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Scheduled Maintenance Summary
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Scheduled Maintenance
Scheduled replacement, repair, or refurbishment
The preservation and enhanced operation of school plants requires an expenditure
of labor and materials based on a predictable timetable and/or use schedule. This work
involves both maintenance crews and contracted services. These large jobs call for
substantial funds. A regular schedule permits the budgeting for these items to be spaced
out over a period of time. In this way, SMCPS is alerted to the long-term maintenance
needs of the school system and can allocate annual funds on a more predictable basis.
The Department of Maintenance schedules presented here are subject to revision
when conditions mandate that a project be moved up in its schedule or a particular job
may be deferred to a later time because of excellent care. While the schedules do
indicate a year in which certain services should be provided, it is clear that this represents
an effort to anticipate needs. Therefore, the year is only a guide and not a firm
commitment. (See Planning and Assessment, page 49).
Maintenance Schedules Frequency
Roof Replacement
See Appendix A 25 - 30 years
Roof replacement occurs when conditions
warrant roof replacement. This is covered
under the Capital Improvements Program.
HVAC Replacement
See Appendix B 25 - 30 years
HVAC replacement occurs when conditions warrant
replacement. This is covered under the Capital
Improvements Program.
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Bituminous Pavement Resurfacing
See Appendix C 10 years seal coat
Bituminous paving occurs when conditions warrant 20 year resurfacing
or the timetable factors dictate sealing or resurfacing.
This includes repair of concrete gutters and curbing, as
well as re-striping.
Oil Tank Testing
See Appendix D 15 years from
Tank testing completed based on state and installation
federal compliance regulations. The following items 5 years thereafter
are performed by a state approved contractor:
Tank integrity testing
Line and leak detector testing
Containment testing
Pascal perfect testing
Painting – Interior
See Appendix E 12 years
Paint ceilings (would not include ceiling tiles)
and I-beams, if required
Paint all interior walls including classrooms,
closets, storage rooms, hallways, bathrooms,
offices, etc.
Paint all door and window frames
Paint all interior doors, if applicable
Paint built-in shelving or casework
Painting – Exterior
See Appendix F 10 years
The exterior painting of schools would include,
but is not limited to:
Paint any exterior wood sheathing
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Paint metal flashing
Paint exterior doors and window frames
Paint entrance canopies
Carpet Replacement
See Appendix G 12 years
Carpet replacement occurs in administrative areas,
media centers, and computer rooms only and are done
primarily due to environmental conditions that occur
within our facilities or where terminable factors dictate.
As carpeting is removed, VCT tile is re-installed in
classroom environments, to minimize the environmental
and indoor air quality issues.
Floor Tile Replacement
See Appendix H 35 years
Floor tile replacement occurs when conditions of floor
degradation occurs, or during asbestos abatements.
Vehicle Replacement
See Appendix I 10 years or 200,000
When conditions warrant or timetables dictate vehicle miles
replacement is completed through a bid process.
Boiler Inspections Yearly
Boiler inspections occur annually as an assurance to
the Maryland Association of Boards of Education insurance
provider, informing that boilers are being maintained
properly. The following items are included in the inspection:
Blow down of relief valves
Regular checks and testing of relief valves
Boiler inspections and burner inspections and testing
Efficiency calibration of oil and air
Safety inspection of controls and temperature device
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Provide boiler safety and operational training to the on-site operations staff
Inspection of mechanical linage and couplings
Inspection of emergency switches
Cleaning and inspection of weld and fabricated joints, seams, and gaskets
Inspection of flame safeguards to ensure proper shut down and relight
sequence
Low water cut-off testing while in operation sequence
State and federal compliance inspection of pressure vessels
Tennis Court Resurfacing 10 years
Tennis court resurfacing occurs when conditions warrant
or timetables factor dictates resurfacing and/or overlay.
Track Resurfacing 10 years
Track resurfacing occurs when conditions warrant
or timetables factor dictates resurfacing and/or overlay.
Bleacher Replacement (Interior/Exterior) 30 years
Bleacher replacement occurs when timetable factors
dictate or a major defective structural component is
identified on the semi-annual inspections that cannot be repaired.
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PREVENTIVE MAINTENANCE SCHEDULE
FREQUENCY
Daily
Weekly
Monthly
Quarterly
Sem
i-Annual
Bi-A
nnual
Other
ITEM DESCRIPTION
Fire Alarm System Certify system operations X X
Sprinkler System Inspect and test flow, pumps, and bells X
Kitchen Hood Systems Inspect and repair X
Fire Extinguishers Inspect, tag, and charge as necessary X
State Fire Inspection Fire Marshall inspection X
Emergency Lighting Check operation X
Emergency Generators
Test run, PM power plant, and load transfer equipment
X
Health Inspection Health Department inspection-kitchen and water X X
Water Testing Coliform and nitrate testing X
Copper and Lead X
Security System Check system operation X
Therapy Pools Filters and other equipment X
Septic Tanks Pump and Clean X
Grease Traps/Exterior Pump and Clean X
Grease Traps/Interior Pump and Clean X
Clock & Bell Systems Inspect and check operation X
Bleacher-Telescoping Operate, inspect, and repair X
Boiler Tube Cleaning Brush clean boiler tubes X
Boiler Inspection Inspect X
Oil Burner Clean, check nozzle, electrode, and efficiency test X
Boilers Check low water cutoffs and relief valves X X
Playground Inspection Inspect and make repairs to playground X X
Air Compressors Check operation, oil level, belt tension, drain tank X
Pumping Systems Check seals, couplings, strainers, and lubricate X
AHU & Unit Ventilators Check motor, controls, filters, belts, and lubricate X
Air Conditioning Units Check operation X
Kitchen Equipment Clean coils, inspect refrigeration system X
Cooling Towers Check nozzles, pumps, controls, and valves X
Oil Tanks Stick level X
Safety Inspection Building Safety Inspection X X
Roof Cleaning Remove debris and clean drains X
Maintenance Vehicles Change oil and filters, and tune up X
Vehicle Inspections
Annual inspection based on Maryland registration inspection
X
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Roof Replacement Schedule / Appendix A
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HVAC Replacement Schedule / Appendix B
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Bituminous Paving Replacement / Appendix C
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Oil Tank Testing Schedule / Appendix D
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Interior Repainting Schedule / Appendix E
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Exterior Repainting Schedule / Appendix F
This page has been intentionally left blank
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Carpet Replacement Schedule / Appendix G
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Floor Tile Replacement Schedule / Appendix H
This page has been intentionally left blank
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Vehicle Replacement Schedule / Appendix I
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Maintenance Staffing Assessment 2016
Total Facilities Square Feet 2,323,369
Relocatable 118,320
Total Number of Staff 39.7
STAFFING NUMBER Sq. Ft. Per staffing function
Carpenters 4 610,422
Cabinet Maker 1 2,441,689
Plumbers 3 813,896
Electricians 3 813,896
HVAC 6.5 375,644
Food Service Delivery 0.2 12,208,445
Fire Security 1 2,441,689
Roofers 2 1,220,845
Painters 2 1,220,845
Locksmith 1 2,441,689
Grounds 3 813,896
Vehicle Mechanics 1 117 vehicles / 24 buses
FMS Operator 0.5 2,441,689
Wastewater Treatment 0.5 2,441,689
Plant Operator
Work Management 1 2,441,689
Team Leaders 5 488,338
Foremen 2 1,220,845
Accounting Clerk, Sr. 1 2,441,689
Secretarial 1 2,441,689
Director 1 2,441,689
Total Staff 39.7
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Equipment Summary
ITEM QUANTITY
Relocatables 76
Chillers 23
Boilers 71
A/C Roof Top Units 298
A/C Units 844
Cooling Towers 5
Fire Sprinkler Heads 14,500
Smoke Detectors 840
Fire Alarm Horn/Strobes 2,860
Strobes 2,180
Fire Extinguishers 1,850
Vehicles 117
Buses 24
Commercial Refrigerators 45
Commercial Freezers 45
Commercial Dishwashers 27
Commercial Gas Stoves 40
Commercial Ice Machines 40
Electrical Panels (Starters,
Disconnects, etc.)
3,560
Electrical Receptacles 19,560
Interior Lights 26,570
Exterior Lights 875
Urinals 230
Lavatories 1,190
Faucets 1,750
Water Coolers/Fountains 730
Sewage Plants 2
Lift Stations 7
Bleachers 49 Sets (Int./Ext)
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ITEM QUANTITY
Bathroom Partitions 336 sets
Wall Lockers 12,000
Doors 17,832
Associated Key Ways 12 different types
Parking Lots 74
Tennis and Basketball Courts 17
Cafeteria Tables 560
Miles of Fencing 149
Mechanical Piping 102 miles
Electrical Wiring 270 miles
Faucets 1,800
Clocks 5,040
Electric Motors 1/32 HP-100HP 9,480
Emergency Generators—Electrical 21
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2016 Work Order Closure Summary
FACILITY Building Trades
Engineering Trades
All other
Groups
Total By Facility Type %
Elementary Schools 2,350 2,477 634 5,461 49
Middle Schools 636 694 214 1,544 14
High Schools 1,099 1,184 321 2,614 23
Centers 111 79 58 248 3
Offices 376 281 728 1,385 13
Support Facilities 50 27 13 90 1
GRAND TOTALS 4,622 4,742 1,968 11,342 100%
41%
42%
17%
CLOSED WORK ORDERS BY ASSET GROUP
BuildingTrades
EngineeringTrades
All OtherGroups
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2016 Customer Satisfaction Survey Annually, the Department of Maintenance sends a survey to each school facility regarding
the condition of their building from a maintenance perspective. The following are the results of
the 2016 survey. Overall the maintenance of the facilities was graded “GOOD” by 62.5%,
“Excellent” by 31.25%, and “Fair”, with no individual category reporting “POOR” or “FAILED”.
Survey results were only received from 60% of the school sites.
The results also indicate a minor satisfaction increase the following areas
Emergency Response – 6%
Overall Maintenance of Facilities – 2%
Climate Control – 14.25 %
No individual category reporting “POOR” or “FAILED” in the majority, but the following areas will
be focused on the coming year, as the percent satisfaction decreased.
Response to Normal Work Request – decreased by 33%
Response to “Odd” or “Last Minute” Work Orders has decreased 39%
This decrease in both the satisfaction to our response to normal work orders and odd or
last minute work order requests is concerning. The Department of Maintenance will be
monitoring this situation closely, currently the results are attributed to the approximately 1,000
additional work requests received in FY 2016, and the vacancy of three FTE positons for the
majority of FY 2016.
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2016 Customer Satisfaction Survey
SURVEY QUESTION/RATING
EXCELLENT GOOD FAIR POOR FAILED NO
OPINION
Overall Maintenance of School Facilities
41.67% 58.33% 0.00% 0.00% 0.00% 0.00%
Attentiveness of Tradesmen
58.33% 33.33% 6.25% 0.00% 0.00% 0.00%
Response time to "Emergency" Work Requests
83.33% 16.67% 0.00% 0.00% 0.00% 0.00%
Response time to "Normal" Work Requests
25.00% 58.33% 16.67% 0.00% 0.00% 0.00%
Overall Response and Cooperation to "Odd" or "Last Minute" Work Requests
33.33% 58.33% 8.33% 0.00% 0.00% 0.00%
Overall Climate Control Comfort of your Facility
25.00% 25.00% 41.67% 8.33% 0.00% 0.00%
State of Repair of Rest Room Facilities
16.67% 75.00% 8.33% 0.00% 0.00% 0.00%
State of Repair of Food Service Equipment
25.00% 75.00% 0.00% 0.00% 0.00% 0.00%
State of Repair of Flooring
8.33% 75.00% 8.33% 8.33% 0.00% 0.00%
State of Repair of Asphalt Paving
8.33% 33.33% 41.67% 0.00% 0.00% 16.67%
State of Repair of common area walls
16.67% 66.67% 16.67% 0.00% 0.00% 0.00%
State of Repair of the grounds
25.00% 58.33% 8.33% 8.33% 0.00% 0.00%
State of Repair of your facility as a whole
8.33% 91.67% 0.00% 0.00% 0.00% 0.00%
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10 Most Frequently Performed Tasks Assigned July 1, 2015 through June 30, 2016
Alarms6%
Doors7%
Food Service10%
Furniture5%
HVAC27%
Locks10%
Painting4%
Roofing8%
Delivery7%
Vehicles16%
Alarms Doors Food Service Furniture HVAC Locks Painting Roofing Delivery Vehicles
