PURPOSES: This rule establishes standards and procedures to be used by agencies 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 item. Conditions and appearance of materials, fastenings, seals, drive systems, lubrication or other elements shall be noted each time an item is serviced. A checklist made to be used to record work required, work accomplished or conditions, or both, noted for each element. The checklist also serves to assure that no element is inadvertently omitted. Space for remarks also shall be included on the checklist to provide specific information concerning noted problems or deficiencies.
   2. (B) Minor Repairs. Normally, repair work is not a part of the regular scheduled servicing. 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 an operations budget expenditure in accordance with the provisions of Chapter 34, RSMo.

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. Completion of any remaining corrective work shall then be programmed to provide the most cost-effective procedure.
   2. (B) Inspection. Regular periodic inspections of all facility elements and systems are essential for discovery of deficiencies before they deteriorate into major repair requirements. 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.
   3. (C) Repair versus Replacement. As indicated in 1 CSR 30-2.040(8)(A), 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 shall be supported by an analysis of cost and expected life for repair versus replacement. The most economical method (repair or replacement) shall be selected for programmed repairs.
   4. (D) Plans and Specification. All work which involves the facility structure 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, who shall affix his/her professional seal to those plans. These plans and specifications shall comply with the requirements of 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 nonappropriated funds. This work will be done after securing competitive bids and award of an individual contract. Copies of these plans and specifications, with seal affixed, will be included in the permanent file and facility as-built 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 on asbuilt drawings for the facility.

   5. (E) 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.

1. 2. Standing alteration and repair con-

tracts may be procured in accordance with the provisions of either Chapter 8 or 34, RSMo. The total dollar value which may be expended under any contract shall not exceed two hundred fifty thousand dollars ($250,000). No individual project accomplished pursuant to such a contract may exceed twenty-five thousand dollars ($25,000).

1. 3. Expenditures for maintenance and

repair projects will be subject to the provisions of Chapter 33, RSMo and to the purpose of appropriation as defined by the appropriation language, Index of Appropriations and Chart of Accounts.

1. (4) Maintenance Standards.

   1. (A) General.

      1. 1. Facility elements or systems. Facility

elements or systems shall be maintained in a condition that is commensurate with the projected span of occupancy or use. Temporary facilities shall be maintained to a minimum acceptable standard that assures health and safety. Facilities projected for occupancy of more than five (5) years shall be maintained at a standard to assure economical and efficient usefulness for an indefinite period. Appearance shall be maintained in a condition that is consistent with the intended use and span of occupancy. Specific checklists for inspection, servicing, adjustment, safety, security or other actions are required for each element or system of a facility to assure that requirements are met.

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 equipment operation at eighty percent (80%) (or higher) of the manufacturer’s rated capacity. Specific checklists for inspection, servicing, adjustment or other action for each item or class of equipment are essential to assure that all requirements are met and must be developed and used by the agency at the required intervals.

1. (B) Issuance of Standards. The director periodically shall develop and issue maintenance standards. Each standard shall indicate the facility element, system or equipment item, along with the inspections, lubrication, adjustments, cleaning, safety, security or other actions required and the frequency of performance. The standards shall be issued as appendices to this rule.

1. (5) Backlog of Maintenance/Repair. The backlog of maintenance/repair work which cannot be scheduled for completion because of limited resources. This backlog of maintenance/repair is substantiated by the annual inspection and condition report. Facility managers are responsible for minimizing the 1 CSR 30-4

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 justification for the operations budget. Other items which can be accomplished within the provisions of 1 CSR 30-3.040(1)(A) and (1)(A)2. may be included in the operations budget.
2. (B) Capital Improvement Items. Major items in the backlog of maintenance/repair work shall be specifically identified and included in the justification for the Capital Improvement Budget and in the Long Range Plan.

1. (6) Work Order System. A work order (or job order) system shall be established by the agency for assignment of work to personnel employed in facility maintenance positions. The work order system should track project initiation, cost of labor, cost of materials and time needed to complete the work. Specific requirements for the work order system and forms may vary from location to location.
2. (7) Maintenance, Evaluation and Assistance Program. The director, within available resources, shall establish a program of evaluation and assistance for the maintenance of state facilities.

AUTHORITY:: sections 8.320 and 8.360, RSMo 1986 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.

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