PURPOSE: This rule establishes standards and procedures to be used in planning maintenance programs.

1. (1) General. An effective planned maintenance program provides for maintaining facilities and equipment in a safe and acceptable condition, promotes effective use of facility maintenance personnel, establishes a basis for determining budget requirements and long-range planning and provides a means of evaluating the maintenance effort. The program includes inspections, evaluation of conditions or requirements, or both, establishment of priorities, scheduling, servicing and operation of facility equipment, corrective work and supervisory evaluation of the maintenance effort. Standing maintenance and repair contracts may be used to perform routine maintenance and repair but contracts shall not be used to construct new facilities or to alter the exterior dimensions of existing facilities or make substantial interior alterations.

2. (2) Preventative Maintenance. Preventative maintenance, accomplished on a regular schedule, will substantially reduce the scope and cost of corrective maintenance/repair, emergency repairs, downtime and overtime.

   1. (A) Inspection. Scheduled preventative maintenance for a facility element, system or equipment item shall include inspection of the items to meet or exceed manufacturers’ recommendations. The inspection may include, but not be limited to, conditions and appearance of materials, fastenings, seals, drive systems, lubrication or other elements. Deficiencies shall be noted each time an item is serviced. A work order system will be utilized to record work required, work accomplished or conditions, or both, noted for each element. The work order also serves to assure that no element is inadvertently omitted. Remarks shall be included on the work order providing specific information concerning noted problems or deficiencies. Design and Construction
   2. (B) Minor Repairs. Normally, repair work is not a part of the regular scheduled service. However, when the individual performing the servicing has the supplies and tools available (and the repair can be accomplished quickly) minor repairs can be performed during the scheduled servicing. This repair work should not be undertaken if it will prevent completion of the servicing schedule. A condition requiring maintenance/repair, which is discovered during scheduled servicing, should be reported, so that work required can be evaluated and performed as an emergency repair (if required) or as a programmed maintenance item.
   3. (C) Procurement. Procurement of materials, equipment and supplies for preventative maintenance shall be a budget expenditure in accordance with the provisions of Chapter 8 or Chapter 34, RSMo Supp. 2007.

3. (3) Programmed Maintenance/Repair.

   1. (A) General. Programmed maintenance/repair is the work required to correct deficiencies. Emergency maintenance/repair is not included in this definition. Emergency work may include some items previously programmed, but only to the extent necessary to restore service, correct imminent hazards or prevent breakdowns. Because of the urgency, emergency work is expensive. Consequently, the scope of emergency work shall be limited to the items which are necessary to correct the emergency condition. In many instances, this will limit the work to temporary repairs until such time as a permanent solution can be achieved. Completion of any remaining corrective work shall then be programmed to provide the most cost-effective procedure.
   2. (B) Computerized Maintenance Management System (CMMS). Develop and implement standardized procedures and measurements of preventive maintenance, work orders, supply, inventory, labor time, purchase orders, cost, maintenance and work order history in the daily operations of each facility. This system shall accommodate facility scheduled, unscheduled and emergency needs. This system will be referred to as the CMMS system throughout the text of these rules.
   3. (C) Inspection. Regular periodic condition assessment inspections of all facility elements and systems are essential for discovery of deficiencies before they deteriorate into major repair require ments. These assessments are to occur on no less than four (4)- year cycles. Reports of deficiencies from facility occupants, or from preventative maintenance inspections, require verification and technically qualified examination to determine the cause and extent of the deficiency. Additional information may be required to determine corrective action or work, as well as to estimate the cost of materials, equipment and labor for that action or work.
   4. (D) Repair Versus Replacement. When repairs are estimated to cost more than fifty percent (50%) of the replacement cost of an item or system, the decision for repair or replacement should be supported by an analysis of the total cost of ownership. The total cost of ownership includes installed cost, operational cost, maintenance cost, salvage value and life cycle considerations. The most economical method (repair or replacement) shall be selected for programmed repairs.
   5. (E) Plans and Specification. All work which involves the facility structural integrity, life safety modifications, or major revisions or major additions of elements in the utility systems shall have plans and specifications prepared under the supervision of a registered architect or registered professional engineer. The professional is required to affix a professional seal to those plans. These plans and specifi cations shall comply with the requirements, codes and standards listed in 1 CSR 30-3.030. This requirement applies to work performed by in-house personnel, as well as by contract, including work accomplished with funding from operations appropriations or non-appropriated funds. This work will be done after securing competitive bids when required by the provisions of Chapter 8, RSMo and the award of an individual contract. Copies of these plans and specifications, with seal affixed, will be included in the permanent file and facility asbuilt records. Emergency work which involves the facility structure, or major revisions or additions of elements or controls in the utility systems, when time will not permit preparation of plans and specifications, shall be performed under the supervision of a registered architect or registered professional engineer. Emergency work shall be documented and maintained as a part of the asbuilt drawings for the facility.

   6. (F) Maintenance and repair may be accomplished through the use of in-house personnel, through the use of individual contracts, or through the use of standing maintenance contracts.

      1. 1. Procurement of any necessary materi-

als, equipment or supplies to be provided by the agency shall be in accordance with the provisions of Chapter 8 or 34, RSMo Supp. 2007.

1. 2. Standing alteration and repair con-

tracts may be procured in accordance with the provisions of either Chapter 8 or 34, RSMo Supp. 2007. (4) Maintenance Standards.

1. (A) General.

   1. 1. Facility systems. The Division of

Facilities Management, Design and Construction shall provide professional services to maintain assets and assist state entities in meeting their facility needs for the benefit of the public through preventive maintenance and repair of the facility systems. The mission is to provide a superior workplace environment to assure health and safety for state occupants and their visitors and protect the state’s investments in property assets.

1. 2. Equipment. Each item of facility

equipment has a requirement for inspection and servicing after a specific interval of operation. The goal of this servicing shall be to maintain peak equipment efficiency during its expected life cycle to minimize downtime and equipment failure. Equipment preventive maintenance is scheduled and tracked through the Computer Maintenance Management System (CMMS).

1. (5) Backlog of Maintenance/Repair. Facility managers are responsible for minimizing the maintenance/repair backlog, through preventative maintenance, conservation and effective use of available resources.

   1. (A) Operations Budget Items. Minor items in the backlog of maintenance/repair work, which can be accomplished by in-house forces, or with standing maintenance contracts, should be specifically identified and included in the written justification for operational maintenance and repair (OPMR) funding or operations budget.
   2. (B) Capital Improvement Items. Major items in the backlog of maintenance/repair work shall be specifically identified and included in the written justification for the Capital Improvement Budget and in the Long Range Plan.
2. (6) Work Order System. A CMMS system shall be established by the division for assignment of work. The CMMS system should track all aspects of facility maintenance functions.

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. 1 CSR 30-4