NSN_BM_Handbook_Feb_2017.pdf

Naval Station Norfolk

Building Manager

Handbook February 2017

NAVFAC Public Works Department

Draft February 2017

Draft February 2017

Contents

Introduction…………………………………………………………………………………………………………………………………………….2 Chapter 1 – Understanding the Organization…………………………………………………………………………………………..3 CNIC and NSN ………………………………………………………………………………………………………………………….3 NAVFAC and PWD NSN………………………………………………………………………………………………………………3 Chapter 2 – Becoming a Building Manager………………………………………………………………………………………………6 Appointment Requirements……………………………………………………………………………………………………….6 Appointment Letter……………………………………………………………………………………………………….……………6 Training…………………………………………………………………………………………………………………………………….…6 Authorized Caller List………………………………………………………………………………………………………………….7 Departure/Absence of a Building Manager…………………………………………………………………………………7 Chapter 3 – Building Manger Responsibilities………………………………………………………………………………………….8 General Responsibilities………………………………………………………………………………………………………………8 Records Maintenance…………………………………………………………………………………………………………………8 Space Management………………………………………………………………………………….…………………………………9 Facilities Service Contracts………………………………………………………………………….………………………………9 Security Concerns…………………………………………………………………………………………..…………………………10 Key Control……………………………………………………………………………………………………….………………………11 Safety Concerns…………………………………………………………………………………………………..……………………12 Chapter 4 – Alternate Building Manger Responsibilities…………………………………………………………………………13 Energy Monitor Program…………………………………………………………………………………………..………………13 Chapter 5 – Requesting Work…………………………………………………………………………………………………..……………15 Service Calls………………………………………………………………………………………………………………………………15 Work Requests…………………………………………………………………………………………………………………….……15 Facilities Services………………………………………………………………………………………………………………………16 Chapter 6 – Self Help………………………………………………………………………………………………………………………..……17 Chapter 7 – Environmental Issues and Concerns……………………………………………………………………………………18 Hazardous Waste Generation……………………………………………………………………………………………………18 Hazardous Materials…………………………………………………………………………………………………………………19 Solid Waste Management and Recycling………………………………………………………………………..…………19 Air Quality…………………………………………………………………………………………………………………………………20 Water Quality……………………………………………………………………………………………………………………………20 Fuels, Oils, and Lubricants…………………………………………………………………………………………………………21 Chapter 8 – Miscellaneous Issues…………………………………………………………………………………………………………..22 Useful Documents…………………………………………………………………………………………………………………………………23 Building Manager Appointment Letter……………………………………………………………………………………..24 Building Manager Contact Information Placard………………………………………………………………………...25 Key Inventory………………………………………………………………………………………………………………..………….26 Key Control Log…………………………………………………………………………………………………………………………27 Service Call Log…………………………………………………………………………………………………………………………28 Customer Request Form (CR-1)…………………………………………………………………………………………………29 CR-1 Log…………………………………………………………………………………………………………………………………...30 Appendix 1 – Fire Warden Program……………………………………………………………………………………….………………31 Appendix 2-Work Request Forms………………………………………………………………………………………………….32

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Introduction

Naval Station Norfolk (NSN) is the largest naval station installation in the Department of Defense. NSN is a Navy base, and supports the mission of several DOD departments, agencies, and commands as well as non-DOD organizations, both federal and state. Collectively, the various supported commands present on NSN are called Mission Partners. This guide provides the knowledge to enable each Mission Partner to be an active participant in the effective and efficient management of the facilities that enable your important mission.

The Naval Facilities Engineering Command (NAVFAC) Public Works Department (PWD) at NSN provides facilities maintenance, repair, design, construction and planning support to the Installation Commanding Officer (ICO) and Mission Partners. PWD also provides and manages the utilities distribution systems and billing for several facilities. PWD uses an in-house skilled civilian workforce and various contractors to complete required work. PWD has no involvement with maintenance, repair, renovation or condition of privatized housing units or systems within the NSN fence line.

PWD is supported in this effort by each Mission Partner’s Building Manager (BM) who is assigned by their leadership to act as the liaison for the planning, design, maintenance and repair of their facilities. The Public Works Officer (PWO) is responsible for the oversight of all PWD functions to include the Building Manager Program. Responsible to the PWO is the Building Manager Coordinator (BMC) who oversees the training and assignment of Building Managers.

A BM will address a variety of issues in order to ensure the safety, structural integrity and environmental acceptability of base facilities.

This handbook provides BMs a resource to acquire support from PWD and other command support organizations responsible for the exercise of fire, safety, security, emergency management, disaster preparedness, and other support services related to the proper stewardship of public facilities.

PWD is committed to the successful support of each Building Manager in their endeavor to provide a safe, efficient and functional working environment for their command. We hope that this handbook will serve as a valuable resource in executing your duties.

Welcome to the Public Works team!

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Chapter 1 – Understanding the Organization

It is important for Building Managers to understand the basic organizational relationship of NSN and NAVFAC in order to properly execute their duties.

CNIC and NSN

Commander, Navy Installations Command (CNIC) is the Echelon II authority responsible for shore installation management for the United States Navy. CNIC has overall Shore Installation Management (SIM) responsibility and authority as the Budget Submitting Office (BSO) for all installation support and is the lead within the Navy for installation policy and program execution oversight. CNIC encompasses thirteen Echelon III Regional Commands worldwide.

Commander, Naval District Washington (NDW) is our region and Naval Station Norfolk (NSN) is one of six Echelon IV Navy or Navy-led installations within NDW.

Below is a flow chart showing the organizational structure of CNIC and NAVFAC and how the installations and their PWDs tie together.

NAVFAC and PWD NSN

NAVFAC is the Navy’s Systems Command that delivers and maintains quality, sustainable, facilities, acquires and manages capabilities for the Navy’s expeditionary combat forces, provides contingency engineering response, and enables energy security and environmental

Draft February 2017 stewardship. A Facilities Engineering Command (FEC) provides facilities related products and services to a specific CNIC region. Each FEC has engineering and facilities elements, the PWDs, to provide direct support to the installation. NAVFAC Midlant is the FEC supporting NDW, and PWD NSN is the organizational element providing direct facilities support and services to NSN.

The NSN PWD is also known by the Joint Base Staff Code, J4.

NAVFAC MIDLANT

NAVFAC MIDLANT provides a range of products and services, including construction, maintenance, facility support services, environmental services, utilities and transportation services, facility engineering, planning support, and facility condition assessment services.

Work is provided by four business lines: Asset Management, Public Works, Environmental, and Capital Improvements.

• Asset Management (AM) – Responsible for all aspects of land use planning and development of all real estate actions involving acquisition, real property management, disposal, leasing and licensing. Provide technical advice and assistance in land-use planning, special studies and facilities development. AM evaluates and updates Basic Facility Requirements (BFR) and Property Record Cards in order to project and develop long range integrated plans. AM also manages the internet Naval Facilities Asset Data Store (iNFADS).

• Public Works (PW) – Provides all phases of facilities management, maintenance, services, utilities and energy management, and base support vehicles and equipment.

(Not to be confused with the Public Works Department, this is the base-level organization that encompasses all NAVFAC business lines.)

• Environmental (EV) – Provides environmental management, evaluation, assessment, operational recommendations, and technical support necessary to comply with federal, state and local regulations, while ultimately ensuring the timely execution of the supported command’s mission.

• Capital Improvements (CI) – Provides expert architectural and engineering design, program management, and construction acquisition and management products and services.

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Public Works Department, J4

The PWD is the service delivery platform of NAVFAC Midlant on NSN Building Manager’s interaction with NAVFAC will be through PWD NSN staff, specifically through the customer store-front organization, the Facilities Management Division (FMD).

PWD NSN is responsible for projects and services delivery, customer interface, project execution, and performance assessment. Primary functions include:

1. Facilities Management Division (FMD): The mission of FMD is to receive and address Mission Partner’s facility requirements, identify and prioritize recurring CNIC-managed facilities requirements, plan, assign, and coordinate the execution of work, and manage real property assets to include space management and real estate coordination. The FMD is the PWD front door and primary liaison with PWD customers for requirements and projects.

2. Production Division: The Production Division is responsible for the in-house workforce execution of assigned facilities maintenance and repair, operation of utilities, energy management, and the management of base support vehicle equipment.

3. Facilities Engineering and Acquisition Division (FEAD): The FEAD is responsible for acquisition planning and contract administration of construction and service contracts from design to delivery. This division has design management, construction management, and contracting resources to execute assigned facilities service and construction contracts.

4. Environmental Division: The Environmental Division is responsible for environmental compliance, planning, conservation (natural and cultural resources), and the delivery of environmental guidance and services to support the safe and legal execution of Mission Partners’ mission.

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Chapter 2 – Becoming a Building Manager

The Building Manager is an important player in the proper stewardship of DOD owned facilities.

As such, care should be taken in choosing a Building Manager to act as the single point of contact between a building’s occupants and the PWD.

Appointment Requirements

• A primary Building Manager is appointed in writing for each facility/building. Facilities with multiple tenants can have multiple alternate Building Managers but the primary Building Manager responsibility will lie with the preponderant user of the facility.

Similarly, organizations that occupy more than one facility may appoint one BM for all locations.

• Building Managers should be military E5 or above, or civilian equivalent, with sufficient authority and ability to perform their assigned duties. The BM should have sufficient access to the spaces and locations, knowledge of the command/organization stakeholders and mission, and flexibility in his or her schedule to address facilities issues as they arise.

• Building Managers should serve a minimum term of 12 months as a BM to ensure program continuity. Home and/or cell phone numbers are required to be provided to PWD for all Building Managers to be used in the event of emergencies such as security breach or fire. This information is protected by the Privacy Act of 1974 and is used FOR

OFFICIAL USE ONLY.

Appointment Letter

Building Managers are responsible for submitting Building Manager appointment letters (see Appendix 1) to the Building Manager Coordinator 30 days prior to any change. Upon receipt of the appointment letter, the Building Manager Coordinator will acknowledge receipt and contact the Building Manager directly to arrange for training.

Training

Building Managers are required to attend initial and quarterly refresher training provided by the PWD. This training will address responsibilities and NAVFAC procedures, priorities, and work methods. In addition to PWD provided training, outgoing Building Managers should brief new Building Managers on the facility-specific details of their program.

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Authorized Caller List (ACL)

It is important that only the Building Manager call in Service Calls in order for both PWD and the Supported Command to properly track and process work. For this reason only Service Calls from personnel identified on the ACL will be processed by PWD. In addition, Customer Request 1 (CR1) forms (See Appendix 1) shall be completed only by assigned BMs.

Departure/Absence of a Building Manager

If a primary or alternate Building Manager must transfer, deploy or otherwise leave their command they must notify PWD BMC to have their name removed from the ACL and a new Building Manager identified within 30 days before departure.

The primary Building Manager should coordinate periods of absence (TDY, leave, etc.) with their alternate to the best extent possible to ensure continuous facilities coverage. During periods when both the primary and alternate must be absent simultaneously, PWD should be notified a minimum of 72 hours in advance and a temporary Building Manager shall be named for a set period of time.

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Chapter 3 – Building Manager Responsibilities

Building Managers are responsible for duties indicated in the following categories:

• General Responsibilities

• Records Maintenance

• Space Management

• Facilities Service Contracts

• Security Management

• Key Control

• Safety Program

General Responsibilities:

• Monitor and report status of facility maintenance, housekeeping, and repairs to PWD and command/organization leadership.

• Periodically perform a general inspection (once per quarter is recommended) to accurately determine the facility’s condition and record any deficiencies for PWD action.

• Ensure that all facility users know who the Building Manager is and how to contact them to report a deficiency or to request work. A Building Manager Contact Information Placard (see Appendix 1) placed near entrances and exits or in high traffic areas of the building is advised.

• Assist with inspections which include but are not limited to health and safety, fire safety, and applicable zone inspections. Submit facility discrepancies found during inspections to PWD and follow-up to ensure corrective action.

Records Maintenance:

Guidance documents and accurate historical records of work performed in a facility should provide all stakeholders with a good site picture of current facility condition.

Recommended records are as follows (see Appendix 1):

1. Building Manager Instruction

2. Building Manager Appointment Letter

3. Building Manager Handbook

4. Floor/Parking Plans

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5. Key Control Log

6. Service Call Log

7. CR-1 Log

Space Management:

An important part of installation operations is effective management of available space in the facilities.

• Monitor the assigned facilities to ensure that utilization of assigned space does not change without proper approval. The PWD is the gateway through which additional facility space is assigned or currently assigned space is approved for change in use.

• Notify PWD of any changes in occupancy or use of space. Requests will be submitted via CR-1 to the appropriate FMS in PWD. If required, a space manager will investigate the request and recommend approval/disapproval to the Naval Station Commander for final decision.

• When vacating a space or facility, FMD will conduct an inspection to ensure the space is acceptable and will relinquish responsibility of the space from the Building Manager.

Keys to the space must be turned over to FMD at that time.

Building Managers will be contacted by FMD when a scheduled physical inventory of their facility is required and should accompany PWD staff during these inspections.

Facilities Service Contracts:

PWD NSN administers and oversees a variety of service contracts to maintain a Navy standard level of cleanliness and appearance in and around base facilities. The term used to stratify service levels is Common Output Level (COL) and they normally range for COL 1 (highest) to 4 (lowest). The COLS are assigned at the Region based on a variety of factors. Service contracts are often Region-wide, not specific to one base, and may require Echelon IV administration for changes. Service contracts are also typically multi-year (base plus four option years). The COLs are also Region-wide, and therefore the specific service work provided in your facilities is identical to work provided in other facilities across NDW. Specific schedule or performance requirements for a given facility are not usually possible based on the large scope of the contract and manning levels of the contractor. However, there may be some opportunities, if additional funds are provided by the Supported Command, to amplify the provided service and modify a given contract if the size of the modification is substantial enough to be efficient for both the Navy and the contractor. These will be addressed individually and will require

Draft February 2017 approval higher than PWD NSN, and any contract change will likely take months to affect, based on Federal Acquisition Regulation and workload of the NAVFAC Contracting Officer.

• Knowledge: The Building Manager must be completely knowledgeable of the schedule and performance requirements for FSC work in and around their facilities. PWD will provide the current contracted schedule to the BM.

• Limitations: The BM will have direct access to the PWD designated Performance Assessment Representative (PAR) that ensures contract performance, however the BM is NOT an authorized government representative for contract performance or direction. In no circumstance is a BM allowed to direct the contractor to increase or decrease work or modify quality or schedule of service. This violates Federal regulations and could jeopardize the contract. Only the PWD PAR and the Contracting Officer are to provide direction to a contractor.

• Complaints: The BM should be the POC for facility user if they have issues with contractor performance. The BM should then address concerns with the PAR or FMD.

• Refuse control: Ensure outside areas around Dumpsters and/or loading docks do not become garbage collection points for old, excess equipment such as appliances, furniture, boxes, etc. The contracted service provider will not remove items from these areas on a schedule, but depending on the contract, a special service may be able to be purchased. If you know you will have an unusually large amount of trash for disposal that will not fit in your Dumpster notify your FMS who can help you identify resources for disposal.

• Hazardous materials/waste: BM should be aware of and HAZMAT/HAZWASTE involved in the mission, and the proper storage and location of these substances. PWD can help with management and must be aware if you have any in your facilities. Only certain contracts deal with HAZMAT/HAZWASTE and these materials must be kept clear of normal refuse pickup areas.

Security Concerns:

Ensuring the physical security of NSN is the responsibility of NSN Security Forces but they are not resourced to maintain a constant presence at all facilities. Some base facilities have their own security provided by contractors or uniformed personnel but for those that do not the building occupants must be the eyes and ears of physical security for their facility.

The following are some guidelines to help maintain the proper security posture of base facilities. It is the BM’s role to encourage good actions by all occupants.

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• Inhabited Buildings: At the end of each workday, ensure all doors and windows are secured, classified and sensitive materials are appropriately stored, and applicable alarm systems are functioning.

• Uninhabited Buildings: No less than once a week, perform a security check. Ensure all alarms are functioning properly, doors and windows are secured and building integrity is intact.

• Be generally aware of the operations occurring within your area of responsibility.

Operations include work performed by contractors or PWD personnel, as well as official and unofficial visitors to the building.

• Ensure the security requirements for the buildings are enforced, (ex. force protection conditions, intruder reporting and reporting suspicious occurrences). Ensure placement of FPCON placards reflecting the current threat condition at each entrance of the building.

• Ensure building occupants are aware of the security regulations pertaining to their building and work area.

• Be aware of authorized contract service personnel and notify Security and/or PWD if a person appears unauthorized.

Key Control:

Building Managers are accountable for the security of all keys servicing their facilities, and they must establish security procedures to ensure no keys are duplicated without their approval.

PWD does not keep duplicate keys for all facilities. Therefore, it is paramount that Building Managers uphold their responsibilities with respect to key control. The Building Manager shall:

• Acknowledge receipt of and be responsible for all keys to the facility, to include the redistribution of keys to other occupants or users as directed by their commander.

• Establish/maintain a key control log to account for all keys issued.

• Reposes all keys from personnel who PCS, retire, or terminate employment.

• When vacating a building, the Building Manager is responsible for collecting, labeling and turning all keys in to PWD.

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• The Building Manager is NOT responsible for keys controlling specialized areas within the facility or areas maintained by using organizations for safeguarding their specialized equipment, sensitive documents, personal tool kits or similar items.

• Ensure that locks are not changed by third parties without PWD permission. PWD can provide this service upon request and funding.

Safety Concerns:

The NOB Safety Office is ultimately responsible for ensuring a safe living and working environment for the residents and employees onboard NOB. To do so they must conduct frequent inspections and spot checks of all base facilities and they will rely on the Building Manager to assist in maintaining a safe environment within each building.

Useful guidelines to help maintain a safe living/work environment:

• Hazard Identification: Be aware of the potentially hazardous areas or conditions existing within or around facilities. This includes the location of asbestos or lead containing materials, hazardous materials lockers and tanks, confined spaces, content of pipelines throughout facilities, radiation sources, high voltage areas, and mechanical and electrical rooms.

• Weather: Be aware of potential foul weather conditions. During the rainy season, check area inside of buildings for areas that might leak or allow water intrusion. In the winter consider taking action to de-ice building entrances and sidewalks. PWD has a limited snow and ice removal plan. Ensure that you know if your area is on the plan and what priority.

• First Aid Kits: Coordinate with Base Safety to purchase first aid kits and the NDW Fire and Emergency Services to purchase an AED if not already available. Be sure all personnel working/living in your building know where first aid kits and AEDs are located.

• Emergency Response Equipment: Know what special Emergency Response Equipment (eyewash stations, showers, etc.) is required for each workspace and that all personnel know the location of all emergency response equipment. Ensure functionality and current inspection of this gear.

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Chapter 4 – Alternate Building Manager Responsibilities

PWD recognizes that the Building Manager role is very often a collateral duty in addition to the Building Manager’s assigned position. Alternate Building Managers should be assigned to step in during the primary Building Manager’s absence and will be responsible as their building’s Energy Monitor. Alternate Building Managers should also be utilized to cover responsibilities under other facilities related programs such as the Fire Warden and Zone Inspection programs.

These program’s overviews can be found in the appendices of this handbook.

Energy Monitor Program:

The DOD has directed that all military installations reduce their energy consumption and create an Energy Management office to monitor and audit the use of base utilities within each facility.

The installation Energy Manager will rely on the Energy Monitors to promote energy efficiency and advise others to eliminate wasteful energy practices.

The following practices should be followed in order to keep each building’s energy use as low as possible:

1. Lights: Conserving electricity is an easy way we to reduce energy use within buildings.

Exterior lights should be turned off during daylight hours and lights in areas such as bathrooms, break rooms, conference room, etc. should be off when not in use. Identify personnel to ensure work area lighting is turned off at the conclusion of each work day.

2. Doors/Windows: All doors and windows must remain closed during times of heating or cooling. Not only will open doors and windows cause the heating and cooling systems to work harder, it could potentially throw off the balance of the system and cause it to work inefficiently in the future.

3. Electronic Equipment: Ensure that any electronic equipment not required to stay on is turned off when not in use. Also, make sure that other items drawing electricity such as coffee pots and radios are unplugged if not being used. This includes things like coffee pots, toasters, microwaves, refrigerators, etc.

4. Building Exterior: Periodically inspect the exterior of the building to check for unsealed areas of the building where air can escape. Be especially mindful around doors and windows.

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5. Pipes/Ducts: Periodically walk through mechanical rooms and spaces if possible to check for leaking pipes or ducts. If a leak is discovered do not attempt to stop it. Call the service desk to have the leak repaired.

6. 6. Notify FMS of any plans to remodel, renovate or any self-repair to existing buildings.

Strict guidelines must be followed for structural and safety issues.

7. Notify FMS of any site of mold or suspected mold growth. All mold issues are handled by outside contractors that are vetted to do work on NSN.

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Chapter 5 – Requesting Work

1. Service Calls: Service Calls are answered by the NAVFAC Customer Service Center located at building A-81 which will prioritize your request and submit it to the MAXIMO system. Bear in mind, and that NOB is the biggest base in the Navy and all Emergency Urgent calls will supersede a routine call.

• Service Call Classifications:

o Emergency: The issue must be addressed immediately in order to prevent imminent danger to personnel and equipment, prevent loss or extensive damage to property, create a serious environmental risk, or preclude fulfillment of an essential installation operation or mission. PWD will respond to Emergency Calls within 2 hours and complete them within 24 hours provided the scope does not increase beyond capabilities. If emergency cannot be closed out (parts not on hand, major deficiencies) it will get closed out and a follow up ticket will be placed. Anyone can call in Emergency Service calls.

o Urgent: The work requested is intended to correct a failure that does not immediately endanger personnel, property or natural resources but could lead to property damage, degradation of mission capability or will affect the wellbeing of personnel if not addressed in a timely fashion. Urgent conditions shall be corrected or an interim solution provided within 5 days.

o Routine: Does not fall into the Emergency or Urgent categories. Routine service calls will be completed within 30 days or during a periodic maintenance visit.

o PWD NSN Customer Service Center Desk follows a Matrix that is used to classify all calls/requests. Not all requests will be upgraded.

• Submitting a Service Call: Service Calls can be submitted 24/7 by calling the PWD Service Desk at 757-341-1700.

• After Hours: The PWD Customer Service Center number is answered 24/7. After-duty emergency calls are handled by personnel at the Regional Operating Center kerry.grant1 Highlight

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(ROC) at 1530, which do not have the same resources as the PWD has during normal working hours.

2. Work Requests: Work Requests are requests for facility improvements which exceed the scope of a Service Call. Work Requests originate in two ways:

• A Service Call may be elevated to a Work Request if the time needed to complete the work exceeds 32 hours or $2,500.

• Work Requests can be submitted directly to your FMS using the Customer Request

Form CR-1. A CR-1 template can be found in the Useful Documents section of this handbook.

Work Requests that are not in the category of Maintenance or out of scope or customer funded requests will be evaluated by the Work Induction Board and assigned an execution method (in-house workforce, or contractor). Depending on the scope of the requirement further approval from other installation or regional personnel may be required. In addition, requested work must not conflict with the current Base Master Plan or any applicable facilities codes.

A standard fee of $1000 will be applied to all contractor work in order to schedule a site visit to a tenants building. This fee will be added to the contractor estimate or applied upfront.

For the drafting of an executable scope for work (ex; renovate office spaces) a $5000 fee is the standard cost.

3. The average turnaround for any work request submitted to the Work Induction Board, to execution is 3-6 months. Federal guidelines must be followed to allow time for contractor to submit a proposal, review, negotiation, award and start-up of the proposed work.

Facilities Services:

• Requesting Services: If you are currently receiving no custodial, grounds maintenance or refuse collection services and wish to request services, or if you wish to adjust your services, submit a CR-1 to your FMS. Attach all supporting documentation such as floor plans identifying areas to be serviced and any relevant unique information about the facility. Your request will be reviewed by PWD and, if approved and funded by either the Navy, the tenant command, or other source that can transfer funds to NAVFAC, included in the appropriate Service Contract.

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Chapter 6 – Self Help

Building Managers may work with PWD to complete some small tasks on a Self Help basis.

PWD can provide the Building Manager with tools and/or materials and the Building Manager will arrange to get the work done by utilizing the tenant activities’ manpower. Some of the common Self Help issues PWD can support are:

• Light bulbs: PWD will not be able to change out single light bulbs as they burn out.

Usually you will have to wait until multiple light bulbs are burned out before a service ticket will be opened. If you wish to change light bulbs as they burn out, you can arrange pick up of new bulbs through PWD.

• Ceiling Tiles: PWD will not be able to change out single ceiling tiles as they become stained or broken. Usually you will have to wait until multiple tiles are damaged before a service ticket will be opened. If you wish to change ceiling tiles as they become damaged, you can arrange pick up of new tiles through PWD.

• Snow and Ice Removal: PWD may not always be able to make it around to every facility in order to initiate action to melt snow/ice around entrances. If you feel that the weather conditions warrant snow/ice removal from the entrances or sidewalks around your building you may contact PWD to arrange for pickup of ice melting substances and snow removal tools.

• Minor repair or painting of spaces can be facilitated with a Self Help request.

• Only one project per command will be ongoing at any given time. The finite resources must be spread around to NOB and Self Help has a limit of what it can order and supply a command. If more materials are needed, contact your FMS and it is on a case-by-case basis.

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Chapter 7 – Environmental Issues and Concerns

The PWD Environmental Division is responsible for environmental compliance, planning, conservation (natural and cultural resources), and the delivery of quality products, advice and services to the installation and tenant commands as part of our Navy-funded mission or on a reimbursable basis, depending on the scope of work. The Environmental Division manages and executes environmental programs that ensure compliance with applicable laws and regulations.

Failure to comply by any person or command on the base can lead to Notices of Violation (NOVs), fines and penalties, and/or civil lawsuit or criminal penalties. Environmental Compliance program areas typically include, but are not limited to:

- Clean air, surface water, potable water, and sewage system compliance

- Oil and Hazardous Substance Spill Preparedness and Response

- Hazardous material and waste compliance (not removal)

- Solid waste and recycling

- Storage tanks

- Polychlorinated Biphenyl (PCB) management

- Natural and cultural resources planning

- National Environmental Policy Act (NEPA) compliance and assessments

The Environmental Division is responsible for identifying the specific federal, state, and local regulatory requirements applicable to a specific project or system. Building Managers should actively and routinely communicate with Environmental personnel to understand how their activities impact the environment, ensure environmental standards are maintained, resources to support compliance and pollution prevention programs are budgeted, and violations are resolved in a timely and effective manner for their respective location(s).

As a Building Manager, it is important to know significant aspects or environmental concerns applicable to your facilities. Common concerns at NSN causing the most negative impacts to the environment include:

• Hazardous Waste Generation: The most common Hazardous Wastes (HAZWASTE) are solvents, paints, paint sludge, lead acid batteries, pesticides, mercury thermostats, and mercury containing light bulbs (fluorescent light bulbs). Federal, state, and local regulations govern HAZWASTE generation, outlining requirements for proper identification, handling and storage accumulation, transporting, and disposing of HAZWASTE. Contact the Environmental Division for additional assistance and guidance on HAZWASTE storage requirements and pick-ups. PWD does not remove HAZWASTE but can facilitate necessary actions with the proper organization.

Draft February 2017 o Light Bulbs: If you choose to change burned out light bulbs, DO NOT throw old bulbs away. Mercury-containing light bulbs are considered HAZWASTE. Used bulbs that are accumulated for recycling must be stored in closed containers or packaging that minimizes lamp breakage and is labeled appropriately. If you do not have a hazardous waste collection point within your facility where you can properly store used light bulbs contact PWD Self Help (341-0032) to dispose of bulbs. Self Help also does a 1for 1 replacement of bulbs for guidance.

• Hazardous Materials: The purchase, use and storage of Hazardous Materials (HAZMAT) are regulated by the NSN Hazardous Waste Management Plan which you should be familiar with if there is a need for the use or storage of HAZMAT within your facility.

o HAZMAT storage: HAZMAT within your facility MUST be properly stored within a

HAZMAT locker. HAZMAT includes paint, paint thinner, fuel, oil, and some cleaning supplies. Contact the Environmental division or HAZMAT Pharmacy, Building 41, for guidance.

o Material Safety Data Sheets (MSDS): All HAZMAT within your facility must have an associated MSDS displayed in your facility. If you do not have the MSDS for HAZMAT you can easily print them from www.msds.com

• Solid Waste Management and Recycling: NSN Integrated Solid Waste Management Program is executed through a service contract with environmental policy oversight.

The Qualified Recycling Program (QRP) collects specific materials. Robust recycling and refuse programs allow installations to retain the sales proceeds to use for additional pollution prevention efforts and Morale, Welfare and Recreation projects. Building occupants may not take contents of recycling containers to turn in and get money back for themselves or any other organization.

o Paper is one of the most easily recycled items. Building Managers should already have paper recycling containers within their building but if not, contact your FMS to request receptacles.

o Bottles and cans must be empty in order to be recycled. If you do not have a bottle/can receptacle contact PWD to have one placed in your building.

http://www.msds.com/

Draft February 2017 o Aerosol cans from paint, cleaners, pesticides or other hazardous materials should not be thrown away. They contain propellants (e.g., butane) and must be disposed of as HAZWASTE. If empty aerosol cans are segregated, they can be recycled. If you have aerosol cans to dispose of contact the HAZMAT Pharmacy to coordinate proper disposal.

o Any item that does not easily fit into a recycling receptacle should be considered large or bulky. This includes things like couches, mattresses, office furniture, tires, or pallets. These items can be recycled or reused and should not be discarded as trash or left next to dumpsters. If you have large items to dispose of contact your FMS to arrange for disposal.

o Do not throw scrap metal away as trash. Contact the Environmental Division if you have scrap metal to dispose of.

o Contact the HAZMAT Pharmacy for disposal of printer or copier toner cartridges.

o The base has means of disposing of automobile waste such as oil and antifreeze generated from government-owned vehicles and equipment. If you have a need to dispose of automobile waste contact the HAZMAT pharmacy.

• Air Quality: Most Navy Installations emit air pollutants from stationary sources (e.g.

boilers, generators, and turbines), mobile sources (e.g. cars, trucks, ships, and planes), and industrial activities (e.g. painting, solvent cleaning, electroplating, fuel distribution, range and training operations). If you have equipment that you think falls into one of these categories, contact the Environmental Division to make sure it is included in the installation’s air permit and properly documented into the air emissions inventory. The Environmental Division is also responsible for providing guidance on the safe use and handling of Ozone Depleting Substances, including those used in air conditioning and refrigeration units and disposal of asbestos –containing materials found on installations.

• Water Quality: Storm water permits and Storm Water Pollution Prevention Plans are required for most construction projects and specific industrial activities. Every person involved in operations which could result in pollution of surface or ground water shall receive General Environmental Awareness Training. Contact your installation’s Environmental Division for environmental courses/training and scheduled offerings.

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• Fuels, Oils, and Lubricants: Oils and hazardous substance (OHS) releases or discharges can occur during refueling operations, vehicle maintenance, hazardous materials transportation, or other activities, and must be IMMEDIATELY reported to the Fire Department at 757-444-3333 and then promptly reported to PWD at the Trouble Desk, 757-341-1700. As a best management practice, periodically train your personnel on what to do in the event of an environmental emergency. Contact the Environmental Division for additional assistance and guidance on emergency response procedures for all OHS spills.

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Chapter 8 – Miscellaneous Issues

The following are common miscellaneous issues you may encounter as a Building Manager:

1. Building Alterations: If you want to alter your building in any way you MUST first notify your FMS. All renovations and alterations will also need to be submitted to the Fire Prevention Division for review and approval prior to any work being completed.

Building alternations include painting, reconfiguring systems furniture, hanging exterior signs, removing or installing flooring, etc.

2. Wall Hangings: Take care when hanging things from walls inside your building. If you must anchor a board, sign or shelf to the walls of your building it is best to have PWD do so in order to avoid damage from improper installation.

3. Dig Permits: If you have any requirement to bury anything or dig around your building for any reason you must work with the PWD to obtain a Dig Permit. Make sure to let your FMS know at least two weeks before you need to dig around your building.

4. Outages: The PWD will let you know in as much advance time as possible if and when your building will experience a utility outage for work related reasons. If the date or time of the scheduled outage is inconvenient for your command work with your FMS to schedule a new date and time. Contact the PWD Service Desk if you experience an unexpected utility outage.

5. Parking Signs: DO NOT place your own parking signs in the parking lots or on the streets around your facility. Parking sign must be approved by Base Security, PWD and the Commander prior to placement. To request placement of a parking sign, notify Base Security. The FMS does not have the authority to approve any parking requests.

6. Furniture Repair: Furniture cannot be repaired by the PWD craftsmen or contractors.

Furniture is the responsibility of the user and any repair or replacement must be funded through your command.

7. Pest Control: Do not attempt to eradicate rodents or pests yourself. PWD has an entomologist shop that will address the problem. Call the Service Desk (341-0460) for pest control issues.

8. Dead Animal Removal: If a dead animal is discovered call the PWD Service Desk (341- 0460) for removal.

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Useful Documents

The following templates and documents are provided to assist in the execution of Building Manager duties:

• Building Manager Appointment Letter

• Building Manager Contact Information Placard

• Key Control Log and Inventory

• Service Call Log

• Customer Request (CR-1)

• CR-1 Log

MEMORANDUM

From: (Commanding Officer/ Officer-in-Charge/Director/Department Head) To: (Appointee)

Subj: BUILDING MANAGER APPOINTMENT

Ref: (a) Building Manager Instruction - PWD NSN FEB 2017

1. You are hereby appointed the collateral duty of <primary or alternate> Building Manager for building(s) <enter building number(s)> at Naval Station Norfolk.

2. As the <primary or alternate> Building Manager, you are responsible for initiation of maintenance and repair requests in your building(s) and areas of responsibility in accordance with reference (a). You are the primary liaison with Naval Facilities Engineering Command Public Works Department, Naval Station Norfolk, and you should become familiar with the financial and technical processes required to affect maintenance and repair work on facilities that affect our mission. You are also the primary point of contact for issues related to space allocation and occupancy, and parking allocation in lots designated for our use. Depending on the primary occupancy of the building(s), you may be the primary point of contact for personnel outside of our organization, or you may work through another organization’s primary occupant on common issues. Issues that cannot be addressed in a timely and effective manner should be brought to my attention.

CO/OIC/Director/Department Head

Copy to:

PWD NSN (FMD)

Building Manager Contact Information

Contact the Building Manager for issues affecting:

Safety

Security

Emergency Management

Energy Efficiency

Maintenance

Repairs

Janitorial

Elevators

Fire Protection

Primary Building Manager: Alternate Building Manager:

Name: ___________________________ Name: ___________________________

Telephone: _______________________ Telephone: _______________________

E-mail:___________________________ E-mail:___________________________

Location: _________________________ Location: _________________________

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Key No. Currently Checked Out To:

Bldg ____Key Inventory

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Key No: Name: Signature: Date Checked Out: BM Initials: Date Turned In: BM Initials:

Bldg ____ Key Control Log

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Date Time Emergcy? Issue Tracking No Date Resolved

Bldg ____ Service Call Log

CUSTOMER REQUEST/TF-1

1.PRI

2. JOB ORDER NO.

AMEND NO. 4REQUEST

NO.

PART I - REQUEST (By Customer) WORK TYPE: LOC: REF:

TO: PWD NORFOLK 6.BRIEF TITLE

5. FROM:

7. TYPE OF SERVICE REQUESTED (Check One)

¹ SCOPING ESTIMATE ¹ FUNDABLE ESTIMATE FUNDING ¹ MINOR WORK AUTHORIZATION

DATE__________ M- __ ________________

¹ RECURRING ESTIMATE ¹ CONTRACT ESTIMATE ¹ ENGINEERING INVESTIGATION

¹ SPECIAL PROJECT PREPARATION XXXX OTHER W-Y-A contract

8. FOR FURTHER INFORMATION CALL

9. PHONE

10. REQUESTOR (Signature)

11. DATE

12. PART II - DESCRIPTION OF PROBLEM/REQUIREMENT (By Customer)

13. STATEMENT OF CONSTRAINTS

RETURN ALL PAPERWORK TO

14.

SKETCH/PLAN INVESTIGATION OR INSPECTION REPORT OTHER (Identify)

NO.___________ ____________________________

Date Submitted To: Issue Tracking No Date Resolved

Bldg ____ CR-1 Log

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Appendix 1 – Fire Warden Program

The following are issues/areas the Fire Warden should focus on to make sure the building is ready in case of emergency:

1. Evacuation Plan: Develop an evacuation plan in case of fire or other emergencies. The plan should show the primary and alternate routes for evacuation as well as mustering points in a safe area outside of the building. Make sure that the plan is approved by your Unit Commander, the Fire Prevention Division and Emergency Management office before posting the routes on safety boards, near exits and at large congregation points within the building.

a. Physically Impaired Personnel: Pay special attention to evacuation of physically impaired personnel that may work in the building. Assign a “buddy” to assist in their evacuation in case of emergency.

2. Egress Routes: Make sure that all routes into and out of the building are free of excess materials and hazards such as boxes or accumulated junk. This will allow for easier egress of personnel out and quicker response by the Fire Prevention Division in case of emergency.

3. Fire Drills: Coordinate with the base Fire Prevention Division to perform an annual fire drill.

4. Training: Periodically brief building occupants on evacuation routes and procedures in case of an emergency.

5. Fire Extinguishers: Ensure building occupants know how to properly use a fire extinguisher. Contact the Fire Prevention Division to coordinate training if needed.

6. Mechanical Rooms: Keep mechanical rooms clean and free of excess material.

Mechanical and electrical rooms should not be used as storage.

7. Electrical Circuits: Ensure electrical circuits are not being overloaded by building occupants.

8. Space Heaters: Ensure building occupants are not using personally purchased space heaters. Space heaters pose a significant fire hazard and should only be used when approved by the PWD and Fire Prevention Division.

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Appendix 2 – Work Request Forms

NAVAL STATION NORFOLK SELF HELP

AUTHORIZED

WORK

PERMIT

Location/Bldg:#_____________________ Description of work:

Expected Project Duration:__________ (Self Help Coordinator) Date Enclosure (4)

To: Installation Self-Help Coordinator

Subj: (COMMAND/DEPARTMENTAL) SELF-HELP COORDINATOR

Ref: (a) NASPNCLAINST 11014.8E

1. Per reference (a), (Rate/Rank/Civ; First Initial, Last Name; Last four SSN; PRD; Phone Number) is assigned as my (command/departmental) Self-Help Coordinator. He/She is the primary point of contact for all matters related to Self-Help within my (command/department).

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2. (Rate/Rank; First Initial, Last Name, Last four SSN; PRD; Phone Number) is my authorized (command/departmental) point of contact to utilize Self-Help central tool issue.

(Tenant Commander or by direction)

Enclosure (3)

NAVAL STATION NORFOLK SELF HELP AUTHORIZED

WORK

PERMIT

Location/Bldg:#_____________________

Description of work:

Expected Project Duration:__________

(Self Help Coordinator) Date

Enclosure (4)

MEMORANDUM Date:

From: Phone:

Command or Division

To: SELF HELP

Subj: AUTHORIZATION TO CHECK OUT TOOLS AND EQUIPMENT FROM SELF HELP.

1. The following personnel are authorized to check out tools and equipment. (Maximum of 5 personnel per Department or Command).

Name: (first, last, MI) Rate: Last Four SSN:

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2. The personnel listed on this form will be held accountable for the loss or damage of tools or equipment. You are expected to return the items in clean working condition. Tool check-out is on a daily basis and expected to be returned by 1500 on the day of checkout. Any member going on leave or temporary assigned duty is expected to return the tools themselves prior to departure and not pass the responsibility to another person.

3. Point of Contact at command is :

4. Name: Last, First, MI (Print) (E-7 or Above)

Signature (E-7 or above)

Enclosure (5)

SELF HELP TOOL CHECKOUT

Name (PRINT) Rate/Rank Last Four SSN

Check out Check in Command/Department Bldg # Phone #

TOOL TYPEMODEL/MODELSERIAL #SH#QUANTITY

1. Proper personal protective equipment shall be worn at all times while operating equipment.

2. All tools are Government property and shall be returned not later than 1500 on the day of checkout unless the self-help staff authorizes a long-term sign-out.