the division of maintenance: supporting student success

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Department of Facilities ManagementDivision of Maintenance

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The Division of Maintenance:Supporting Student Success

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PURPOSE• Provide a brief overview of the Division of

Maintenance – Its Mission and Functions• Describe how the division is organized to

support schools and facilities• Define different types of maintenance

work and capital improvement projects and how they get done

• Provide additional information slides on maintenance support that are not part of the briefing (Included in Handout)

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MISSION&

FUNCTIONS

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MISSIONThe Division of Maintenance contributes to student success by working as a team to provide high quality facilities support, including:– Maintenance and Repair– Environmental Services– Capital Asset Replacement– Automated Energy Management– Renovations and Alterations

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ORGANIZATION&

STAFFING

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ORGANIZATIONBOARD OF EDUCATION

SUPERINTENDENT OF SCHOOLS

OFFICE OF THE CHIEF OPERATING OFFICER

DEPARTMENT OF FACILITIES MANAGEMENT

DIV OF MAINT

Div Of Const

Div OfSchoolPlantOpns

Energy &Utilities(Green Schools)

RealEstate

Div OfLongRangePlanng

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DIVISION OF MAINTENANCEDirector

Assistant DirectorShady Grove Depot

PLAR/ContractingOffice

ElectronicsShop

Randolph Maint Depot(RMD)

Clarksburg Maint Depot(CMD)

Bethesda Maint Depot(BMD)

Accounting

Energy ManagementOffice

Industrial EquipmentRepair shop

Renovation andCarpentry Shop

Heavy EquipmentShop

Environmental andAutomation Services

Materials Fabricationand Rigging Shop

AccountingOffice

MaintenanceDepots:

Shady GroveOffices & Shops:

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MAINTENANCE DEPOT AREAS

CMD:280 Sq Miles 71 Facilities

RMD:110 Sq Miles 66 Facilities

BMD:110 Sq Miles 71 Facilities

County Line

Cou

nty

Line

County Line Cou

nty

Line

Note: Service areas (Sq Mi) are estimates

N

BMD = BethesdaCMD = ClarksburgRMD = RandolphSGD = Shady Grove

SGD

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MAINTENANCE DEPOT(Bethesda; Clarksburg; Randolph)

Maintenance / FacilityArea Manager

Assistant ManagerSecretary & Office Asst (4)

CarpentryShop (20)

HVAC / RefrigerationShop (16)

ElectricalShop (8)

General MaintenanceShop (22)

PlumbingShop (6)

(Approximately 76 Positions in Each Depot)

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HOW WORK GETS DONE

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WORK PROCESSING• All schools have access to the “Maximo”

automated work order management system• Nearly all maintenance work begins with the

submission of a work request• The request becomes a work order and is

used to track labor and material costs• Schools can go online and check the status

of work orders in progress

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TYPES OF WORK & PROJECTS

• Major Facility Emergency– Examples: Fire; Sudden structural damage or roof

collapse; Tornado or severe wind damage; Electrical wires down; Severe flooding; Injuries

– Call 911; Request fire, police, or emergency rescue support as needed

– Schools should then call their supporting maintenance depot immediately and report the problem so that someone can respond quickly

– Schools can follow up with a work request (Unless the maintenance depot does it for them)

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• Emergency or Urgent Maintenance or Repair – Examples: Broken water line; Clogged sewer main;

HVAC system breakdown; Electric power failure; Major roof leak; Graffiti on exterior of building

– Schools should immediately call their supporting maintenance depot and report the problem so that someone can respond quickly

– The school can follow up with a work request (Unless the maintenance depot does it for them)

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• Routine Maintenance or Repair Work– Examples: Broken window shade; electrical

outlet not working; door closer needs adjustment; cracked window pane

– Schools should submit a work request– Schools can check work order status online– If a response is not timely, schools should call

their supporting depot to discuss when the work will be scheduled

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• Minor renovation or alteration (New Work)– Example: Construct or remove a wall or partition

to create or enlarge a room– School should submit an email to the Director,

Dept of Facilities Management, and describe the project and why it is needed

– If approved in concept, the director will forward the project to the Division of Maintenance for evaluation and cost estimate

– The Renovation-Carpentry shop will advise the school of costs and likely project schedule

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TYPES OF WORK & PROJECTS• Intermediate Size Projects

– Examples: Large-scale painting jobs; major flooring replacements; major ceiling tile replacements; roof replacement; boiler replacements; re-paving

– These projects normally have long lead times for execution (1 to 6 years) due to existing backlogs and limited annual funding

– Schools should discuss these types of requirements with their supporting maintenance depots

– Submit a work order if requested to do so– Check with the depot periodically to ensure that the

project has been added to a capital project list

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TYPES OF WORK & PROJECTS• Large-Scale Projects

– Examples: New buildings; Building expansions or modernizations; parking lot expansions

– Large-scale, capital-funded projects must be approved and programmed for performance in a multi-year construction budget

– Discuss proposed long-term needs as part of annual capital budget planning process

– The Division of Long Range Planning and the Division of Construction are the key players

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FUNDING STREAMS• Operating Funds

– Most maintenance, repairs, and services performed by the Division of Maintenance

– Minor renovation and carpentry projects (new work) performed by the Division of Maintenance

– Projects funded by the State of Maryland Aging Schools Program (e.g., large painting projects)

• Capital Funds– Most intermediate-sized projects– All large-scale projects

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PRIORITIES, BACKLOGS, & LEAD TIMES• Priorities of maintenance work orders

– Emergency / Urgent (Goal: Immediate to 1-day initial response)

– Priority (Goal: 2-day initial response)– Routine (Goal: 15-day initial response)

• Factors affecting initial response times – Backlogs of work for trade areas involved– Available staff (present for duty; vacancies)

• Factors affecting actual completion– Lead time to order and receive repair parts– Lead time to obtain bids and issue contracts

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UNFUNDED & FUNDED PROJECTS• Normal maintenance and repair projects are done

using work orders and operating funds• Maintenance depots meet annually with the division’s

PLAR/Contracting staff to update unconstrained lists of un-resourced (un-funded) project requirements for all schools

• The Dept of Facilities Management annually updates lists of programmed capital projects by fiscal year

• Emergency requirements and changes in program funding can affect the order of projects on these lists

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SUMMARY

• The Division of Maintenance receives and processes thousands of maintenance work requests each fiscal year (59,000 in FY 2005)

• Projects migrate from operating fund programs to capital fund programs based mainly on project size (i.e., scope of work)

• Lead times for projects are affected by backlogs, scope of work, funding limitations, and unforeseen emergency requirements

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SUMMARY (CONT)• What can schools do ?

– Submit clear and understandable work orders– Notify their depot immediately of emergencies– Maintain regular contact with their depots– Meet at least annually with the depot to review work

backlogs and school maintenance needs• What can school PTA organizations do?

– Monitor schools’ appearance and condition– Encourage schools to maintain close relationships

with their supporting maintenance depots– Participate in annual capital project planning– Support the Superintendent’s recommendations for

operating and capital budgets

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THANK YOU !!

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ADDITIONAL INFORMATION

SLIDES

(NOT PART OF THE BRIEFING)

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DIVISION OF MAINTENANCESTRATEGIC FUNCTIONS

(DETAILS)

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Maintenance and Repair

• Maintenance and repair of roofs and drains; walls, floors, and ceilings; electrical and lighting systems; electronics; plumbing and waste systems; heating, ventilation, and air conditioning (HVAC) systems; and more

• Grounds maintenance of large fields and playgrounds

• Snow plowing and sanding of access roads and parking lots

• Removal of graffiti from building surfaces

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Environmental Services

• Trash and refuse removal and disposal• Environmental safety and Indoor Air Quality • Recycling program management• Integrated pest management• Hazardous waste removal and disposal,

including asbestos abatement• Water quality management for heating and

cooling systems

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Capital Asset Replacement• Planned Lifecycle Asset Replacement (“PLAR”) Section

provides program and contract management for capital improvement projects

• Replacement of capital assets and building components and systems – Examples: Asphalt & concrete surfaces; bleachers; student

lockers; partial and full roof replacements; lighting systems; floor coverings; sod for ballfields

• Note: The Division of Construction manages major construction, modernization, and expansion projects, HVAC system replacements, relocatable classroom installations, and certain other capital projects

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Automated Energy Management• Monitor and control automated heating and

cooling systems in schools• Schedule building heating and cooling to

support school and community activities• Provide system diagnostics for school plant

operations and maintenance staffs• Provide lighting retrofits and other upgrades to

increase energy efficiencies• Perform commissioning of controls for newly

installed heating and cooling systems

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Minor Renovation and Alteration(Also Referred to as “New Work”)

• Perform minor renovations and alterations to facilities and interior spaces

• Construct shelving and cabinets• Construct small sheds for storage of

materials and equipment• Projects are funded from the operating

budget

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ORGANIZATION & STAFFING(DETAILS)

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DIVISION OF MAINTENANCE• Division Office (Located at Shady Grove)

– Director/Asst Director; Accounting; Automation; Contracting; Environmental Safety; Indoor Air Quality; and Recycling

• Shady Grove Depot– Specialized services and centralized support.– Electronics; Automated Energy Management; Environmental

Services; Heavy Equipment; Industrial Equipment Repair; Materials Fabrication; Renovation & Carpentry

• Bethesda, Clarksburg, & Randolph Depots– Direct support aligned with school communities & clusters

– Maintenance and repair services and trash removal

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SHOPS AT SUPPORTING DEPOTS• Carpentry Shop

– Doors, windows, glass, floor tile, locks and keys, painting, roofing, handrails, ramps, special-cut ceiling tiles, lockers

• Electrical Shop– Breakers, panels, switches, outlets, electric cook stoves,

emergency lights, generators, parking lot lights

• General Maintenance Shop– Asphalt and concrete, playgrounds, field mowing, trash

removal, snow plowing, tree trimming

• HVAC/Refrigeration Shop– Boilers, chillers, cooling towers, circulation pumps, heat

pumps, window air conditioners, refrigeration/ice makers

• Plumbing Shop– Drains, drinking fountains, gas-fired stoves, toilets, showers

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SHOPS AT SHADY GROVE• Electronics Shop

– Fire alarms, public address systems, A/V equipment, bells, two-way radios

• Heavy Equipment Shop– Lawn tractors, mowers, trimmers, and snow blowers,

welding services

• Industrial Equipment Repair Shop– Fire extinguishers, kilns, motor rebuilds, printing

presses, trash compactors

• Materials Fabrication & Rigging Shop– Projection screens, stage curtains, window blinds

• Renovation & Carpentry Shop– Cabinet and sign making, minor new work projects

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SHADY GROVE ACTIVITIES

• Accounting Section– Requisition, purchase order, and invoice processing

• Automated Energy Management Section– Automated controls for heating and cooling systems

• Environmental & Automation Services– Asbestos abatement, hazardous materials, integrated

pest management, recycling, water testing– Online work order management system

• PLAR/Contracting Section– Capital improvement projects, project and contract

management

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MAINTENANCE SUPPORTPROCEDURESFOR SCHOOLS

(ADDITIONAL INFORMATION)

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REQUESTING SUPPORT

BethesdaDepot

ClarksburgDepot

RandolphDepot

Shady GroveDepot

Schools

Schools

Schools

WorkRequests

WorkRequests

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AUTOMATED WORK ORDERS• All schools have access to the Maximo work

order system to submit requests and check WO status

• A work order documents a request and the labor and materials used to complete the job

• When submitting work requests, provide as much information as possible

• For audio-visual equipment, submit a work order for each item; include brand name, model number, serial number, and a detailed description of the problem

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PROVIDING SUPPORT

BethesdaDepot

ClarksburgDepot

RandolphDepot

Shady GroveDepot

Schools

Schools

SchoolsHelp is coordinatedby the supporting depot,even if work is done by someone else.

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HOW SCHOOLS CAN GET THEBEST POSSIBLE SUPPORT

• Call and talk to the supporting maintenance depot (BMD, CMD, RMD) about needs

• Submit clear and understandable work orders (Depots can advise and assist as required)

• Maintain regular contact with the supporting maintenance depot (status & updates)

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SCHOOLS SHOULD DISCUSS WITH THEIR SUPPORTING DEPOT:

• Status of existing work orders• Requirements for maintenance and repair• Requirements for short term and long term

capital improvement projects• Questions about how work gets done• Whom to call for help with special issues

or problems• Customer concerns or complaints

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CUSTOMER SUPPORT • The Division of Maintenance wants to provide the

best service possible within our capabilities• Resource constraints, backlogs, and existing

priorities limit how quickly work can get done • When you have a problem, question, or concern:

– Contact your supporting depot; discuss the issue with the assistant manager or manager; give them time to respond

– If concerns are not answered, send an email to the assistant director or director, Division of Maintenance

– Please limit phone calls to the Division Office to the most serious or time-sensitive issues

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POINTS OF CONTACTAND

EMERGENCY INFO

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DAYTIME POINTS OF CONTACT

• Bethesda Maintenance Depot (BMD)– Manager: Jim Auth; Asst Mgr: Stan Jones– Phone: 301-469-1133 (6:00 AM – 2:30 PM)

• Clarksburg Maintenance Depot (CMD)– Manager (Acting): Ronald Ehlman– Phone: 301-353-0940 (6:00 AM – 2:30 PM)

• Randolph Maintenance Depot (RMD)– Manager: Kenny Hoyle; Asst Mgr: Brenda Wilhelm– Phone: 301-929-2250 (6:00 AM – 2:30 PM)

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DAYTIME POINTS OF CONTACT

• Division of Maintenance (Shady Grove Depot)– Director: Roy Higgins; Asst Dir: Michael Allnutt– 301-840-8107 (7:00 AM - 3:30 PM)

• General Assistance (Shady Grove Depot)– Phone 301-840-8100 (7:00 AM – 3:30 PM)

• Other Shops, Offices, and Personnel– Consult the MCPS directory

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AFTER-HOURS SUPPORT • Call the School Security Office, 301-279-3232 • Report the location and nature of the problem• Provide a point-of-contact’s name, school, and

telephone number for follow-up actions• The School Security Office will contact

maintenance depot personnel at home– The security staff has phone numbers and backup

support information– Do not attempt to call depot personnel on your own

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FACILITY EMERGENCIES• Call fire, police, and/or medical emergency

authorities first (if applicable) • Shut off affected utilities (if qualified to do so)• Call the supporting maintenance depot

immediately and report the problem – (After hours, call School Security, 301-279-3232,

and ask them to notify depot personnel)

• Call any other personnel or offices that you are required to notify

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SUMMARY• The Division of Maintenance is committed to

supporting student success by keeping facilities in the best possible condition

• To ensure the best quality of support, schools should maintain close and regular contact with their supporting maintenance depots

• Clear, open, and honest communications are the keys to understanding the facilities management system and to receiving the best possible maintenance support

the division of maintenance: supporting student success

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