The Division of Maintenance: Supporting Student Success

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The Division of MaintenanceSupporting 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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MISSION

• The 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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ORGANIZATION
BOARD OF EDUCATION
SUPERINTENDENT OF SCHOOLS
OFFICE OF THE CHIEF OPERATING OFFICER
DEPARTMENT OF FACILITIES MANAGEMENT
DIV OF MAINT
Div Of Const
Div Of School Plant Opns
Energy Utilities (Green Schools)
Real Estate
Div Of Long Range Planng
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DIVISION OF MAINTENANCE
Director Assistant Director Shady Grove Depot
Shady Grove Offices Shops
Maintenance Depots
Accounting Office
Accounting
Industrial Equipment Repair shop
Bethesda Maint Depot (BMD)
Electronics Shop

Materials Fabrication and Rigging Shop
Energy Management Office
Clarksburg Maint Depot (CMD)
PLAR/Contracting Office
Environmental and Automation Services
Randolph Maint Depot (RMD)
Renovation and Carpentry Shop
Heavy Equipment Shop
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MAINTENANCE DEPOT AREAS
BMD Bethesda CMD Clarksburg RMD
Randolph SGD Shady Grove
County Line
County Line
CMD 280 Sq Miles 71 Facilities
RMD 110 Sq Miles 66 Facilities
SGD
N
BMD 110 Sq Miles 71 Facilities
County Line
County Line
Note Service areas (Sq Mi) are
estimates
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MAINTENANCE DEPOT(Bethesda Clarksburg Randolph)
(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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TYPES OF WORK PROJECTS

• 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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TYPES OF WORK PROJECTS

• 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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TYPES OF WORK PROJECTS

• 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
  divisions 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 Superintendents recommendations for
  operating and capital budgets

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THANK YOU !!
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ADDITIONAL INFORMATIONSLIDES(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
Bethesda Depot
Schools
Work Requests
Shady Grove Depot
Clarksburg Depot
Schools
Work Requests
Randolph Depot
Schools
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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
Bethesda Depot
Schools
Clarksburg Depot
Shady Grove Depot
Schools
Randolph Depot
Schools
Help is coordinated by 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 CONTACTANDEMERGENCY INFO
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DAYTIME POINTS OF CONTACT

• Bethesda Maintenance Depot (BMD)
• Manager Jim Auth Asst Mgr Stan Jones
• Phone [phone] (600 AM 230 PM)
• Clarksburg Maintenance Depot (CMD)
• Manager (Acting) Ronald Ehlman
• Phone [phone] (600 AM 230 PM)
• Randolph Maintenance Depot (RMD)
• Manager Kenny Hoyle Asst Mgr Brenda Wilhelm
• Phone [phone] (600 AM 230 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 (700 AM - 330 PM)
• General Assistance (Shady Grove Depot)
• Phone [phone] (700 AM 330 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-contacts 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