeant in emergency situations) can sign for them. If key control is being poorly managed, units may be charged for additional keys and/or re-keying.

Based on mission, a facility may require electronic doors and openers or special locks. All must be submitted via a service request in NexGen IT or where not available via AF Form 332. Automatic opening doors are authorized for public use facilities. The doors are maintained and repaired by CE through a service contract. Electronically operated openers (buzzers) are authorized in facilities where personnel cannot leave their controlled area within a locked room e.g. command post and fire alarm room.

Cipher locks (electronic and manual) are an equipment item and are not provided for convenience. If installation is approved, the lock is purchased by the requesting organization. All electronic cipher locks must include a tamper timeout function which delays code entry after an erroneous code is entered. All manual cipher locks will include a key override mechanism compatible with the base standard key lock and must be reviewed by Lock Shop personnel prior to purchase.

Organizations, not CE are responsible for code changes, maintenance, and repairs.

GSA lock systems on real property vaults and SCIF doors will be installed and repaired by CE but combination changes and minor maintenance will be completed by the using organization.

* Lock replacements can be requested however, if it is due to obvious abuse, negligence, or vandalism, follow the process under Facility Abuse.

Anti-terrorism/Force Protection

The FM is a part of the AT program, and must develop and maintain a solid working relationship with the unit/agency AT officer (ATO) or representative (ATR). Execution of AT duties include, but not limited to:

Implement FPCON measures

Ensuring FPCON signs are posted on entry doors and current

Implement RAMs when directed

Report suspicious activity/package to Security Forces

Active Shooter Lockdown

The base will declare Lockdown conditions in the event of an active shooter attack.

Lockdown is a security measure to confine and restrict personnel movement.

Personnel may not enter or exit an area until all clear is given. If outside the immediate incident area, immediate actions include securing the facility by locking all entrance doors and listening for the base warning/notification system for information. If inside the immediate incident area facility occupants should do one of the following options that provides the greatest chance for survival: escape, barricade, or fight. See chart below for detailed information on each.

Active shooter response is not the sole responsibility of the FM however, FMs should brief, email, or post on information boards lockdown procedures and response actions for facility occupants.

For more information on Active Shooter actions see AFTTP 3-4 Airman’s Manual or visit the Air Force Be Ready site at www.beready.af.mil.

Real Property

The Real Property (RP) office accounts for and assigns facilities, identifies Real Property Installed Equipment (RPIE), oversees space management surveys, transfers facilities between organizations, space function conversion (warehouse to office), manages facility authorizations and space allocation and utilization.

RP assets include land, buildings, structures, utility systems, and improvements permanently attached to and integrated into a facility. Essential to the function of a RP asset is RPIE, e.g. generators, HVAC units. RPIE does not include movable organizational or collateral/plant equipment (ice machines, intercom equipment, system furniture, window AC, appliances and mezzanines). For a complete list of items considered RPIE and non RPIE visit the CE Dash website RPIE Determination section at https://cs2.eis.af.mil/sites/10758/CITCATCODE/_layouts/15/start.aspx#/RPIE%20 Determinations/Forms/AllItems.aspx.

Space requests whether temporary or permanent must be vetted through the Real Property Officer for coordination and approval. This includes using other DOD or non-DOD facilities and/or land which may require a real estate instrument.

Fire Prevention

A fire hazard is defined as an existing condition which, if not corrected has the potential to result in an undesired ignition, fire, or rapid spread of fire, causing personal injury, loss of life, loss of materiel and/or the destruction of property.

FMs are responsible for maintaining fire safety conditions and carrying out fire prevention tasks associated with their facility.

Primary fire related responsibilities include, but are not limited to:

Promoting fire safety

Performing monthly inspections of fire extinguishers

Accompanying fire inspectors during scheduled inspections

Initiating corrective actions for fire hazards

Ensuring evacuation plans are posted in highly visible areas and/or safety boards

Function tests emergency exit lights

Reviews, updates, or modifies evacuation routes

Fire Extinguisher Inspection

Not all facilities have fire extinguishers. Due to recent updates to UFC 3-600-01 and NFPA101, which are the primary sources for general purpose fire extinguishers requirements, contact your local Fire Prevention Office to determine if your facility requires them or not. Should the requirements exist, the unit and facility manager have management roles including, but not limited to, procurement, inspection, and training.

For facilities with fire extinguishers, inspections should be conducted monthly throughout the entire facility. IAW AFI 91- 203, paragraph 6.2.4.7 check the following:

Permanently Mounted

Located in a designated place

Accessible

No obstruction to access or visibility

Serviceable

Operating Instructions on name plate are legible and facing outward

Tamper seal not broken or missing

No obvious physical damage

No corrosion, leakage or clogged nozzle

Pressure gauge in operable range

Fullness

Documents

Signed service tag with last inspection date

Fire Inspector Inspections

In preparation for a fire inspection, FMs should review the previous inspection to familiarize with any past issues or situations. The inspection is documented on AF Form 218, Facility Fire Prevention/Protection Record. Once an inspector arrives, accompany him or her during the process. Correct any minor issues immediately and initiate any other corrective actions once the inspection is over.

During the inspection if there are any Fire Safety Deficiencies (FSD) or fire hazards found, the inspector will annotate on AF Form 1487, Fire Prevention Visit Report. FSDs are hazards that pose a risk to life and mission continuity.

FSD I greatest risk to life and mission continuity

FSD II significant risk to mission continuity and/or existing property capability

FSD III least risk to life, mission continuity and/or existing property capability

Impaired or Out of Service Fire Suppression

Whenever a fire suppression system which has been classified in UFC 3-601-02, Chapter 2 is identified (by FM, CE Craftsman, or Fire Department personnel) as impaired or out of service a service request will be generated and given Priority 1- Emergency status. IAW UFC 3-601-02 paragraph 1-11.2, if the issue cannot be corrected the Fire Department and FM must be informed and advised of mandatory system outage signs to post. The Fire Department will advise the FM of immediate measures to ensure personnel safety and mission continuance. If an impairment exists for more than 72 hours, measures must be implemented to ensure safety.

This may include having personnel perform “Fire Watch” in 2-4 hour shifts until the issue is resolved. For more information see UFC 3-601-02, NFPA 101 Life Safety, or call the 27th CES Fire Department at 784-2578.

QUICK REACTION STEPS

Upon smelling gas, do the following:

DO NOT ACTIVATE THE FIRE ALARM SYSTEM

1.) Immediately evacuate the facility 2.) Call the Fire Department at 784-2578 (or 9-1-1) 3.) Do not re-enter the facility unless directed to by Fire Emergency Services personnel NOTE: If the fire is small, use a fire extinguisher (if equipped) to extinguish the fire if possible. However, don’t risk the safety of yourself or others.

Upon spotting smoke or seeing fire, do the following:

1.) Pull the manual fire notification pull station—notify occupants by yelling “FIRE, FIRE, FIRE evacuate the facility” 2.) Evacuate the facility 3.) Contact the Fire Department at 784-2578 (or 9-1-1) Notify them of where the fire/smoke is located and any other pertinent information

Note: If the fire is small, use a fire extinguisher to extinguish the fire if possible.

However, don’t risk the safety of yourself or others

If foam has been dumped in a hangar, do not try to evacuate through the foam.

Seek alternate exits.

Space Heaters

Portable space heaters are not permitted due to safety, energy conservation and electrical circuit capacity concerns. Waivers may be granted for individuals with documented special medical needs.

In order for a waiver to be granted, documentation from a medical professional stating the need for a space heater with the required temperature range the unit needs to be maintained at.

If approved the space heater must meet the following specifications:

Underwriters Laboratory (UL) listed or Factory Mutual approved

Units must have a built-in tilt switch and a screen over the heating elements

All space heaters must have an electrical rating of 110 or 120 volts with no more than 550 watts electrical heat rating

To ensure safety, keep heaters at least 36 inches away from combustible materials and do not plug into an extension cord or multi-outlet strip.

Note: If a facility’s heat will be inoperative for an extended period of time, space heaters may be approved until heat is restored. Unrestricted use of portable space heaters is not permitted. It directly counters energy saving/reduction goals.

Generators

Depending on specific missions, some facilities may be equipped with a backup generator. IAW AFI 32-1062, Electrical Systems, Power Plants, and Generators, it is the FM’s responsibility to verify building equipment is functioning properly after semi-annual generator testing. Once verified, AF Form 487 Generator Operating Log must be signed.

FMs will confirm with CE the type of generator (automatic start or manual) which supports their building(s) and IAW AFI 32-1062 must maintain and post next to the generator a list of personnel who have been trained to operate the generator, i.e., startup procedures.

For tenant units, a service request must be submitted to have a generator connected to real property. Also, a Memorandum of Agreement (MOA) between the tenant unit and 27th CES must be established for proper operation and maintenance which incurs reimbursable costs.

Shelter in Place

The FM and unit Emergency Management representative are key to a successful Shelter In-Place (SIP) program (in some cases FMs fill both roles). SIP involves taking immediate temporary protection in a structure and sealing the area from outside air contaminates. Duration is usually short (2-4 hours) and is used in unexpected emergencies such as a hazardous material spill incident or weather hazard (tornado). Emergency Management Personnel will identify proper SIP room locations, occupant capacity and air calculations.

FMs should ensure facility occupants know the SIP location. This can be done using posters, safety boards, email, shop safety briefings etc.

SIP kits must be maintained in their respective area. The kit should be inventoried after every SIP exercise or at least twice a year. In order to quickly cover vents and openings, it is recommended to precut and mark plastic.

NOTE: The unit is responsible for restocking SIP kit materials

When directed to SIP, make every effort to notify personnel within the facility (runner, Intercom, phone etc.). Close/lock office windows, close/lock doors, and post SIP warning signs on exterior doors on the way to the SIP room(s). Turn off ventilation system if trained and authorized. Place plastic over air vents and secure with duct tape (if it is safe to do so). Place plastic over SIP room windows/openings (if any) and seal edges with long strips of duct tape. Ensure tape securely overlaps all edges of the plastic. Lock door to SIP room and seal door edges with long strips of duct tape. See figure below

Contact the 27th CES Emergency Management Flight at 784-4178 or email https://org2.eis.af.mil/sites/13708/CEX/default.aspx for complete local SIP program guidance.

Storm/Hurricane/Typhoon

FMs are responsible for emergency preparation actions for their assigned facilities.

This includes protecting the facility from flooding prior to hurricanes/significant storms by sandbagging low-lying entrances, mechanical room doors, basement windows and other exterior openings adjacent to flood-prone areas. To prevent facility damage, metal window shutters should be closed and locked (if applicable to location). Also, to prevent items from becoming projectiles, mobile equipment must be moved inside and exterior equipment secured. Units are responsible for the filling, placement, and removal of sandbags prior to, during, and after emergency conditions.

Snow Removal

FMs are responsible for the surrounding area of the facility within 50 ft. of the entrance. This includes ensuring facility entrances are cleared of snow and/or ice during winter weather months. FMs will only use approved ice melt products and use shovels or small portable snow blowers to clear paths and sidewalks leading to the facility.

The 27th CES conducts snow control operations for the installation IAW local plan. The plan details the priority in which streets and parking lots will be cleared by the CE Snow Control team. If your facility is not on the list please call the Requirements section to coordinate with the Snow Control team.

Sidewalks, intersecting driveways/sidewalks, and spillover caused by plows are not the responsibility of the Snow Control team.

Note: Units are prohibited from using rock salt around a facility or Entry Control Point within 300 ft. of the airfield, as this is a safety/FOD hazard.

Pest Management

FMs should maintain and promote a sanitary environment in the workplace and around the facility and try to alleviate any minor insect or rodent problems by using pesticides and traps before contacting the Pest Management section. Review the Base Integrated Pest Management Plan as it details procedures for individual pest management actions and approved pesticides and herbicides.

Keep the following in mind

Small animals such as squirrels do not pose a threat unless inside a facility however, contact the Entomology section for larger animals like raccoons, foxes, and skunks

Dead animals occur naturally however, if you notice multiple dead animals this could be a sign of disease and Public Health along with the Pest Management section should be notified

Perform weed control within 50 ft. of the exterior of the facility (sidewalks, flower beds, rock beds, etc.)

Prevent insect and rodent infestation o Remove cob webs regularly o Empty indoor trash receptacles daily o Store and dispose of food properly o Don’t leave food out overnight o Ensure all doors and windows are closed o Eliminate standing water o Inspect facility for gaps/holes that would allow creatures to gain entry

For questions on pest management and best practices contact the 27th CES Ops Management section at 784-2001 or review the CE Dash website Self Help Pest and Vegetation document at https://cs2.eis.af.mil/sites/10159/Shared%20Documents/Air%20Force%20Self- Help%20Pest%20Mgmt.docx.

Mechanical Rooms

A mechanical room’s purpose is to house critical facility equipment. The room is not for personal and/or office storage items such as furniture, boxes, signs, books, etc.

Mechanical rooms should be checked each time a facility spot inspection is performed.

*AFI 32-2001 storage is prohibited in mechanical, communication, electrical, and boiler rooms

Energy Conservation

The Department of Defense is the single largest user of facility utilities in the Federal Government. It is the responsibility of all personnel to promote conservation and efficient use of energy and water. FMs must email, brief, or post energy saving tips to occupants which include:

End of day shutdown of non-essential equipment i.e. printer/copier, shredders, and computer monitors

Turn off lights when area/office is not in use

Notifying FM of broken timed systems such as automatic lights and sprinkler systems

Prohibited items in personal office/cubicle such as aquariums, coffee makers, electronic picture frames and televisions

Keeping windows closed during heating or cooling season

Turn off outside lights during daylight hours (exception during inclement weather)

Ensure bathroom faucets and toilets are not leaking

Check outside water spigots for leakage

Federal law encourages the use of energy star rated products to reduce energy usage in future replacement or installation of electrical appliances. For a complete listing of Energy Star qualified products, go to http://www.energystar.gov.

For more energy and water conservation ideas contact the Energy Management office at 604-5899.

IV ENVIRONMENTAL

The 27th CES Environmental section oversees and develops guidelines for environmental concerns. An emphasis on environmental awareness has become more robust over the years. It is important for all personnel to know the potential issues related to toxic substances and possible impact on operations and personnel.

Hazardous Waste

Hazardous Waste training is not mandatory for FMs, unless you handle hazardous waste or operate a hazardous waste accumulation point for the facility. The Cannon Air Force Base Hazardous Waste Management Plan (HWMP) contains all details required for compliance. It is important to be familiar with the HWMP and understand which facility waste streams must be managed. Proper authorization, labeling and storage is required, along with time or quantity limits at the point of waste generation.

*For questions on storage and disposal of Hazardous Waste materials contact the Hazardous Waste Section at 784-1114. For environmental questions contact your Unit Environmental Coordinator (UEC) and/or the Environmental Management section at 784-1114.

Universal Waste

Batteries, thermostats, and fluorescent lighting contain hazardous materials. These items must be stored and disposed of properly in an approved universal waste container. It is critically important that waste containers be marked with the date waste is first put into the container and that the container be securely closed except when adding additional waste to the container. For used fluorescent lamps, the original container is recommended as a storage container.

Asbestos

Old buildings (constructed prior to 1980) have a higher risk of containing asbestos or asbestos containing material (ACM). ACM is typically found in ceiling tiles, floor tiles, carpet, sheetrock, siding, and insulation. It can be harmless while undisturbed however, if broken, frayed, torn, or peeling occurs it can cause fibers to be airborne resulting in a health hazard. It is important to obtain information regarding known or presumed ACM in your facility and to periodically ensure it has remained undisturbed. IAW AFI 32-1052, Facility Asbestos Management and the Cannon AFB Asbestos Operating Plan, asbestos testing/abatement must be performed prior to any work (to include minor spot painting) that might result in asbestos fibers becoming airborne.

Lead-Based Paint

This type of paint is usually found in old buildings as well (constructed prior to 1980). At the time, it was used due to its durability, moisture resistance, and drying time. If you have a self-help paint project which also involves stripping paint, materials must be tested for lead prior to work beginning. If lead is found, removal must conducted through the appropriate abatement procedure to ensure personnel safety.

Paint Disposal

Aside from lead based paint, regular paint may present a concern if not disposed of properly. If a can of paint is completely used, allow the can to dry before throwing it away. If there is paint left over after use, coordinate with the centralized Hazardous Waste/Pharmacy section for paint to be redistributed.

Mold

Due to weather, humidity, water leaks, and poor ventilation, moisture could become a concern leading to the growth of mold. It is the FM’s responsibility to clean a surface at or below 10 ft. at the first sign of black residue. Per the Environmental Protection Agency (EPA) website www.epa.gov, mold can be removed on nonporous surfaces using a solution of detergent and water. Bleach and water is not recommended, especially not on porous surfaces (wood and drywall). If residue is irremovable, on a porous surface, or above 10 ft. submit a service request.

Spills

Inform personnel on the importance of reporting any hazardous leaks or spills such as oil, fuel, sewage, or chemicals. If a spill of hazardous substances occurs, call the Fire Department immediately, and evacuate the facility. DO NOT contact outside agencies, as CE Environmental determines which spills require outside agencies and will coordinate base support requirements.

Recycling

Typical recyclable materials include office paper, newspaper, magazines, glass bottles, aluminum cans, plastic bottles, and cardboard. Non-recyclable items are window glass, Styrofoam, paper towels, carbon paper, plastic bags, food, and carpet. Alkaline batteries are not hazardous or recyclable and may be disposed of as regular trash. Brief or post information throughout the facility detailing location of recycle bins, prohibited items, and base Recycling Center contact information.

For questions on recycling or where to take items contact Environmental Management at 784-1114.

Storage Tanks

It is important for FMs to be familiar with the location of underground ground storage tanks (UST) and above ground storage tanks (AST) that support the facility and/or operations. In some cases the FM may also serve as the storage tank custodian in which the following duties will need to be executed IAW AFI 32- 7044 Storage Tank Environmental Compliance and AFI 23-204 Organizational Fuel Tank: monthly tank inspection, ensuring no spillage during the fill process, checking for water in the tank, maintaining tank records, providing notice of product changes, reporting suspected releases, maintenance and use of spill kits, and coordinating tank activation or deactivation. FMs should work closely with the UEC for training, records, and reporting. Contact the Environmental Management Tank Program Manager at 784-1114 for questions and compliance regulations.

V U-FIX-IT

The U-Fix-It program is managed by the CE Materiel Control Section located in bldg. 356. The program allows facility occupants to perform simple tasks such as minor repairs, replacements and ground maintenance which do not require special tools, materiel, or training. Additionally, a limited number of tools can be loaned out, but only FMs can sign for them.

The program serves as a way to accomplish minor maintenance projects which would be categorized as low priority for CE support.

Common approved tasks are as follows:

Spot painting

Light bulb and ceiling tile replacement (only within 10ft from floor)

Nut, bolt, or screw replacement

Light switch/electrical cover replacement

Toilet seat replacement

Tools/Materials available for checkout:

Rakes

Hammer

Wet/dry vacuum

Paint brushes

Paint

NOTE: Facility occupants are prohibited from performing any electrical work

VI SERVICE CONTRACTS

The CE Service Contracts section handles various contracts around the installation.

Services include grease traps, oil water separator, painting, port-a-johns (for base functions) etc. The contracts which affect FMs the most are Grounds Maintenance, Integrated Solid Waste, and Custodial. These contracts are subject to the Air Force Common Output Level Standards (AFCOLS) criteria which CE comply/enforce.

CE performs inspections of contractor work however, days and times are selected randomly.

Feedback from FMs is essential as it assists CE in certifying acceptable standards are being performed on a consistent basis.

Below is quick summary of the Top 3 Service Contracts

Grounds Maintenance

Under AFCOLS, only grass cutting around facilities is allowed. Other services such as hedge/bush/tree trimming and flower beds are limited to certain facilities.

If your facilities aren’t authorized to have those services then it is the FM/organization responsibility.

Refuse

The refuse dumpsters are placed strategically around the installation and are serviced on a specific schedule. Recyclable items, wood pallets and furniture (chairs, couches, tables, cabinets and desks) are not to be placed in the dumpster. They should be taken to the appropriate recycling location. Placing prohibited items in the dumpster will cause a delay in removal. NOTE: Dumpster lids should always be closed.

Custodial

Basic cleaning services (cleaning restrooms, selected vacuuming, and mopping) and restroom consumable item restocking are provided to maintain minimum essential standards for health and safety.

*The only person authorized to direct a contractor to perform a service is the Contract Administrator or the Contract Officer Representative

If there is an issue with contract performance, frequency, or questions contact the Service Contract office at 784-2519.

VII MISCELLANEOUS

Continuity Book

Maintaining a continuous history of a facility’s maintenance, service requests, and inspection results is imperative. FMs should regularly update the continuity binder for this purpose, and to facilitate an ease of transition during FM changeovers.

The continuity book at a minimum must be formatted (electronically or hardcopy) as follows:

Tab A FM appointment letter

Tab B FM training slides (provided after initial training)

Tab C Key Log

Tab D Log of service requests and/or facility projects submitted

Tab E FM Periodic Spot Checks

Tab F Various Fire Prevention/Safety paperwork (Fire inspection, write-ups-maintain for one year upon completion of write-up)

Tab G Known asbestos or lead health hazards

Tab H Emergency Management and Force Protection (checklists and FPCON signs)

Important Contact Numbers

GeoBase (Maps) 904-5349

Service Contracts 784-2519

Fire Protection 784-2578

Environmental Management 784-1114

Real Property Officer 784-6961

Energy Management 604-5899

MDG Bio Environmental 784-4063

Emergency Management 784-4178

Command Post 784-2253

SFS/ Base Defense Operation Center 784-4111

Wing Safety 784-4471

U-Fix-It Store 784-2075

ATTACHMENTS

Sample Facility Manager Appointment Letter

Sample Facility Abuse Letter

46Page 2

REFERENCES

AFI 10-2501, Air Force Emergency Management

AFI 23-204, Organizational Fuel Tanks

AFI 32-1001, Operations Management

AFI 32-1053, Integrated Pest Management

AFI 32-1052, Facility Asbestos Management

AFI 32-1062, Electrical Systems, Power Plants, and Generators

AFI 32-1064, Electrical…