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Energy $mart SchoolsNYSED Capital & Maintenance Planning Reports Toolbox

(For Producing Comprehensive Maintenance Plans, Five-Year Capital Facilities Plans & Facility Report Cards)

INTRODUCTION

► Help improve occupant health, safety and comfort

INSTRUCTIONS

2) Continue to fill out the other yellow tabs. Additional instructions highlighted at the top of each page.

4) The blue Appendix tabs are there as resources, but will not be included in reports unless selected.

This template was designed by the New York State Energy Research and Development Authority and the New York State Education Department to help New York Schools produce required annual reports easily and effectively. After you enter your schools' data once, it will print out on three reports. The Toolbox also acts as a database that can be easily updated each year. Some of the appendices contained in the Toolbox provide templates for a Preventive Maintenance (PM) program.

In addition to reducing your paperwork, organizing your building data and your requests for expenses between your Five-Year Capital Facilities Plan, your Facility Report Cards and your Comprehensive Maintenance Plan (CMP), this template tries to serve a variety of objectives, including:

► Fulfill NYSED Commissioner’s Regulation 155.4(d)(2) to develop and annually update a Comprehensive Maintenance Plan (CMP).

► Help ensure that all school buildings in New York State are maintained in a state of good repair, combing data from the CMP and Report Cards.

► Help Superintendents of Buildings and Grounds (SBGs) manage operating costs (energy, annual maintenance, and repairs) with effective maintenance.

► Help justify capital expenses that reduce energy or maintenance costs.

► Focus preventive maintenance approaches to improve overall maintenance.

► Document capital expenses above and beyond annual costs (for service contracts, supplies, and reoccurring costs) that will be included in the Five-Year Capital Facilities Plans. By showing the benefits of these capital expenses in reducing maintenance and energy costs, it will help justify each year's capital costs.

1) Beginning with the yellow General Info tab, fill in all information as prompted. The information provided on the General Info tab will automatically transfer to the other tabs in the spreadsheet, so the information only needs to be provided once.

3) The green tabs are used only to review and print the Five Year Capital Plan and the Facility Report Card. No data needs to be entered on the green tabs, but an idividual school's Capital Plan budget or an individual school's Report Card can be viewed before printing.

5) When information is entered, use the print button below to generate the reports. The individual tabs throughout the tool are also print-formatted, so each report can be printed as needed.

PRINT REPORTS

Energy $mart SchoolsComprehensive Maintenance Plan (CMP)

GENERAL INFORMATION

Date: 2/1/2005 Person Preparing this Plan: John Doe

School District: Sample Town CSD Title/Position Superintendent of Buildings and Grounds

BOCES: Valley View BOCES Address: 101 Main Street

Plan Year: 2005 City: Albany

Number of Schools in District: 4 State: NY

Number of Buildings in District: 4 Zip: 12345

Telephone: 999-999-9999

Fax: 888-888-8888

E-mail: [email protected]

mailto:[email protected]

Energy $mart SchoolsDistrict: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

FACILITIES INVENTORYName of School/Facility Example School 3 Example School 4 Example School 5 Example School 6

BEDS Code 123456789 987654321Street Address 1234 Willow Road 9 Chain Road

City Sacketts Harbor AlbanyState NY NYZIP 12345 12345

Year Built 1958 1967Square Footage 95,000 100,300

# of Floors 2 1Basement? Yes NoEnrollment 1,175 1,200Capacity 1,200 1,500Grades K-6 6-8

Ownership Type: Owned OperatedPrimary Heat Source: Natural Gas Oil

Elementary Elementary

SchoolGood Grades Middle School


OVERVIEWSummary of Overall Conditions

School Name General Conditions and Goals

Elementary Elementary SchoolInsert assessment here…

Good Grades Middle SchoolInsert assessment here…

Example School 3Insert assessment here…




Work Order Systems

To help with unplanned maintenance and repairs, do you have a work-order system in place? Yes/No

If yes, approximately how many work orders were completed last year?

Service ContractsIndicate all systems that have preventive maintenance (PM) or service and repairs performed under service contracts with outside contractors.

Yes/No Yes/No

Heating Yes Computer/PA Yes

Air Handling Yes Roof Yes

Cooling Yes Backup Power No

HVAC Controls Yes Electrical Distribution Yes

Fire Protection/Suppression Yes Lighting Yes

Plumbing Yes Landscaping No

Other Yes Other No

Has the District compared costs of these contracts with in-house costs to ascertain whether the service contracts are cost-effective? Yes


DISTRICT LEVEL BUDGET SUMMARYProjected Budget for O&M Costs

Element Cost Estimate Notes Cost Estimate Notes Cost Estimate Notes

Site Elements $ 11,000 $ 2,000 $ 3,000

Roofing $ 12,000 $ 9,000 $ 6,000

Envelope Elements $ - $ - $ -

Structural Interior $ - $ - $ -

Elements/Finishes $ - $ - $ -

Electrical $ - $ - $ -

Plumbing $ - $ - $ -

HVAC $ - $ - $ -

Special Construction $ - $ - $ -

$ - $ - $ -

Other $ - $ - $ -

$ 23,000 $ 11,000 $ 9,000

Estimated Costs to Restore Buildings to a State of Good Repair

Estimated Annual Costs to Keep Buildings in a State of Good Repair

Emergency Systems (fire alarm, sprinklers, public address, etc.)

TOTAL Estimated Cost


PREVENTIVE MAINTENANCE PLANPreventive Maintenance (PM) typically provides significant benefits such as:

Approach Used in this District

Example: We use a spreadsheet systems with all our major equipment and the maintenance intervals recommended in the O&M manuals. Our Office Manager …

Lessons Learned

What lessons have been learned in the District about the usefulness of PM? What works best and what doesn’t work well that can be shared with other Districts?

Checklist of Items Being Serviced Through PM

· Lower overall maintenance costs versus correcting problems after they occur;· Reduce equipment down time;· Lower energy costs by maintaining systems in a more efficient operating condition;· Lower replacement costs through longer equipment life;· Improve indoor environment; and· Improve occupant comfort, health and safety.

Does the District perform PM? If so, what types of systems do you use (e.g., informal schedules, formal schedules with charts for maintenance intervals, computerized maintenance management systems (CMMS) with PM assignments automatically generated)?

Performing PM is one way of demonstrating that the District takes good care of existing systems and deserves State funding when those systems eventually wear out. The PM Checklist in Appendix A can be used to show which systems are maintained with PM. The list can also serve as a prompt to work with systems that may have needed more regular PM. The list should only be considered a starting point and how it is used will depend on the District's specific needs.


HEALTH & SAFETYDescription of Health and Safety Committee activities: Yes/No

Does the district have a health and safety committee? YesDoes the Health and Safety Committee have a chairperson? No - Name John Milton - Phone Number 212-867-5309 - EmailDoes the Health and Safety Committee membership include: - District Officials Yes - Staff No - Bargaining Units Yes - Parents NoDid the Health and Safety Committee receive any type of training? Yes

- Project Architect Yes - Project Engineer Yes - Construction Manager No - Contractors YesFrequency of Health and Safety Committee meetings (check one): 3-5 Times / School Year

[email protected]

Health and Safety Committee membership expanded during construction to include district officials, staff, bargaining units, parents and:

mailto:[email protected]

ENVIRONMENTAL AWARENESSSCHOOL/FACILITY:

Environmental Awareness Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No

Has this building been tested for the presence of lead: paints, plumbing, etc.? Yes Yes

No Yes

If yes, has this type of work been done in accordance with the Guidelines? Yes Yes

No Yes

Yes Yes

When was the AHERA management plan last updated? 4/4/2004 3/3/2003

Yes Yes

Did the geological potential indicate testing this facility was necessary? No YesIf yes, did the highest test in this building exceed 4pCi/L? Yes YesIf yes, describe mitigation activities:

Elementary Elementary School Mitigation activities described here.

Good Grades Middle School Mitigation activities described here.

Example School 3 Mitigation activities described here.





School

Good Grades Middle School

Example School 3

Example School 4

Example School 5

Example School 6

Based on the testing results, are there elements in this building that would require construction or maintenance projects to be conducted in accordance with the US Department of Housing and Urban Development Guidelines for the Evaluation and Control of Lead Based Paint Hazards in Housing?

Does this building contain known or assumed Asbestos Containing Building Materials? (ACBM)

If yes, has an original Asbestos Hazard Emergency Response Act (AHERA) management plan been developed for this building? (The AHERA Management Plan for this building must be able to be viewed at the main office during normal business hours).

Has the district reviewed the geological potential for the presence of radon from the New York State Dept. of Health Radon Measurement Database?


INTEGRATED PEST MANAGEMENT

SCHOOL/FACILITY: Example School 3 Example School 4 Example School 5 Example School 6

Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No

Yes Yes

No Yes

Yes Yes

No Yes

Elementary Elementary School


Status of measures to assure acceptable integrated pest management:

Does this building have an Integrated Pest Management program? See Appendix B.

Does this building have a person designated to oversee the pest management program?

Has this building established a list of persons to notify at least 48 hours prior to the application of pesticides?

Have pesticide application summary reports been provided to all parents and staff pursuant to CR 155.24?


INDOOR ENVIRONMENTAL QUALITYSCHOOL/FACILITY:


Yes No

Yes No

Yes No

Yes No

Yes No

Yes Yes

Yes Yes

Yes Yes

If yes, describe for each building:

IEQ description here.

Good Grades Middle School IEQ description here.

Example School 3 IEQ description here.




Yes Yes



Example School 3

Example School 4

Example School 5

Example School 6

Status of actions and policies taken to assure acceptable indoor environmental quality:

Does this building use the US Environmental Protection Agency’s Indoor Air Quality Tools for Schools Action Kit?Does this building have a procedure in place for reporting indoor environmental quality concerns?Is ventilation with outdoor air available in all occupied spaces?1) Is all ventilation and exhaust equipment operational?2) Are all outdoor air intakes unobstructed and clear of foreign objects?3) Are all outside air damper controls in place and operational?4) Have facilities operations been reviewed with respect to impact on outside air intakes (i.e., vehicle emissions, waste storage, mowing, etc.)?Are there any unresolved complaints regarding the indoor environment at this facility?


Are the heating, ventilation, and air conditioning equipment cleaned and maintained in accordance with manufacturer’s instructions (e.g., filter changes, coils cleaned, etc.)?


INDOOR ENVIRONMENTAL QUALITYSCHOOL/FACILITY:



Example School 3

Example School 4

Example School 5

Example School 6

No Yes

Yes No

No Yes

Yes Yes

No Yes

Yes Yes

35 70

Yes Yes

Yes Yes

Yes Yes

Does this facility follow green cleaning guidelines?No No

Yes No

Has the interior of ductwork (air passageways) been inspected for cleanliness within the past year?

Have exterior ductwork and rooftop air handling units been inspected for leaks within the past year?Does the District have a policy encouraging the use of environmentally friendly products?

Does the District annually review products used in and around the building with the intent of reducing or eliminating hazardous chemicals that occupants and visitors are exposed to, including volatile organic compounds (VOCs), semi-volatile organic compounds, etc. (cleaning supplies, repair and maintenance supplies, materials, etc.)?

Does the District perform an annual review to ensure hazardous chemicals used as part of instructional programs are used and stored properly?

Is each building inspected for roof leaks, growth of mold and mildew, evidence of rodent infiltration, and other indicators of potential problems to acceptable IEQ?

What level (dB) of maximum background accoustic settings has been set for classrooms?Does this facility regularly test and record levels of CO, CO2, total VOCs, Radon, mold spores, etc?Does this facility regularly measure and track relative humidity levels?

Does this facility verify lighting levels meet Illuminating Engineering Society guidelines each year?

Is this facility seeking to comply with a whole building sustainable guideline, such as the U.S. Green Building Council's LEED® for Existing Buildings?


ENERGY BENCHMARKING

SCHOOL/FACILITY: Example School 3 Example School 4 Example School 5 Example School 6

Last Year Last Year Last Year Last Year Last Year Last Year

60 50 60 50


Yes No

No No

$35,000.00 $20,000.00

$40,000.00 $0.00

$0.00 $18,000.00

$3,000.00 $5,000.00

250,000 400,000

200,000 0

0 40,000

0 0

60 60

75 75



Status of measures taken to optimize energy use:

Current Year

Current Year

Current Year

Current Year

Current Year

Current Year

What was this building’s score in the U.S. Environmental Protection Agency’s Energy Star® Portfolio Manager?

Has this building’s energy use been benchmarked using NYSERDA’s Energy Smart Schools Program against other New York schools?

Do you follow the U.S. Environmental Protection Agency’s ENERGY STAR® and U.S. Department of Energy’s FEMP purchasing standards?

Who manages the energy use for this building (Name and Title)?

Estimated electricity costs for current year (In Dollars):

Estimated natural gas costs for current year (In Dollars):

Estimated fuel oil costs for current year (In Dollars):

Estimated other energy costs for current year (In Dollars):Estimated electricity consumption for next year (In kWh):Estimated natural gas consumption for next year (In Therms):Estimated fuel oil consumption for next year (In Gallons):Estimated other energy consumption for next year (List Units Here):What is the facility's goal to score in the Portfolio Manager in one year ?What is the facility's goal to score in the Portfolio Manager in three years?


MAJOR PROJECTS DURING LAST YEARSED # (if applicable) Brief Project Description Project Dates Costs Project Benefits

SED #00-00-00-00-0-000 5/5/03 to 9/5/03 $120,000

TOTAL $120,000

Example: New Boiler Controls Reduce energy costs $150/year, eliminate frequent repairs.


PLANNED CAPITAL PROJECTSSED Number Project Description Year Priority Construction Type Project Type Cost Annual Benefits Notes

43305439053 New RTUs 2 1 New Construction Major System Capital $30,000.00

121212121234124 New Windows 5 3 Addition Health/Safety Capital $20,000.00

34059384535 2 3 Alteration Health/Safety Bond $10,000.00

121212121234124 Example 1 2 Alteration Energy Bond $15,600.00 $12,000.00

10294958771729 Remove remaining asbestos 4 2 Addition Health/Safety Capital $60,000.00

3242309482 Example 2 2 Alteration Major Repair Bond $20,000.00 $4,000.00

Facility Name Funding Source




Treat pest problems in 36 classrooms


Lower energy costs, reduced service contract, and defer planned replacement (est repl cost

$250K) by 5-8 years.



School Facility Report Card

School District/BOCES: Sample Town CSD Building Name: Example School 6 << Select to change school

School Building Address: -- ,

Certificate of Occupancy Status: Expiration Date:

Location where certificate of occupancy is posted:

Section I: School Building General Information

1. Person completing this School Facility Report Card: John Doe Date: 2/1/2005

2. Right-to-Know designee concerning this school building and School Facility Report Card:

Name: John Doe Telephone: 999-999-9999

Position: Superintendent of Buildings and Grounds Fax: 888-888-8888 E-mail: [email protected]

Address: 101 Main Street City: Albany Zip: 12345

3.a. Original Construction Date (year):

3.b. Present size of school building (SF): Number of floors: Basement? (Yes/No):

4. Grade levels currently housed in this building: Current enrollment:

5. Upgrades to school building systems can be viewed on the Building Condition Survey?

6. Number of different types of program spaces currently in this school building can be viewed on the Building Condition Survey?

Section II: School Building Ratings7. Date current 5-year building condition survey conducted: Overall school building safety rating from Building Condition Survey as certified by the Board of Education:8. Date current year annual visual inspection conducted: Overall condition:

Section III: Building Capital, Maintenance, and Operations Information9. List any current unsatisfactory building systems that have not been corrected since the previous Building Condition Survey. (Add additional sheets as necessary)

Building systems listed here.

10. Estimated remaining useful life of school building and systems can be viewed on the Building Condition Survey? (Yes/No)11. The need for routine maintenance, repairs, rehabilitation, reconstruction, and construction can be viewed on the Capital Facilities Plan? (Yes/No)

List prioritized health and safety improvements for this facility as indicated in the five year plan:Year Priority Description

School Facility Report CardProjected Budget for O&M Costs

Cost Estimate Cost Estimate Cost EstimateSite Elements 0.00 0.00 0.00Roofing 0.00 0.00 0.00Envelope Elements 0.00 0.00 0.00Structural Interior 0.00 0.00 0.00Elements/Finishes 0.00 0.00 0.00Electrical 0.00 0.00 0.00Plumbing 0.00 0.00 0.00HVAC 0.00 0.00 0.00Special Construction 0.00 0.00 0.00

0.00 0.00 0.00

Other 0.00 0.00 0.000.00 0.00 0.00

12. Estimated energy costs for current school year by type:

Electricity: Gas:

Fuel Oil: Other:

Total estimated energy costs: $0.00

Section IV: Health and Safety13. Description of Health and Safety Committee activities: Yes/No

a. Does the district have a health and safety committee? Yesb. Does the Health and Safety Committee have a chairperson? No Name: John Miltonc. Phone number of Health and Safety Committee Chairperson: 212-867-5309 Email: [email protected]

d. Basic Health and Safety Committee membership: - District Officials Yes - Staff No - Bargaining Units Yes

- Parents No

- Project Architect Yes - Project Engineer Yes

- Construction Manager No - Contractors Yes

Estimated Costs to Restore Buildings to a State of Good Repair

Estimated Annual Costs to Keep Buildings in a State of Good Repair

Emergency Systems (fire alarm, sprinklers, public address, etc.)

TOTAL Estimated Cost

include district officials, staff, bargaining units, parents and:

School Facility Report Cardf. Frequency of Health and Safety Committee meetings (check one): 3-5 Times / School Year

School Facility Report CardSection V: Environmental Awareness

14. Lead testing: Yes/Noa. Has this building been tested for the presence of lead: paints, plumbing, etc.?

c. If yes, has this type of work been done in accordance with the Guidelines?

15. Federal Asbestos Hazard Emergency Response Act (AHERA) Plan:

a. Does this building contain known or assumed asbestos containing building materials? (ACBM)

c. When was the AHERA management plan last updated?16. Radon testing:

Mitigation activities described here.

17. Integrated Pest Management Program:

18. Status of measures taken to assure acceptable indoor air quality:

b. Based on the testing results, are there elements in this building that would require construction or maintenance projects to be conducted in accordance with the US Department of Housing and Urban Development Guidelines for the Evaluation and Control of Lead Based Paint Hazards in Housing?

b. If yes, has an original AHERA management plan been developed for this building? (The AHERA Management Plan for this building may be viewed at the main office during normal business hours).

a. Has the district reviewed the geological potential for the presence of radon from the NYSDOH Radon Measurement Database?b. Did the geological potential indicate testing this facility was necessary?c. If yes, did the highest test in this building exceed 4pCi/L?d. If yes, describe mitigation activities:

a. Does this school have an integrated pest management program?

b. Does this school have a person designated to oversee the pest management program?

c. Has this school established a list of persons to notify at least 48 hours prior to the application of pesticides?

d. Have pesticide application summary reports been provided to all parents and staff pursuant to CR 155.24?

a. Does this school utilize the EPA Indoor Air Quality Tools for Schools Action Kit?

b. Does this school have a procedure in place for reporting indoor air quality concerns?

School Facility Report Card

If yes, describe: IEQ description here.

c. Is ventilation with outdoor air available in all occupied spaces?

1. Is all ventilation and exhaust equipment operational?

2. Are all outdoor air intakes unobstructed and clear of foreign objects?3. Are all outside air damper controls in place and operational?4. Have facilities operations been reviewed with respect to impact on outside air intakes (i.e., vehicle emissions, waste storage, mowing, etc.)?

d. Are there any unresolved complaints regarding indoor air at this facility?

e. Maintenance: Heating, ventilation, and air conditioning equipment are cleaned and maintained in accordance with manufacturer’s instructions (i.e., filter changes, coils cleaned, etc.)

f. Has the interior of ductwork (air passageways) been inspected for cleanliness?g. Have exterior ductwork and rooftop air handling units been inspected for leaks?h. Operations and maintenance program:

1. Does the District have a policy encouraging the use of environmentally friendly products?

2. Products entering a school building are reviewed with the intent of reducing or eliminating hazardous chemicals, including volatile organic compounds (VOCs), semi-volatile organic compounds, etc. (cleaning supplies, repair and maintenance supplies, materials, etc.).

3. Review performed to ensure hazardous chemicals used as part of instructional program are used and stored properly.

i. Buildings are inspected for roof leaks, growth of mold, evidence of rodent infiltration, and other potential problems to acceptable IAQ.

j. Is this facility seeking to comply with a whole building sustainable guideline, such as the U.S. Green Building Council's LEED® for Existing Buildings?

Sample Town CSDValley View BOCES

Five-Year Capital Facilities Plan

Submitted/Revised

2/1/2005

Table of ContentsItem Page

Executive Summary 1

Building Inventories

Elementary Elementary School 2

Good Grades Middle School 3

Example School 3 4

Example School 4 5

Example School 5 6

Example School 6 7

District Analysis and Prioritization 8

Estimated Expenses

Elementary Elementary School 9

Good Grades Middle School 10

Example School 3 11

Example School 4 12

Example School 5 13

Example School 6 14

Executive Summary

Following are the people who prepared this plan and the resources used:People and resources here.

Following is a narrative of the general conditions of each facility:Facility Name Narrative

Elementary Elementary School Insert assessment here…

Good Grades Middle School Insert assessment here…

Example School 3 Insert assessment here…




Building Inventory Form

Building Name: Example School 6

Bed Codes Number:

Address: -- ,

Use: Current enrollment:

Total square footage: Rated Capacity:

Ownership:

Building Condition Survey Rating:

Building Age:

Construction Year Square Footage

Original

Addition #1

Addition #2

Addition #3

Addition #4

Addition #5

Addition #6

Addition #7

Addition #8

Addition #9

Addition #10

Heating System Energy Source:

Energy Consumption: kWh (electricity) therms (natural gas)

(per year) gallons (fuel oil) units (other)

Probable Useful Life of Building: years Estimated Replacement Value:

District-Wide Analysis and PrioritizationDistrict: Sample Town CSD

Year 1 SED Number Priority Facility Name Costs

121212121234124 2 Good Grades Middle School $15,600.00

Year Total $15,600.00


3242309482 2 Elementary Elementary School $20,000.00





Year Total $0.00


10294958771729 2 Good Grades Middle School $60,000.00





District Total $155,600.00

Facility Estimated ExpensesDistrict: Sample Town CSDFacility Name: Example School 6 << select to change school

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Add

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Maj

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Maj

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Year 1 Priority SED # Item Description Cost

Year Total $0.00Year 2 Priority SED # Item Description Cost




Year Total $0.00Facility Total $0.00


District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005

Equipment InventorySchool: ________________________________ Date Updated: ____________________________

Heating Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Boilers HS 2004-01 IBR K500-B 123-456-78 500,000 Btu Gas 75% 2 1977, 1992 35 Boiler room next to loading dock 4 $1,200

FurnacesCondenser pumpsDeaerator tankSteam trapsSteam valves

Fuel tanks & distributionHeat exchangersTerminal/package unitsFin tubes/radiatorsDampers/draft controlDuctworkStacksInsulationPipingValves

Air Handling Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Air handling unitsUnit ventilatorsFansFire dampersFiltersHumidifiers

Cooling Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Condensing unitsAir compressorsHeat exchangersPackaged A/C unitsChillersCHW Pumps

Efficiency Rating

Number in Building

Expected Service Life

(yrs)

Suggested Maint Interval (# per year)

Annual Maintenance

Cost ($)

No. 14 3-headed left-handed propane-powered pneumatic sprocket

Control sensors

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Heat pumps


P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Sprinkler pipingBackflow preventersSprinkler headsFire extinguishersFire hose systemStandpipe connectionFire pumps

Grease hood extinguisherAlarms and detectors

Mechanical Controls P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

CompressorsPneumatic valves/leversPneumatic tubingElectronic controls

Plumbing Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Cold water pipingWater heatersHot water pipingCirculation pumpsSump pumpsValves and trapsSeptic tanks

Lighting Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Fluorescent fixturesIncandescent fixturesHID fixturesLighting panelsEmergency lightingExterior lightingOccupancy controlsDaylight controlsOther controls

Signal Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Computer dataPublic address

Fire Protection/ Suppression Systems

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)


TelevisionTelephoneClock systemFire alarmsSecurity alarm/devices


FootingsFoundation wallsSlab/beams on gradePiling/Posts How?Waterproofing How?InsulationUnderdrains How?

Superstructure P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

ColumnsBeamsFloor structureRoof structure

Monolithic bearing wallsStairs and railingsStructural bracingWelds/connectors

Roof Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

RoofingInsulation

Curbs/supports

Expansion/seismic jointsDrains, gutters, etc.DrywellsFlashing and trimFastenersSnow stopsRoof openingsParapet caps

Exterior Wall Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Foundation and Substructure

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Paving and ballast Paving? On a roof?

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)


Facade integrityCladding/sheathingDoorsWindow systemsBalcony walls/railingsLouvers and screens

Expansion/seismic jointsInsulationProtective coatingSealants

Interior Construction P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Fixed partitions

Demountable partitionsRetractable partitionsDoorsCarpetResilient tile/sheetCeramic/clay tileTerrazzoPaintVinyl/fabric wall coverCeiling system

Power Generation P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

GeneratorsTransfer switchesTransformersService wiringSubstationSwitchgearOvercurrent protection


Main distribution panel

Electrical receptaclesCircuit breakers

Electric baseboard heatersHeat trace

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Power Distribution Systems

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Wiring, conduits, & distribution panels


Landscaping Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Irrigation

Turf/lawnWalks/plazas


Athletic fieldsHard surface courtsSwingsSafety matsGravel and containmentMarkings/painting

Vehicular Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Parking lotsRoads/drivesCurbsFire lanes

Site Utilities P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Fuel tanksFuel distribution pipingStorm drainageFire hydrant systems

Specialties P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Installation Date Location Special Tools Required Notes

Toilet partitionsDisplay boardsProjection screensDisplay casesLockersElevators

Food service equipment

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Tree/shrub/flower bed plantings

Playfields and Playground Systems

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Efficiency Rating

Number in Building


(yrs)


Annual Maintenance

Cost ($)

Waste handling equipment

Woodworking shop equipment

Auto/engine shop equipment


VaultsSwimming pools



PM Checklist and LogSchool: ____________________________________ Year: ________________ Implementor Key: M = Maintenance Mechanic C = Custodian/on-site staff G = Grounds crew CC = Contracted to others

Heating Systems P.M. Ref # Implementor Frequency/Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecBoilers HS 2004-01 M 4 x x x xBoiler water treatment 10Furnaces 4Condenser pumps 4Deaerator tank 2Steam traps 4Steam valves 1-4Fuel tanks & distribution 1Heat exchangers 2Terminal/package units 4Fin tubes/radiators 4Dampers/draft control 4Ductwork 2Stacks 4Insulation 2Piping 4Valves 1

2

Air Handling Systems P.M. Ref # Implementor Frequency/Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecAir handling units 4Unit ventilators 4Fans 2Fire dampers 1Filters 2-4Humidifiers 2

Cooling Systems P.M. Ref # Implementor Frequency/Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecCondensing units 4Air compressors 12Heat exchangers 2Packaged A/C units 4Chillers: oil levels and operation 52Chillers: other 12CHW Pumps 2-4

4

Control sensors

Heat pumps



Fire Protection/Suppression SystemsSprinkler pipingBackflow preventersSprinkler headsFire extinguishersFire hose systemStandpipe connectionFire pumpsGrease hood extinguisherAlarms and detectors

Mechanical ControlsCompressorsPneumatic valves/leversPneumatic tubingElectronic controls

Plumbing SystemsCold water pipingWater heatersHot water pipingCirculation pumpsSump pumpsValves and trapsSeptic tanks

Lighting SystemsFluorescent fixturesIncandescent fixturesHID fixturesLighting panelsEmergency lightingExterior lightingOccupancy controlsDaylight controlsOther controls

Signal SystemsComputer dataPublic addressTelevisionTelephoneClock systemFire alarms



Security alarm/devices

Foundation and SubstructureFootings How?Foundation wallsSlab/beams on gradePiling/Posts How?Waterproofing How?InsulationUnderdrains How?

SuperstructureColumnsBeamsFloor structureRoof structureMonolithic bearing wallsStairs and railingsStructural bracingWelds/connectors

Roof SystemsRoofingInsulationPaving and ballast Paving? On a roof?Curbs/supportsExpansion/seismic jointsDrains, gutters, etc.DrywellsFlashing and trimFastenersSnow stopsRoof openingsParapet caps

Exterior Wall SystemsFacade integrityCladding/sheathingDoorsWindow systemsBalcony walls/railingsLouvers and screensExpansion/seismic jointsInsulation



Protective coatingSealants

Interior ConstructionFixed partitionsDemountable partitionsRetractable partitionsDoorsCarpetResilient tile/sheetCeramic/clay tileTerrazzoPaintVinyl/fabric wall coverCeiling system

Power Generation GeneratorsTransfer switchesTransformersService wiringSubstationSwitchgearOvercurrent protection

Power Distribution SystemsMain distribution panelWiring, conduits, & distribution panelsElectrical receptaclesCircuit breakersElectric baseboard heatersHeat trace

Landscaping SystemsIrrigationTree/shrub/flower bed plantingsTurf/lawnWalks/plazas

Playfields and Playground SystemsAthletic fieldsHard surface courtsSwingsSafety matsGravel and containment



Markings/painting

Vehicular SystemsParking lotsRoads/drivesCurbsFire lanes

Site UtilitiesFuel tanksFuel distribution pipingStorm drainageFire hydrant systems

SpecialtiesToilet partitionsDisplay boardsProjection screensDisplay casesLockersElevatorsWaste handling equipmentFood service equipmentWoodworking shop equipmentAuto/engine shop equipmentVaultsSwimming poolsRaised computer flooring

Preventive Maintenance Work Order Sheet

Equipment to be Worked on:

School District: Date Issued:

School: Date Completed:

Performed By: PM Code #:

Type of PM to be Performed: Monthly Quarterly Semi-Annual Annual Other

Time to Allow for Perform PM Work: Hour (s)

Tools Required:

Description of Work to be Performed: Remarks:

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

Additional Follow-up Activities Needed:

O&M Specification Language

A.

1 Maintenance manuals.2 Record documents.3 Spare parts and materials.4 Tools.5 Lubricants.6 Fuels.7 Identification systems.8 Control sequences.9 Hazards.

10 Cleaning.11 Warranties and bonds.12 Maintenance agreements and similar continuing commitments.

B.

1 PM intervals2 Emergency instructions.3 Spare parts list.4 Copies of warranties.5 Wiring diagrams.6 Inspection procedures.7 Shop Drawings and Product Data.8 Replacement schedules for filters, seals, lubricants, etc.

C.

1 Startup.2 Shutdown.3 Emergency operations.4 Noise and vibration adjustments.5 Safety procedures.6 Economy and efficiency adjustments.7 Effective energy utilization.8 Periodic PM procedures.

Operation and Maintenance Instructions: Arrange for each Installer of equipment that requires regular maintenance to meet with the Owner's personnel to provide instruction in proper operation and maintenance of the installed equipment. Provide instruction by manufacturer's representatives if installers are not experienced in operation and maintenance procedures. Include a detailed review of the following items:

Maintenance Manuals: Organize operation and maintenance data into suitable sets of manageable size. Bind properly indexed data in individual, heavy-duty, 3-ring, vinyl-covered binders, with pocket folders for folded sheet information. Mark appropriate identification on front and spine of each binder. Include the following types of information:

Training: As part of instruction for operating equipment, demonstrate the following procedures:

Best Practices Guides and Resources

ADDITIONAL REFS TO BE ADDED

US Environmental Protection Agency (EPA) Indoor Air Quality Tools for Schools Action Kit is available by calling 1-800-438-4318 or online at www.epa.gov/iaq/schools/toolkit.html .

US EPA Integrated Pest Management (IPM) in Schools resources are available online at www.epa.gov/pesticides/ipm/index.htm . The popular EPA booklet, "Pest Control in the School Environment: Adopting IPM" is designed to encourage and assist school officials in examining and improving their pest management practices. It identifies ways to reduce the use of pesticides in school buildings and landscapes, as well as alternative methods of managing pests commonly found in schools. A copy of the booklet may be obtained on-line by contacting the National Service Center for Environmental Publications , or by phone at 1-800-490-9198. The EPA publication number is EPA 735-F-93-012.

US EPA Energy Star Portfolio Manager and the New York State Energy Research and Development Authority (NYSERDA) Energy Smart Schools Program free energy benchmarking service is available by calling 1-866-NYSERDA.

US Department of Energy, Energy Smart Schools Program has numerous resources available at www.rebuild.org/sectors/ess/index.asp

School Operations and Maintenance: BEST PRACTICES FOR CONTROLLING ENERGY COSTS, A Guidebook for K-12 School System Business Officers and Facilities Managers. U.S. Department of Energy Office of Energy Efficiency and Renewable Energy Weatherization and Intergovenmental Program, Rebuild America EnergySmart Schools Program, August 2004.

http://www.epa.gov/iaq/schools/toolkit.html

http://www.rebuild.org/sectors/ess/index.asp

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