MAINTENANCE DEPARTMENT

POLICY AND PROCEDURES

I. ORGANIZATION

A. OBJECTIVES

1. Directandcoordinatetheoperationsandactivitiesofthephysicalplantmaintenance,
includi
ngbutnotl
imi
tedt
o: faci
lit
iesengineeringadministration,layout,design,and
constructi
on;equi
pmentmai
ntenance;utilitiesoperationsandmaintenance;buildingandgrounds
maintenance;facilitiesprotectionandsecurity;departmentalsafety;andenvironmental
compliance.

2. Provideengineeringconsultingservices,surveys,andrecommendationstoall
Department
s;t
oout
sidearchi
tect
/engineerfirmsperformingservicesforthefaci
lity;andt
o
PublicUtilities.

3. Ensurecompl
iancewi
thapplicablefederal,state,andlocallaws,regulations,stat
utes,and
codes;securingrequiredpermits;andcoordinatingwithappropriatelocalauthorities.

4. Cont
ractwi
thandoverseet
heactivitiesofvariouscontractorsandconsultantsfort
he
fulfillmentoffaci
lityengi
neeri
ngresponsibilities.

6
B. FUNCTIONS

1. ManagementResponsibility
1.
1 TheM ai
ntenanceM anagershoul
dsetgoal
s,pl
an,organi
ze,andcont
rolt
heact
ivi
ties
underhisjuri
sdi
cti
on.
1.
2 Al
lgoal
sshoul
dbespeci
fic,welldefined,andquantifiable,withanestimatedtimeof
achi
evementgivenforeachgoal
.
1.
3 Eachgoalshoul
dbecommuni
cat
edfreelyandclearlyt
oal
lthosei
nvol
ved.
1.
4 Goal
sshoul
dberevi
ewedregul
arlybyt
heM ai
ntenanceM anager,M ai
ntenance
Supervi
sor,andoperat
ionsrepresent
ati
ves.

2. Organi
zati
on
2.
1 PlantM ai
ntenance,Engineering,OperationsandProductionmustshareresponsi
bil
ityi
n
acoordinatedeffortt
oopt
imi
zefaci
lityperformance.
2.
2 Pl
antmai
ntenance,asaservi
cefunct
ion,hasresponsi
bil
ityforsafe,effici
ent
,and
t
echni
cal
lysoundexecut
ionofmai
ntenancework.
2.
3 Engineeri
nghasresponsi
bil
ityforprovidingtechnicalinformation,guidance,andsupport
t
ooperat
ionsandmai
ntenanceaspartoft
heteam effort
.
2.
4 Operat
ionsandProduct
ion,asequi
pmentowners,haveaccount
abi
lityforthei
r
maintenancecosts.

3. Admini
strati
on
AdministrativeoperationsoftheM aintenanceDepartmentinclude:
3.
1 Program coordi
nat
ionfort
heDepart
mentandl
iai
sonwi
thal
lot
herDepart
ment
sfort
he
procurementandmai
ntenanceofal
lrealproperty,product
ionequi
pment
,ut
ili
tyservi
ces,and
communicationservices.
3.
2 Preparat
ionofM ai
ntenanceDepart
mentbudget
s.Coordi
nat
ionwi
thot
herDepart
ment
s
i
nthepreparat
ionoft
hei
rmai
ntenancebudget
s.
3.
3 Preparat
ionofproj
ectcostestimates;proposal,justification,andmanagementofcapi
tal
proj
ect
sandexpendi
tures.
3.
4 M ai
ntenanceofrecordsofpl
annedandcurrentconst
ruct
ionandmai
ntenancecont
ract
s.

7
10.
6 Designi
ng,speci
fying,i
nst
all
ing,andmaintainingallfireprotectionandsecuritysyst
ems.
10.
7 Assuri
ngcompl
iancewi
thallapplicablelifesafetyandbuildingcodesandregul
ati
ons.
10.
8 Provi
sionoffi
rst
-responsecapabi
lityforal
lli
fe-t
hreat
eni
ngandpropertyt
hreat
eni
ng
emergencies.
10.
9 M ai
ntai
ningl
iai
sonwi
thl
ocalcommuni
tyemergency-responseandl
aw-enforcement
organi
zat
ionsforassi
stanceasrequi
red.
10.
10 Conduct
ingnecessarysecuri
tychecks,inspections,surveys,andinvestigationstoassure
thattherequiredstandardsofphysicalsecurityaremaintained.

11. Uti
liti
esOperati
ons& EnergyManagement
UtilitiesoperationsandenergymanagementresponsibilitiesrequiredoftheM aintenance
Depart
menti
ncl
ude:
11.
1. Operat
ionsandmai
ntenanceofallutilitysystemsandequipmentinthefacility,
11.
2. Compl
eti
onofoperat
ingl
ogs,report
s,andrecordsrequi
redbyfederal
,st
ate,l
ocal
agencies,andthecompany,
11.
3. Compl
iancewi
thal
lappl
icablefederal,state,andlocalcodes,statutesand
regulati
ons,
11.
4. Liai
sonwi
thPubl
icUt
ili
ties,
11.
5. Procurementoffuel
sandenergy,
11.
6. Speci
fyi
ng,operat
ing,andmaintainingbackuputilitysystems.

12. Envi
ronmentalConcerns(SeeProgram inAppendix)

M aintainsetofstateandlocalqualitystandardsandcompanycompliancerequirements.Identify
andrecordequi
pmentmoni
toredandbreakdowns;monitoringdevices,reporting,andal
arms;
equi
pmentmai
ntenance,repai
rs,repl
acementandreport
ing;andmoni
tori
ngdevicemai
ntenance,
repai
rs,repl
acement
,andreport
ing.M ai
ntai
nrecordsoft
est
sandi
nspect
ionsofdri
nki
ngwat
er
qual
ityandst
andards.IfonCi
tyW at
er,haveback-fl
ow prevent
ionval
vestest
edeachyearand
maintainrecords.

13
D. OVERTIME

1. Overtimeshallbegovernedbycompanypolicy.

2. Overtimemustbeauthorizedbytheemployee’simmediatesupervisor.

E. VACATION/
TIME OFF

1. Vacat
ionandpersonaldaysshal
lbegovernedbythecompanypol
icy.

2. Employeevacationsshallbescheduledsothattheabilitytoservicethecompany’s
requirementsi
snotundul
ydegraded.

3. A blankvacat
ionform shal
lbepostedintheshopsoemployeesmayindicatethei
r
desiredvacationtime.Incaseofconflicts,theM aintenanceSupervisorwillattempttomediatea
solutionthatmeetscompanyneedsandsatisfiestheaffectedemployees.

F. APPRAISALS

1. M ai
ntenanceempl
oyeesshal
lbeapprai
sedbyt
heM ai
ntenanceM anagerordesi
gnated
M ai
ntenanceSupervi
soronanannualbasi
s.

2. Eachempl
oyeeshal
lhavearunningevaluationofworkhabits,strengthsandskil
llevel
s,
aswel
l.

20
1.2 ShortTerm
Prepareandupdat
eafacil
ityandequi
pmentpl
anformai
ntenance,overhaulsandrepl
acement
sto
keeppacewithoutputcapabilitiesintothenearfuture.
1.3 LongTerm
Prepareandupdat
eapl
ant
oexpandfaci
lit
iesandequi
pmentt
omeeti
ncreasedproduct
ion
requi
rement
s.Prepareapl
ant
otot
allyrepl
aceequi
pmentwi
thnewerequipmentwhi
le
upgradingfacilities.

2. CapitalProjects
M aintainallrecordsofeachCapitalProjectincludingplans,budgets,authorizations,contracts,
andcompletions,includingprojectsnotapprovedattimeofsubmittal.
2.1 Proposals
TheM ai
ntenanceDepartmentwi
llundert
aket
oprepareCapi
talProj
ectProposal
satt
hedi
rect
ion
ofthePl
antM anager.EachProposalwillbebasedonthedesiredoutcomeoftheScopeofW ork
andtheProj
ectEst
imat
eofcost
sforlabor,material,equipment,andsiteacquisitionand
preparat
ion.

2.2 Estimati
ngcosts& time
CapitalProjectcostestimateswillbepreparedaftertheScopeofW orkhasbeenpreparedand
approvedbyconcerneddepart
mentheadsandt
hePl
antM anager.

2.3 Approval
s
Proj
ectproposalform wil
lbei
nit
iat
edandci
rcul
atedforsignat
ureapprovalaft
ercompl
eti
onof
t
heScopeofW ork,Est
imat
e,andProposalandwi
llbeaccompaniedbycopi
esoft
hesei
tems.
2.4 Biddi
ng
TheM ai
ntenanceM anagerwi
lli
nit
iat
ethebi
dprocessoncet
heproposalhasbeensi
gnedand
approvedbyal
lsignat
oriesandhasbeenal
locat
edsuffi
cientcapi
talfundi
ngforproj
ect
compl
etion.
2.5 RequestForQuote
RequestForQuotewillbesenttoaselectedgroupofGeneralContractingCompanieswiththe
appropri
atedocument
sforbi
ddi
ngont
heproject
.

26
 (5) UseCont
ract
or’sbesteffort
stodi
sposeof,i
nthemanner,att
he
times,totheextent,andatthepriceorprices,directedor
aut
hori
zedbyOwner,anymat
eri
alst
hathavenotbeen
i
ncorporat
edi
ntheW ork(provi
dedt
hatt
heproceedsofanysuch
di
spositi
onshallbeappli
edinreductionofContractor’sout
-of-
pocketcost
s),and
(6) TransfertitleanddelivertoOwner,atthetimeandtotheextent
di
rect
edbyOwner,t
hefabri
cat
edorunfabricat
edpart
s,worki
n
progress,completedwork,supplies,andallothermaterials
producedasapartof,orrequi
redi
ntheperformanceof,t
heW ork
t
ermi
nat
edbyt
henot
iceoft
ermi
nat
ion,aswel
lasal
lcompl
eted
andpart
ial
lycompl
etedplans,drawi
ngs,i
nformat
ion,andot
her
propertyrelat
ingt
otheW ork.

b. Ownermay,withoutcause,directContractor,inwriting,tosuspend,
del
ay,ori
nterrupttheW orkinwholeorinpartforsuchperiodoft
imeas
Ownermaydet
ermi
ne.Cont
ract
orshal
lfol
low suchdi
rect
ion.An
Adj
ust
mentshal
lbemadefori
ncreasesordecreasesi
nthecostof
performanceoft
heW orkandCont
ract
or’sot
herobl
igat
ionsundert
he
Cont
ractDocuments(includingprofitonanyincreasedordecreasedcost
ofperformance)di
rect
lyresul
tingfrom anysuchsuspensi
on,del
ay,or
i
nterrupt
ion.Noadj
ust
mentshal
lbemade,however,t
otheext
ent
(1)performancei
s,orwas,orwoul
dhavebeen,sosuspended,del
ayed,or
i
nterrupt
edbyanot
hercauseforwhi
chCont
ract
ori
sresponsi
ble,or
(2)Anequi
tabl
eadj
ust
menti
smadeordeni
edunderanot
herprovi
sionof
thisAgreement.

17. Passes;Owner’sRulesandRegulations: Beforeent

eri
nganyareaonOwner’s
premi
seswhereOwner’srul
esandregulat
ionsrequi
repasses,Cont
ract
orshal
l
obt
ainforal
lit
sworkers(andfort
hoseofanyapprovedsubcont
ract
ors)
appropri
atepassesfrom Owner.Contractoragreestofamiliarizeitsworkers(and

38
Ent
erPM W orkOrderi
ssuanceschedul
eint
oCM M Swi
thcompl
iance/
non-compl
iancet
racki
ng
& report
ingori
ssuebyhandarrangedschedul
e.
PM W orkOrdersmustbeschedul
edandcompl
etedwi
tht
hesamepri
ori
tyasot
herworkorders.
Allwork,incl
udi
ngPM work,mustbeenteredintotheequipment’smachineryhistoryfi
le.

2. Predi
cti
veMai
ntenancePlan
Predictivemaintenancetechniquesshallbeutilizedtoreduceequipmentfailureandreduce
maintenanceworkloadthroughtheabilitytoidentifyapproachingproblemsbytestsand
inspections.M ai
ntenancemanhoursspentonthejobwillbereducedthroughpurchasinghigh
quali
tyequi
pmentwhi
chi
smai
ntenancerepair/replacementfriendly.Initialequipment
purchasi
ngneedst
omoni
torandrevi
ew manyfactorsbeforepurchasi
ngoral
lowi
ngt
he
contractortopurchaseequipment.Strictinitialspecificationswillcostmorebutsavemany
timesthecostoverthelifeoftheequipment.

Testi
ng& Inspecti
on
2.
1 VibrationLoggingProgram
Largerotatingequipmentandselectedsmallerequipmentwillbeincludedinthevibration
measurementprogram.Eachpi
eceofequipmentwillbecheckedandreadingsrecordedwi
th
timeanddate.Atdesignatedintervals,aPM W O (PreventiveM aintenanceW orkOrder)willbe
issuedtotakereadingsagain.Thesuccessivereadingswillshow apatternofwearovertime.
Outofnorm readi
ngswi
llcausearedfl
agandwarni
ngt
obei
ssuedt
ocheckt
heequi
pmenti
n
questi
on.

2.
2 Alignment
Alignmentreadingsonlargerotatingequipmentwillbetakenoninstallationandrecordedinthe
equipment’smachineryhistorynotes.Periodically,thealignmentcanberecheckedandthe
readingsrecordedandlogged.Ifapieceofequipmenthasbeenremovedandreinstalled,the
previousalignmentreadingswillmakethejobgofasterandmoreaccurately.

47
A procedureforrecordi
ngt
heuseofcurrentpartsandmaterialwillensurethatt
hecurrent
inventorywillremainmoreorlessrelevanttilltheinventorycanberelocatedtoastoreroom.
TheProjectM anager(PM )willneedtocheckequipmentmanualstodeterminealistofrequired
andcri
ticalsparesandmat
eri
alneededt
okeept
hepl
antrunni
ngeffi
cient
lyonacosteffect
ive
basi
s.

Thisli
stcanbecomparedwi
thwhatisactuallyintheinventory.Seniormaintenanceand
productionempl
oyeescanbeconsul
tedonthemakeupofthefinallistofrequiredpartsand
mat
eri
al.ThePM cansetupal
istofpreferredsuppl
iersandvendorsforthel
ist
.Asmuchoft
he
mat
eri
alandsparesmaybehel
datt
hesuppl
ierswarehouseandpurchasedasneeded.Thi
s
requi
resadegreeoft
rustandreci
proci
tybet
weentheCompanyandt
hesuppl
ier.

TheCompanywi
lldevelopt
hel
istofpreferredsuppl
iersassuppl
ierswhodel
iveront
ime,accept
ret
urns,openi
nthenightforanemergency,andotherwi
seprovi
deexcel
lentservi
ce.Inret
urn,
t
heCompanywi
llpurchasemostoft
hepart
sfrom t
hesepreferredsuppl
iers.Thenumberof
preferredsuppl
iersshoul
dbefai
rlysmal
l,fourorfi
ve,foraCompanyoft
hreehundredt
ofi
ve
hundredempl
oyees.

TheM ai
ntenanceDepartmentwi
llsetupandmai
ntai
nthel
istofpreferredsuppl
iersandvendors.
M ai
ntenancewi
llprepareaformatforrat
ingt
hesesuppl
iersandal
soprepareaform for
i
nvest
igat
ionofadefecti
nasuppl
ier’sserviceorpart
s/mat
eri
aldel
ivery.A si
gni
ficantdefector
afterseveraldefect
sandconsul
tat
ionswiththesupplierwithnoimprovementcouldresul
tint
he
concernedsupplierbeingderatedfrom preferredsuppliertosupplierandreplacedbya
compet
itorsupplyinggoodsi
nthesamearea.Thi
ssuppl
ierwoul
dthenbecomeoneoft
he
preferredsuppl
iers.

ThePM wi
lldevel
opal
ayoutfort
hest
orageoftheproposedi
nvent
oryofpart
sandmat
erial
deci
deduponi
ntheconsul
tat
ionswi
tht
heconcerneddepart
mentalexpert
s.Thel
ayoutshoul
d
trytogrouppart
ssuchasel
ect
rical
,instrument,electronic,bearings,motors,gears,gearboxes,
et
c.Ampl
eaccommodationsshoul
dbemadefortheaddi
tionofmorepart
sineachareaand
correspondi
nglymorepartassi
gnednumbersi
nthedat
abase.

55
 * Vi
olat
ions
* Correct
iveAct
ions

2. HAZARDOUS MATERIAL & DISPOSAL

Al
lhazardousmat
eri
ali
nusemustbet
rackedfrom pl
antent
ryt
ofi
naldepart
ure.Depart
ure
i
ncl
udest
hroughwast
ewat
ervi
aCl
eani
ngInPl
ace(CIP),wast
eoi
l,orhazardousmat
eri
al
di
sposal
.Nohazardousmat
eri
ali
stobedi
scardedi
ntot
herecycl
ebi
nsorregul
arwast
eand
garbagebinsorcontai
ners.Nohazardouschemicals,oils,solvents,liquids,acids,causti
csor
cl
eani
ngwast
efrom usagei
stobefl
ushedi
ntot
hepl
antsewersyst
em ort
hefl
oordrai
nwast
e
wat
ersystem ot
hert
hant
hatfrom CIP.Allaccidentalspillsanddischargesofhazardouswast
e
materialmustbereport
edt
otheSupervisorofthatareaimmediatelyandcontainment/cl
eanup
begunassoonassafelypossi
ble.Al
lcl
eanupwastei
stobet
reat
edashazardouswast
e.
* Agency
* ComplianceRequirements
* Report
s
* Letters
* Vi
olat
ions
* Correct
iveAct
ions
2.1. MSDS ListandPosting
Hazardouschemi
cal
sandmat
eri
alsi
nusei
neachareaanddepart
mentwi
llbedi
scussedona
regul
arandcont
inui
ngbasi
sduri
ngnew empl
oyeeori
ent
ati
onandregul
arsafetymeet
ings.
2.2. Storage
* Hazardousmat
eri
alst
oragecont
ainersmustbeproperlylabel
edaccordi
ngt
oregulat
ions.
* Nohazardousmat
eri
almayberemovedfrom itsoriginalcontainerandstoredor
t
ransport
edi
nanot
hercont
ainerunl
esst
hatcont
aineri
sspeci
fical
lyapprovedandi
dent
ifi
edfor
t
hehazardousmat
eri
al.
* Eachhazardousmateri
alst
orageareamustbei
dent
ifi
edandpost
edforusage.
* Ot
hermat
erial
sorcont
ainersmustnotbest
oredi
nanunaut
hori
zedarea.

68
4. Respi
ratoryProtecti
on(SeeAppendixD)
Compliancerequi
rement
s-CAL/OSHA Title8,Division1,Chapter4Subchapter7,Group16,
Sec.5139-5155
RespiratoryTrai
ning–W el
ders-Al
l,Annual

5. FirstAi
d
ComplianceRequi
rements-CAL/OSHA Title8,Division1,Chapter4Subchapter7,Group2,
Sec.3400
5.
1 BasicFirstAid –Supervi sors,Vol unt
eers,AnnualRefresher
5.
2 Advanced FirstAid –Supervi sors,Volunteers,Annual–Supervisors

6. HotW orkPermi
t(SeeAppendix)
Compl
ianceRequi
rements-CAL/OSHA Title8,Division1,Chapter4Subchapter7,Group9,
Sec.4649-4665andGroup11,Sec.4648-4853
6.
1 TrainingIssuer–Al
lSupervisors,Annual
6.
2 TrainingReceiver–Al
lM ai
ntenance,Annual

7. Heari
ngConservati
on(SeeAppendixC)
ComplianceRequi
rements-CAL/OSHA Title8,Division1,Chapter4Subchapter7,Group15,
Sec.5095-5100
7.
1 Training–Al
l,Annual
7.
2 Ini
tialTest
ing–Al
l,W henHired
7.
3 YearlyTest
ing–Al
l,Annual
7.
4 Compl
ianceSi
gnagePost
ing–EntrancePointstohighnoiseareas

8. Fal
lProtecti
on
Compliancerequi
rement
s-CAL/OSHA Title8,Division1,Chapter4Subchapter7,Group4,
Sec.3207-3239and3270-3280
8.
1 Hazard Training& Identification –All,Annual

79
 AppendixA

INDEX

OF

JOB DESCRIPTIONS

1. BLANK FORM 1

2. BLANK FORM 2

3. BOILER OPERATOR

4. M AINTENANCE CARPENTER

5. ELECTRICAL TECHNICIAN

6. GROUNDSKEEPER

7. INSTRUM ENT TECHNICIAN

8. JANITOR

9. M AINTENANCE M ACHINIST

10. M AINTENANCE ELECTRICIAN

11. M AINTENANCE M ECHANIC

12. PLANNER/SCHEDULER

13. SHEETM ETAL W ORKER

14. M ATERIAL COORDINATOR

15. TOOL ROOM ATTENDANT

16. W ELDER/FABRICATOR

17. M AINTENANCE PAINTER

90