In an effort to sustain a safe and comfortable working environment in state-owned buildings, the following requirements shall be performed pursuant to applicable state and federal laws and rules and in a manner deemed appropriate by the department secretary responsible for the maintenance and operation of the state-owned building:

1. (1)

   1. (A) Work authorization system.
   2. (B) The building’s maintenance office shall maintain a work-order system which provides for a method of documentation;

2. (2)

   1. (A) Equipment inventory.
   2. (B) Building maintenance offices shall have a complete inventory of building equipment requiring regular maintenance which can be documented.

   3. (C) This inventory should include, but should not be limited to:

      1. (i) Air conditioning machines;
      2. (ii) Boilers;
      3. (iii) Pumps;
      4. (iv) Fans;
      5. (v) Air compressors; and
      6. (vi) Other building service system components;

3. (3)

   1. (A) Technical library.
   2. (B) Each building maintenance office shall maintain a library of as-built (record) drawings showing the structural components, architectural plan, mechanical systems, electrical systems, site details, and the manufacturer operating manuals necessary to operate and maintain the physical plant;

4. (4)

   1. (A) Plant logs.
   2. (B) All buildings with central heating and cooling systems shall implement the use of daily logs to record boiler and water chiller operations.
   3. (C) Logs should indicate the unit number and location of the equipment and should be initialed and dated.
   4. (D) The building maintenance official is responsible for development of log forms for the building’s specific mechanical and electrical systems.

   5. (E) Information on the log sheet shall include, but is not limited to:

      1. (i) Steam pressure, sight glass on boilers, water temperature (out and return), blow down, chemical test, safety valve test, low water test, pumps checked, and the night set back status for boilers;
      2. (ii) The date and time for air temperature for ambient space;
      3. (iii) The compressors’ oil level/temperature reservoir/leaving the cooler/pressure;
      4. (iv) The gears’ oil level/temperature;
      5. (v) Chillers’ water temperature in/out;
      6. (vi) Refrigerators’ level/pressure/temperature;
      7. (vii) The condensers’ water temperature in/out; and
      8. (viii) Refrigerators’ pressure for chillers;

5. (5)

   1. (A) Equipment maintenance records.
   2. (B) Building maintenance offices shall have a preventive maintenance program on all equipment requiring regular maintenance.
   3. (C) This program should consist of documented schedules of regular preventive maintenance assignments and documentation reflecting maintenance is being performed on a regular basis.
   4. (D) Building maintenance offices shall also maintain adequate records of repair history of major components of equipment.
   5. (E) In addition, if the Owner Department utilizes maintenance contracts or extended warranties on equipment or materials beyond the one-year contractor warranty for new construction, the maintenance offices shall maintain a list of the contacts (names and phone numbers) for the warranties along with a description of what the contract or warranty covers and the expiration date of the warranty.
   6. (F) Maintenance staff is expected to implement timely repair and maintenance procedures that are adequate to preserve the serviceability of all building systems;

6. (6)

   1. (A) Chemical water treatment.
   2. (B) All buildings with central heating and cooling systems shall use a water treatment program to prevent corrosion, scale, and algae build-up.
   3. (C) Each building maintenance office shall maintain a record of water test analysis performed monthly during the respective heating and cooling seasons;

7. (7)

   1. (A) Painting.
   2. (B) Facilities shall be painted as needed to preserve surfaces against deterioration;

8. (8)

   1. (A) Roof maintenance.
   2. (B) Maintenance offices shall inspect all building roofs on a periodic basis and maintain a record of those inspections.
   3. (C) Built-up roofs shall be inspected twice a year.
   4. (D) All roofs shall be inspected immediately after severe weather events.

   5. (E) Maintenance staff are expected to:

      1. (i) Repair or cause to be repaired on a timely basis the roofs; and
      2. (ii) Implement maintenance procedures of roofs, roof drains, scuppers, base flashing, and gutters that are adequate to prevent deterioration of the roofs and building; and

9. (9)

   1. (A) Masonry maintenance.
   2. (B) Masonry walls will be water-proofed, caulked, repainted, and repaired with sufficient frequency to preserve surfaces and maintain a reasonably attractive appearance.