PURPOSE: This rule establishes standards and procedures for management of buildings or facilities under the operational direction of the Division of Facilities Management, Design and Construction.

1. (1) General. The purpose of these rules is to provide direction and guidance for facilities operators within state government for asset management of state facilities, including space management and utilization, maintenance, energy conservation, safety and security, and facility records. The rules also include guidance on the operational diagnostics and performance tracking.
2. (2) Space Management. Each department shall have enough assigned space to perform their mission. The director shall develop a space management plan in conjunction with the department’s space master plan. The plan shall include space standards for employees based on job function. The director shall be responsible for making recommendation to the Office of Administration (OA) commissioner and the department for filling vacant space and acquiring new or additional space based on the forecast included in the space master plan.

3. (3) Energy Conservation.

   1. (A) General. Under the direction of the Division of Facilities Management, Design and Construction each facility shall implement energy conservation programs and initiatives which have the goal of more efficient use of energy and utilities. The program shall include active management, supervision, and tracking in order to assure that energy conservation goals are achieved. Revisions of operational practices and procedures shall be incorporated to obtain revised goals and/or projects as conditions change or new requirements develop.

   2. (B) Program Development.

      1. 1. New construction or alterations. New

construction or alterations to existing facilities shall require that all major elements and systems which consume energy or utilities be evaluated to economically minimize energy use. Requirements shall be established for designers of new facilities or alterations to existing facilities to provide (at a minimum) a summary of the examination and conclusions which established the annual energy consumption, selection of each utility system and each major item of energy consuming equip- 1 CSR 30-4

ment. The energy conservation standards and criteria established by the director or the American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE) in the most current edition or Federal Energy Management Program (FEMP) standards whichever is more stringent and has been established as the energy standards and criteria for Missouri facilities. These standards and criteria shall be utilized in designing and selecting systems and equipment which consume utilities or energy.

1. 2. Existing facilities.

   1. A. Energy audit. The Division of

Facilities Management, Design and Construction should maintain energy information allowing for audits and benchmarking of each facility to determine where and how energy is used. The process should identify if energy usage can be reduced by changes in operating practices, equipment or building systems or physical conditions.

1. B. Implementation. Those changes

which can be made within current appropria - tions should be made immediately. Changes which require additional funding, for example, purchase of new equipment, energy saving capital improvements, should be implemented as soon as funds are available. Energy conservation measures shall be implemented which generate cumulative savings equal to their cost within the number of years considered by industry standards to be cost effective.

1. (4) Emergencies.

   1. (A) Preplanned Response. Preplanned response to emergencies is essential for the safety of personnel and for minimizing property damage. Evacuation plans shall be prepared and posted in prominent locations throughout the facility. A line drawing floor plan of a minimum eight and one-half inches by eleven inches (8 1/2" × 11") size paper shall be prepared for each floor to show evacuation routes. These floor plans, suitably protected, shall be posted in prominent locations throughout the facility. All exits and assembly areas shall be clearly marked.
   2. (B) Coordination with Local Agencies. Local agencies for fire and police protection and for disaster planning shall be consulted in the development of evacuation or shelter planning. The local agencies will be consulted for their recommended responses for those emergencies. State facilities may be used for shelter in cases of disasters. The use of state facilities for shelter will be coordinated and preplanned in the event other suitable local facilities are not available. Periodic emergency drills (annual at a minimum) shall be held to familiarize personnel with the evacuation procedures. Each drill shall be evaluated by the agency to determine effectiveness and to make improvements as required.
   3. (C) Damage Control. Preplanned responses for each type of emergency shall include designation of knowledgeable personnel to coordinate actions to minimize or control potential damage. The designated emergency personnel shall closely coordinate with local agencies to develop and provide instructions, directions, and plans to satisfy each emergency condition response.

2. (5) Facility Records.

   1. (A) General. Each facility shall maintain at the site complete up-to-date as-built drawings, manuals for equipment, warranty information, and service and repair records for each major piece of equipment.
   2. (B) Drawings. As-built drawings shall be maintained to reflect current status including significant changes resulting from construction or maintenance and repair work. Specifications for drawings shall also be maintained.
   3. (C) Equipment Manuals and Records. Equipment manuals and manufacturers’ literature shall be maintained along with appropriate operational and maintenance logs.
   4. (D) Control Diagrams. Each separate control system shall have a control diagram identifying the equipment and sequence of operation.
   5. (E) Warranties. All warranties issued shall be recorded, filed and periodically reviewed by the facility operations personnel. A follow-up procedure shall be developed to review each item covered under warranty after approximately eighty percent (80%) of the warranty period. This inspection is used to determine the condition and performance of the warranted item. Any noted deficiencies shall be reported to the guarantor for correction. Newly completed capitol improvement and maintenance project deficiencies shall be reported through the Division of Facilities Management, Design and Construction for correction. A final warranty inspection shall be scheduled immediately prior to expiration of the warranty period and any noted deficiencies shall be reported for correction.
   6. (F) Safety Inspections. Fire systems, elevators, backflow preventers, emergency lighting, fire extinguishers, public address systems, as well as other life safety systems are required to be inspected according to all applicable local and state codes and ordinances. AUTHORITY: sections 8.320 and 8.360, RSMo 2000 and subsections 6 and 7 of section 15, 1974 Reorganization Act.* Original rule filed July 9, 1982, effective Nov. 15, 1982. Amended: Filed Nov. 30, 1993, effective July 10, 1994. Rescinded and readopted: Filed Nov. 5, 2007, effective June 30, 2008.

*Original authority: 8.320, RSMo 1958, amended 1965 and 8.360, RSMo 1958, amended 1965.