A preventive maintenance program has been established to: A. Increase the life of a building and its mechanical system;

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1 Preventive Maintenance I. Purpose The purpose of this regulation is to define a preventive maintenance system for buildings and grounds and to provide general procedures to implement this system. II. Scope Preventive maintenance is defined as a periodic inspection of school buildings and equipment to uncover conditions leading to breakdowns or harmful depreciation. This concept includes correction of problems to avoid major work and to adjust or repair while they are still minor. A preventive maintenance program has been established to: A. Increase the life of a building and its mechanical system; B. Provide for safety of the building's occupants; C. Ensure the facility is maintained in a healthful and sanitary condition; and D. Establish the best environment possible that available resources permit to support the requirements of the instructional program. III. Responsibilities A. The preventive maintenance function for buildings and grounds is a responsibility of the Supervisor of Facilities Management. Building Services personnel are assigned to carry out preventive maintenance functions. B. Building administrators are also responsible for inspection of their respective buildings and equipment, and to bring any discrepancies to the attention of the Office of Facilities Services.

2 Page 2 C. Building administrators shall establish a responsible manager for the building engineer to report and coordinate all preventive maintenance activities. In schools, it is recommended that this manager be a principal or assistant principal. IV. Procedures A. Building engineers shall be assigned to inspect each facility on a periodic basis. Depending upon the size of the building and the scope of the inspection requirements, building engineers may be assigned on a roving basis or a fulltime basis. The Supervisor of Facilities Management will make all decisions on the assignment of Building Services personnel based on preventive maintenance inspection requirements and the number of personnel available for this function. B. The Building Services personnel shall also be used by the Supervisor of Facilities Management to coordinate preventive maintenance inspections by contract personnel or specialized maintenance personnel from the individual maintenance shops. The ability to guide personnel to proper locations and point out a particular problem shall greatly improve productivity and improve the overall preventive maintenance inspection process. C. Building Services personnel shall follow a preventive maintenance schedule to ensure continuing inspection of critical items which are essential to the proper functioning of buildings and related equipment. The time required to inspect the items on the preventive maintenance schedule shall determine the remaining time available for the Building Services personnel to satisfy the building administrator's requirements. D. Building administrators shall prepare a list of items they wish to be inspected or repaired and furnish this list to Building Services personnel (see Attachment I). Schools may use their own internal work order form to facilitate department reporting of deficiencies. Upon completion of Building Services inspection, the form shall be returned to the building administrator with resulting work actions indicated. For those deficiencies and repair requirements beyond the time available and skills of the Building Services personnel, the building administrator shall report those items by work order request to the Office of Facilities Services.

3 Page 3 E. Building Services personnel shall normally follow a specific work schedule at each building. If for some reason the Building Services personnel is going to be absent or not follow his normal schedule, the Building Services foreman shall notify the building administrator of the absence. F. On an annual basis, a representative from the Building Services staff of the Office of Facilities Services shall inspect each building or school with a building administrator to review the overall physical condition of the building. The purpose of this program is to evaluate the periodic maintenance program, review major building problems, and consider possible major improvements to buildings and grounds. The Associate Superintendent for Finance and Support Services (or designee) is responsible for implementing and monitoring this regulation. The Associate Superintendent for Finance and Support Services (or designee) is responsible for reviewing this regulation in PRINCE WILLIAM COUNTY PUBLIC SCHOOLS

4 Attachment I Discrepancy Report Regulation Date School TO: FROM: SUBJECT: Building Services Personnel Building Administrator Building or Grounds Discrepancies Area or Work Completed No. Discrepancy Room No. Date Name

5 Attachment II Regulation TO: Date FROM: SUBJECT: Supervisor of Facilities Management Preventive Maintenance Evaluation In accordance with Regulation , the preventive maintenance inspection process is reviewed semi-annually. Please complete the following evaluation and return it to my office within 15 days. BUILDING ENGINEER: CONTACT PERSON: I. 1. Inspects building on a regular basis. 2. Conducts maintenance work in a methodical manner. 3. Maintains good rapport with staff. 4. Informs building administrator of major maintenance problems. 5. Performs job functions in a courteous, helpful manner. 6. Assists in coordinating maintenance work orders. 7. Coordinates maintenance workers and contract workers in locating and completing tasks. 8. Performs complete, thorough inspections. 9. Maintains good communications with the building administrator. II. OVERALL EVALUATION 1. Physical condition of building. 2. Building engineer's performance. Unsatisfactory Satisfactory Excellent III. ADDITIONAL COMMENTS (Praise or Criticism): Signature of Evaluator