Attachment 2 Facility Maint.docx

SCDJJ Residential Program Facility Maintenance Attachment 2

1. All routine and preventive maintenance will be provided by the contracted operator of each facility including but not limited to: Heating Ventalation Air Conditioning and Refrigeration (HVACR) units, hot water systems, tanks, facility painting (interior and exterior), potable water systems, roofing systems, plumbing fixtures, well equipment (when applicable), lighting and switches, appliances for kitchen, flooring, decks and stairways, sprinkler systems, fire alarms, railings and deck boards and grounds maintenance. . Preventative maintenance and repair services will be done by qualified and licensed personnel. Documentation of all routine and preventive maintenance must be kept and produced on demand to SCDJJ.

2. Replacement of major systems which fail due to age, functional obsolescence or the cost of repair is 66% or greater than the cost of a replacement unit may be paid for by SCDJJ as the Facility Owner. Replacement of major systems due to a lack of routine and preventive maintenance will be paid for by the operator. It will be the responsibility of the Operator to obtain the proper documentation that any said unit or item is beyond economical repair, is obsolete or has failed due to age and submit to the SCDJJ Facility Manager. Any purchase of items will be subject to the SC Procurement guidelines and managed by SCJJJ only. Any purchases or items not approved by SCDJJ will NOT be paid for. Determination of replacement will be solely by SCDJJ Facility Manager and the Procurement Director for SCDJJ.

3. Juvenile damage and abuse/neglect of equipment by staff or juveniles is the contracted operator responsibility to repair.

4. All camp buildings will be inspected once a year by SCDJJ to ensure that the buildings are being maintained according to acceptable standards. Any deficiencies noted during these inspections will be the contracted operators responsibility to repair. A plan to make the repairs must be submitted within 10 days of the notice of a deficiency and with the duration of the repairs being agreed upon by both parties but no more than 3 months.

5. No additions or modifications to any existing building owned by the Agency or any new structure of any kind on State property is authorized without the written approval of the Agency Director or their designee.

6. The following list is a guide for what is considered the minimum requirement for preventive maintenance but is not all inclusive and any preventive maintenance program will be based on each camps facilities and equipment.

HVACR

The contracted operator is responsible for preventative maintenance and service repairs to all their HVACR equipment.

Preventative maintenance on HVACR equipment is to be done twice a year to ensure the equipment runs efficiently and to prevent equipment failure. Filters will need to be changed every 90 days, or sooner depending on the use of building.

Equipment To Be Serviced:

1) Straight AC Condensers, Air Handlers, and mini split units

2) Heat Pump Condensers, Air Handlers, PTAC, and wall mount AC units, EX. Bard Units.

3) Gas Furnaces, Gas Packs

4) Exhaust Fans

5) Kitchen Equipment

6) Refrigeration Equipment

Preventative Maintenance should include:

1) Clean Evaporator Coils, and Condenser Coils.

2) Replace belts, adjust pulleys as needed.

3) Check for loose electrical connections and tighten as needed.

4) Check all capacitors and replace as needed.

5) Check all contactors and replace as needed.

6) Check refrigerant charge, do leak detection if necessary.

7) Check electrical motors for proper amp draw.

8) Check compressor amp draw.

9) Check the sequence of operation and safeties for all equipment.

10) Inspect heat exchangers on all gas furnaces and gas packs.

11) Check the condition of blower wheels and fan blades, clean as needed.

12) Check bearings and lubricate when applicable.

13) Check and verify Operating temperatures.

14) Check Operation of controls, thermostats.

15) Check and verify damper operations and linkages.

16) Inspect the heating elements, verify amp draw.

17) Check and verify cleanliness of condensate pans, clean as needed.

18) Check all condensate drain lines, verify no blockages.

19) Check for unusual vibrations and noises, find solution and fix.

20) Check operation of exhaust fans.

21) Clean exhaust fans as needed.

22) Check for proper superheat and subcool for all AC, Heat Pump, and Refrigeration equipment.

Fire Life Safety Equipment The contracted operator is responsible for inspecting and maintaining generators and fire system equipment. Preventative maintenance of all Fire Life Safety Equipment will be done according to NFPA standards. Generator fuel tanks should be filled at all times to ensure its availability when needed.

Equipment To Be Serviced:

1) Generators

2) Fire Alarm System

3) Fire Extinguishers

4) Sprinkler Systems

Generator Preventative Maintenance & Upkeep should include:

· Annual Inspection

1) Fluids

2) Oil

3) Filter

4) Load Test

5) Fuel Sample

6) DES Annual Inspection if Tank is underground

· Monthly Inspection

1) Run Under Load

2) Check Temps

3) Check Line Voltage

· Weekly Inspection

1) Visual

2) Run Unit

3) Check Run Time

Fire Alarm Preventative Maintenance & Upkeep

· Annual Inspection

1) Test all Devices (smoke/heat detectors, pull stations, horn/strobes)

2) Ensure Fire Panel Operability

3) Repair any deficiencies noted

· Monthly

1) Visually inspect all devices and fire panel

Sprinkler Preventative Maintenance & Upkeep should include

· Annual Sprinkler System Inspection

1) Check Backflow Preventers and Valves

2) Fire Pump Inspection

3) Visually Inspect Pipes and Sprinkler Heads

4) Perform Drain Test

5) Perform Water-Flow Tests

6) NFPA 25 Required System Checks

7) Determine if Hydrostatic Test is required (every 5 yrs)

8) Inspect sprinkler head conditions monthly and have an experienced technician replace popped or corroded heads as needed

Fire Extinguisher Preventative Maintenance & Upkeep should include

· Annual Fire Extinguisher Inspections

1) Location: ensure extinguisher is in designated location, is visible, and is unobstructed

2) Accessibility: Extinguisher is easy to see and reach in an emergency

3) Pressure Guage: Needle is in the green zone

4) Weight: Should match weight on the label

5) Hose: Check for blockages

6) Labels: Labels are legible, in good shape, and include manufacturer info. All should be UL, FM, or USCG listed

7) Pin and Seal: Pin intact and seal is unbroken

8) Physical Damage: Corrosion, leakage, or other damage

9) Service Date: Check date on tag

10) Operating Instructions: Legible and facing outward

11) Hydrostatic Testing: Should be done every 5 years

12) Recharge: For extinguishers over 6 yrs old, may need to be recharged

13) Tag: Annotate Date and who performed inspection

· Monthly Fire Extinguisher Inspections

1) Fire Extinguishers should be visually inspected, initialed, and dated monthly Kitchen Hood Preventative Maintenance & Upkeep should include

· Bi-Annual Inspection

1) Visual Inspection of nozzles, pressure gauges, activation mechanisms, extinguishing lines, fans, hood, hood globes, and emergency contact info

2) Replace fusible links if required.

All inspection reports for fire life safety equipment will be forwarded to the Agency’s fire life safety coordinator within one week of the report being issued.

General Maintenance The contracted operator is responsible for preventative maintenance and repairs for each of the camps’ buildings, out buildings and all other structures on the property with the exception of structural defects.

General preventative maintenance on each structure should be conducted throughout the year.

Exterior preventive maintenance

· Exterior walls, awnings, canopies

1) Inspect vinyl siding for loose or cracked pieces.

2) Inspect wood siding for any signs of rot, peeling paint or water infiltration.

3) And penetrations through the exterior of the building should be caulked sufficiently.

4) Inspect wood siding for any signs of rot, peeling paint or water infiltration.

5) Any exterior wood, wood siding or trim, should be painted at a minimum every 10 years or sooner if required by inspections.

6) Awnings and canopies should be checked for secure attachment.

7) Exterior block or brick buildings should be pressure washed as needed.

· Gutters and Downspouts

1) Gutters and downspouts should be cleaned twice a year at a minimum, if trees are near buildings more frequently as required.

2) Check to ensure that they are properly secured.

· Roofing

1) Visually inspect roofs on all the buildings weekly. Things to look for are broken, raised or missing shingles, Debris on roof such as tree branches and large accumulation of leaves or pine straw.

2) Inspect fascia and soffit for any loose or missing trim or signs of rot or deterioration.

3) Any roof leaks should be repaired as quickly as possible.

4) Any significant roof leak should be reported to DJJ immediately upon discovery.

5) Ensure roof caulking around roof penetrations is still in good condition.

· Decks and railings

1) Exterior decks, handicap ramps and stairs should be inspected for loose or twisted boards, protruding nails or screws, loose or missing railing. Broken concrete or any cracked concrete that has shifted. Exterior wood decking railing and stairs should be stained or painted as needed.

· Windows and doors

1) Inspect the condition of caulking around the windows (exterior and interior). Check for broken or cracked glass. Inspect screens if applicable. Check the operation of windows.

2) Inspect the general condition of all the doors. Exterior doors need to have weather stripping and door sweeps inspected and replaced as needed. Check the condition of the caulking around the door frame. Check the locks, hinges and door closure (if applicable).

· Driveways, sidewalks and grounds.

1) Driveways should be inspected for any potholes, washouts and ruts.

2) Sidewalks should be inspected for missing or broken concrete. And large cracks that are shifted or raised causing potential tripping hazards.

3) Trees should be inspected for any potential dangers such as dead trees, large dead branches or trees leaning dangerously towards buildings. Tree roots that may be causing damage to sidewalks, foundations or septic tanks should be reported. Trees growing into overhead power lines should also be reported.

4) All trees and shrubs should be kept trimmed to prevent damage to buildings and to keep the grounds esthetically acceptable. Vines should be prevented from growing on any structure to include buildings, fences, sheds, etc.

· Interior of Buildings

1) Inspect the ceiling for any signs of roof leaks. Replace ceiling tiles if damaged or stained.

2) Inspect walls for damage. Missing or broken switch plates and outlet covers.

3) Inspect floors for missing or damaged floor tiles. Missing cove base or shoe molding.

4) The carpet should be cleaned on a regular basis.

5) Inspect for any signs of water intrusion around all doors and windows.

Plumbing The contracted operator is responsible for inspecting and maintaining the plumbing system to include the septic system if equipped.

· Equipment to be serviced

1) Plumbing fixtures

2) Hot water heaters

3) Septic tanks and grease traps

4) Water and drain lines

· Plumbing preventive maintenance

1) Check all faucets for proper operation.

2) Check all tubs/shower faucets and diverters for proper operation

3) Check all outdoor hose bibs

4) Check visible pipes for signs of corrosion

5) Check water softener operation (if applicable),

6) Test out shutoff valves on water supply lines under fixtures.

7) Check any visible pipes and joints for signs of corrosion: bluish green deposits on brass and copper, rust on iron and steel.

8) Look and listen to the drains in your sinks, tubs, and showers. A slow drain is an obvious indicator of a clog; gurgling could mean the same, or a blockage in the drain vent.

9) Clean out ptraps under sinks.

10) Check the faucet aerators and shower heads for clogs or debris and clean them if necessary.

11) Examine the caulking around the tub/shower, shower doors, toilet bases, and sinks (including the kitchen).

12) Check the mounting bolts on all fixtures.

13) Remove the tank lids off your toilets and check for any obvious signs of wear or damage to parts.

14) Check your water pressure regularly using a test gauge.

15) Flush your water heater and replace the anode rod, if necessary.

16) Check the Temperature and Pressure Relief valve on your water heater for proper operation.

· Sewer tanks and grease traps

1) Camps are responsible for pumping sewer tanks and grease traps.

· Hot water heaters

1) Flush your water heater annually or more often if you have harder water or water that contains more minerals every 6 months.

2) Drain your tank and remove sediment.

3) Test the temperature release valve annually.

· Water and sewer lines

1) Perform an in-depth leak check throughout facility.

Electrical The contracted operator is responsible for inspecting and maintaining the electrical system from the electrical meter on.

1) Check for any signs of damage, wear, or overheating in electrical panels, switchgear, transformers, and other equipment.

2) Verify no bulbs need replacing.

3) Look for loose connections, frayed wires, or corroded components.

4) Ensure that proper labeling is in place for circuit breakers, fuses, and switches.

5) Clean dust and debris from panels and equipment to maintain proper ventilation.

6) Verify that panel doors are secure and properly sealed.

7) Test and exercise circuit breakers to ensure proper operation.

8) Check for any tripped breakers or blown fuses and replace them as necessary.

9) Inspect and clean contacts to maintain good electrical conductivity.

10) Inspect grounding systems and connections for corrosion or damage.

11) Verify proper bonding between electrical equipment and grounding systems.

12) Inspect transformer oil levels and condition (if applicable) and perform oil sampling as required. Check for any signs of leakage, overheating, or abnormal noise and verify that cooling systems (fans, radiators) are clean and operational.

13) Inspect cables for any signs of wear, damage, or insulation deterioration.

14) Verify cable connections are tight and properly secured.

15) Check cable routing to ensure it complies with safety standards.

16) Test emergency and exit lighting systems regularly, including battery backup.

17) Replace batteries or bulbs as necessary.

18) Ensure all emergency lighting fixtures are clean and free from obstruction.

19) Inspect surge protection devices and ensure their proper functioning.

20) Inspect and test safety equipment such as ground fault circuit interrupters (GFCIs), residual current devices (RCDs), and arc fault circuit interrupters (AFCIs).

21) Verify that safety labels and warning signs are in place and legible.

Kitchen / Laundry equipment

· Kitchen and Laundry equipment shall be maintained by the camp in accordance with manufacturer's recommendations.

Pest Control

· Camps are responsible for Pest Control. Camps should also maintain cleanliness to prevent pest infestations within their buildings.