Manassas City Public Schools Facilities Maintenance Proposal “~g Va ~FMANASSAS CITY PUBLIC SCHOOLS Where Learning Powers the Future FY2017 - FY2021 April 12, 2016 ‘The Manassas City Public Schools Support Services Department realizes that an essential component ofan effective school system is a wellconceived school facilities maintenance plan. A properly [implemented plan provides School administrators comfort and confidence when contemplating the future oftheir campuses. A comprehensive maintenance program isa schools district's foremast tool for protecting ts investment in school facilities. ‘The objective ofthe Manassas City Public Schools Facilities Maintonance Plans to provide clean, orderly, safe, cost-effective, and intructionlly supportive school environment that contributes to ‘the school divisions vision that each student will achieve his or her maximum potential as a productive citizen ofthe 21 centuryTable of Contents Five Year Maintenance Plan ; Manassas City Public Schools Proposal Manassas Schoo! Facilities Contingeney Statement, Maintenance Work Order Management Maintenance Projects Plan Preventative Maintenance Program. Facility/Equipment Condition Assessment. Reaetive/Emergency Maintenance Projects. Routine Maintenance Projects. Chalten a Objectives OF Maintenance. tomer Service Model Future Facilities Operations and Malntenance.. Exponditures/Budget. Life-cycle Analyses. 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Administrators who: ‘+ Recognize that facility maintenance contributes to the physical and financial well- being ofthe organization ‘Understand that facility maintenance affects building appearance, equipment. ‘operation, student ain staff health, and student learning, + Appreciate that facility maintenance requires consistent funding * Acknowledge that strategic planning for facilities maintenance isa team effort that requires input and expertise from a wide range of stakeholders + Demand appropriate implementation and evaluation of facilities maintenance plans Support Services staff who: + Appreciate that facility maintenance decision-making is influenced by instructional needs ‘© Coordinate facility maintenance activities throughout the organization ‘© Understand a wide range of facilites operations and issues ‘+ Receive training to improve their knowledge and skills related to facilities ‘maintenance ‘+ Educate school and division administrators about facility operations ‘© Teach other staff how they can help with facilities maintenance ‘© Cooperate effectively with policy-makers and budgetary decision-makers ‘Teachers who: ‘© Recognize that facilities maintenance supports student learning ‘+ Educate students about how to treat school facilities appropriately + Communicate their expectations for facilites as they relate to enhancing student learning + Treat facilities with respect ‘Students who: + See schoo! facilities as their learning environment + Treat facilities with racpect Parents and community members who: ‘+ Recognize that school facilities are the training grounds for future citizens and leaders ‘© Contribute to schoo! facility maintenance decision-making as requested Consent co the financial obligations associated with a good school facility ‘maintenance plan.Maintenance Work Order Management ‘The Manassas Cty Public Schools uses Maintenance Direct, an online application by SchoolDude.com asthe division's maintenance work order management system. By using ths structure the following, ‘outcomes are expected: + Improve productivity efficiency by reducing data entry and phone work requests + Improve support by automating communications and feedback with originators + Automated report generation ‘Example Work Flow Process eed acltator Responder Reauest Internal aintenanceMaintenance Projects Plan Manassas City Public Schools Divisio projects canbe categorized inthe following areas: Reactive/Emergency Maintenance Projects Routine Maintenance Projects Preventive Maintenance Programs Capital Projects and Equipment Replacement Programs ROUTINE PREVENTIVE PREDICTIVE MAINTENANCE MANTENANCE MAINTENANCE MAINTENANCE MANTENANCE tow OVERALL EFFICIENCY HIGH ‘A Focus on Preventive Maintenance Imorder to reduce reactive emergency type maintenance and assoclated inefficiencies, the impact fon student learning, safety, and high costs, the Manassas City Public Schools Facilities Maintenance Plan will focus on ereating and implementing a detailed preventive maintenance program.Preventive Maintenance Program Preventive maintenance (PM) has been considered the most effective way of maintalning building systems and extending the service lf of equipment. Most PM programs ae based on the assumption that there sa cause and effect relationship between scheduled maintenance and system reliability. “The primary assumption isthat mechanical parts wea out, thus the reliability of Une equipment most be in direct proportion to its operating age. Research has indicated tha operating age sometimes may have litle or no effect on failure rates, There are many diferent equipment failure modes only a small numberof which ae actually age or use-relatd. ‘good maintenance program Ir built om a foundation of preventive maintenance lt hegine with an ‘ua of the buildings, grounds, and equipment. Once faclities data have been assembled, structural items and pieces of equipment can be solected for preventive maintenance Preventive Maintenance is nterval-based work that i planned and scheduled to allow maximum elficlency, minimize excessive labor and parts replacement and prolong the useful service ie of ‘equipment. comprehensive PM program allows the building systems to operate at ful eficiency for their usefl life and ean prevent expensive repairs due to equipment failure. PM programs are also required to preserve most equipment warranties, his proactive approach through such tasks as fier replacement, belt tightening/changes leaning etc, ensures that the equipment ages as slowly aspossible “The Support Services Department is committed to expanding its current preventive malntenance program in order to extend equipment life and reduce the number of Maintenance Direct (reactionary) work orders being requested. In order to achieve our goals with regards to the number of preventative maintenance tasks MCPS Support Services Department has determined a need scheduled work orders using PM Direct. Planned List of PM Schedules Example of Preventive Maintenance Tass: Backflow Devices Boilers chillers Cooling Towers Electric Transformers (Camera Systems Fire Alarm Systems Hot Water Heaters Rooftop Unis/Air HandlersPreventive Maintenance Program (cont'd) Contracted Preventive Maintenance Services [MCPS currently contracts for the following regularly scheduled preventive maintenance services. Elevators Monthly Generators ~Semi Annual Grease Traps - Quarterly 24 Hour Fire Alarm and Intrusion Alarm Monitoring ~Invoiced Monthly Fire Suppression Systems - Annual Fie Extinguishers - Annual Fire Sprinkler Systems- Annual Kitehen Hoods Annual Integrated Pest Management - Monthly Water Treatment: Monthly Chiller Inspections ~ Monthly Facility / Equipment Condition Assessment ‘To assist inthe formulation ofthe preventive maintenance program, a detailed equipment assessment will be completed in FY14. A facility assessment (or inventory) will include a ‘Comprehensive review ofa facility's assets Facility assessments are a standard method for establishing baseline information about the equipment. An assessment isa way of determining the "status" ofthe facility ata given time-that i, I provides a snapshot of how the various systems and components are operating. A primary objective ofa facility assessment is to measure the value ofan aging aset relative to the cost of replacing that asset Thus, facilities assessments are a tool for projecting fture maintenance cats. quipment condition assessments are an effective method for Identifying deficiencies. They typically valve the use of trained personnel who inspect the facility and can identify maintenance and/or repal deficiencies. Reactive / Emergency Maintenance Projects Reactive or Emergency Maintenance Projects will continue. Although *brealalown” maintenance is necessary, the objective ofthe MCPS Facilities Maintenance Plan will focus on a Preventive ‘Maintenance Program in an effort to reduce such reactive or emergency typ projects translating to an organized reduction in maintenance expenses.Routine Maintenance Projects “The Manassas City Schools Facilites Maintenance Plan calls for routine maintenance projects as necessary (12, Pencil Sharpener replaced when it fais). + Maintenance the act of keeping fixed assets in accoptabl condition, It includes preventive maintenance, normal repairs, replacement of parts and structural components, and other “ctviies needed to proserve the asset so that it continues to provide acceptable services land achieves its expected life. Maintenance excludes activities aimed at expanding the ‘capacity of an asset or otherwise upgrading to serve the needs different from, or significantly greater than, those originally intended. + Deferred Maintenance maintenance that waa not performed when itchould have been o was scheduled to be and which, therefore, is put off or delayed fora future period, Challenges Manassas Cty Public Schools was incorporated in 1975. Since that time the population of this ‘community has increased significantly. This growth has created the need for ational schools, ‘The Support Services Department strives to meet ature challenges with reasonable maintenance staffing levels, and the growing space needs requirements through proper planning and coordination ‘withthe City of Manassas and the Manassas City School Board ‘Meeting Preventive Maintenance Work Order Goals Because of limite staffing forthe malatenance of our schools, preventive maintenance ‘becomes increasingly more important. Preventive maintenance allows for more elective and cost ellicent maintenance for buildings and grounds. Meeting the Challenges of 21st Century Manassas City Public Schools is committed to the application of technology to Improve instructional practices in the classroom; provide students with more opportunites for engaged learning: support Accountability and administrative functions; and create new avenues fr parental and community nvolvement. This ever increasing application of technology brings new and unique challenges and ‘opportunities to the maintenance of our schools.Customer Service Model ‘A major part of our team purpose isto provide excellent customer service and quality maintenance. Tiorder todo so the fllowing models have been adopted. Employces will use these models as dally tools, in order to meet goals set herein. Here is our approach + Immediately greets the customer with a smile ‘Anticipates the customer's needs ‘Meot or exceed the customer's expectatlons Respects customersand coworkers, [Is responsible for a solution to customer's need. Provides open communication Saysthanleyou! ‘Maintenance Services Team Responsibilities Manassas City Publi Schools employs a varity of facility maintenance service technicians. These individuals are critical human resource assets that together keep the entire school district ‘operational. All work is assigned using Maintenance Direc, and PM Direc. All Maintenance Service ‘Technicians report drecty tothe Director of Support Services or Supervisor of Maintenance. ‘With the construction of new schools, additonal maintenance staff will need to be considered in the ‘operational costs of the school. Because of staffing levels and in cases where the workload exceeds the ability of stato respond ta the isue ina timely manner, the department will contract services to assist the maintenance team in order to return the buildings back to operational status. This method {is used on an occasional basis. ‘Technician Procedures Each work day Maintenance Service Technicians receive assigned work orders electronically and printed copies if necessary. Workis scheduled based on priority and age of work order. During the course ofthe day, ifa work order is deemed to be an Emergency or High Priority, the Maintenance Foreman wil eall the appropriate techniclan(s) and route them tothe schoo sie Maintenance Service Technicians ate also required to enter information regarding Action Taken, Labor Transactions and changing the work order status as follows: Parts on Order Declined - Explanation required. Duplicate Request - Include ative work order number, (On Hold - Explanation required, Complete - include work:hours and any material costs Planned Major Maintenance Repair Projects ‘Workorders that are potential capital projects beyond the scope ofthe Maintenance Services Team responsibilities can be identified at anytime. If deemed appropriate the Director of Support Services will defer the status ofthe work order toa future capital project. 10Objectives of Maintenance "The primary objective ofan effective maintenance program isthe retention (in as near orginal condition as possible) of school buildings, grounds, and fixed equipment assets by means of proper ‘operation, cleaning. repairing and component replacement throughout the required lifecycle oftheir Other objectives ae to + Faciate continuous use of facilites without disruption tothe educational program by applying the principles of Preventive Maintenance PM) to reduce the interruptions ‘caused by unanticipated repairs, “+ Reinforce the learning process by maintaining te interior and exterior of school to make ita place that students, echool staff and local communities wil respect. + Manage all maintenance efforts so that the maximum amount of work is accomplished ‘within the resources provided. + Provide minor alterations to facilitate the continued functionality of buildings as their ‘educational needs and use changes overtime. “+ Ensure that faelites are operated in an eflctive, safe and economical manner. Provide a ‘maintenance plan for buiings, grounds, and fixed equipment, which eliminates or reduces toa minimum level, the risk offre, accidents, and safety hazards; thereby, protecting their occupants a¢ wel asthe public's capital investment. 1+ Support the goals ofthe Superintendent and the Schoo! Board Future Facilities Operations and Maintenance Almost 90% of facilities related work is reactive: howover, best practices suggest that the majority of facilities work should be planned. The critical issue is that it appears that deferred maintenance and capital renewal needs for MCPS facilities are not being completely identified and addressed. The turvent implementation ofan equipment assessment will help the funding forecasts and provide ‘mre realistic future plans. Focus Ares + Reduce energy consumption by continued retrofitting of T12 lamps to 8 lamps installation ‘of occupancy sensors and consideration of LED lighting. + Support Services will create routine custodial inspections (cleanliness evaluation) + Reduce chemical usage through custodial supply options. uExpenditures/Budget Specific expenditures included in this plan include: routine preventive and corrective maintenance, repairs planned replacement, major maintenance and deferred deficiencies (Le. backlog reduction), ‘The most widely recognized and accopted benchmark fr facilities funding soften quoted as “maintenance and repair should be inthe range of 2 to 4 percent of the current replacement value spending should be, on average inthe range of 2 t04 percent of current replacement values.” ‘The report then clarles: “An annual maintenance and repair budget willin {general be the sum of two components: (1) routine expenditures for maintenance, repairs, and planned replacement and (2) expenditures for correction of deferred deficiencies (Le, backlog, reduction). An M&R budget should not include operations or alterations expenditures.” ‘Today, best practices in educational facilites asset management ae stil centered on the performance officility condition assessments and life-cycle analyses to evaluate deferred ‘maintenance and long-term capital renewal. A more proactive capital planning strategy is being ‘riven by Association of Physical Plant Administrators “APPA” Center for Facilities Research (CFaR) intheir Strategic Investment Model (SIM). The model considers a total cst of ownership perspective ‘and recommends capturing data elements for analyses that address facility needs, including the following components (APPA, 2004) Life-Cycle Analyses (LCA) Life-cycle cost methods are primary method of managing afacit's long-term assets. Under this ‘method the assumption is made that a building's if is limited by the durability of its systems and components While the building structure may lst hundreds of years, the HVAC ystems, electrical systemsand their related components have finite useful ives typically in the range of 20 to 40 years Key to this method isthe development of database ofthe facies and its components. This database is then used asa tool to help inspectors estimate the expected useful and remaining service life ofeach component. nits simplest form, thelfeycle cost method used in practice includes the collection ofa complete facility inventory by system and component. Thus, costs canbe evaluated at a component level or ‘aggregated to provide total anticipated facility costs, 2System Categories ‘Sub-system 1a ab, te. 2a, 2b, 3 4a 4b. 4c. 5. 6 2. 8 98 40, rh 2 Roofing ~ Tile Roofing - Metal, Concrete Roofing ~ Membrane, Built-up, Shingle, Bitumin, Foam Building Exteriors, Doors and Windows (Hard) Building Exteriors (Soft) Elevators and Conveying Systems HVAC -Conteols HVAC Equipment “| HVAC: Distribution Systems Lighting Systems Electrical Equipment Plumbing Fixtures 1. Plumbing - Rough-in Fire Protection Systems . Fire Detections Systems Built-in Specialties and Equipment Interior Finishes 20 years 25 years 20 years 30 years 50 years 20 years 30 years 25 years 50 years 40years 20 years 25 years 15 years B