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<ul><li>Facilities Services Division </li></ul><ul><li>Existing Facilities   </li></ul><ul><li>“ How To Use Facilities Man...
Introduction to Maintenance & Operations <ul><li>Goals of Session </li></ul><ul><ul><li>Define the Organizational Structur...
Introduction to Maintenance & Operations <ul><li>Organizational Structure </li></ul><ul><ul><li>Local District  </li></ul>...
 
 
 
 
Central Maintenance Central Program Coordination Annual Material Contracts Regulatory Compliance Resource Analysis Fire Al...
<ul><li>The M&O Central Office management and administration functions are: </li></ul><ul><ul><li>Development of M&O proce...
<ul><li>The Technical Services Unit provides expert consultation and serves as a new product and/or application repository...
<ul><ul><li>Review contract submittals by local district maintenance staff and advise regarding contractual compliance </l...
The Energy Unit <ul><li>Reduce Energy Consumption </li></ul><ul><ul><li>Energy Studies  </li></ul></ul><ul><ul><li>Energy ...
The Energy Unit <ul><li>Utility Order Procedures – Gas </li></ul><ul><li>Utility Order Procedures – Water </li></ul><ul><l...
Central Shops Roofing Trouble Call Unit Office Machine Small Appliance Repair Central Tool Room Metal Shop Music Instrumen...
<ul><li>Central Shops is the District’s manufacturing, fabrication, and specialty equipment facility. </li></ul><ul><li>Ce...
<ul><ul><li>Roofing Department  – Maintains, repairs, and/or replaces, when necessary, the District’s nearly 59 million sq...
<ul><li>Central Shops Crafts  (213) 745-1675 </li></ul><ul><li>Fire Extinguisher Repair  (213) 745-1598 </li></ul><ul><li>...
Central Operations Year-Round Crews Tree Trimming Pest Management Landscape Gardening Personnel Services Standards  & Trai...
<ul><li>Tree Trimming </li></ul><ul><li>Tree trimming services are also provided centrally by M & O.  In-house crews respo...
<ul><li>Gardening Services </li></ul><ul><li>All elementary schools receive approximately eight hours of gardening service...
Definitions of M&O Terms <ul><li>What is Maintenance? </li></ul><ul><li>What is Deferred Maintenance? </li></ul><ul><li>Wh...
Maintenance <ul><li>Routine Repair & General Maintenance </li></ul><ul><li>“ Maintenance shall mean and include ordinary u...
Deferred Maintenance <ul><li>The Deferred Maintenance Program (DMP) provides State matching funds, on dollar-for-dollar ba...
<ul><li>Major Maintenance </li></ul><ul><ul><li>Roofing, Painting,  </li></ul></ul><ul><ul><li>Flooring, HVAC Replacement,...
What is not Maintenance? <ul><li>Repair or replacement of furniture or equipment is not budgeted as a maintenance expense....
What is Operations? <ul><li>The functions of Operations Central & Regional Support are as follows: </li></ul><ul><li>Provi...
Cost Breakdown
The Complex Project Manager (CPM) <ul><li>“The Link to M&O” </li></ul><ul><ul><li>Provides “One Stop Service” on all Facil...
Insert 1  Additional Pages <ul><li>Complex Project Manager’s  </li></ul><ul><ul><li>Duties and Responsibilities 	 </li></u...
<ul><ul><ul><li>PRIORITIES </li></ul></ul></ul><ul><ul><ul><li>Response Time </li></ul></ul></ul><ul><ul><ul><li>Tracking ...
Service Calls <ul><li>Receive ~ 250,000/year (~1,000/day) </li></ul><ul><li>Complete ~ 95% </li></ul><ul><ul><li>Average b...
<ul><ul><li>Immediate danger to staff and/or student health/safety  </li></ul></ul><ul><ul><li>(30 MINUTE RESPONSE TIME, c...
<ul><ul><li>Less immediate danger to health/safety  </li></ul></ul><ul><ul><li>(48 HOUR RESPONSE TIME)  </li></ul></ul><ul...
<ul><ul><li>No immediate danger to health/safety  </li></ul></ul><ul><ul><li>(30 DAY RESPONSE TIME)  </li></ul></ul><ul><u...
http://mo.laschools.org/fis/existing-facilities/m-and-o/maximo / SERVICE CALL MANUAL Service Call
Maintenance & Operations Service Call (Work Order Log Sheet)
Maintenance & Operations
<ul><ul><li>Service Calls Report </li></ul></ul><ul><ul><ul><li>Project Status Summary Report  </li></ul></ul></ul><ul><ul...
Guide to Viewing Service Call  Reports Online Guide to Viewing Service Call  Reports Online
Querying the Service Call DB
Service Call Overview
 
Insert 2  List of CPM & Complexes <ul><li>Sample from District 1 </li></ul>
Operations Services & Processes <ul><li>Area Operations Supervisor </li></ul><ul><li>The Plant Manager  </li></ul><ul><li>...
 
Insert 3  Additional Pages <ul><li>AOS’ Duties & Responsibilities </li></ul><ul><li>Area Operations Supervisor (AOS) Class...
Insert 4  Additional Pages <ul><li>Sample Form – Site Visit Observation Sheet </li></ul><ul><li>Sample of Restroom Inspect...
<ul><li>Include: </li></ul><ul><li>Cleaning Restrooms/Classrooms/Offices </li></ul><ul><li>Cleaning Eating Areas After Nut...
Insert 5  Additional Pages <ul><li>PM “The Quarter Back……..” </li></ul><ul><li>Class Descriptions for: </li></ul><ul><ul><...
The “TIME” for Cleaning <ul><li>Allotments </li></ul><ul><li>Work Schedules </li></ul><ul><li>Inspections </li></ul>
<ul><li>Gardening services at elementary schools by central crews were reduced dramatically during the 1990’s. Duties were...
Insert 6  Additional Page <ul><li>“ Allotments” and other Operation Terminology </li></ul><ul><li>Allotment Sheet </li></u...
Insert 7  Additional Pages <ul><li>Bulletin No. DB-31: Overtime Policy for Classified Employees </li></ul><ul><li>Sample F...
Bond Measures <ul><li>PROPOSITON BB  -  is a school bond measure that authorizes LAUSD to use $2.4 billion in bonds for th...
Bond Measures <ul><li>Measure R  -  is a school bond measure that authorizes LAUSD to issue $3.87 Billion in bonds to cont...
Insert 8  Additional Pages <ul><li>Measure K – Fact Sheet </li></ul><ul><li>Measure R- Fact Sheet </li></ul><ul><li>Measur...
Facilities Condition Index (FCI) <ul><li>The FCI is an industry recommended ratio used to measure the condition of a singl...
Facility Condition Index
District’s Facilities Condition Index  <ul><li>Based on: </li></ul><ul><ul><li>Needs-based facilities assessment verified ...
 
http://mo.laschools.org/fis/existing-facilities/m-and-o/ef-projects/
Mandated Regulations <ul><li>Brief Descriptions of the Programs </li></ul><ul><li>Asbestos and Lead </li></ul><ul><li>Fire...
Asbestos & Lead Issues <ul><li>Asbestos Management Plan </li></ul><ul><li>Fire Log Book </li></ul><ul><li>Memo-3303.0 – As...
 
Fire/Life Safety <ul><li>Fire Log Book-M&O Procedure G-F-2  </li></ul><ul><ul><li>Fire Extinguisher Inspections & Use </li...
 
Health & Safety Policies <ul><li>LAUSD’s Health & Safety Policy </li></ul><ul><li>Illness & Injury Prevention Program </li...
 
 
ABC Elementary School 8960 Herrick Ave Sun Valley, CA  91352
Senate Bill 892- Clean Restrooms <ul><li>SB 892  was passed concerning clean restrooms.  </li></ul><ul><li>It requires dis...
Restroom Initiatives <ul><li>Open Bathrooms -  site plans have been developed for each secondary school and specify where ...
Williams Case Settlement <ul><li>Williams vs. State of California  (Class Action Settlement) </li></ul><ul><li>Funded appr...
School Accountability Report Card <ul><li>The SARC is used as the source of information for the Williams compliance review...
Integrated Pest Management <ul><li>Adopted by Board of Education in 1999 </li></ul><ul><li>Implemented a District-wide tra...
IPM Policy Overview <ul><li>School environments that are free of pests, such as ants, cockroaches, and rodents have positi...
IPM References <ul><li>Integrated Pest Management Policy </li></ul><ul><li>IPM Procedures Manual </li></ul><ul><li>Pestici...
<ul><li>Funding Limitations – 3% a ceiling or floor?; B&G underfunded </li></ul><ul><li>Large Area of Responsibility - 14,...
  Underfunded Custodial Services *Based on an estimated 60% of a day custodian’s time spent performing non-redundant tasks...
Underfunded Custodial Services Custodial Allotment Analyses: <ul><li>Underfunded by approximately 30% based on Board-appro...
 
Fairfax High School Student Restroom, March 12, 2007 (one week after being repainted)
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  • Projects being performed solely to bring the facility component up to current code Repair and maintenance of furniture and equipment Preventative Maintenance Installation of new items that did not previously exist Consultant or project management fees Energy conservation Landscaping, fencing, irrigation, and sprinkler systems Athletic stadium equipment (bleachers, score boards, etc.) Window curtains and blinds, stage curtains, or black out curtains Tables and counter tops (unless permanently attached to a wall) Whiteboards, chalkboards, and blackboards Playground equipment Replacement of portable buildings Maintenance or repair of swimming pools Administrative Costs *this listing does not encompass all the ineligible expenditures concerning the Deferred Maintenance Program. Ineligible Deferred Maintenance Expenditures
  • Elementary School Principals Meeting 05.04.06
  • Earlier efforts to categorize the wide variety of historical facilities amongst the District’s building inventory and the dearth of funding available combined to challenge the District in maintaining and repairing its infrastructure. Recently, the Facilities Services Division adopted principles and practices for identifying, measuring and predicting the outcomes of facilities investments made through maintenance and repairs.  The framework for measuring the outcomes is based on the Facilities Condition Index (FCI).  The FCI is an industry-recommended ratio used to measure the condition of a single building or portfolio of buildings.  It is calculated by dividing the Cost of Repairs by the Current Replacement Value of the building or building components in question—the higher the FCI, the worse the condition of the building or portfolio.
  • Funding Increasing cost of employee benefits Increasing cost of materials 12,500 structures, 68 million square feet, 5,600 acres, dispersed over 704 square miles NEW CONSTRUCTION IMPACT Largest public works project in the Western United States    Fourteen new schools and four Early Education Center Expansion projects completed during 2004, delivering a total of 442 classrooms, representing 11,534 seats. LAUSD’s New School Construction Program is the largest new school construction program in the United States, ever. Through December 2004, the New School Construction Program has delivered 833 new classrooms, providing 21,423 new seats. By the end of 2005 we will have opened 56 new schools and provided more than 52,000 new seats for the students of Los Angeles – enough to nearly fill Dodger Stadium. Over 4.7M square feet of new school construction to be added through 04-05 (Also, over 3500 portable classrooms placed since 96-97) “ Commissioning” work is an added workload Modernizing and upgrading many others Hundreds of schools air-conditioned since 1997 (BB Bond) Over 200,000 Trouble Calls per year Without added resources, Clean Restrooms Initiative has increased response times for all non-restroom routine Trouble Calls High Utilization includes Year-Round Schools Intersession (Summer School) “ No Child Left Behind” Civic Center Permits, use of Athletic fields Joint-Use agreements Federally funded breakfast program After School Programs – LA’s Best, Youth Services Programs The current focus on “schools as centers of community” means higher utilization of facilities. Vandalism and Graffiti Vandalism = destroying equipment, break-ins, discharging fire extinguishers Graffiti = scribing with indelible paint or sharp objects Restrooms Preventive Maintenance We need to do more. Currently only have the manpower/resources for the following PM’s: - Roofing - HVAC - Refrigeration Equipment &amp; Food Service Equipment - Seal Coating of Asphalt - Elevators - High Voltage Electrical Services
  • Transcript of "M"

    1. 1. <ul><li>Facilities Services Division </li></ul><ul><li>Existing Facilities </li></ul><ul><li>“ How To Use Facilities Manual” </li></ul><ul><li>Maintenance & Operations </li></ul><ul><li>Services Guide for School Administrators </li></ul>
    2. 2. Introduction to Maintenance & Operations <ul><li>Goals of Session </li></ul><ul><ul><li>Define the Organizational Structure of M&O </li></ul></ul><ul><ul><li>Overview of Maintenance Resources & Processes </li></ul></ul><ul><ul><li>Overview of Operations Resources & Processes </li></ul></ul><ul><ul><li>Mandated Regulations </li></ul></ul>
    3. 3. Introduction to Maintenance & Operations <ul><li>Organizational Structure </li></ul><ul><ul><li>Local District </li></ul></ul><ul><ul><li>Local District Maintenance & Operations Areas </li></ul></ul><ul><ul><li>Central Maintenance </li></ul></ul><ul><ul><li>Central Operations </li></ul></ul><ul><ul><li>Construction/Project Management </li></ul></ul><ul><ul><li>Existing Facilities </li></ul></ul>
    4. 8. Central Maintenance Central Program Coordination Annual Material Contracts Regulatory Compliance Resource Analysis Fire Alarm Testing Deferred Maintenance Program Project Management Formal Construction Contracts Design Review Standards Energy Unit Maintenance Planning & Standardization
    5. 9. <ul><li>The M&O Central Office management and administration functions are: </li></ul><ul><ul><li>Development of M&O procedures </li></ul></ul><ul><ul><li>Management of centrally-based maintenance and operations services, financial planning, and staffing allocation </li></ul></ul><ul><ul><li>Administration of the Assets and Work Management System (AWMS) </li></ul></ul><ul><ul><li>Facilities management for central administrative facilities </li></ul></ul><ul><ul><li>Management of the maintenance and repair backlog, including deferred maintenance </li></ul></ul><ul><ul><li>Logistical support of other District departments </li></ul></ul><ul><ul><li>Site-based coordination and integration with other Facilities Services Division activities </li></ul></ul>Central Services
    6. 10. <ul><li>The Technical Services Unit provides expert consultation and serves as a new product and/or application repository. This unit also administers various legally required or regulatory mandated functions in order to ensure that the educational environment is </li></ul><ul><li>maintained in accordance with all applicable laws, rules, and regulations. </li></ul><ul><li>The Technical Services Unit’s duties and responsibilities include: </li></ul><ul><ul><li>Development and update maintenance and preventive maintenance procedures </li></ul></ul><ul><ul><li>Support the local districts by investigating and troubleshooting problems with procedures, products, vendors, and contractors </li></ul></ul><ul><ul><li>Develop material and equipment specifications </li></ul></ul><ul><ul><li>Evaluate new products for conformity with established LAUSD criteria and guidelines </li></ul></ul><ul><ul><li>Submit annual purchasing contracts (currently responsible for 106 contracts with capabilities totaling $130.7 million) </li></ul></ul>Technical Services Unit
    7. 11. <ul><ul><li>Review contract submittals by local district maintenance staff and advise regarding contractual compliance </li></ul></ul><ul><ul><li>Develop craft employment examination materials in conjunction with the Personnel Commission </li></ul></ul><ul><ul><li>Provide trade-specific information to update the “Environmental Health & Safety Handbook” maintained by the Office of Environmental Health and Safety (OEHS) </li></ul></ul><ul><ul><li>Work with OEHS and appropriate vendors to identify qualifying products that meet the new emission regulations of the South Coast Air Quality Management District (SCAQMD) Rule 1168 </li></ul></ul><ul><ul><li>Recommend updates to the District Design Specifications Manual produced by the Design & Architectural Engineering Technical Support department </li></ul></ul><ul><ul><li>Provide specialized training for individuals that require specific licensing/certifications </li></ul></ul>Technical Services Unit
    8. 12. The Energy Unit <ul><li>Reduce Energy Consumption </li></ul><ul><ul><li>Energy Studies </li></ul></ul><ul><ul><li>Energy Utilization Indices </li></ul></ul><ul><ul><li>Energy Retrofit Projects </li></ul></ul><ul><li>Reduce Energy Costs </li></ul><ul><ul><li>Utility Bill Payments and Reconciliation </li></ul></ul><ul><ul><li>Energy Procurement (Electricity, Natural Gas Contracts) </li></ul></ul><ul><li>Increase Incentives </li></ul><ul><ul><li>Rebate Applications </li></ul></ul><ul><ul><li>Grant Applications </li></ul></ul><ul><li>Regulatory Compliance </li></ul><ul><ul><li>Underground Storage Tank Monitoring, Testing and Removal/Remediation </li></ul></ul><ul><li>Facilities Services Division Assistance </li></ul><ul><ul><li>Utility Orders Processing </li></ul></ul><ul><ul><li>Central Fire Alarm Monitoring </li></ul></ul>
    9. 13. The Energy Unit <ul><li>Utility Order Procedures – Gas </li></ul><ul><li>Utility Order Procedures – Water </li></ul><ul><li>Utility Order Procedures – Electricity </li></ul><ul><li>Utility Order Procedures – Fire Alarm </li></ul><ul><li>Utility Order Request Form </li></ul><ul><li>Energy Rebate List </li></ul><ul><li>Regulatory Compliance Procedures </li></ul><ul><li>LAUSD/Utility Company Emergency Contact List </li></ul><ul><li>Main Phone No: (213) 241-0565 </li></ul><ul><li>Alternate Phone No: (213) 241-0329 </li></ul>
    10. 14. Central Shops Roofing Trouble Call Unit Office Machine Small Appliance Repair Central Tool Room Metal Shop Music Instrument Repair Wood Mill Lock Shop Graphic Arts Paving & Grading Glass Shop Sign Shop Paint Lab Fire Extinguishers Central Shops
    11. 15. <ul><li>Central Shops is the District’s manufacturing, fabrication, and specialty equipment facility. </li></ul><ul><li>Central Shops consists of: </li></ul><ul><ul><li>Lock Shop – A full service shop that services door closers and safety bars. The Lock Shop also re-keys and/or replaces various types of locks and provides key security control. </li></ul></ul><ul><ul><li>Bul-2374.1 – School Site Key Control </li></ul></ul><ul><ul><li>Sheet Metal Shop – Fabricates HVAC ducts and vents, metal siding, gut­ters, and downspouts and a host of other metal creations. This shop also mass produces window security grills and delivers them directly to the local M&O Areas. </li></ul></ul><ul><ul><li>The Mill - Fabricates window sashes and custom builds doors and cabinets in addition to supporting the repair requirements of the local M&O Areas. </li></ul></ul><ul><ul><li>Machine Shop – Adjusts and maintains school site machinery and electric carts and is capable of developing and fabricating a variety of tooled parts. </li></ul></ul>Central Shops
    12. 16. <ul><ul><li>Roofing Department – Maintains, repairs, and/or replaces, when necessary, the District’s nearly 59 million square feet of roofing. </li></ul></ul><ul><ul><li>Graphic Arts – Provides support and direct service to all vocational print shops in the District. </li></ul></ul><ul><ul><li>Musical Instrument Repair –The largest musical repair facility in California. This shop repairs and refurbishes all types of instruments including pianos, organs, stringed, percussion, and woodwinds. </li></ul></ul><ul><ul><li>Sign Shop/Paint Lab – Fabricates all of the stock signs used by the District. Fabricates and installs signs and graphics on District buildings. </li></ul></ul><ul><ul><li>Glass Shop - Maintains and repairs all mirrors, lexan, and glass used in the schools and Administrative sites. Glazes the windows produced in the mill. </li></ul></ul>Central Shops
    13. 17. <ul><li>Central Shops Crafts (213) 745-1675 </li></ul><ul><li>Fire Extinguisher Repair (213) 745-1598 </li></ul><ul><li>Central Shops Services (213) 745-1520 </li></ul><ul><li>Glass Shop (213) 745-1665 </li></ul><ul><li>Paving (213) 745-1410 </li></ul><ul><li>Graphic Arts Equipment Repair (213) 745-1670 </li></ul><ul><li>Lock Shop (213) 745-1650 </li></ul><ul><li>Machine Shop (213) 745-1492 </li></ul><ul><li>Mill (213) 745-1661 </li></ul><ul><li>Music Instrument Repair (213) 745-1620 </li></ul><ul><li>Power Equipment Repair (213) 745-1641 </li></ul><ul><li>Roofing Department (213) 745-1648 </li></ul><ul><li>Sheet Metal (213) 745-1510 </li></ul>Central Shops
    14. 18. Central Operations Year-Round Crews Tree Trimming Pest Management Landscape Gardening Personnel Services Standards & Training Budget Allotment Staff Development Central Operations
    15. 19. <ul><li>Tree Trimming </li></ul><ul><li>Tree trimming services are also provided centrally by M & O. In-house crews respond to emergency trouble calls, including downed trees, hanging branches, and breakouts. Routine tree trimming is conducted on a 5-year cycle. Trouble calls should not be placed for routine tree trimming. </li></ul><ul><li>Annual Deep Cleaning </li></ul><ul><ul><li>Custodial staff at traditional calendar schools are responsible </li></ul></ul><ul><ul><li>for the annual deep cleaning of all facilities. Year-round </li></ul></ul><ul><ul><li>schools can elect to conduct their own annual deep cleaning or to receive these services from central-based crews. </li></ul></ul><ul><ul><li>Restrooms are all schools must be deep cleaned three </li></ul></ul><ul><ul><li>times per year and kitchens must be deep cleaned twice </li></ul></ul><ul><ul><li>per year. </li></ul></ul><ul><li>Training </li></ul><ul><li>While Area Operations Supervisors are always available </li></ul><ul><li>to assist with training for the custodial staff, M & O’s central training unit also is available to provide training and </li></ul><ul><li>mentoring services to the Plant Manager and custodial staff </li></ul><ul><li>at the Principal’s request. </li></ul>Central Operations
    16. 20. <ul><li>Gardening Services </li></ul><ul><li>All elementary schools receive approximately eight hours of gardening services from roving crews every two weeks. </li></ul><ul><li>Secondary schools receive the equivalent of 4-12 hours in daily gardening services. They can elect to have site-based gardening staff or receive services from central crews (e.g., A secondary school with the equivalent of 8 hours daily would receive services from a 5-member roving crew one day per week). </li></ul><ul><li>The Central Gardening crews also conduct small landscape projects (e.g., planting of flowers, bushes, small trees, etc.) funded by schools. </li></ul><ul><li>Landscape Services </li></ul><ul><li>Central-based crews provide weekly mowing and periodic renovation of secondary school athletic facilities. These crews also may conduct large projects involving the installation of new landscape. </li></ul>Central Operations
    17. 21. Definitions of M&O Terms <ul><li>What is Maintenance? </li></ul><ul><li>What is Deferred Maintenance? </li></ul><ul><li>What is not Maintenance? </li></ul><ul><li>What is Operations? </li></ul>
    18. 22. Maintenance <ul><li>Routine Repair & General Maintenance </li></ul><ul><li>“ Maintenance shall mean and include ordinary upkeep or repair work such as replacements in kind, repainting, replastering and reroofing. Reroofing shall be limited to one additional application and shall include an examination of the structural elements of the roof, walls, ceilings, and all other elements which may have suffered deterioration from moisture resulting from roof leaks…..” ( California Building Standards, Part 1, Title 24, California Code of Regulations, Article 2-Definitions) </li></ul>
    19. 23. Deferred Maintenance <ul><li>The Deferred Maintenance Program (DMP) provides State matching funds, on dollar-for-dollar basis, to assist school districts with expenditures for major repair or replacement of existing school building components so that the educational process may safely continue. </li></ul><ul><li>Typically, this includes roofing, plumbing, heating, air conditioning, electrical systems, wall systems, floor systems, etc. An annual Basic Grant is provided to districts for the major repair or replacement work listed on the Five Year Plan (Form SAB-40-20), which is a projection of deferred maintenance work to be performed on a district wide basis over the next five years. </li></ul>
    20. 24. <ul><li>Major Maintenance </li></ul><ul><ul><li>Roofing, Painting, </li></ul></ul><ul><ul><li>Flooring, HVAC Replacement, etc. </li></ul></ul><ul><li>Funded by up to .5% of </li></ul><ul><li>General Fund (part of 3%) </li></ul><ul><li>used as District contribution for qualifying for State Matching funds </li></ul>Deferred Maintenance Boiler beyond life expectancy <ul><li>Averaging $30M per year </li></ul><ul><ul><li>$30M State Match </li></ul></ul><ul><ul><li>Measure Y Funds for 5 years </li></ul></ul><ul><li>New Execution Unit </li></ul>
    21. 25. What is not Maintenance? <ul><li>Repair or replacement of furniture or equipment is not budgeted as a maintenance expense. Alterations and Improvements are projects that result in modification or addition to an existing facility. Maintenance and Operations areas commonly refer to these projects as A&I also known as OTM (other than maintenance). </li></ul><ul><li>These projects may include improvements to your site, construction, and additions to your facility, installation of new mechanical systems or remodeling of buildings. Maintenance work is funded by the Maintenance and Operations Branch, while schools must usually identify funding for alterations and improvements. </li></ul><ul><li>Schools should discuss their desired alteration and improvement work with their Complex Project Manager. He/she will work with Maintenance & Operations Branch in developing scope of work, preparing a job cost estimate and sends it to the site administrator for funding source identification. After funding verification, the project will be scheduled with in-house staff or contractor. </li></ul>
    22. 26. What is Operations? <ul><li>The functions of Operations Central & Regional Support are as follows: </li></ul><ul><li>Provide administrative, clerical, technical, and training support for all Operations functions at District schools </li></ul><ul><li>Establish and monitors standards, policies and procedures for the custodial, gardening, landscaping, tree trimming, and pest management programs </li></ul><ul><li>Operations & Training Unit Services – the custodial training staff has been augmented to provide wide range of training opportunities for custodial staff, including the following: </li></ul><ul><ul><li>Ten day intensive “fast-track” custodial certification training program for prospective Building & Grounds Workers (custodians). </li></ul></ul><ul><ul><li>Formal 10-day training program for Plant Managers and Assistant Plant Managers </li></ul></ul><ul><ul><li>Informal training and mentoring for PM & custodial staff at schools </li></ul></ul><ul><ul><li>Introduction of and training in the use of new custodial equipment & supplies. </li></ul></ul>
    23. 27. Cost Breakdown
    24. 28. The Complex Project Manager (CPM) <ul><li>“The Link to M&O” </li></ul><ul><ul><li>Provides “One Stop Service” on all Facility Needs </li></ul></ul><ul><ul><ul><li>Coordinates all School Repair/Renovation Projects </li></ul></ul></ul><ul><ul><ul><li>Acts as Liaison for all Centralized Services </li></ul></ul></ul><ul><ul><ul><li>Provides Technical Support for School Operations Issues </li></ul></ul></ul><ul><ul><ul><li>Works with Principals on “Top 10” list </li></ul></ul></ul>
    25. 29. Insert 1 Additional Pages <ul><li>Complex Project Manager’s </li></ul><ul><ul><li>Duties and Responsibilities </li></ul></ul><ul><ul><li>Job/Class Description </li></ul></ul><ul><ul><li>Top 10 List Form </li></ul></ul>
    26. 30. <ul><ul><ul><li>PRIORITIES </li></ul></ul></ul><ul><ul><ul><li>Response Time </li></ul></ul></ul><ul><ul><ul><li>Tracking </li></ul></ul></ul><ul><ul><ul><ul><li>School Log </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Maximo Report </li></ul></ul></ul></ul><ul><ul><ul><li>Service call manual </li></ul></ul></ul><ul><ul><ul><li>Service Call Unit Contact Info </li></ul></ul></ul><ul><ul><li>Phone: (213) 763-2911 </li></ul></ul><ul><li>Fax: (213) 765-9044 </li></ul><ul><li>School Mail Address: </li></ul><ul><li>Central Shops, Service Call Unit </li></ul><ul><li>1240 S. Naomi St. </li></ul><ul><li>Los Angeles, CA 90021 </li></ul><ul><ul><ul><li> </li></ul></ul></ul>Service Calls
    27. 31. Service Calls <ul><li>Receive ~ 250,000/year (~1,000/day) </li></ul><ul><li>Complete ~ 95% </li></ul><ul><ul><li>Average backlog 20,000 Calls </li></ul></ul><ul><li>Average Ages </li></ul><ul><ul><li>Completed – 22 days </li></ul></ul><ul><ul><li>“ Aging” – 80 days </li></ul></ul><ul><li>Priorities </li></ul><ul><ul><li>05 Emergency – 30 minute response </li></ul></ul><ul><ul><li>04 Routine/Urgent – 48 hour response </li></ul></ul><ul><ul><li>03 Routine/Medium – 30 day response </li></ul></ul>
    28. 32. <ul><ul><li>Immediate danger to staff and/or student health/safety </li></ul></ul><ul><ul><li>(30 MINUTE RESPONSE TIME, could be just a phone call) </li></ul></ul><ul><li>Examples include (but are not limited to): </li></ul><ul><li>a. Broken steam or water line causing flooding </li></ul><ul><li>b. Major sewer line stoppage </li></ul><ul><li>c. Gas leak </li></ul><ul><li>d. No electrical power in a large portion of facility </li></ul><ul><li>e. Overheated electrical circuits </li></ul><ul><li>f. Bells out of order and cannot be operated manually </li></ul><ul><li>g. Exterior doors, gates, or windows that are broken or will not lock </li></ul><ul><li>h. Swarm of bees, fire ants, rodent in food service area </li></ul><ul><li>i. Fire system failure </li></ul><ul><li>j. Fire sprinkler broken off </li></ul>Priority 05 Work- Emergency (Highest)
    29. 33. <ul><ul><li>Less immediate danger to health/safety </li></ul></ul><ul><ul><li>(48 HOUR RESPONSE TIME) </li></ul></ul><ul><ul><li>Examples include (but are not limited to): </li></ul></ul><ul><ul><ul><li>a. No heat on cold mornings </li></ul></ul></ul><ul><ul><ul><li>b. No air conditioning on hot days </li></ul></ul></ul><ul><ul><ul><li>c. Minor plumbing stoppages but other site facilities are available </li></ul></ul></ul><ul><ul><ul><li>d. Electrical power failure in a small portion of building </li></ul></ul></ul><ul><ul><ul><li>e. Bells out of order but can be manually operated </li></ul></ul></ul><ul><ul><ul><li>f. Obscene or gang-related graffiti </li></ul></ul></ul><ul><ul><ul><li>g. Broken marble </li></ul></ul></ul><ul><ul><ul><li>h. Broken gate hinges </li></ul></ul></ul><ul><ul><ul><li>i. Rodents on exterior, flies </li></ul></ul></ul><ul><ul><ul><li>j. Interior corridor doors broken or will not lock </li></ul></ul></ul><ul><ul><ul><li>k. Restroom stall door hinges broken </li></ul></ul></ul>Priority 04 Work-Urgent (Very High)
    30. 34. <ul><ul><li>No immediate danger to health/safety </li></ul></ul><ul><ul><li>(30 DAY RESPONSE TIME) </li></ul></ul><ul><ul><li>Examples include (but are not limited to): </li></ul></ul><ul><ul><ul><li>a. Breakdowns that pose no danger to health or safety </li></ul></ul></ul><ul><ul><ul><li>b. Ants on exterior of buildings, termites, weed with no tripping or fire hazard </li></ul></ul></ul><ul><ul><ul><li>c. Repair interior gate/fence where there is no danger to health or safety </li></ul></ul></ul>Priority 03 Work-Routine (Medium)
    31. 35. http://mo.laschools.org/fis/existing-facilities/m-and-o/maximo / SERVICE CALL MANUAL Service Call
    32. 36. Maintenance & Operations Service Call (Work Order Log Sheet)
    33. 37. Maintenance & Operations
    34. 38. <ul><ul><li>Service Calls Report </li></ul></ul><ul><ul><ul><li>Project Status Summary Report </li></ul></ul></ul><ul><ul><ul><li>Website: </li></ul></ul></ul><ul><ul><ul><li>Option 1: </li></ul></ul></ul><ul><ul><ul><li>http://mo.laschools.org/fis/existing-facilities/m-and-o/ </li></ul></ul></ul><ul><ul><ul><li>Option 2 : </li></ul></ul></ul><ul><ul><ul><li>Go to www.laschools.org </li></ul></ul></ul><ul><ul><ul><li>Click Existing Facilities </li></ul></ul></ul><ul><ul><ul><li>Click Maintenance & Operations </li></ul></ul></ul>M&O Website
    35. 39. Guide to Viewing Service Call Reports Online Guide to Viewing Service Call Reports Online
    36. 40. Querying the Service Call DB
    37. 41. Service Call Overview
    38. 43. Insert 2 List of CPM & Complexes <ul><li>Sample from District 1 </li></ul>
    39. 44. Operations Services & Processes <ul><li>Area Operations Supervisor </li></ul><ul><li>The Plant Manager </li></ul><ul><li>Job Description </li></ul><ul><li>Plant Manager’s Staff </li></ul>
    40. 46. Insert 3 Additional Pages <ul><li>AOS’ Duties & Responsibilities </li></ul><ul><li>Area Operations Supervisor (AOS) Class Description </li></ul>
    41. 47. Insert 4 Additional Pages <ul><li>Sample Form – Site Visit Observation Sheet </li></ul><ul><li>Sample of Restroom Inspection Sheet </li></ul><ul><li>Annual Cleaning Memo & Ballot Form </li></ul><ul><li>Unit C – Evaluation Procedures </li></ul><ul><li>Classified Employees Evaluation Forms </li></ul>
    42. 48. <ul><li>Include: </li></ul><ul><li>Cleaning Restrooms/Classrooms/Offices </li></ul><ul><li>Cleaning Eating Areas After Nutrition and Lunch </li></ul><ul><li>Removing Graffiti Throughout the Campus </li></ul><ul><li>Cleaning Exterior Buildings and Grounds </li></ul><ul><li>Cleaning Gyms/P.E. Areas </li></ul><ul><li>Cleaning Multi-Purpose Rooms </li></ul><ul><li>Cleaning Auditoriums </li></ul><ul><li>Cleaning Hallways/Stairways </li></ul><ul><li>Opening/Closing Gates, Buildings and Classrooms </li></ul><ul><li>Supporting Recycling Program </li></ul><ul><li>Performing Routine Repairs </li></ul><ul><li>Testing Fire Extinguishers </li></ul><ul><li>Setting up and Tearing Down Furniture for Events </li></ul><ul><li>Receiving Distributing Supplies </li></ul><ul><li>Flushing Water Fountains Each Morning </li></ul><ul><li>Monthly Fire Alarm and Extinguisher Inspection </li></ul>Site-Based Custodial Services
    43. 49. Insert 5 Additional Pages <ul><li>PM “The Quarter Back……..” </li></ul><ul><li>Class Descriptions for: </li></ul><ul><ul><li>Plant Manager </li></ul></ul><ul><ul><li>Assistant Plant Manager </li></ul></ul><ul><ul><li>School Facilities Attendant </li></ul></ul><ul><ul><li>Building & Grounds Worker </li></ul></ul><ul><ul><li>Gardener </li></ul></ul>
    44. 50. The “TIME” for Cleaning <ul><li>Allotments </li></ul><ul><li>Work Schedules </li></ul><ul><li>Inspections </li></ul>
    45. 51. <ul><li>Gardening services at elementary schools by central crews were reduced dramatically during the 1990’s. Duties were absorbed by building and grounds workers with no additional staff time. Some gardening services have been restored, but landscaping staff has not been included. </li></ul><ul><li>Gardening services at secondary schools have been reduced by more than 50% from 1960 levels. Currently middle schools receive 4 to 8 hours of service per day while senior high schools are allotted 8-12 hours per day. </li></ul>Factors Impacting Operations Staffing
    46. 52. Insert 6 Additional Page <ul><li>“ Allotments” and other Operation Terminology </li></ul><ul><li>Allotment Sheet </li></ul><ul><li>Tree Trimming Schedule </li></ul><ul><li>Bul-Y-1 Approved Trees & Plants </li></ul>
    47. 53. Insert 7 Additional Pages <ul><li>Bulletin No. DB-31: Overtime Policy for Classified Employees </li></ul><ul><li>Sample Forms </li></ul><ul><ul><li>Request for Custodial Overtime </li></ul></ul><ul><ul><li>Verification of Custodial Overtime </li></ul></ul><ul><ul><li>Custodial Overtime Procedures </li></ul></ul><ul><ul><li>Work Schedule for PM </li></ul></ul><ul><ul><li>Work Schedule for APM </li></ul></ul><ul><ul><li>Work Schedule for B&G Workers </li></ul></ul><ul><ul><li>B&G Inspection Report </li></ul></ul><ul><li>Disposal Practices for Storm water and Sewer Drains </li></ul><ul><li>Reference Guide #858- Daily Flushing Requirements for Drinking Fountains </li></ul><ul><li>M&O Procedure G-F-8: Fire Extinguisher Inspections & Use </li></ul><ul><li>Bulletin No. R-15: Nepotism Policy/Certification From for Classified Service </li></ul>
    48. 54. Bond Measures <ul><li>PROPOSITON BB - is a school bond measure that authorizes LAUSD to use $2.4 billion in bonds for the construction of new schools and the repair and modernization of existing schools through the district to improve local schools and relieve classroom overcrowding. The ballot measure was approved in April 1997 by 71% of voters. </li></ul><ul><li>MEASURE K - is a school bond measure that authorizes LAUSD to issue $3.35 billion in bonds for repair and renovation of existing schools and to build neighborhood schools to improve local schools and relieve classroom overcrowding. The measure was passed in November 2002 by 64% of voters. </li></ul>
    49. 55. Bond Measures <ul><li>Measure R - is a school bond measure that authorizes LAUSD to issue $3.87 Billion in bonds to continue repair/upgrade of aging classrooms and build neighborhood schools. The measure was passed in March 2004 by 63% of voters </li></ul><ul><li>Measure Y - is a school bond measure that authorizes LAUSD to issue $3.985 billion in bonds to continue repair/upgrade of aging classrooms and to build new neighborhood schools. The measure was passed in November 2005 by 66% of the voters. </li></ul>
    50. 56. Insert 8 Additional Pages <ul><li>Measure K – Fact Sheet </li></ul><ul><li>Measure R- Fact Sheet </li></ul><ul><li>Measure Y – Fact Sheet </li></ul><ul><li>Facility Condition Index (FCI) </li></ul>
    51. 57. Facilities Condition Index (FCI) <ul><li>The FCI is an industry recommended ratio used to measure the condition of a single building or portfolio of buildings. </li></ul><ul><li>It is calculated by dividing the Cost of Repairs by the Current Replacement Value of the building or building components in question. </li></ul><ul><li>The higher the FCI the worse the condition of the building or portfolio. </li></ul><ul><li>Facilities Services Division adopted FCI, its principles and practices for identifying, measuring and predicting the outcomes of facilities investments made through maintenance and repairs. </li></ul>
    52. 58. Facility Condition Index
    53. 59. District’s Facilities Condition Index <ul><li>Based on: </li></ul><ul><ul><li>Needs-based facilities assessment verified with site visits by Maintenance and Operations staff </li></ul></ul><ul><ul><li>Identified building system deficiencies </li></ul></ul><ul><ul><li>Projected life-cycle of building systems </li></ul></ul><ul><ul><li>Estimated replacement cost of facilities assets </li></ul></ul><ul><li>How FCI is used: </li></ul><ul><ul><li>Allocation of Deferred Maintenance funding </li></ul></ul><ul><ul><li>Allocation of Measure R and Measure Y bond funding </li></ul></ul><ul><ul><li>Considered in replacement strategies for District assets </li></ul></ul><ul><ul><li>District’s overall FCI as of April 2006 is 28.66% which is considered a poor rating. </li></ul></ul>
    54. 61. http://mo.laschools.org/fis/existing-facilities/m-and-o/ef-projects/
    55. 62. Mandated Regulations <ul><li>Brief Descriptions of the Programs </li></ul><ul><li>Asbestos and Lead </li></ul><ul><li>Fire Alarm Procedures </li></ul><ul><li>Illness and Injury Prevention Plan </li></ul><ul><li>Safe School Inspections </li></ul><ul><li>Clean Restroom Initiative </li></ul><ul><li>Integrated Pest Management </li></ul><ul><li>Williams Case and SARC </li></ul>
    56. 63. Asbestos & Lead Issues <ul><li>Asbestos Management Plan </li></ul><ul><li>Fire Log Book </li></ul><ul><li>Memo-3303.0 – Asbestos Inspection & Abatement Activities </li></ul><ul><li>Fire Life Systems Training for PM </li></ul><ul><li>RG#858- Daily Flushing Requirements for Drinking Fountains </li></ul><ul><li>Contact for Asbestos & Lead : </li></ul><ul><ul><li>Asbestos Technical Unit – (213) 745-1400 </li></ul></ul><ul><ul><li>Office of Environmental Health & Safety: (213) 241-3199 </li></ul></ul>
    57. 65. Fire/Life Safety <ul><li>Fire Log Book-M&O Procedure G-F-2 </li></ul><ul><ul><li>Fire Extinguisher Inspections & Use </li></ul></ul><ul><ul><li>Contact: </li></ul></ul><ul><li>Fire/Life Safety Test Group (FLSTG) </li></ul><ul><li> (323) 980-8443 </li></ul><ul><ul><ul><li>Tests/services fire sprinklers & fire alarms </li></ul></ul></ul><ul><li>Fire/Life Safety Group @ Central Shops </li></ul><ul><li>(213) 745-1598 </li></ul><ul><ul><ul><li>Tests/services fire extinguishers </li></ul></ul></ul>
    58. 67. Health & Safety Policies <ul><li>LAUSD’s Health & Safety Policy </li></ul><ul><li>Illness & Injury Prevention Program </li></ul><ul><li>Safety Inspection Guidebook </li></ul><ul><li>Safety Alert at School Sites Under Construction </li></ul><ul><li>Chemical Product Evaluation Request Form </li></ul><ul><li>S ample of Corrective Action Notice Issued by OEHS </li></ul>
    59. 70. ABC Elementary School 8960 Herrick Ave Sun Valley, CA 91352
    60. 71. Senate Bill 892- Clean Restrooms <ul><li>SB 892 was passed concerning clean restrooms. </li></ul><ul><li>It requires districts to maintain clean restrooms that are open during class instruction time and stocked with all necessary paper products and soap. It also requires the stalls to have doors and locks that are operable. Failure to do so may result in loss of deferred maintenance funds. </li></ul><ul><li>The Office of Public School Construction (OPSC) has been charged with enforcement of the law. They have developed a complaint form for the public to report improperly maintained restrooms. </li></ul><ul><li>Copy of SB-892 </li></ul><ul><li>CA Restroom Maintenance Instructions & Complaint Form </li></ul><ul><li>Bulletin-735 Restroom Policy </li></ul>
    61. 72. Restroom Initiatives <ul><li>Open Bathrooms - site plans have been developed for each secondary school and specify where student bathrooms are located and when they will be open each day, adequate to serve student needs. </li></ul><ul><li>Clean Bathrooms - the District has a schedule for cleaning and servicing </li></ul><ul><li>bathroom facilities at each school, restock soap and paper supplies. </li></ul><ul><li>Monitoring - nearly 300 School Facilities Attendants and Building and Grounds Workers have been hired to spot-clean, dispose of trash and restock soap & paper supplies. </li></ul><ul><li>Bulletin 735 – LAUSD Policy on Restroom Access, Cleanliness & Repair (March 2004) </li></ul><ul><li>LAUSD Clean Restroom Hotline 800-495-1191 </li></ul>
    62. 73. Williams Case Settlement <ul><li>Williams vs. State of California (Class Action Settlement) </li></ul><ul><li>Funded approximately 34.6 million square feet in assessments at 286 LAUSD sites – completed in Dec. 2005 </li></ul><ul><li>Establishes the “School Facilities Needs Assessment Grant Program” ($25million) and the “School Facilities Emergency Repair Account ”($100 million annually statewide - reimbursement) </li></ul><ul><li>District must establish a facilities inspection system for all facilities in order to qualify for Facilities Grants funds and Deferred Maintenance funds </li></ul><ul><li>Leverage resources to capture remaining FCA </li></ul>
    63. 74. School Accountability Report Card <ul><li>The SARC is used as the source of information for the Williams compliance reviews conducted by the Los Angeles County Office of Education (LACOE) that are conducted at the beginning of each school year. </li></ul><ul><li>The Williams schools are those schools that ranked in deciles 1-3 on the 2003 Base API. </li></ul><ul><li>School Facilities - one of the data elements that is required by the state to be included in the SARC. </li></ul><ul><li>REF – 3454 LAUSD SARC ’05-’06 </li></ul>
    64. 75. Integrated Pest Management <ul><li>Adopted by Board of Education in 1999 </li></ul><ul><li>Implemented a District-wide training program </li></ul><ul><li>Encourages reduced risk substances </li></ul><ul><li>Pest exclusion, improved sanitation, habitat modification </li></ul><ul><li>For more info: </li></ul><ul><ul><li>Department of Pesticide Regulation (916) 445-4300 </li></ul></ul><ul><ul><li>AB 2260 “Healthy Schools Act of 2000 </li></ul></ul>
    65. 76. IPM Policy Overview <ul><li>School environments that are free of pests, such as ants, cockroaches, and rodents have positive impact on the learning conditions and the health and safety of students, staff, parents and the community. </li></ul><ul><li>The IPM policy provides guidance and direction in managing pests, while minimizing the use of pesticides, with the ultimate goal of not using any pesticides </li></ul>
    66. 77. IPM References <ul><li>Integrated Pest Management Policy </li></ul><ul><li>IPM Procedures Manual </li></ul><ul><li>Pesticide Application Required Posting </li></ul><ul><li>Approved Pesticide List </li></ul>
    67. 78. <ul><li>Funding Limitations – 3% a ceiling or floor?; B&G underfunded </li></ul><ul><li>Large Area of Responsibility - 14,000 structures, 72 million square feet, 5,800 acres, dispersed over 704 square miles </li></ul><ul><li>Aging Facilities - Average age of school facilities is 46 years </li></ul><ul><li>Increasing Inventory - Adding 150 new schools to the existing 1,100 schools and centers, without increasing Maintenance budget </li></ul><ul><li>Breakdown Maintenance - Over 250,000 Trouble Calls per year </li></ul><ul><li>Preventive Maintenance – Transition from trouble call focus </li></ul><ul><li>Broad Spectrum of Equipment - 58,000 HVAC Units </li></ul><ul><li>High Utilization – 200 Year-Round schools, large summer programs, Joint-Use </li></ul><ul><li>Vandalism and Graffiti - Cost up to $15M per year </li></ul><ul><li>Special Initiatives - 7,500 Student Restrooms, 30% increase in “green space” </li></ul><ul><li>30 Years of Neglect - $5.8B Repair Backlog to bring FCI to “Fair” </li></ul><ul><li>Staffing Challenges - Up to 15% Vacancy Rates </li></ul><ul><ul><li>Temporary Hires </li></ul></ul><ul><ul><li>A/B Letter Contracts </li></ul></ul>M&O Challenges
    68. 79. Underfunded Custodial Services *Based on an estimated 60% of a day custodian’s time spent performing non-redundant tasks. The remaining 40% is spent on redundant restroom cleaning during the school day and non-cleaning duties (e.g., testing fire extinguishers, or setting up for events). <ul><li>Currently underfunded by approximately 30% based on Board-approved formula and 30-40% based on cleaning industry standards </li></ul><ul><li>Average Building and Grounds Square Footage/FTE Custodian </li></ul><ul><ul><li>LAUSD: 97,067 ft2/custodian (buildings and grounds)* </li></ul></ul><ul><li> 23,494 ft2/custodian (buildings only)* </li></ul><ul><ul><li>American School & University – 35th Annual M&O Cost Study of School Districts, April 2006 : </li></ul></ul><ul><li> 25,173 sq ft/custodian (buildings and grounds) </li></ul>
    69. 80. Underfunded Custodial Services Custodial Allotment Analyses: <ul><li>Underfunded by approximately 30% based on Board-approved formula. </li></ul><ul><li>Underfunded by 30-40% based on industry standards. </li></ul><ul><ul><li>Average staffing deficit at District sites using Super Ace (software system for determining cleaning task allotments based on industry standards) = 31% </li></ul></ul><ul><ul><li>(Graffiti removal, daily flushing of drinking fountains, testing of handicapped lift systems, and daily checking of fire extinguishers not accounted for in the formula) </li></ul></ul><ul><ul><li>Average staffing deficit at District sites using California Association of School Business Officials (CASBO) formula = 43% </li></ul></ul><ul><li>Up to 6% vacancy rate </li></ul>
    70. 82. Fairfax High School Student Restroom, March 12, 2007 (one week after being repainted)
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