S740MaintRepair ST.pdf

Chapter II

Physical Plant

Policy #:

S740

References:

GL 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:

Steven W. Tompkins, Sheriff

Effective:

December 2015

Purpose

To provide a maintenance schedule for all buildings, systems, and equipment in order to keep them in good working order and free of defects, and l 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 HOC Captain of Support Services (Capt/SS), and the Jail AS/OPS, 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 appropriate Building or

Area Supervisors.

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

D. The HOC Capt/SS, and the Jail AS/OPS, will determine the urgency of the request, schedule, and assign staff to the project as necessary.

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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 HOC Capt/SS or the Jail AS/OPS 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 HOC Capt/SS or the Jail AS/OPS at a reasonable time.

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

B. The Chief of Operations and Planning (COP) 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.

C. Areas and equipment that can be maintained by Department staff will be scheduled by the HOC Capt/SS and the Jail AS/OPS so as not to interfere with the efficient and orderly running of the facility.

PREVENTIVE 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 vendor;

B. The vendor contract provides for a preventive maintenance program;

C. All elevators shall be inspected; and

D. The ADS/SS will ensure that the work is performed.

III. Fire Pump Test: Engineering

A. Perform a full flow fire pump test; and

B. Provide a report of operation.

IV. Water Meter Test: Maintenance

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

SEMI-ANNUALLY

I. Back Flow Preventors: Maintenance

A. Inspect and check PSI on all back flow preventors to ensure proper operation; and

B. Document the findings on each unit.

II. Entrance Doors: Maintenance A. Inspect the entrance doors for the following:

1. Hinges for proper alignment;

2. Doorknobs for proper function;

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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. Ensure 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, and grease if necessary;

3. DPS switch for proper signal; and

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

D. Ensure 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

Perform one (1) major service, including lube and coolant, on emergency power generators.

VI. Mechanical Equipment Service: Engineering A. Inspect all HVAC equipment and controls; and

B. Conduct complete preventative maintenance (repair, lube, test, and adjust).

VII. Dryer Vent Cleaning: Fire Safety Officer (FSO)

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 HEPA 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;

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3. Insert a HEPA- 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.

VIII. Kitchen Vent Cleaning: FSO 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: FSO A. Test system and flow switches; and

B. Check alarm panels located at Central Control.

II. Air Filters: Engineering

A. Change filters on all AHU units (main heating/cooling rooftop) 50 to 100 ton; and

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

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

B. Ensure the hoses do not have any kinks or leaks in them;

C. Ensure the electric eyes are clean and working properly;

D. Ensure the outside sliding gates are operating properly;

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

F. Ensure electric motor boxes are secure.

IV. Kitchen Floor Drains: Maintenance A. Snake all kitchen floor drains to prevent blockage; and

B. Clean and wash out grease traps.

V. Kitchen Refrigeration: Kitchen Supervisor

A. A certified refrigeration company under contract to maintain refrigerators/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.

B. The Kitchen Supervisor will ensure the work is performed.

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 located throughout the institution;

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

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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.

VII. Shower Drains: Maintenance

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

Conduct load testing on all generators.

MONTHLY

Fire Pump: Engineering

A. Run and test the fire and pony pumps;

B. Check for leaks; and

C. Record pressures.

BI-WEEKLY

Generators: Engineering

A. Test the four (4) emergency power generators by running them for thirty (30) minutes

(HOC only);

B. Test the emergency power generator by running it for ten (10) minutes (Jail only);

C. Check the diesel fuel tank gauges for content; and

D. Inspect the diesel fuel tank gauge battery connections.

WEEKLY

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 ensure boilers are operating properly.

DAILY

Mechanical Room: Engineering

A. Monitor and record all Mechanical Room equipment operations every two (2) hours

(HOC) or every four (4) hours (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 and escort them to/from the job site(s); and

D. Make ongoing inspections throughout the facility and repair or report problems found.