Attachment 1N - CE PLAYBOOKS 20 July 2022.docx

ATTACHMENT 1N—CE PLAYBOOKS

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Consolidated_FacilityManagementPlaybook.pdf

Air Force Civil Engineer Facility Management Playbook

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• W300300

Facility Management Playbook

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Table of Contents Document Change Log Chapter 1 Introduction

1.1 Playbook Scope

Chapter 2 Facility Manager Appointment

2.1 Roles and Responsibilities

2.2 Facility Manager Positions

2.3 FM Appointment Qualifications

2.4 FM System Authorization Access Request (SAAR)

2.5 FM Training

Chapter 3 Facility Manager Duties

3.1 Roles and Responsibilities

3.2 FM Duties

3.3 CE Services

3.4 Maintenance of Surrounding Areas

3.5 Contract Surveillance

3.6 Key Control and High Security Locks

3.7 Fire/Safety

3.8 Mold

3.8.1.2 FMs

3.10 Energy Conservation and Awareness

3.11 Reserved Parking

3.12 Continuity Book

3.13 Real Property

3.14 Emergency Management

3.15 Generators

3.16 Fuel Tanks

Chapter 4 Unaccompanied Housing Facility Management

4.1 Inspections

4.1.2 Inspection Criteria

4.2 Change of Occupancy Maintenance (COM)

4.3 Locks and Keys

4.4 Inventory Change Requests (ICRs)

Chapter 5 Facility Management (FM) Program Management

5.1 Roles and Responsibilities

5.2 FM Appointment Process

5.3 FM Training

5.4 Information Repositories

5.5 FM Handbooks and Local Policies

5.6 Energy Conservation and Usage

5.7 Facility Visits

5.8 Environmental Considerations

5.9 Emergency Management

5.10 Generator Maintenance

5.11 Key Performance Indicators

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Appendix A - Acronyms and Definitions Appendix B - Master List of Links Appendix C - Attachments

Attachment A - AF Cleanup and Mold Prevention Policy Following Water Damage Attachment B - Remediation of Mold-Contaminated Building Materials

Table of Figures

Figure 1: CE Portal NexGen IT Homepage

Figure 2: NAF DCPDS

Figure 3: Core Competencies

Figure 4: NexGen IT Project Page

Figure 5: CE Portal Homepage

Figure 6: E-learning Facility Management Computer-Based Training Page

Table of Tables

Table 1: FM Program OPR and Responsibilities

Table 2: FM Program OPR and Responsibilities

Table 3: FM Roles and Responsibilities

Table 4: AF Cleanup and Mold Prevention Policy Following Water Damage

Table 5: AF Policy for Remediating Building Materials with Mold Growth Caused by Clean Water

Table 6: Cleanup Methods

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Document Change Log

The table provided below lists significant changes found in this Playbook.

SECTION # SECTION NAME CHANGE DESCRIPTION DATE

NA NA Playbook Rewrite/update 08/06/2021

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Chapter 1 Introduction Air Force (AF) policy and doctrine dictate that Civil Engineer (CE) forces establish, operate, sustain, and protect installations as power projection platforms that enable AF and other supported commander’s core capabilities through engineering and emergency response across the full mission spectrum. At the installation level, CE forces sustain and maintain the installation, however customers are responsible for letting CE know what is needed in their facility so that CE can in-turn enable that power platform and mission. Facility Managers (FM) are the focal point for customer needs in a facility. They ensure customer needs are met while looking at a whole building’s needs, prioritizing and coordinating within the facility to ensure that the needs are met in the most cost-effective manner possible with the resources available.

In accordance with (IAW) Air Force Instruction (AFI) 32-1001, this playbook provides standard business processes for the management of the installation Facility Management Program and helps ensure continuity of installation programs. Refer to the Operations Engineering Playbook for additional information on overarching Requirements and Optimization guidance.

Air Force Civil Engineer Center (AFCEC) provides additional support to Operations (CEO) through the AFCEC/COOM SharePoint Site. The site contains checklists, guides, links, lessons learned, and additional guidance. For the best experience, post questions to the Discussion Board and setup alerts to receive notifications for new posts, questions, and answers. Utilize the AFCEC/COOM, Ops Business Process Library (BPL) as well for detailed information on related business processes outlined in AFI 32-1001 and/or this playbook.

For additional information on the NexGen Information Technology (IT) initiative, go to the CE Portal NexGen IT homepage.

Figure 1: CE Portal NexGen IT Homepage

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1.1 Playbook Scope

Limitations: This playbook does not replace, supersede, or circumvent existing Department of Defense (DoD) or AF policy.

Applicability: This playbook is intended for Operations Flight personnel to support the management of the Facility Management Program IAW AFI 32-1001 and AFI 32-6000, as discussed in Chapter 4.

It is every Operations Flight’s responsibility to ensure it does not degrade the ability of senior leaders to perform executive level advocacy for our future budgetary needs. While no single exception may seem significant, at the enterprise level, the hundreds of exceptions made each year have significant impact on budget planning and reporting. Ensuring the scarce funds are used and accounted for when executing these requirements provides critical integrity to the overall resource advocacy and execution. This requires Operations Flights to improve stewardship in funds accountability.

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Chapter 2 Facility Manager Appointment Several of the forms and documents referenced in this Playbook are located in the Reference Section to the right of the Playbook narrative on the CE Portal or located within the BPL associated with this section.

2.1 Roles and Responsibilities

Roles Responsibilities

Unit Commander • Appoints FMs

• Notifies R&O Requirements Section

FMPM • Provides assistance to FMs

• Trains FMs

• Documents FMs when appointed

• Suspends FM user rights when training is not completed

FM • Manages facilities assigned

• Completes training Table 1: FM Program OPR and Responsibilities

2.2 Facility Manager Positions

FMs are responsible for numerous infrastructure related tasks within a facility. Primary FMs are the sole CE focal point within a facility. Primary FMs receive requests from all users in the facility, vet them, and submit them if they meet service task submission criteria (See the Work Management Playbook for more information on this criteria). Primary FMs must know about all infrastructure related requests in a facility, future uses of the facility, future missions moving in and out of the facility, and be included by CE in the planning of Facility Projects. Alternate FMs serve as a backup to the Primary FM for when the Primary FM cannot complete their assigned roles due to leave, Temporary Duty (TDY), etc. Alternate FMs do not serve as Primary FMs for their unit’s footprint and should not submit work tasks unless primary responsibilities have been delegated to them by the Primary FM. Alternate FMs should coordinate all FM SRs with the primary FM for submittal.

2.3 FM Appointment Qualifications

The Federal Buildings Personnel Training Act (FBPTA), passed in 2010, requires all federal personnel providing building operations and maintenance services to demonstrate competencies necessary to effectively operate government facilities. With this act in mind, the following criteria are required for AF Additional Duty FMs.

Note: Personnel hired directly as FMs may have additional requirements, training, and certifications required.

Only an E-5 or above or civilian equivalent (not excluding certain contractors) may be appointed as a primary or alternate FM. Facilities that do not have personnel residing in the facility that hold the required rank or qualifications, may have a qualified FM manage several facilities instead.

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FMs are required to utilize NexGen IT when available for non-emergency work. This requires the position have a Common Access Card/Personal Identity Verification (CAC/PIV).

Unit Leadership assigning an employee without a CAC/PIV, who requires access to NexGen IT, must initiate contact with their local Trusted Agent Security Manager (TASM)*, who were appointed by the Service or Agency Point of Contact (SPOC), in order to have them start the application of a CAC/PIV.

The CE Unit will annotate in local guidance that until the FM (appointee) obtains a CAC/PIV, the FM will only be able to call in Emergencies, and a current FM for the unit should cover in their place until the appointee obtains a CAC/PIV and submits their NexGen IT access paperwork to CE through the NexGen IT SAAR process.

Be able to lift, push, pull and carry 50 lbs., climb ladders and maneuver over moderate distances or be able to delegate these responsibilities to another individual with local leadership direction.

In facilities that have a classified mission, it may be beneficial to appoint an FM that has the appropriate clearance. This can help the FM advocate for that mission and their needs to CE.

*AAFES should be pushing records through Non-appropriated Funds (NAF) Defense Civilian Personnel Data System (DCPDS) vs. TAs inputting an application in the Trusted Associate Sponsorship System (TASS); and do not process Foreign Affiliates** (military and civilian) in TASS as of July 2020. Contact local SPOC or TASM for more information.

Figure 2: NAF DCPDS

2.4 FM System Authorization Access Request (SAAR)

The FM submits a SAAR to request access to NexGen IT (if fielded at the installation), selects the FM role, and submits non-emergency requirements through NexGen IT (when available).

Refer to the BPL page – Facility Manager SAAR for guides on the SAAR request process.

2.5 FM Training

FMs are often responsible for multimillion-dollar facilities and the safety and well-being of all personnel within the facility. These responsibilities require that FMs must attend initial FM training prior to being appointed as an FM so there is no lapse in coverage. See section 5.3 on types of FM training. Failure to complete the prescribed training may result in the FMPM

9 | P a g e suspending the FM from being able to submit non-emergency requests and a notice to the FM’s unit Commander.

In addition to basic FM training and in accordance with the FBPTA, FM’s should also pursue more professional training opportunities to polish the core competencies involved with their position. These competencies were developed by the General Services Administration (GSA) and are shown below. FMs should review the BPL page – FM Training,for a list and links to specific training opportunities.

Figure 3: Core Competencies

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Chapter 3 Facility Manager Duties Several of the forms and documents referenced in this Playbook are located in the Reference Section to the right of the Playbook narrative on the CE Portal or located within the BPL associated with this section.

3.1 Roles and Responsibilities

Unit Commander • Supports FMs

FMPM • Provides program guidance

• Supports FMs

FM • Manages facilities assigned

• Maintains continuity book

• Two-way communication with facility users and CE as they relate to facility

• Ensures all FM duties are completed (when available).

Table 2: FM Program OPR and Responsibilities

Note: Refer to the BPL page – Facility Manager SAAR, for guides on the SAAR request process.

3.2 FM Duties

FMs accomplish a wide variety of functions within a facility. This can be seen by the number of directives that specifically mention FMs as having responsibility or roles. This includes duties in the realms of security, fire, energy, environmental, safety, bio-environmental, emergency management, contracting, and CE. Duties performed by FMs include but are not limited to:

• Being the central POC for facility occupants requesting CE services and for CEPerforming walkthroughs of their facility to find safety, fire, security, or repair requirements.

• Ensure SR’s, Contract By Requester (CBR), and U-Fix-It requests are submitted verbally, online, or written in accordance with AFI 32-1001, and supporting playbooks.

• Being responsible for maintenance of areas surrounding their assigned facilities IAW local guidance.

• Establishes a key control program and procedures for the security of all basic and master keys that service their facility.

• Ensure proper surveillance and customer complaint procedures are adhered to IAW the requirements in the contracts for refuse collection, grounds maintenance, and

11 | P a g e custodial services.

• Ensure the facility is safe from fires and other mishaps.

• Maintain an aggressive energy and water conservation program.

• Manage reserved parking within their facility.

• Maintain a facility folder for a chronological history of the building (electronic file suggested to minimize resource consumption).

• Help create and maintain the facility EAP.

• Other duties as assigned.

• Delegating duties, as appropriate, with unit leadership approval

Depending on the facility, some FM’s may also have duties in regard to generators, emergency management, and/or hazardous waste.

3.3 CE Services

As the central POC for facility occupants, the task that typically takes the most time from a FM is requesting CE services. Primary FMs receive all service requests in a facility, validate the requests, submit the requests, and track the requests to completion. Many installations have found the FM so vital to their mission that, signs are posted at facility entrances notifying occupants who their FM is and how to contact them.

3.3.1 Facility Inspections: FMs must conduct full walkthroughs of their facilities at least monthly to identify the following:

• Repair requirements.

• Fire, safety, and environmental concerns.

• Unapproved work that may be in the process of being accomplished, or has been completed.

• Damage from neglect or willful abuse.

• Ways to improve energy usage.

This should include mechanical rooms, offices, common areas (to include bathrooms and hallways), and the outside of the facility. This walkthrough must not include areas that are not safe, such as roofs or confined spaces within a facility. FMs should use this time to also check on service requests that have already been submitted to CE. Occasionally problems resolve themselves or get worse, or an FM may want to provide feedback to CE on a service request that was complete.

The FM must report unapproved work or damage that seems to have been from neglect found during the walkthrough to CE. Unapproved work is considered Facility Abuse and requires a Report of Survey (RoS) be completed per DoD 7000.14-R, Vol 12 Chap 7. RoS procedures vary from installation to installation so FMs should contact their FMPM for specific guidance for their installation.

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3.3.2 CE Service Request Criteria: In addition to requirements found during walkthroughs, FMs also receive repair and enhancement requests directly from occupants. Any request that affects the infrastructure of a facility must be requested to CE prior to being implemented or purchased to ensure the infrastructure can handle the request. This includes new mission equipment and appliances. When this happens, FMs must validate the request, ensuring it is a CE responsibility, by physically looking at the request to get a full scope of the requirement and to prevent being a “middle-man”. An FM should gather support documentation and ensure all needed and detailed information is present. FMs for tenant units must also review the support agreements in place for their unit to ensure that the work requested is fully supported by the local CE unit and to see what stipulations for that work may apply (e.g.., reimbursements, no support, contract work, etc.). Tenant units follow the same work priorities as other units on base.

3.3.3 Minor Maintenance: Some facility repairs must be completed by the FM as a part of their duties. These duties are typically quick and simple fixes that can be accomplished with minimal tools on hand and supplies from the installation U-Fix-It store. FM’s will need to follow local procedure to request U-Fix-It supplies from CE. Local requirements will dictate the specific responsibilities and all requirements must be followed within the confines of AFMAN 91-203;; however, some common tasks include:

• Plunging Toilets.

• Turning off emergency shut off valves to plumbing fixtures in case of a major leak.

• Placing approved ice-melt products on sidewalks.

• Replacing light bulbs under 10 ft (if not deemed a safety concern or CE responsibility)

• Replacing ceiling tiles under 10 ft.

• Tightening hinges or other simple mechanisms.

• Replacing light switch or outlet covers.

• Replacing toilet seats.

• Basic pest management practices (emptying mouse traps, spraying for bugs/weeds, etc.).

In addition to the above, local units are responsible for maintaining non-real property equipment. Items such as furniture, electronics, or light bulbs for such items are some examples of non-real property equipment that would need to be funded and maintained by the owning unit.

3.3.4. CE Service Requests: Once verified, the Primary FM submits the service request to CE using NexGen IT (if available) or by other locally developed submission processes. See local guidance, the Work Management Playbook, NexGen IT Reference Guides, or BPL page – FM CE Service Requests, for more detailed information on how to submit a service request to CE and things to look for when determining if a request is valid.

Sustainment (priority 3A-3C) work requests are completed as manpower is available. These types of requests repair and sustain the installation and mission “as is”. Enhancement requests (priority 4A and 4B) are requests to upgrade or change something in the facility.

These types of requests may not be completed depending on available CE manpower and

13 | P a g e may instead need to be funded with the using the requesting unit’s funds depending on local CE guidance. If funded using the requesting unit funds, these requests are called “contract by requester”, or CBRs. CBRs still need to be approved by CE prior to the government entering into any contract. Approval is needed for anything that connects to or modifies the infrastructure such as bottle filling water fountains, painting, hanging large televisions or displays, modular furniture, or other large appliances. These can draw significant infrastructure resources and CE must ensure the current infrastructure can support what the unit wants while also meeting fire, safety, design, and environmental codes. Failure to gain approval prior is considered facility abuse and may result in the unit’s funds being spent with no work, additional funds to ensure the work was completed to code, or the unit paying another contract to restore the facility to its prior function.

CE will also usually only fund the replacement or broken pieces of facility infrastructure unless advantageous to the government due to maintenance costs, etc.

If a building requires signs within it, a service request must be submitted to CE. Interior signs must comply with UFC 3-120-01 and certain signs must be ADA compliant. CE will verify that the signs meet the UFC requirements and that the designs match base architectural designs.

Annually, the FM should work with the local CE unit to validate all open requirements for their facility that have been open for over a year. With the turnover of various positions, this validation helps to ensure that work orders are not in a backlog or using resources when it may no longer be needed. FM’s should contact their local CE R&O section to determine the local process to accomplish the annual facility project validation.

3.4 Maintenance of Surrounding Areas

FMs are also responsible for the maintenance of areas directly surrounding their facility. This distance is usually 50 ft but may be different based on local requirements. Within this area, FMs are responsible for ensuring that trash is picked up, landscaping is kept neat and clean, weeds are controlled in sidewalks, flower beds, rock beds, etc., snow is removed from sidewalks, and designated tobacco areas are kept neat and clean. As mentioned previously, FMs do not have to accomplish these tasks themselves and should work with the First Sergeant(s) and building leadership to receive personnel to accomplish these tasks. FMs should not accomplish any duties that are accomplished via service contract at their installation.

3.5 Contract Surveillance

Numerous facility upkeep and maintenance activities are accomplished by contractors instead of CE or facility personnel. For contracts managed by CE, Contracting Officer Representatives (CORs) are assigned to oversee and provide surveillance to these contracts.

Due to the sheer size of these contracts however, CORs cannot be everywhere and have to view samples of the tasks to ensure compliance with the Statement of Work (SoW) or Performance Work Statement (PWS).

FMs provide an essential service and fill in the gap for contract surveillance. The FMPM works with the CORs to provide a simple checklist to FMs based on the SoW/PWS so that FM understands the scope of the work being completed and the quality requirements in place that the contractors are responsible for completing. While FMs and building occupants

14 | P a g e cannot direct a contractor to accomplish or redo a task, FMs should notify the appropriate COR when they feel the contractor did not accomplish the task appropriately.

Typical CE Service contracts include but are not limited to:

• Refuse (trash) collection

• Custodial services

• Grounds maintenance

3.6 Key Control and High Security Locks

Per AFI 31-101, Integrated Defense, many FMs are required to maintain key control for their facilities. CE takes that a step further and requires all FMs maintain positive key control of their facilities. Facilities contain many items required to keep Department of the AF missions ongoing and include expensive, sensitive, or classified information. Ensuring facilities cannot be accessed by unauthorized personnel is therefore vital to protecting the mission.

FMs must have all occupants sign for all issued keys/electronic key cards and maintain a log showing the key numbers and who the keys are assigned to. FMs should record key issuances on an AF Form 2432, Key Issue Log or other locally developed form approved by the FMPM.

FMs overseeing Arms, Ammunition, and Explosives (AA&E) facilities must reference UG- 2045-SHR and AFMAN16-1404, Infromation Security Program, for additional guidance on key control and storage procedures in their facilities. At some locations, CE unit issues and log all key to individual occupants instead of FMs. When this occurs, FM’s are waived from this requirement.

Due to the risks involved with master keys, they are created and issued to only a small number of personnel that have a need for them. This list usually includes the FMs and Unit Commanders. When an FM requests a new master key, a memorandum must be signed by the using organizations Commander or equivalent (on G-series orders) and submitted to CE by the Primary FM via service request. CE will review the request and will determine whether to create the key based on the totality of the circumstances.

In the event of lost, misplaced or stolen keys, the FM must notify CE immediately. CE will review the request and based on the totality of the circumstances and risk posed (such as mission, security, hours of occupation, key loss reason and location, etc.), will determine what, if anything, is to be done. Possible solutions include but are not limited to rekeying the entire facility or rooms affected, having the facility guarded by the FM/occupants, notification to the Base Defense Operations Center (BDOC) for inclusion into the blotter, or nothing. Some of these solutions may require the affected unit pay for the costs.

GSA certified locks are used on doors throughout facilities that contain classified information.

CE maintains these locks as they are considered real property. CE typically does not maintain or repair other types of locks that are not considered real property. These include GSA locks on safes, padlocks, or standard locks on furniture. CE may not maintain mechanical push-button locks (sometimes incorrectly referred to as cipher locks). These locks are usually installed for convenience and not for security. Contact your FMPM to determine what locks your CE unit maintains. If locks are not maintained by CE, then the using unit is responsible

15 | P a g e for the maintenance and repair of these locks. Refer to the BPL page – FM Facility Security, for additional information in regard to the lock and key control.

3.7 Fire/Safety

Air Force Occupational Safety, Fire and Health Standards (AFMAN 91-203) and Fire and the Emergency Services (F&ES) (AFI 32-2001) provide guidance to FMs on facility safety. It is vital the FMs know and understand their roles when it comes to these directives and regularly read through these publications to ensure compliance. FMs must work closely with the unit Safety Manager and the Fire Prevention Office to ensure the facility is safe for occupants within.

In compliance with these publications, FMs must accompany the Fire Inspector during annual fire inspections within their facilities. It is advised that in addition to the annual checks, FMs also check for fire and safety issues during their monthly walk-throughs of their facility. See the BPL page – FM Maintenance, for more information and checklists to assist with facility inspections.

Some facilities have fire extinguishers located within them. For these facilities, FMs will need to check the pressure on them as well as for any damage (missing pins, broken mounting brackets, etc.) and the date of manufacture, then annotate the inspection date and their initials on the fire extinguisher inspection tag located on or near the extinguisher. The life expectancy of fire extinguishers varies by the type of extinguisher, usually between 5 and 12 years. After these intervals, extinguishers require hydrostatic testing. Typically, AF fire departments do not perform this testing or provide replacement extinguishers. FMs must work with their unit to budget for purchasing and maintaining fire exitinguishers, per AFMAN91-203, asthese items are not considered real property (RP) or real property installed equipment (RPIE). Facilities with fire extinguishers must also have FMs or supervisors document when work center personnel have completed fire extinguisher training and understand their responsibilities when it comes to fire prevention.

FMs are responsible for training new personnel to their facilities on evacuation procedures as well as identifying a pre-determined area for personnel to gather after an evacuation. In addition to training, FMs should ensure evacuation signs are posted throughout their facilities so that occupants understand the primary and secondary means of evacuation in case of emergency. FMs can work with their local Fire Prevention Flight for help with these requirements. In addition, they can schedule evacuation drills for their facilities to ensure occupants are prepared and developed plans work as intended.

FMs must also ensure a process is in place for closing the facility at the end of the day if not in 24-hour occupation. End of day inspections should involve the facility being checked for fire hazards, such as appliances left on, space heaters left on, extension cords still in use, decorations in compliance, etc. See the BPL page – FM Maintenance, for a sample end of day fire inspection checklist. End of day fire safe inspections must be documented.

Space heaters are generally not allowed in facilities; however, they can be approved on a case-by-case basis. In cases where heat may not be functioning properly, the local CE unit will submit and route a request for a space heater in the affected areas, if it cannot be mitigated in another way. In medical cases where a space heater is required, a memorandum

16 | P a g e from the member’s medical provider must be submitted to the local CE unit for approval.

Information on the memorandum must not violate the Health Insurance Portability and Accountability Act (HIPPA) standards, but must include, at a minimum, the length of time the heater is required, the building/room number/office and/or cubicle it will be in, why the normal building HVAC system is inadequate to meet the member’s needs, and a brand/model number that the member is wanting so that it the safety features and electrical load can be calculated and approved or disapproved. A sample waiver memo can be found on the AFCEC/COOM BPL page – FM Fire, Safety, and Health.

FMs must ensure occupants understand regulations in regard to decorations, especially around holidays when decorations are more commonplace. Decorations are often flammable and are displayed in manners that run afoul of fire codes. When social or other unusual events happen in a facility, FMs must check with their local fire prevention office to see what guidelines may apply. FMs must ensure:

• Decorations are unplugged when the occupant is not in the immediate vicinity.

• Lit candles and other decorations with open flames are never allowed in a facility.

• Decorations do not block, partially block or hinder egress routes.

• Wires for decorations do not present tripping hazards.

• Decorations do not pull more AMP’s than what the circuit is designed to handle.

• Live trees are not used.

• Wiring is free from defects (no cuts, frays, splices, etc.).

• Wiring is not tacked, pinned, or stapled.

3.8 Mold

Molds can be found almost everywhere. Mold grows rapidly (biomagnification) indoors when the spores come in contact with building materials, that have sufficient moisture to support active fungal growth. It is impossible to get rid of all mold and mold spores indoors, as mold spores will be found floating through the air and in-house dust. The mold spores will not grow if moisture is not present. Indoor mold growth can and should be prevented or controlled by controlling moisture levels indoors.

The typical conditions leading to mold growth in buildings include inadequate moisture control, deficient ventilation systems, poor housekeeping, chronic water intrusion, and/or isolated floods, such as from a burst water pipe. Once growth begins, fungal spores and bacteria amplify quickly. The microorganisms produce new spores that are introduced into the airstream either because the mold grows on the wet building material or during other building material disturbances (e.g., renovations, repair work, etc.). Such growth also can lead to the release of volatile compounds and odors characteristic of fungal/microbial growth.

Preventing and remediating water damage is necessary to protect the health and well-being of AF communities and our investment in AF infrastructure. In most cases, mold-related contamination is associated with water--the key to an effective mold program is controlling

17 | P a g e moisture in the facility. However, moisture control must be combined with adequate housekeeping and active participation of facility occupants in inspecting and responding promptly to initial signs of mold. By promoting timely facility moisture control, effective housekeeping, and active occupant participation, installations can successfully control mold growth and prevent potential subsequent medical concerns.

3.8.1 Responsibilities

3.8.1.2 Occupants

Areas that are often or always damp can be hard to maintain completely free of mold. If there is mold in the shower or elsewhere in the bathroom that seems to reappear, increase the air circulation by leaving the shower door/curtain open along with the door to the bathroom. Also, clean the area more frequently and this will usually prevent mold from recurring, or at least keep the mold to a minimum.

Practice sound housekeeping: vacuum floors, remove trash frequently, prevent excessive dust accumulation, and use typical household cleaning products to control mold and mildew.

When water leaks or spills occur indoors – ACT QUICKLY. If wet or damp materials or areas are dried 24-48 hours after a leak or spill happens, in most cases mold will not grow. Report all plumbing/building leaks and moisture problems immediately to your housing or FM.

When cooking, always operate the stove exhaust hood or when bathing, use the bathroom exhaust fan. Make sure the laundry clothes dryer vent is connected properly and exhausting outdoors.

If condensation or moisture is seen collecting on windows, walls or pipes - ACT QUICKLY to dry the wet surface and reduce the moisture/water source. Condensation can be a sign of high humidity.

Report all moisture or potential mold findings to your FM.

3.8.1.2 FMs

Inspect and report moisture problems before mold and related microbial contamination becomes problematic. Since molds depend on the availability of nutrients (e.g. dirt, cellulose, and other substrates) as well as moisture, ensure a clean and dry environment is maintained within the facility.

As part of routine building inspections required by the FM Playbook, conduct periodic evaluations of all portions of the facility that the FM has reasonable access to. Roofs, mechanical rooms, inside of walls, above ceilings and below floors are not the responsibility of the FM to inspect.

Conduct inspections of facilities immediately following (24 hours) unusual events such as natural disasters (hurricanes, heavy rain, deep freezes where pipes have a history of breaking).

FMs must clean and correct any small mold problems or water damage promptly (within 48 hours) following the guidelines in Attachment A . If mold contamination or

18 | P a g e water damage is extensive, the FM will submit a service request to CE for remediation.

FMs or other occupants cleaning mold must wear appropriate PPE and containment options as annotated in Attachment A and Attachment B and consult an occupational health professional or BE, as needed.

A facility that has a history of water damage or HVAC problems may initially be placed on a 30-day evaluation cycle and later, as maintenance requirements subside, the cycle may be extended. FMs must perform the following actions:

• Monitor the facility for signs of water damage (e.g., spotted ceiling tiles, water marks near windows/doors/damp floors, etc.)

• Check for signs of condensation and/or suspected mold growth around diffusers or HVAC vents.

• Keep air-conditioning drip pans clean and the drain lines unobstructed and flowing properly.

Before a mold or water damage remediation project begins, the FM, in coordination with the Bioenvironmental Engineering (BE), and CE, shall notify the building occupants and the building’s organizational commander in the affected area(s). The notification must include a description of the planned remedial measures and an estimated completion date, along with list of points of contact for any occupant health concerns.

If a FM receives occupant health complaints, they will refer the potentially affected personnel to their medical provider for evaluation and care.

• Conduct building surveys following rain events to document condensation and wet spots.

• Submit a service request to repair moisture problems (See procedure described in Attachment A).

• Attachment C addresses response activities for wet building materials.

3.10 Energy Conservation and Awareness

FMs must promote sound energy conservation practices within their facility. FMs know their facility and users the best and are often in the best position to identify ways to improve energy usage based on their unique situations. FMs should work with the installation Energy Manager for ways to improve energy conservation in their facility. See the BPL page – FM Energy Management, for more energy conservation ideas from around the AF.

3.11 Reserved Parking

FMs are usually the POC for the installation when it comes to reserved parking at their facilities. There are regulations that cover reserved parking that FMs should be aware of.

Army Regulation (AR) 190-5 (AF I31-218), UFC 3-120-01, and the Americans with Disability Act (ADA) are the primary regulations that cover reserved parking.

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Reserved parking should be kept to a minimum on an installation. Reserved parking with names, ranks, or titles should be avoided for Operations Security (OPSEC) purposes. Generic names (such as “visitor” or simply “reserved”) or office symbols should be used as much as possible. Stand-alone signs or wall-mounted signs are discouraged. Curb markings and pavement markings being the preferred method. When requesting signs for personnel that are not regularly at the location (such as Wing/Commander (Wg/CC), signs that have a slide with removable tags are the preferred option to reduce the number of reserved spots and maximize flexibility of the reserved spots so that perhaps the sign can be used for a host of Distinguished Visitors (DV’s), or not reserved at all when a DV is not expected.

The ADA regulates handicapped parking spots. How many spots required, and the design of handicapped parking spots depends on the total number of parking spaces at the facility.

FMs should consult the ADA Standards for Accessible Design (28 CFR Part 36) for additional information and the table showing the number of required accessible parking spots and submit a service request to CE if their parking lot is out of compliance.

In addition to requesting and managing the reserved parking at a facility, FMs are sometimes also appointed as parking wardens. If assigned as a parking warden, a FM can issue parking tickets and call Security Forces (SFS) to request a boot be placed on vehicles that are in violation of parking requirements IAW AR 190-5. Check with the FMPM and/or Security Forces to see if this is a responsibility at your installation and to receive additional training as needed.

3.12 Continuity Book

FMs serve as the focal point of their facility and are often balancing and juggling multiple things at once. Add in periods of absences such as PCS, leave, and TDY and it can be easy to see why continuity books are a necessity as an FM. Having a continuity book allows FMs to have a central place to store their information so their tasks can be picked up in case of an absence or transition to another person.

FMs must have and maintain a continuity book. The local CE unit will dictate the exact method of this continuity book, but typically the following items are stored within:

• Most recent FM Appointment Letter.

• FM training slides.

• FM Handbook.

• Key Log.

• Log of service requests (manual or export from NexGen IT if used).

• List of upcoming Facility Projects.

• Results from FM periodic spot inspections.

• Fire Prevention/Safety paperwork (Fire Prevention Inspections, Safety Writeups/Inspections, Hazard ID forms).

• Known hazards (ACM, LBP, Radon, etc.).

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• Emergency Management and Force Protection checklists (as appropriate).

3.13 Real Property

FMs serve as the POC for real property issues in their facility as well. They must ensure that the facility is being used for its intended use. This means that the FM needs to be familiar with some real property terms and procedures.

Facilities are categorized for their use by the Real Property Categorization System (RPCS). The RPCS is determined by the DoD and is assigned to a facility by the real property officer (RPO) via the use of category codes (CATCODES). These CATCODES are a 6-digit number, and they determine a lot about a facility to include funding levels, funding types, importance of the facility to the mission, what fire and electrical codes to use, etc. It is very important that these CATCODES are accurate and current to ensure that the facilities are funded and given the resources needed to keep that facility operational.

As an FM, it is important that you get approval before initiating any changes in a facility. This is usually done via a space request, but your FMPM or real property officer should be able to tell you exactly what you need to do if you need to change the space use within your facility.

Note: In addition to space requests, some facilities on AF installations hold a historical building title. There are many rules when it comes to what can and cannot be done and how tasks can be done in historical buildings. Often these historical buildings are on state historical registries which means that each state has specific rules when it comes to these types of buildings. FMs in historical buildings need to know the local rules that govern their facilities so that they can plan accordingly.

3.14 Emergency Management

The FMs and the unit Emergency Management (EM) representative(s), are responsible for creating their facility’s EAP and ensuring the plan can be enacted during an emergency. Items that should be in the plan include:

• Shelter In Place (SIP) locations

• Evacuation locations and accountability procedures

• Egress routes

• HVAC shutoff procedures

• Force Protection Condition (FPCON) requirements

• SIP kits

• Procedures for reporting a fire or other emergency

• Procedures for employees thata re required to stay behind and not evacuate

FMs and EM reps should review their installation’s IEMP 10-2 when developing their EAP procedures to ensure all logical risks are included in the plan. FMs, EM reps, and supervisors will need to train facility occupants on emergency procedures and conduct drills to ensure everyone knows what to do during an emergency. It may be advantageous for FMs to be a member of the Wing Inspection Team (WIT) or work with their unit to be excused from the

21 | P a g e initial stages of an exercise that tests EAPs so they can instead see first-hand what does and does not work with their EAP and modify it accordingly.

3.15 Generators

If a facility has a generator, the generator must be tested at least semi-annually. When the generator is tested, the FM must verify that all circuits powered by the generator have been switched over from commercial power within the facility. This usually involves walking the facility and testing key items and systems within the circuits to ensure that they have power.

When it is time for a generator test, CE will contact the FM and provide them the date and time in advance so that scheduling conflicts can be worked out. If a conflict cannot be worked out, FMs must route a waiver for the semi-annual test to the appropriate authority, usually the Major Command/Deputy Commander (MAJCOM/CD). If a unit in the facility requests that their personnel be trained on how to operate the generator, they should contact the FMPM to schedule the training for all personnel that the unit designates. FMs must maintain a list of all personnel trained on the generator.

3.16 Fuel Tanks

Facilities that have fuel tanks are required to appoint a fuel tank custodian. Examples include facilities with generators and gas stations. While Fuel tank custodians are not required to be Facility Managers, per AFMAN32-1067, Water and Fuel Systems, Facility Managers must report suspected fuel releases and follow-up if there are two consecutive months of excessive inventory variances.

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Chapter 4 Unaccompanied Housing Facility Management In addition to the tasks above, Unaccompanied Housing Managers (UHMs) and Airman Dorm Leaders (ADLs) have additional Facility Management tasks levied upon them due to the unique aspects of dormitories and their impact to quality of life (QoL) for the force. This chapter discusses those tasks and provides guidance on how to meet the tasks outlined in AFI 32-6000.

Work Orders: As with normal facilities, ADLs, as FMs, will submit all requester driven work requests to CE via the methods in place at the installation. There are several methods that ADL’s have created to obtain work requests from dorm occupants. See the BPL page – FM Unaccompaned Housing, for some of these methods and the steps to implement them.

4.1 Inspections

When conducting monthly walk-throughs of the facilities as mentioned in chapter 4, UHM’s must conduct an inspection of at least 10% of the total rooms. This would mean that each room needs to be inspected at least once a year. When determining what rooms to inspect, UHM’s should prioritize personnel that are on extended TDY’s, such as deployments, to ensure that any issues that in these rooms are noticed and addressed before becoming a major issue. After that, UHM’s should divide the remainder of their rooms by 12 and inspect these rooms on a recurring basis. All rooms in the UHM inventory must be inspected and UHM staff must work with the occupants to conduct the inspections.

Facility Maintenance Inspections are specifically conducted to spot any health, life or safety concerns for the facility itself and must not be used as a shield for other purposes. Items to inspect and look for are covered in AFI 32-6000 and in the checklist found in the AFCEC COOM BPL page – FM Unaccompanied Housing. These inspections should be well thought out with prior notice to the occupant given and must not be invasive to the occupant. Facility Maintenance Inspections should only look at the facility itself and must not go into Airman’s personal belongings (unless needed to check on the facility). Examples: It would be OK to enter into an Airman’s closet or move items in a closet in order to visually inspect all walls for mold, but it would be inappropriate for a UHM to open drawers of furniture, wardrobes, or desks as this would not be needed to check the condition of the facility itself. If, during the course of a Facility Maintenance Inspection, unauthorized or illegal items are found in plain sight, UHMs must contact the appropriate authorities (usually the First Sergeant and/or Security Forces) to handle the situation.

Due to the personal nature of private rooms and the legalities of entering private quarters, facility room inspections must occur by the UHM staff and not with Bay Orderlies or other augmentees. Recordings of room inspections may be permitted to ensure a burden of proof or records of inspections, but these recordings must be secured and personnel outside of the direct UIHM staff must not be allowed access to the recordings unless for legal or disciplinary reasons.

4.1.2 Inspection Criteria

AFI 32-6000 lists several items that UHM staff must inspect in their facilities. The AFCEC/COOM BPL page – Unaccompanied Housing, has a standardized checklist that UHMs should modify to meet their specific needs.

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4.2 Change of Occupancy Maintenance (COM)

IAW AFI 32-6000, when a resident terminates their quarters, UM staff must accomplish a pre-final inspection with the resident (or Commander/First Sergeant in rare cases). During this time, UHM staff compare the current room condition with the room condition when the occupant checked into the room. The goal is to annotate all problems with the room and to submit repair/maintenance requirements to the local CE unit so that the room can be readied before a new member occupies the room. UHM staff should annotate the room in the enterprise Military Housing (eMH) program as down for maintenance until the repairs are made so that occupants are not moved in prior to the repairs being made. When damages are noted, UHM staff should take the appropriate action as noted below.

Note: This playbook only details facility maintenance type of work and does not cover non-real property related items (such as shower rods, furnishings, appliances, etc.)

Normal wear and tear facility maintenance: For normal wear and tear, UHM staff should visit the local CE unit’s U-Fix-It store to obtain the materiel needed to bring the room to ready state. Normal wear and tear facility maintenance COM should take no more than 4 hours’ worth of repair/maintenance with the room being down for no more than 72 hours. Normal wear and tear facility maintenance usually consists of nail holes, oiling of hinges/lock mechanisms, small chips in plaster, or loose grouting.

Life-cycle maintenance: All facility components have a life-cycle, with varying degrees of years needed before the component needs to be replaced. Most are taken care of during facility renovations, however some, such as paint or carpet, may need to occur in between renovations. UHM staff should work with their CE R&O section to determine when these types of maintenance need to occur and schedule with them as occupants leave to minimize occupant disruption and move costs and maximize Inventory and Utilization (I&U) rates.

For life-cycle maintenance, local CE units will usually not have the manpower to be able to accomplish the work in a timely manner. In these cases, UHM staff and the R&O section should work together to set up an Indefinite Delivery, Indefinite Quantity (IDIQ) or Blanket Purchase Agreement (BPA) type of contract to have an outside contractor perform these actions. See the BPL page – Unaccompanied Housing, for sample contracts that can be used for these purposes.

Damages: When the UHM staff notices damages outside of normal wear and tear, they must take immediate action before the member departs (especially if the member is separating).

UHM staff must contact the CE R&O section to obtain a cost estimate for the repairs and utilize the cash collection processes in AFI 32-6000 to obtain the funds necessary to return the room to a functional condition. The cash collection voucher must only cover damages outside of the normal wear and tear and life-cycle maintenance. Life-cycle maintenance costs will not be charged to the individual if the component is already scheduled for replacement.

4.3 Locks and Keys

Dorms are complex facilities with many locks and keys that must be managed by the UHM office. Many UH offices have switched locks from traditional mechanical key locks to other types of locks to include card swipes, key fobs, or digital combinations. Traditional key locks are the preferred in dorm facilities however, due to ease of maintenance and repair and

24 | P a g e lower overall maintenance costs. If a dorm facility switches to one of these types of specialized lock systems, it is usually no longer maintained by the local CE unit as it becomes specialized equipment and not real property.

One of the better methods of key control…