Preventive Maintenance Guidelines What are the SFB Preventive Maintenance Guidelines?

The PM guidelines have 6 parts:

1. 2.

PM Plan Approval Form: The SFB Liaison-signed form will indicate approval of a District's PM plans. PM Guideline Category Sections: SFB has identified seven PM categories ranked by importance to maintain. 25% 25 15 15 10 5 5 100% PM Checklists: There are 50 PM checklists within the seven PM categories. Each checklist lists quarterly, semi-annual and annual tasks to be completed. Task definitions and estimated completion times per task are provided. HVAC
1 Boilers 2 Chillers 3 Cooling Towers 4 Fan Coils/Fans 5 Heat Pumps 6 Heating Systems 7 Package Refrigeration

1 2 3 4 5 6 7

HVAC Roofing Electrical Plumbing Surfaces Special Systems Special Equipment

3.

Roofing
1 Drainage 2 Flashing/Roof Jacks 3 Flat Roof System 4 General Roof System 5 Penetrations 6 Tile/Wood/Shingle

Electrical
1 Dimmer System 2 Emergency Generator 3 Lighting 4 Magnetic Starters 5 Switch Gear/Disconnect 6 Switches/Receptacles 7 Transformers

Plumbing
1 Water Heater 2 Backflow Preventer 3 Disposal/Lift Systems 4 Domestic Water 5 Fixture/Valves 6 Gas System 7 Septic System

Surfaces
1 Block/Brick/Concrete 2 Carpet 3 Ceiling Tile 4 Ceramic Tile 5 Drywall/Wall Coverings 6 Asphalt 7 VCT Tile 8 Wood

Special Systems
1 Intrusion Alarm 2 Emergency Lighting 3 Energy Management 4 Fire Alarm System 5 Intercom/PA System 6 Network System 7 Sprinkler System 8 Stage Lighting

Special Equipment
1 Bleacher Seating 2 Doors & Windows 3 Elevators/Lifts 4 Kilns/Foundry 5 Kitchen Equipment 6 Lockers 7 Stage Rigging

4. 5. 6.

Reporting Form: A signed reporting form will be required from each District annually. Annualized Cost Worksheets: Optional annualized cost worksheets are provided for Districts to use to estimate maintenance costs. Useful Life Expectancy Information: Typical industry standards for useful life expectancy of components are included for information purposes only.

Preventive Maintenance Guidelines Using the SFB Preventive Maintenance Program

1 Every district must have a PM kick-off meeting with the assigned SFB Liaison. Call your District Liaison to schedule an appointment. Bring sample District PM program documents to the meeting if you already have a program in place. The PM program is available in Excel format from the SFB website (http:www.sfb.state.az.us). Download the files. Familiarize yourself with the contents of the program, especially the 7 building component categories. Determine which category checklists apply to each school in your District. If you do not have a category item (e.g., boilers) you are not required to keep a checklist for it. Determine who, how and when the required maintenance tasks will be performed quarterly, semi-annually and annually. Districts are not required to report PM activities in areas deemed excluded by SFB (e.g., transportation centers, administration buildings, operations centers). Consult your District's section of the SFB web site if you are not sure what is excluded in your District. Establish a protocol for keeping systematic PM records. SFB will make a detailed on-site audit of your PM program sometime during the next five years. You may keep paper-based files, Excel files or use your existing PM program if that program provides the information required by SFB. Small-scale floor plans and site plans are helpful to illustrate your program, but are not required by SFB for record keeping. The PM plan reporting period for every district will be the fiscal year from July 1 of the current year thru June 30 of the next year. The deadline for submitting the PM reporting form to the School Facilities Board is October 1st each year. Submit the required reporting form, listing the percentage of preventive maintenance guideline tasks completed during the reporting period. The reporting form gives instructions for computing percentages.

How Will the Reporting Form Data Be Used?

Annual PM data will be compared over time with district building renewal expenditures and five-year building renewal plans. Recognized industry useful-life standards for building components will be the benchmark for measuring whether Districts are increasing the life of PM components . The percentages will be used to compile reports comparing the schools in a district, between districts statewide, or among similar geographic areas or size, for example.

Preventive Maintenance Guidelines Why Do Preventive Maintenance?

Preventive Maintenance is Required by Arizona State Statute: ARS 15-2031 L 1: Routine preventative maintenance means services that are performed on a regular schedule at intervals ranging from four times a year to once every three years and are intended to extend the useful life of a building system and reduce the need for major repairs. ARS 15-2002 K: If upon inspection by the school facilities board it is determined that a school districts facility was inadequately maintained pursuant to the school districts routine preventative maintenance guidelines, the school district shall use building renewal monies pursuant to ARS 15-2031, subsection J to return the building to compliance with the school districts routine preventative maintenance guidelines. Once the district is in compliance, it no longer is required to use building renewal monies for preventative maintenance. ARS 15-2002 A3: The School Facilities Board shall: Inspect school buildings at least once every five years to ensure compliance with routine preventative maintenance guidelines as prescribed in this section with respect to construction of new buildings and maintenance of existing buildings. The school facilities board shall randomly select twenty schools every thirty months and inspect them pursuant to this paragraph. ARS 15-2031 J: Notwithstanding subsections B and C of this section, a school district may use eight percent of the building renewal amount computed pursuant to subsection G of this section for routine preventative maintenance. The board after consultation with maintenance specialists in school districts shall provide examples of recommended services that are routine preventative maintenance. ARS 15-2031 K: A school district that uses building renewal monies for routine preventative maintenance shall use the building renewal monies to supplement and not supplant expenditures from other funds for the maintenance of school buildings.