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Energy $mart Schools
NYSED Capital & Maintenance Planning Reports Toolbox
(For Producing Comprehensive Maintenance Plans, Five-Year Capital Facilities Plans & Facility Report Cards)
INTRODUCTION
Help improve occupant health, safety and comfort
INSTRUCTIONS
2) Continue to fill out the other yellow tabs. Additional instructions highlighted at the top of each page.
4) The blue Appendix tabs are there as resources, but will not be included in reports unless selected.
This template was designed by the New York State Energy Research and Development Authority and the New York State EducationDepartment to help New York Schools produce required annual reports easily and effectively. After you enter your schools' data once, itwill print out on three reports. The Toolbox also acts as a database that can be easily updated each year. Some of the appendices
contained in the Toolbox provide templates for a Preventive Maintenance (PM) program.
In addition to reducing your paperwork, organizing your building data and your requests for expenses between your Five-Year Capital Facilities Plan,your Facility Report Cards and your Comprehensive Maintenance Plan (CMP), this template tries to serve a variety of objectives, including:
Fulfill NYSED Commissioners Regulation 155.4(d)(2) to develop and annually update a Comprehensive Maintenance Plan (CMP).
Help ensure that all school buildings in New York State are maintained in a state of good repair, combing data from the CMP and Report Cards.
Help Superintendents of Buildings and Grounds (SBGs) manage operating costs (energy, annual maintenance, and repairs) with effective maintenance.
Help justify capital expenses that reduce energy or maintenance costs.
Focus preventive maintenance approaches to improve overall maintenance.
Document capital expenses above and beyond annual costs (for service contracts, supplies, and reoccurring costs) that will be included in the Five-YearCapital Facilities Plans. By showing the benefits of these capital expenses in reducing maintenance and energy costs, it will help justify each year's capital costs.
1) Beginning with the yellow General Info tab, fill in all information as prompted. The information provided on the General Info tab will automatically transfer tothe other tabs in the spreadsheet, so the information only needs to be provided once.
3) The green tabs are used only to review and print the Five Year Capital Plan and the Facility Report Card. No data needs to be entered on the green tabs, but anidividual school's Capital Plan budget or an individual school's Report Card can be viewed before printing.
5) When information is entered, use the print button below to generate the reports. The individual tabs throughout the tool are also print-formatted, so each reportcan be printed as needed.
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Energy $mart Schools
Comprehensive Maintenance Plan (CMP)
GENERAL INFORMATION
Date: 2/1/2005 Person Preparing this Plan: John Doe
School District: Sample Town CSD Title/Position Superintendent of Buildings and Grounds
BOCES: Valley View BOCES Address: 101 Main Street
Plan Year: 2005 City: Albany
Number of Schools in District: 4 State: NY
Number of Buildings in District: 4 Zip: 12345
Telephone: 999-999-9999
Fax: 888-888-8888
E-mail: [email protected]
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Energy $mart SchoolsDistrict: Sample Town CSD Prepared by: John Doe Date: 02/01/2005
FACILITIES INVENTORY
Name of School/Facility Example School 3 Example School 4 Example School 5 Example School 6
BEDS Code 123456789 987654321
Street Address 1234 Willow Road 9 Chain Road
City Sacketts Harbor Albany
State NY NY
ZIP 12345 12345
Year Built 1958 1967
Square Footage 95,000 100,300
# of Floors 2 1
Basement? Yes No
Enrollment 1,175 1,200
Capacity 1,200 1,500
Grades K-6 6-8
Ownership Type: Owned Operated
Primary Heat Source: Natural Gas Oil
ElementaryElementary
School
Good GradesMiddle School
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Energy $mart Schools
District: Sample Town CSD Prepared by: John Doe Date: 02/01/2
OVERVIEW
Summary of Overall Conditions
School Name General Conditions and Goals
Elementary Elementary School
Insert assessment here
Good Grades Middle SchoolInsert assessment here
Example School 3Insert assessment here
Example School 4Insert assessment here
Example School 5Insert assessment here
Example School 6Insert assessment here
Work Order SystemsTo help with unplanned maintenance and repairs, do you have a work-order system in place? Yes/N
If yes, approximately how many work orders were completed last year?
Service Contracts
Indicate all systems that have preventive maintenance (PM) or service and repairs performed under service contracts with out
Yes/No
Heating Yes Computer/PA
Air Handling Yes Roof
Cooling Yes Backup Power
HVAC Controls Yes Electrical Distribution
Fire Protection/Suppression Yes Lighting
Plumbing Yes Landscaping
Other Yes Other
Has the District compared costs of these contracts with in-house costs to ascertain whether the service contracts are cost-
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Energy $mart Schools
District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005
DISTRICT LEVEL BUDGET SUMMARY
Projected Budget for O&M Costs
Element Cost Estimate Notes Cost Estimate Notes Cost Estimate Notes
Site Elements $11,000 $2,000 $3,000
Roofing $12,000 $9,000 $6,000
Envelope Elements $- $- $-
Structural Interior $- $- $-
Elements/Finishes $- $- $-
Electrical $- $- $-
Plumbing $- $- $-
HVAC $- $- $-
Special Construction $- $- $-
$- $- $-
Other $- $- $-
$23,000 $11,000 $9,000
Estimated Costs to Restore Buildingsto a State of Good Repair
Estimated Annual Costs to KeepBuildings in a State of Good Repair
Emergency Systems (firealarm, sprinklers, publicaddress, etc.)
TOTALEstimated Cost
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Energy $mart Schools
District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005
PREVENTIVE MAINTENANCE PLAN
Preventive Maintenance (PM) typically provides significant benefits such as:
Approach Used in this District
Example: We use a spreadsheet systems with all our major equipment and the maintenance intervals recommended in the O&M manuals. Our Office Manager
Lessons Learned
What lessons have been learned in the District about the usefulness of PM? What works best and what doesnt work well that can be shared with other Districts?
Checklist of Items Being Serviced Through PM
Lower overall maintenance costs versus correcting problems after they occur;
Reduce equipment down time;
Lower energy costs by maintaining systems in a more efficient operating condition;
Lower replacement costs through longer equipment life;
Improve indoor environment; and
Improve occupant comfort, health and safety.
Does the District perform PM? If so, what types of systems do you use (e.g., informal schedules, formal schedules with charts for maintenance intervals,computerized maintenance management systems (CMMS) with PM assignments automatically generated)?
Performing PM is one way of demonstrating that the District takes good care of existing systems and deserves State funding when those systems eventually wearout. The PM Checklist in Appendix A can be used to show which systems are maintained with PM. The list can also serve as a prompt to work with systems thatmay have needed more regular PM. The list should only be considered a starting point and how it is used will depend on the District's specific needs.
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Energy $mart Schools
District: Sample Town CSD Prepared by: John Doe Date: 02/01/2005
HEALTH & SAFETYDescription of Health and Safety Committee activities: Yes/No
Does the district have a health and safety committee? YesDoes the Health and Safety Committee have a chairperson? No- Name John Milton- Phone Number 212-867-5309- Email
Does the Health and Safety Committee membership include:
- District Officials Yes- Staff No- Bargaining Units Yes- Parents No
Did the Health and Safety Committee receive any type of training? Yes
- Project Architect Yes- Project Engineer Yes- Construction Manager No- Contractors Yes
Frequency of Health and Safety Committee meetings (check one): 3-5 Times / School Year
Health and Safety Committee membership expanded during construction to include district officials, staff,bargaining units, parents and:
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ENVIRONMENTAL AWARENESS
SCHOOL/FACILITY:
Environmental Awareness Yes/No Yes/No Yes/No Yes/No Yes/N
Has this building been tested for the presence of lead: paints, plumbing, etc.?Yes Yes
No Yes
If yes, has this type of work been done in accordance with the Guidelines?Yes Yes
No Yes
Yes Yes
When was the AHERA management plan last updated? 4/4/2004 3/3/2003
Yes Yes
Did the geological potential indicate testing this facility was necessary? No Yes
If yes, did the highest test in this building exceed 4pCi/L? Yes Yes
If yes, describe mitigation activities:
Elementary Elementary School Mitigation activities described here.
Good Grades Middle School Mitigation activities described here.
Example School 3 Mitigation activities described here.
Example School 4 Mitigation activities described here.
Example School 5 Mitigation activities described here.
Example School 6 Mitigation activities described here.
ElementaryElementary
School
Good GradesMiddle School
ExampleSchool 3
ExampleSchool 4
ExamSchoo
Based on the testing results, are there elements in this building that wouldrequire construction or maintenance projects to be conducted in accordancewith the US Department of Housing and Urban Development Guidelines forthe Evaluation and Control of Lead Based Paint Hazards in Housing?
Does this building contain known or assumed Asbestos Containing BuildingMaterials? (ACBM)
If yes, has an original Asbestos Hazard Emergency Response Act (AHERA)management plan been developed for this building? (The AHERAManagement Plan for this building must be able to be viewed at the mainoffice during normal business hours).
Has the district reviewed the geological potential for the presence of radonfrom the New York State Dept. of Health Radon Measurement Database?
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Energy $mart SchoolsDistrict: Sample Town CSD Prepared by: John Doe Date: 02/01/2005
INTEGRATED PEST MANAGEMENT
SCHOOL/FACILITY: E xample School 3 Example School 4 Example School 5 Example School
Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No
Yes Yes
No Yes
Yes Yes
No Yes
ElementaryElementary School
Good Grades MiddleSchool
Status of measures to assure acceptableintegrated pest management:
Does this building have an IntegratedPest Management program? SeeAppendix B.
Does this building have a persondesignated to oversee the pestmanagement program?
Has this building established a list ofpersons to notify at least 48 hoursprior to the application of pesticides?
Have pesticide application summaryreports been provided to all parentsand staff pursuant to CR 155.24?
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Energy $mart SchoolsDistrict: Sample Town CSD Prepared by: John Doe Date: 02/01/2005
INDOOR ENVIRONMENTAL QUALITY
SCHOOL/FACILITY:
Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No
Yes No
Yes No
Yes No
Yes No
Yes No
Yes Yes
Yes Yes
Yes Yes
If yes, describe for each building:
IEQ description here.
Good Grades Middle SchoolIEQ description here.
Example School 3 IEQ description here.
Example School 4 IEQ description here.
Example School 5 IEQ description here.
Example School 6 IEQ description here.
Yes Yes
ElementaryElementary
School
Good GradesMiddle School
Example School3
Example School4
Example School5
Example School6
Status of actions and policies taken to assureacceptable indoor environmental quality:
Does this building use the US EnvironmentalProtection Agencys Indoor Air Quality Tools for
Schools Action Kit?Does this building have a procedure in place forreporting indoor environmental quality concerns?
Is ventilation with outdoor air available in all occupiedspaces?
1) Is all ventilation and exhaust equipmentoperational?
2) Are all outdoor air intakes unobstructed and clearof foreign objects?
3) Are all outside air damper controls in place andoperational?
4) Have facilities operations been reviewed withrespect to impact on outside air intakes (i.e., vehicleemissions, waste storage, mowing, etc.)?
Are there any unresolved complaints regarding the
indoor environment at this facility?
Elementary ElementarySchool
Are the heating, ventilation, and air conditioningequipment cleaned and maintained in accordance withmanufacturers instructions (e.g., filter changes, coils
cleaned, etc.)?
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Energy $mart SchoolsDistrict: Sample Town CSD Prepared by: John Doe Date: 02/01/2005
INDOOR ENVIRONMENTAL QUALITY
SCHOOL/FACILITY:ElementaryElementary
School
Good GradesMiddle School
Example School3
Example School4
Example School5
Example School6
No Yes
Yes No
No Yes
Yes Yes
No Yes
Yes Yes
35 70
Yes Yes
Yes Yes
Yes Yes
Does this facility follow green cleaning guidelines?No No
Yes No
Has the interior of ductwork (air passageways) beeninspected for cleanliness within the past year?
Have exterior ductwork and rooftop air handling unitsbeen inspected for leaks within the past year?
Does the District have a policy encouraging the use ofenvironmentally friendly products?
Does the District annually review products used in andaround the building with the intent of reducing oreliminating hazardous chemicals that occupants andvisitors are exposed to, including volatile organiccompounds (VOCs), semi-volatile organic compounds,etc. (cleaning supplies, repair and maintenancesupplies, materials, etc.)?
Does the District perform an annual review to ensurehazardous chemicals used as part of instructional
programs are used and stored properly?
Is each building inspected for roof leaks, growth ofmold and mildew, evidence of rodent infiltration, andother indicators of potential problems to acceptable
IEQ?
What level (dB) of maximum background accousticsettings has been set for classrooms?
Does this facility regularly test and record levels of CO,CO2, total VOCs, Radon, mold spores, etc?
Does this facility regularly measure and track relativehumidity levels?
Does this facility verify lighting levels meetIlluminating Engineering Society guidelines each year?
Is this facility seeking to comply with a whole buildingsustainable guideline, such as the U.S. Green BuildingCouncil's LEED for Existing Buildings?
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Energy $mart Schools
District: Sample Town CSD Prepared by: John Doe Date: 02/01/2
ENERGY BENCHMARKING
SCHOOL/FACILITY: Example School 3 Example School 4 Example S
Last Year Last Year Last Year Last Year
60 50 60 50
Yes/No Yes/No Yes/No Yes/No Yes/N
Yes No
No No
$35,000.00 $20,000.00
$40,000.00 $0.00
$0.00 $18,000.00
$3,000.00 $5,000.00
250,000 400,000
200,000 0
0 40,000
0 0
60 60
75 75
ElementaryElementary School
Good Grades MiddleSchool
Status of measures taken to optimize
energy use:
Current
Year
Current
Year
Current
Year
Current
Year
Current
Year
What was this buildings score in the U.S.Environmental Protection Agencys EnergyStar Portfolio Manager?
Has this buildings energy use beenbenchmarked using NYSERDAs EnergySmart Schools Program against other NewYork schools?
Do you follow the U.S. EnvironmentalProtection Agencys ENERGY STAR andU.S. Department of Energys FEMPpurchasing standards?
Who manages the energy use for thisbuilding (Name and Title)?
Estimated electricity costs for current year(In Dollars):
Estimated natural gas costs for current year(In Dollars):
Estimated fuel oil costs for current year (InDollars):
Estimated other energy costs for currentyear (In Dollars):
Estimated electricity consumption for nextyear (In kWh):
Estimated natural gas consumption for nextyear (In Therms):
Estimated fuel oil consumption for nextyear (In Gallons):
Estimated other energy consumption fornext year (List Units Here):
What is the facility's goal to score in thePortfolio Manager in one year ?
What is the facility's goal to score in thePortfolio Manager in three years?
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Energy $mart SchoolsDistrict: Sample Town CSD Prepared by: John Doe Date: 02/01/2005
MAJOR PROJECTS DURING LAST YEAR
SED # (if applicable) Brief Project Description Project Dates Costs Project Benefits
SED #00-00-00-00-0-000 5/5/03 to 9/5/03 $120,000
TOTAL $120,000
Example: New Boiler Controls Reduce energy costs $150/year, eliminatefrequent repairs.
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Energy $mart SchoolsDistrict: Sample Town CSD Prepared by: John Doe Date: 02
PLANNED CAPITAL PROJECTSSED Number Project Description Year Priority Construction Type Project Type Cost Annual Benefit
43305439053 New RTUs 2 1 New Construction Major System Capital $30,000.00
121212121234124 New Windows 5 3 Addition Health/Safety Capital $20,000.00
34059384535 2 3 Alteration Health/Safety Bond $10,000.00
121212121234124 Example 1 2 Alteration Energy Bond $15,600.00 $12,000.00
10294958771729 Remove remaining asbestos 4 2 Addition Health/Safety Capital $60,000.00
3242309482 Example 2 2 Alteration Major Repair Bond $20,000.00 $4,000.00
Facility NameFundingSource
Elementary ElementarySchool
Elementary ElementarySchool
Elementary ElementarySchool
Treat pest problems in 36classrooms
Good Grades MiddleSchool
Good Grades MiddleSchool
Elementary ElementarySchool
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School Facility Report Card
School District/BOCES: Sample Town CSD Building Name: Example Sc
School Building Address: -- ,
Certificate of Occupancy Status: Expiration Date:
Location where certificate of occupancy is posted:
Section I: School Building General Information
1. Person completing this School Facility Report Card: John Doe Date: 2/1/2005
2. Right-to-Know designee concerning this school building and School Facility Report Card:
Name: John Doe Telephone: 999-999-9999
Position: Superintendent of Buildings and Grounds Fax: 888-888-8888
Address: 101 Main Street City: Albany
3.a. Original Construction Date (year):
3.b. Present size of school building (SF): Number of floors: Basement? (Yes/N
4. Grade levels currently housed in this building: Current enrollm
5. Upgrades to school building systems can be viewed on the Building Condition Survey?
6. Number of different types of program spaces currently in this school building can be viewed on the Building Condition Survey?
Section II: School Building Ratings
7. Date current 5-year building condition survey conducted:
Overall school building safety rating from Building Condition Survey as certified by the Board of Education:
8. Date current year annual visual inspection conducted:
Overall condition:
Section III: Building Capital, Maintenance, and Operations Information
9. List any current unsatisfactory building systems that have not been corrected since the previous Building Condition Survey. (Add additional sheets as necessary
Building systems listed here.
10. Estimated remaining useful life of school building and systems can be viewed on the Building Condition Survey? (Yes/No)
11. The need for routine maintenance, repairs, rehabilitation, reconstruction, and construction can be viewed on the Capital Facilities Plan? (Yes/No)
List prioritized health and safety improvements for this facility as indicated in the five year plan:
Year Priority Descrip
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School Facility Report Card
Cost Estimate Cost Estimate
Site Elements 0.00 0.00
Roofing 0.00 0.00
Envelope Elements 0.00 0.00
Structural Interior 0.00 0.00
Elements/Finishes 0.00 0.00
Electrical 0.00 0.00
Plumbing 0.00 0.00
HVAC 0.00 0.00
Special Construction 0.00 0.00
0.00 0.00
Other 0.00 0.00
0.00 0.00
12. Estimated energy costs for current school year by type:
Electricity: Gas:
Fuel Oil: Other:
Total estimated energy costs: $0.00
Section IV: Health and Safety
13. Description of Health and Safety Committee activities: Yes/No
a. Does the district have a health and safety committee? Yes
b. Does the Health and Safety Committee have a chairperson? No
c. Phone number of Health and Safety Committee Chairperson: 212-867-5309
d. Basic Health and Safety Committee membership:
- District Officials Yes
- Staff No
- Bargaining Units Yes
- Parents No
- Project Architect Yes
- Project Engineer Yes
- Construction Manager No
- Contractors Yes
Estimated Costs to Restore Buildings to a State of GoodRepair
Estimated Annual Costs to Keep Buildings in State of Good Repair
Emergency Systems (fire alarm, sprinklers, publicaddress, etc.)
TOTALEstimated Cost
e. Health and Safety Committee membership expanded during construction toinclude district officials, staff, bargaining units, parents and:
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School Facility Report Cardf . Frequency of Health and Safety Committee meetings (check one): 3-5 Times / School Year
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School Facility Report CardSection V: Environmental Awareness
14. Lead testing:
a. Has this building been tested for the presence of lead: paints, plumbing, etc.?
c. If yes, has this type of work been done in accordance with the Guidelines?
15. Federal Asbestos Hazard Emergency Response Act (AHERA) Plan:
a. Does this building contain known or assumed asbestos containing building materials? (ACBM)
c. When was the AHERA management plan last updated?
16. Radon testing:
Mitigation activities described here.
17. Integrated Pest Management Program:
18. Status of measures taken to assure acceptable indoor air quality:
b. Based on the testing results, are there elements in this building that would require construction or maintenancprojects to be conducted in accordance with the US Department of Housing and Urban Development Guidelinefor the Evaluation and Control of Lead Based Paint Hazards in Housing?
b. If yes, has an original AHERA management plan been developed for this building? (The AHERA ManagemPlan for this building may be viewed at the main office during normal business hours).
a. Has the district reviewed the geological potential for the presence of radon from the NYSDOH RadonMeasurement Database?
b. Did the geological potential indicate testing this facility was necessary?
c. If yes, did the highest test in this building exceed 4pCi/L?
d. If yes, describe mitigation activities:
a. Does this school have an integrated pest management program?
b. Does this school have a person designated to oversee the pest management program?
c. Has this school established a list of persons to notify at least 48 hours prior to the application of pesticide
d. Have pesticide application summary reports been provided to all parents and staff pursuant to CR 155.24
a. Does this school utilize theEPA Indoor Air Quality Tools for Schools Action Kit?
b. Does this school have a procedure in place for reporting indoor air quality concerns?
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School Facility Report Card
If yes, describe: IEQ description here .
c. Is ventilation with outdoor air available in all occupied spaces?
1. Is all ventilation and exhaust equipment operational?
2. Are all outdoor air intakes unobstructed and clear of foreign objects?
3. Are all outside air damper controls in place and operational?
4. Have facilities operations been reviewed with respect to impact on outside airintakes (i.e., vehicle emissions, waste storage, mowing, etc.)?
d. Are there any unresolved complaints regarding indoor air at this facility?
e. Maintenance: Heating, ventilation, and air conditioning equipment are cleaned and maintained inaccordance with manufacturers instructions (i.e., filter changes, coils cleaned, etc.)
f. Has the interior of ductwork (air passageways) been inspected for cleanliness?
g. Have exterior ductwork and rooftop air handling units been inspected for leaks?
h. Operations and maintenance program:
1. Does the District have a policy encouraging the use of environmentally friendlyproducts?
2. Products entering a school building are reviewed with the intent of reducing oreliminating hazardous chemicals, including volatile organic compounds (VOCs), semi-volatile organic compounds, etc. (cleaning supplies, repair and maintenance supplies,materials, etc.).
3. Review performed to ensure hazardous chemicals used as part of instructional
program are used and stored properly.i. Buildings are inspected for roof leaks, growth of mold, evidence of rodent infiltration, and other potential
problems to acceptable IAQ.
j. Is this facility seeking to comply with a whole building sustainable guideline, such as the U.S. Green BuildinCouncil's LEED for Existing Buildings?
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Sample Town CSD
Valley View BOCES
Five-Year Capital Facilities Plan
Submitted/Revised
2/1/2005
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Table of ContentsItem Page
Executive Summary 1
Building Inventories
Elementary Elementary School 2
Good Grades Middle School 3
Example School 3 4
Example School 4 5
Example School 5 6
Example School 6 7
District Analysis and Prioritization 8
Estimated Expenses
Elementary Elementary School 9
Good Grades Middle School 10
Example School 3 11
Example School 4 12
Example School 5 13
Example School 6 14
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Executive Summary
Following are the people who prepared this plan and the resources used:
People and resources here.
Following is a narrative of the general conditions of each facility:
Facility Name Narrative
Elementary Elementary School Insert assessment here
Good Grades Middle School Insert assessment here
Example School 3 Insert assessment here
Example School 4 Insert assessment here
Example School 5 Insert assessment here
Example School 6 Insert assessment here
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Building Inventory Form
Building Name: Example School 6
Bed Codes Number:
Address: -- ,
Use: Current enrollment:
Total square footage: Rated Capacity:
Ownership:
Building Condition Survey Rating:
Building Age:
Construction Year Square Footage
Original
Addition #1
Addition #2
Addition #3
Addition #4
Addition #5
Addition #6
Addition #7
Addition #8
Addition #9
Addition #10
Heating System Energy Source:
Energy Consumption: kWh (electricity) therms (natural gas)
(per year) gallons (fuel oil) units (other)
Probable Useful Life of Building: years Estimated Replacement Value:
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District-Wide Analysis and Prioritization
District: Sample Town CSD
Year 1 SED Number Priority Facility Name
121212121234124 2 Good Grades Middle School
Year Total
Year 2 SED Number Priority Facility Name
3242309482 2 Elementary Elementary School
34059384535 3 Elementary Elementary School
43305439053 1 Elementary Elementary School
Year Total
Year 3 SED Number Priority Facility Name
Year Total
Year 4 SED Number Priority Facility Name
10294958771729 2 Good Grades Middle School
Year Total
Year 5 SED Number Priority Facility Name
121212121234124 3 Elementary Elementary School
Year Total
District Total
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Facility Estimated Expenses
District: Sample Town CSD
Facility Name: Example School 6
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En
Comprehen
District: Sample Town CSD
School: ________________________________ Date Updated: ____________________________
Heating Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Insta
Boilers HS 2004-01 IBR K500-B 123-456-78 500,000 Btu Gas 75% 2 19
Furnaces
Condenser pumps
Deaerator tank
Steam traps
Steam valves
Fuel tanks & distribution
Heat exchangers
Terminal/package units
Fin tubes/radiators
Dampers/draft control
Ductwork
Stacks
Insulation
Piping
Valves
Air Handling Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Insta
Air handling units
Unit ventilators
Fans
Fire dampers
Filters
Humidifiers
Cooling Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Insta
Condensing units
Air compressorsHeat exchangers
Packaged A/C units
Chillers
CHW Pumps
P.M. Ref # Manufacturer Model # Serial # Size Fuel Type Insta
EfficiencyRating
Number inBuilding
Control sensors
EfficiencyRating
Number inBuilding
EfficiencyRating
Number inBuilding
Heat pumps
Fire Protection/Suppression Systems
EfficiencyRating
Number inBuilding
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School: ________________________________ Date Updated: ____________________________
Sprinkler piping
Backflow preventersSprinkler heads
Fire extinguishers
Fire hose system
Standpipe connection
Fire pumps
Grease hood extinguisher
Alarms and detectors
Mechanical Controls P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Compressors
Pneumatic valves/leversPneumatic tubing
Electronic controls
Plumbing Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Cold water piping
Water heaters
Hot water piping
Circulation pumps
Sump pumps
Valves and traps
Septic tanks
Lighting Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Fluorescent fixtures
Incandescent fixtures
HID fixtures
Lighting panels
Emergency lighting
Exterior lighting
Occupancy controls
Daylight controls
Other controls
Signal Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Computer data
Public address
Television
Telephone
Clock system
Fire alarms
Security alarm/devices
EfficiencyRating
Number inBuilding
EfficiencyRating
Number inBuilding
EfficiencyRating
Number inBuilding
EfficiencyRating
Number inBuilding
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School: ________________________________ Date Updated: ____________________________
P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Footings
Foundation walls
Slab/beams on grade
Piling/Posts How?
Waterproofing How?
Insulation
Underdrains How?
Superstructure P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Columns
Beams
Floor structure
Roof structure
Monolithic bearing walls
Stairs and railings
Structural bracing
Welds/connectors
Roof Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
RoofingInsulation
Curbs/supports
Expansion/seismic joints
Drains, gutters, etc.
Drywells
Flashing and trim
Fasteners
Snow stops
Roof openings
Parapet caps
Exterior Wall Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Facade integrity
Cladding/sheathing
Doors
Window systems
Balcony walls/railings
Louvers and screens
Expansion/seismic joints
Foundation and
Substructure
Efficiency
Rating
Number in
Building
EfficiencyRating
Number inBuilding
EfficiencyRating
Number inBuilding
Paving and ballastPaving? On a roof?
EfficiencyRating
Number inBuilding
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School: ________________________________ Date Updated: ____________________________
Insulation
Protective coating
Sealants
Interior Construction P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Fixed partitions
Demountable partitions
Retractable partitions
Doors
Carpet
Resilient tile/sheet
Ceramic/clay tile
TerrazzoPaint
Vinyl/fabric wall cover
Ceiling system
Power Generation P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Generators
Transfer switches
Transformers
Service wiring
Substation
SwitchgearOvercurrent protection
P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Main distribution panel
Electrical receptacles
Circuit breakers
Electric baseboard heatersHeat trace
Landscaping Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Irrigation
Turf/lawn
Walks/plazas
EfficiencyRating
Number inBuilding
EfficiencyRating
Number inBuilding
Power DistributionSystems
EfficiencyRating
Number inBuilding
Wiring, conduits, &distribution panels
EfficiencyRating
Number inBuilding
Tree/shrub/flower bedplantings
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School: ________________________________ Date Updated: ____________________________
P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Athletic fields
Hard surface courts
Swings
Safety mats
Gravel and containment
Markings/painting
Vehicular Systems P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Parking lots
Roads/drivesCurbs
Fire lanes
Site Utilities P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Fuel tanks
Fuel distribution piping
Storm drainage
Fire hydrant systems
Specialties P.M. Ref # Manufacturer Model # Serial # Size Fuel Type
Toilet partitions
Display boards
Projection screens
Display cases
Lockers
Elevators
Food service equipment
Vaults
Swimming pools
Playfields and
Playground SystemsEfficiency
Rating
Number i
Building
EfficiencyRating
Number iBuilding
EfficiencyRating
Number iBuilding
EfficiencyRating Number iBuilding
Waste handling equipment
Woodworking shopequipment
Auto/engine shopequipment
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Energy $mart Schools
Comprehensive Maintenance Plan
District: Sample Town CSD Prepared by: John Doe
PM Checklist and Log
School: ____________________________________ Year: ________________ Implementor Key: M = Maintenance Mechanic C = Custo
Heating Systems P.M. Ref # Implementor Frequency/Year Jan Feb Mar Apr May
Boilers HS 2004-01 M 4 x
Boiler water treatment 10
Furnaces 4
Condenser pumps 4
Deaerator tank 2
Steam traps 4
Steam valves 1-4
Fuel tanks & distribution 1
Heat exchangers 2
Terminal/package units 4
Fin tubes/radiators 4
Dampers/draft control 4
Ductwork 2
Stacks 4
Insulation 2
Piping 4
Valves 1
2
Air Handling Systems P.M. Ref # Implementor Frequency/Year Jan Feb Mar Apr MayAir handling units 4
Unit ventilators 4
Fans 2
Fire dampers 1Filters 2-4
Humidifiers 2
Cooling Systems P.M. Ref # Implementor Frequency/Year Jan Feb Mar Apr MayCondensing units 4
Air compressors 12
Heat exchangers 2
Packaged A/C units 4
Chillers: oil levels and operation 52
Chillers: other 12
CHW Pumps 2-4
4
Fire Protection/Suppression Systems
Control sensors
Heat pumps
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District: Sample Town CSD Prepared by: John
PM Checklist and Lo
School: ____________________________________ Year: ________________ Implementor Key: M = Maintenance Mech
Sprinkler piping
Backflow preventers
Sprinkler heads
Fire extinguishers
Fire hose system
Standpipe connection
Fire pumps
Grease hood extinguisher
Alarms and detectors
Mechanical Controls
Compressors
Pneumatic valves/levers
Pneumatic tubing
Electronic controls
Plumbing Systems
Cold water piping
Water heaters
Hot water piping
Circulation pumps
Sump pumps
Valves and traps
Septic tanks
Lighting Systems
Fluorescent fixturesIncandescent fixtures
HID fixtures
Lighting panels
Emergency lighting
Exterior lighting
Occupancy controls
Daylight controls
Other controls
Signal Systems
Computer data
Public address
Television
TelephoneClock system
Fire alarms
Security alarm/devices
Foundation and Substructure
Footings How?
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District: Sample Town CSD Prepared by: John
PM Checklist and Lo
School: ____________________________________ Year: ________________ Implementor Key: M = Maintenance Mecha
Foundation walls
Slab/beams on grade
Piling/Posts How?
Waterproofing How?
Insulation
Underdrains How?
Superstructure
Columns
Beams
Floor structure
Roof structure
Monolithic bearing wallsStairs and railings
Structural bracing
Welds/connectors
Roof Systems
Roofing
Insulation
Paving and ballast Paving? On a roof?
Curbs/supports
Expansion/seismic joints
Drains, gutters, etc.
Drywells
Flashing and trimFasteners
Snow stops
Roof openings
Parapet caps
Exterior Wall Systems
Facade integrity
Cladding/sheathing
Doors
Window systems
Balcony walls/railings
Louvers and screens
Expansion/seismic joints
Insulation
Protective coating
Sealants
Interior Construction
Fixed partitions
Demountable partitions
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District: Sample Town CSD Prepared by: John
PM Checklist and Lo
School: ____________________________________ Year: ________________ Implementor Key: M = Maintenance Mecha
Retractable partitions
Doors
Carpet
Resilient tile/sheet
Ceramic/clay tile
Terrazzo
Paint
Vinyl/fabric wall cover
Ceiling system
Power Generation
Generators
Transfer switchesTransformers
Service wiring
Substation
Switchgear
Overcurrent protection
Power Distribution Systems
Main distribution panel
Wiring, conduits, & distribution panels
Electrical receptacles
Circuit breakers
Electric baseboard heaters
Heat trace
Landscaping Systems
Irrigation
Tree/shrub/flower bed plantings
Turf/lawn
Walks/plazas
Playfields and Playground Systems
Athletic fields
Hard surface courts
Swings
Safety mats
Gravel and containment
Markings/painting
Vehicular Systems
Parking lots
Roads/drives
Curbs
Fire lanes
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District: Sample Town CSD Prepared by: John Doe
PM Checklist and Log
School: ____________________________________ Year: ________________ Implementor Key: M = Maintenance Mechanic C = C
Site Utilities
Fuel tanks
Fuel distribution piping
Storm drainage
Fire hydrant systems
Specialties
Toilet partitions
Display boards
Projection screens
Display cases
Lockers
Elevators
Waste handling equipment
Food service equipment
Woodworking shop equipment
Auto/engine shop equipment
Vaults
Swimming pools
Raised computer flooring
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O&M Specification Language
A.
1 Maintenance manuals.
2 Record documents.
3 Spare parts and materials.
4 Tools.
5 Lubricants.
6 Fuels.
7 Identification systems.
8 Control sequences.
9 Hazards.
10 Cleaning.
11 Warranties and bonds.
12 Maintenance agreements and similar continuing commitments.
B.
1 PM intervals
2 Emergency instructions.
3 Spare parts list.
4 Copies of warranties.
5 Wiring diagrams.
6 Inspection procedures.
7 Shop Drawings and Product Data.
8 Replacement schedules for filters, seals, lubricants, etc.
C.
1 Startup.2 Shutdown.
3 Emergency operations.
4 Noise and vibration adjustments.
5 Safety procedures.
6 Economy and efficiency adjustments.
7 Effective energy utilization.
8 Periodic PM procedures.
Operation and Maintenance Instructions: Arrange for each Installer of equipment that requires regular maintenance to meet with thOwner's personnel to provide instruction in proper operation and maintenance of the installed equipment. Provide instruction bymanufacturer's representatives if installers are not experienced in operation and maintenance procedures. Include a detailed review o
the following items:
Maintenance Manuals: Organize operation and maintenance data into suitable sets of manageable size. Bind properly indexed datain individual, heavy-duty, 3-ring, vinyl-covered binders, with pocket folders for folded sheet information. Mark appropriate identificationon front and spine of each binder. Include the following types of information:
Training: As part of instruction for operating equipment, demonstrate the following procedures:
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Best Practices Guides and Resources
ADDITIONAL REFS TO BE ADDED
US Environmental Protection Agency (EPA) Indoor Air Quality Tools for Schools Action Kit is available by callin
US EPA Integrated Pest Management (IPM) in Schools resources are available online atwww.epa.gov/pesticides/ipm/index.htm . The popularEPA booklet, "Pest Control in the School Environment:Adopting IPM" is designed to encourage and assist school officials in examining and improving their pestmanagement practices. It identifies ways to reduce the use of pesticides in school buildings and landscapes, as wellas alternative methods of managing pests commonly found in schools. A copy of the booklet may be obtained on-line by contacting the National Service Center for Environmental Publications , or by phone at 1-800-490-9198.The EPA publication number is EPA 735-F-93-012.
US EPA Energy Star Portfolio Managerand the New York State Energy Research and Development Authority(NYSERDA)Energy Smart Schools Program free energy benchmarking service is available by calling 1-866-NYSERDA.
US Department of Energy, Energy Smart Schools Program has numerous resources available at www.rebuild.org/se
School Operations and Maintenance: BEST PRACTICES FOR CONTROLLING ENERGY COSTS, AGuidebook for K-12 School System Business Officers and Facilities Managers. U.S. Department of Energy Officeof Energy Efficiency and Renewable Energy Weatherization and Intergovenmental Program, Rebuild AmericaEnergySmart Schools Program, August 2004.
http://www.epa.gov/iaq/schools/toolkit.htmlhttp://www.rebuild.org/sectors/ess/index.asphttp://www.rebuild.org/sectors/ess/index.asphttp://www.epa.gov/iaq/schools/toolkit.html