Current through Bulletin 2024-06, March 15, 2024
The purpose of these programs and standards is to outline the
minimum requirements for maintaining state owned facilities and infrastructures
in a manner that will maximize the usefulness and cost effectiveness of these
facilities in enhancing the quality of life of Utah state employees, citizens,
and visitors. Additional work may be required to satisfy code or judicial
requirements. All agencies and institutions shall comply and will be audited
against these standards by the division. Exempt agencies are to review their
maintenance programs against these standards and to report the degree of
compliance for each of their individual building level or complexes to the
Legislature through the division.
(1)
Documentation.
(a) Architectural and
Mechanical.
(i) At least one copy of the
Operations and Maintenance Manuals shall be maintained at the facility or
complex.
(ii) At least one copy of
the architectural, mechanical, and electrical as-built drawings shall be
maintained at the facility or complex.
(iii) A mechanism shall be provided whereby
as-built drawings are promptly updated upon changes in the structural,
mechanical, electrical, or plumbing systems.
(iv) As-built drawings shall be reviewed
periodically to ensure that they reflect the current building or infrastructure
configuration to be maintained at the facility or complex.
(v) Reserve copies of all building
documentation shall be archived in an appropriate and separate location from
the facility.
(2) Equipment Data Base and Tagging.
(a) An appropriate equipment numbering system
shall be utilized and metal, plastic tags, or labels placed on all building
equipment and electrical panels.
(b) All equipment name plate data shall be
collected, documented, and filed in a computerized data base or computerized
maintenance management system (CMMS).
(3) Corrective Maintenance.
(a) A work request system shall be defined
and made available to the user of the facility or infrastructure so that
maintenance problems can be reported and logged promptly by the maintenance
department. A log of all requests shall be maintained indicating the date of
the request and the date of completion.
(b) A work order system shall be established
to govern the procedures for corrective maintenance work. The work order system
shall capture maintenance time, costs, nature of repair, and shall provide a
basis for identifying maintenance backlog on the facility or
infrastructure.
(c) Maintenance
backlogs on the facility or infrastructure shall be regularly reviewed and
older requests processed so that no request goes unheeded and all requests are
acted upon in a timely manner.
(d)
A priority system for corrective maintenance shall be established so that
maintenance work is accomplished in an orderly and systematic manner. The
facility user shall be made aware of the priority of requested maintenance and
the time expected to accomplish the correction. If the stated goal cannot be
met, the user shall be informed of the new goal for completing the
request.
(e) The agency and
institution shall report to the director current and accurate operations and
maintenance costs tracked to the individual building level for any facility
measuring 3,000 GSF or greater. Locations consisting of multiple facilities
that individually do not meet the minimum GSF requirement shall be required to
report operations and maintenance costs at the campus or complex level.
Reporting for individual building operations and maintenance cost shall be
reported no later than October 1 of each year.
(f) All operations and maintenance
expenditure reports for both direct and indirect cost shall contain current and
accurate costs including: utilities, electrical, gas or fuel, and water and in
certain cases steam, high temperature water, chilled water and sewer may need
reporting, labor, materials, custodial, landscape and grounds services,
insurance, travel, leasing, and rent. The direct and indirect costs shall be
adjusted for inflation based on the applicable portion of the consumer price
index in the reasonable discretion of the director.
(4) Preventive Maintenance.
(a) State facilities managers shall automate
preventive maintenance scheduling and equipment data bases.
(b) All equipment including chillers,
boilers, air handlers and associated controls, air compressors, restroom
exhaust fans, domestic hot water circulating pumps, automatic door operators,
temperature control devices, shall be on a computer based preventive
maintenance schedule. The frequency of preventive maintenance procedures shall
be determined by manufacturer's recommendations and local craft expertise and
site-specific conditions.
(c) A
filter maintenance schedule shall be established for HVAC filters and a record
of filter changes maintained.
(d)
Preventive maintenance work orders shall be issued for both contract and in
house preventive maintenance and the completion of the prescribed maintenance
requirements documented.
(e)
Emergency generators shall be test run at least monthly. If test runs are not
automatic, records of these test runs shall be maintained at the site. At least
yearly, the transfer from outside power to emergency power shall be scheduled
and successfully performed.
(5) Boilers.
(a) Steam Boilers.
(i) Steam boilers shall be checked daily when
operational or on an automated tracking system.
(ii) Low water cut off devices shall be
checked for actual boiler shut down at the beginning of the heating season and
at least quarterly thereafter by duplicating an actual low-water
condition.
(iii) Boiler relief
valves shall be tested for proper operation at least annually.
(iv) A record of these tests shall be
maintained near the location of the boiler.
(v) A daily log of the operating parameters
shall be maintained on boilers when they are operational to include pressures,
temperatures, water levels, condition of makeup and boiler feed water, and name
of individual checking parameters.
(b) Hot Water And Steam Boilers
(i) All boilers shall receive inspections and
certification as required from an authorized state agent or insurance
inspector. The certificate of compliance shall be maintained at the
boiler.
(ii) Monthly tests of
boiler water pH and Total Dissolved Solids shall constitute the basis upon
which to add water treatment chemicals. A log of these tests shall be
maintained in the boiler room.
(6) Life Safety.
(a) All elevators shall receive regular
inspections and maintenance by certified elevator maintenance contractors.
Records of such maintenance shall be maintained at the site. Telephones within
elevators shall be checked monthly for proper operation.
(i) All elevators shall have current Permits
to Operate posted near the elevator equipment as required by the Utah State
Labor Commission.
(b)
Fire Protection Equipment.
(i) Detection and
notification systems including control panel, smoke detection devices, heat
sensing devices, strobe alarm lights, audible alarm indicating devices, phone
line communication module, shall be inspected annually and tested for operation
at least semi-annually by a properly certified technician. A record of these
inspections shall be maintained and the FACP needs to be properly tagged as
required by the Utah State Fire Marshal.
(ii) Halon or Ansul pre-action systems shall
be inspected and tested by a certified inspector semi-annually to ensure their
readiness in the event of a fire. Testing and inspection of these systems shall
be documented.
(iii) Fire
extinguishers shall be inspected monthly and tagged annually by a certified
inspector and all tags should be properly and legibly completed.
(iv) Automatic fire sprinkler systems,
standpipes, and fire pumps shall be inspected annually by a certified
technician. Tags should be properly and completely filled out including the
type of inspection, month and year those inspections were performed, the person
who performed the inspection, and the certificate of registration number of the
person performing the inspection.
(c) Uninterruptible power supply systems for
data processing centers shall be inspected and tested appropriately to ensure
their readiness in the event of external power interruptions. Maintenance on
these systems shall be documented.
(d) Emergency directional and exit devices
including exit signs, emergency lights, ADA assist equipment, alarm
communicators, shall be inspected at least quarterly for proper
operation.
(7) Air
Conditioning and Refrigerated Equipment.
(a)
Chillers.
(i) A daily log or computerized log
of important data including chilled water supply and return temperature,
condenser water supply and return temperature, current draw, outside air
temperature, oil level and pressure, should be kept, and the information
trended to identify changes in the system operation. The causes of change
should then be determined and corrected to prevent possible system
damage.
(ii) The systems shall be
leak checked on a quarterly basis during the operating season and once during
the winter.
(iii) A factory trained
technician should perform a service inspection annually to include an oil
analysis. Any abnormal results should be discussed with the chiller
manufacturer to determine a proper course of action.
(iv) Chillers shall not be permitted to leak
more than 15% of their total charge annually. Losses exceeding this amount are
in violation of the law and may result in costly fines.
(v) Should refrigerant need to be added to a
system, document the amount of refrigerant added; the cause of the loss; and
type of repairs done.
(vi) An
adequate supply of refrigerant for the uninterrupted operation of existing CFC
chillers shall be maintained until the chiller is converted or replaced.
Examples of CFCs are R11, R12, R113, R502.
(vii) Maintenance personnel that perform work
other than daily logs and visual inspections on CFC chillers or refrigeration
equipment containing CFCs or HCFCs must by law have an EPA certification
matching the type of equipment being serviced.
(viii) The condition of refrigerant cooling
water systems such as cooling towers shall be checked visually at least weekly
for algae growth and scaling and appropriate treatment administered.
(b) Roof Top and Package Units.
(i) Annually check and clean as needed the
condenser coil and evaporator coil.
(ii) The following preventive maintenance
items shall be completed annually: tighten belts, oil motors, leak check, clean
evaporator pans and drains.
(iii)
Quarterly check filters and replace where necessary.
(c) Small Refrigerated Equipment.
(i) Annually clean condenser coil.
(ii) Annually oil the condenser fan motor and
visually inspect the equipment and make necessary repairs as needed.
(8) Plumbing.
(a) All Backflow Prevention Devices shall be
tested by a certified technician at least annually and proper documentation
shall be filed with the appropriate agency. Proper documentation shall be kept
on site and readily available.
(b)
Cross-connection control shall be provided on any water operated equipment or
mechanism using water treating chemicals or substances that may cause pollution
or contamination of domestic water supply.
(c) Any water system containing storage water
heating equipment shall be provided with an approved, UL listed, adequately
sized combination temperature and pressure relief valve, and must also be
seismically strapped.
(d) Pressure
vessels must be tested annually or as required and all certificates must be
kept current and available on site.
(9) Electrical Systems.
(a) All electrical panels shall have a
thermal-scan test performed bi-annually on all components to identify hot spots
or abnormal temperatures. The results of the test shall be
documented.
(b) A clearance of
three feet, or as required by NEC shall be maintained around all electrical
panels and electrical rooms shall not be used for general storage.
(c) Every electrical panel shall be properly
labeled identifying the following: panel identifier; area being serviced by
each individual breaker; and equipment being serviced by each breaker or
disconnect.
(d) All pull boxes,
junction boxes, electrical termination boxes shall have proper covers in place
and panels accessible to persons other that maintenance personnel shall remain
locked to guard against vandalism or personal injury.
(e) Only qualified electrical personnel shall
be permitted to work on electrical equipment.
(10) Facility Inspections.
(a) The facility shall periodically receive a
detailed and comprehensive maintenance audit. The audit shall include HVAC
filter condition, mechanical room cleanliness and condition, corrective and
preventive maintenance programs, facility condition, ADA compliance, level of
performance of the janitorial service, condition of the grounds, and a customer
survey to determine the level of user satisfaction with the facility and the
facility management and maintenance services.
(b) A copy of the audit shall be maintained
at the facility.
(c) Each year a
Facility Risk Management Inspection shall be conducted, documented, and filed
with the Risk Management Division of the Department of Government
Operations.
(d) Actions necessary
to bring the facility into compliance with Risk Management Standards for
routine maintenance items shall be completed within two months following the
Risk Management Inspection. Items requiring capital expenditures shall be
budgeted and accomplished as funds can be obtained.
(e) Every five years the facility shall be
inspected and evaluated by an Architect/Engineer (A/E), qualified third party
or qualified in-house personnel to determine structural and infrastructural
maintenance and preventive maintenance needs.
(i) The structural inspection and evaluation
may include interior and exterior painting, foundations, walls, carpeting,
windows, roofs, doors, ADA and OSHA compliance, brick work, landscaping,
sidewalks, structural integrity, and exterior surface cleanliness.
(ii) The mechanical and electrical evaluation
shall include the HVAC systems, plumbing systems, security, fire prevention and
warning systems, and electrical distribution systems.
(f) The inspection shall be documented and
shall serve as a basis for budgeting for needed capital improvements.
(g) Intrusion alarm systems that communicate
via phone line shall be tested monthly to ensure proper operation.
(h) Periodic inspections of facilities may be
requested of local fire departments and the identified deficiencies promptly
corrected. These inspections and corrections shall be documented and kept on
file at the facility.
(11) Indoor Air Quality and Energy
Management.
(a) Indoor air quality shall be
maintained within pertinent ASHRAE, OSHA, and State of Utah
guidelines.
(b) All individual
building utility costs such as gas, electric, and water at facilities meeting
the criteria listed in Section 3.5 of the Facility Maintenance Standards shall
be metered and reported back to the director by October 1 of each year and made
available at the facility so that energy usage can be accurately determined and
optimized.
(c) Based on the ongoing
analysis of energy usage, appropriate energy conservation measures shall be
budgeted for, implemented, and the resulting energy savings
documented.
(12) The
following documents shall be on hand at the facility where applicable, in an up
to-date condition:
(a) A Hazardous Materials
Management Plan;
(b) An Asbestos
Control and Management Plan;
(c) A
Laboratory Hygiene Plan;
(d) A
Lockout or Tag out Procedure for Performing Maintenance on Building
Equipment;
(e) A Blood Born
Pathogen Program;
(f) An Emergency
Management Plan to include emergency evacuation and disaster recovery;
and
(g) A Respirator
Program.