S740MaintRepair.pdf

Chapter II

Physical Plant

Policy #:

S740

References:

MGL: c. 124, §1 (d&q);

c. 127, § 1A

103 CMR: 920.23

ACI: 3-4206

3-ALDF-3B-08

Section D: Environmental Conditions

Maintenance and Repair of Facilities

Date of Issue:

July, 2004

Approved:

Andrea J. Cabral, Sheriff

Effective:

January 21, 2013

Purpose

To provide a maintenance schedule for all buildings, systems, and equipment in order to keep them free of defects and in good working order. The maintenance will include provisions for emergency repairs or replacement of equipment.

Policy Statements

I. There shall be a preventative maintenance plan that serves to identify and schedule essential maintenance activities for all equipment, vehicles and machinery owned and operated by the Department.

II. Any maintenance that is done on Department property shall be completed in compliance with applicable building and fire code regulations.

III. All major systems (climate control, plumbing, fire alarm, etc.) will be monitored by the assigned maintenance and engineering staff and repaired and maintained as needed.

IV. The Assistant Deputy Superintendent of Operations or designee shall supervise the implementation of the preventive maintenance program, day-today repairs, and the emergency repairs of essential equipment.

V. Emergency power generators and other emergency equipment shall be tested in accordance with the schedule established under S568, Fire Prevention, Detection & Suppression and maintained in accordance with the original equipment manufacturers (OEM) specifications.

Procedure

I. Maintenance Requests

A. The unit officers will conduct daily inspections of their assigned areas of responsibility and note the results in the unit logbook.

B. Staff will report deficiencies to the maintenance division or the Building or Area

Supervisor.

C. The Building or Area Supervisor will ensure that the Maintenance Division receives the maintenance request and will monitor the corrective action taken.

D. The Assistant Deputy Superintendent of Operations or designee will determine the urgency of the request, schedule, and assign staff to the project as necessary.

S740: Maintenance and Repair of Facilities Page 2 of 6

II. Emergency Repair or Replacement

A. In the event of an emergency or hazardous condition staff will immediately notify the Shift Commander and follow the maintenance request procedure listed above.

B. The Shift Commander will immediately assess the problem and:

1. Notify the Assistant Superintendent of Operations or designee that immediate repairs are required;

2. If during other than normal duty hours it is determined the repair can wait, s/he will take any necessary contingency measure to assure the safety and security of the facility, and notify the Assistant Superintendent of Operations or designee at a reasonable time.

III. Preventive Maintenance

Preventive maintenance reduces the likelihood of costly damage and repairs to property and assists logistically in assuring a safe and secure environment.

A. The Assistant Superintendent of Operations or designee, in cooperation with contractors and vendors, will establish a facility maintenance schedule in accordance with the manufacturer’s recommendations, maintenance and service contract agreements, and the needs of the facility.

B. Areas and equipment that can be maintained by Department staff will be scheduled in such a manner as to maintain the efficient and orderly running of the facility.

PREVENTATIVE MAINTENANCE SCHEDULE

ANNUALLY

I. Cooling Towers: Engineering

A. Fill Towers, add chemical, lubricate, start, test and adjust;

B. Lube and repair as needed; and C. Drain and clean towers, pumps, and change fan belts.

II. Elevators: Maintenance

A. All elevators are under contract with a certified vender.

B. The company provides a preventive maintenance program.

C. All elevators to be inspected.

III. Fire Pump Test: Fire Safety Officer

A. Perform a full flow fire pump test; and B. Provide a report of operation.

IV. Water Meter Test: Maintenance

A. Test the water flow through the meters to ensure that they are recording accurately.

S740: Maintenance and Repair of Facilities Page 3 of 6

SEMI ANNUAL

I. Back Flow Preventors: Maintenance

A. Inspect and check PSI on all back flow preventors to ensure proper operation; and B. Document the findings of each unit.

II. Entrance Doors: Maintenance

A. Inspect the entrance doors for the following:

1. Hinges for proper alignment;

2. Doorknobs for proper function;

3. Dead bolts for proper function; and

4. Grease hinges, locks, and dead bolts, if necessary.

III. Sallyport and Cell Doors: Maintenance

A. Inspect the following on the sliding doors for wear and tear:

1. Rollers;

2. Plastic bushings on sliding bar;

3. Large and small sprockets; and

4. Drive chain.

B. Check to make sure the stop limit switch is working properly and the doors are properly aligned.

1. Grease sliding bar as needed;

2. Check to make sure all doors are indicated properly on the officer’s unit panel;

3. Check the override switch to ensure it is working properly; and

4. Check on all the unit panels to make sure all buttons are functioning properly.

C. Inspect hinged doors for the following:

1. Electric lock and tighten if necessary;

2. Latch and trigger bolt, grease if necessary;

3. DPS switch for proper signal; and

4. Make sure hinges are tight and doors are aligned properly.

D. Make sure all doors are indicated properly on the officer’s unit panel and all buttons on the panel are functioning properly.

E. Check the override switch to ensure that it is working properly.

IV. Clean Air Handling Equipment: Engineering A. Pressure wash all AHU (main heating/cooling) units and all AHV (main venting) units;

B. Include all coils, dampers, drains, air chambers and fresh air intake screens; and C. Vacuum and spray wash the 160 HP (2 to 7 ton) heat pump units, coils, pans and drains. (HOC only)

V. Generator Service: Engineering

A. Two complete inspections including lube and coolant on emergency power generators.

VI. Mechanical Equipment Service: Engineering

A. Inspect for the following:

1. All HVAC equipment and controls; and

2. Complete PM, repair, lube, test, and adjust.

S740: Maintenance and Repair of Facilities Page 4 of 6

VII. Air Filters: Jail Engineering A. Change filters on all AHU units (main heat/cool rooftop) 50 to 100 ton;

B. Change filters on all HP units (local heat/cooling units) 1 to 7 ton; and

TWO TIMES PER YEAR

I. Dryer Vent Cleaning: Fire Safety Officer

A. Move each dryer in the main laundry room to gain access to the venting system;

B. Detach the flexible hose from the dryer and/or wall and scrub the interior of the vent with a “pellet” brush to loosen any lint and contamination;

C. Insert a high power H.E.P.A vacuum hose into the vent to remove the loosened contamination;

D. Clean or replace the flexible hoses connecting the wall vent to the dryer and re-install;

E. Return the dryer to its original position and turn the dryer on to test the exhaust flow.

F. Access each main venting shaft from the roof area.

1. Detach the existing turbine caps on the main shaft;

2. Brush the inside of the main shaft from top to bottom;

3. Insert a H.E.P.A. filtered vacuum hose into the main vent and snake the vacuum hose down the shaft until it reaches the bottom of the shaft; and

4. Upon completion re-install the turbine caps to the main shaft.

G. Remove flu pipe on all dryers in the inmate living unit day rooms; and H. Clean pipe from the back of the dryer to the elbow in the wall.

II. Kitchen Vent Cleaning: Fire Safety Officer

A. Access each snail fan from the roof area.

B. Open panels and scrape all accessible ductwork;

C. Remove, degrease, and power wash all box filters on the main kitchen hoods and the staff line hood;

D. Dry all hoods and polish the inside and outside surfaces; and E. Attach certificates of performance on each hood.

QUARTERLY

I. Sprinkler System: Fire Safety Officer

A. Test system and flow switches; and B. Check alarm panels located at Central Control.

II. Air Filters: HOC Engineering

A. Change filters on all AHU units (main heat/cool rooftop) 50 to 100 ton;

B. Change filters on all HP units (local heat/cooling units) 1 to 7 ton; and

III. Gates: Maintenance A. Grease the hinges and the rollers on the hydraulic gate, as well as any other moving parts;

B. Check the hoses to make sure they do not have any kinks or leaks in them;

C. Make sure the electric eyes are clean and working properly;

D. Check the operation on the outside sliding gates;

E. Inspect top and bottom rollers for wear and grease if necessary; and

S740: Maintenance and Repair of Facilities Page 5 of 6

F. Inspect electric motor boxes to ensure they are secure.

IV. Kitchen Floor Drains: Maintenance

A. Snake all kitchen floor drains to prevent blockage.

B. Clean and wash out grease traps.

V. Kitchen Refrigeration: Kitchen Supervisor

A. A certified refrigeration company under contract to maintain refrigerators and freezers will:

1. Inspect condenser drains for clogs and proper drainage;

2. Ensure evaporator coils are clean; and

3. Check fan motors for proper operation.

VI. Security Management System: Maintenance A. Visually inspect all cameras, monitors, and unit panels;

B. Inspect all wiring and relays in the security management closets that are located throughout the institution;

C. Make sure all the backup batteries are charged and connected properly;

D. Test the outer perimeter taught wire, all core doors leading to stairwells, and all roof hatches to make sure Central Control receives an alarm signal; and

VII. Shower Drains: Maintenance

A. Remove shower drain covers and power wash the drains to ensure they remain clean, and clear of any debris.

VIII. Water Treatment: Engineering

A. Test and adjust water/chemical level in open and closed condenser water loops;

B. Test and service cooling towers, closed condenser water system, steam boilers, and the condensation return water;

C. Provide adequate chemical supply for in-house use by the Engineering Division; and D. Provide labor and parts to repair auto feed chemical pumps.

IX. Generators: Engineering

A. Conduct load testing on all generators.

BI-WEEKLY (once every two weeks)

I. Generators: Engineering

A. On Monday mornings at 7 A.M. test the four (4) Emergency Power Generators by running them for one half-hour (HOC);

B. On Thursday mornings at 10 A.M. test the Emergency Power Generator by running it for ten minutes (Jail); and

C. Check the diesel fuel tank gauges for content and inspect the battery connections.

WEEKLY

I. Fire Pump: Fire Safety Officer A. Run and test the fire and pony pumps; and B. Check for leaks and record pressure.

S740: Maintenance and Repair of Facilities Page 6 of 6

II. Boilers: Engineering

A. Rotate usage on Mechanical Room pumps and boilers;

B. Check chemical in open and closed water condenser loops;

C. Add chemical if necessary.

D. Maintain steam boilers; and E. Check all pressure readings to make sure boilers are operating properly;

DAILY

I. Mechanical Room: Engineering

A. Monitor and record all Mechanical Room equipment operations every two (2) hours at the House of Correction and every four (4) hours at the Jail ;

B. Monitor and record all remote equipment data via computer terminal and respond to problems when they arise;

C. Instruct contractors on work to be done, escort them to the job site; and D. Make ongoing inspections throughout the facility and repair or report problems found.