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Maintenance and Operations Administrative Guidelines for School Districts and Community Colleges

School Business | Student Financial Assistance | Educational Facilities | Support Services Home | Planning, Budgeting and Management Home

Table of Contents

List of Figures (PDF, 317KB)

1. Introduction (PDF, 319KB)

2. Laws and Statutory Requirements (PDF, 4MB)

  • 2.1 Florida Statutes Chapter 235.011 Florida Statutes
  • 2.2 State Board of Education Administrative Rules - Section 5

3. General Maintenance and Operations Guidelines (PDF, 6MB)

  • 3.1 Maintenance and Operations Management Responsibilities
  • 3.2 Fiscal Responsibility
  • 3.3 Facility Standards
  • 3.4 Strategic Planning
  • 3.5 Building Manuals

4. Organizational Structures of Maintenance and Operations Departments (PDF, 7MB)

  • 4.1 Organizational Plan
  • 4.2 Personnel Management/Policies
  • 4.3 Staff Recruitment and Retention
  • 4.4 School Facilities
  • 4.5 Community Colleges

5. Management of Custodial Programs (PDF, 4MB)

  • 5.1 Goals and Objectives of Custodial Programs
  • 5.2 Required Custodial Activities
  • 5.3 Custodial Staffing
  • 5.4 Additional Work Load Formulas for Custodial Staffing
  • 5.5 Custodial Staff Productivity Standards
  • 5.6 Grounds Maintenance
  • 5.7 Staffing and Workload Formulas for Grounds Departments

6. Management of Maintence Programs (PDF, 5MB)

  • 6.1 Goals and Objectives of Maintenance Program
  • 6.2 Maintenance Management Programs
  • 6.3 Maintenance Approaches
  • 6.4 Maintenance Staffing
  • 6.5 Staffing Formulas For Maintenance Tasks
  • 6.6 Measuring Worker Productivity

7. Educational Facility Infrastructure Management (PDF, 3MB)

  • 7.1 Technical Improvement Plans
  • 7.2 Specialized Equipment
  • 7.3 Plumbing and Gas Systems
  • 7.4 HVAC Systems/Energy Management
  • 7.5 Electrical Systems
  • 7.6 Data, Communication and Related Systems
  • 7.7 Building/Equipment Commissioning
  • 7.8 Life Cycle Costs of Materials and Building Systems
  • 7.9 Future Trends in Facility Design, Construction and Use That Will Affect Maintenance and Operations

8. Contracted Services (PDF, 2MB)

  • 8.1 Outsourcing versus In-House Services: Reasons for Considering Contracted Services
  • 8.2 Estimating Project Costs
  • 8.3 Scheduling
  • 8.4 Procurement Process for Products and Services
  • 8.5 Competitive Bids
  • 8.6 Construction Oversight/Outsource Contract Administration
  • 8.7 Assessing Quality of Products, Workmanship and Services

9. Standard Procedures (PDF, 9MB)

  • 9.1 Work Control Methods
  • 9.2 Work Authorization Systems and Work Orders
  • 9.3 Life Safety, School Safety and Security
  • 9.4 Computerized Facilities Management Systems
  • 9.5 Computerized Facility Data Bases
  • 9.6 Indoor Air Quality (IAQ)
  • 9.7 Operations Service Manuals and Warranties from Equipment Manufacturers
  • 9.8 Staff Training
  • 9.9 Budgets/Cost Allocation
  • 9.10 Disaster Preparedness/Crisis Management
  • 9.11 Department of Education Hazardous Materials Guidelines
  • 9.12 Modernization Programs
  • 9.13 Voluntary Conservation Programs
  • 9.14 Relocatable Classrooms
  • 9.15 Assuming Maintenance and Operations Responsibilities for New Facilities
  • 9.16 Integrated Pest Management (IPM)

10. Relevant Codes, Standards and Regulations (PDF, 2MB)

  • 10.1 General Scope of Applicable Codes and Impacts on Maintenance and Operations Department
  • 10.2 State Requirements for Educational Facilities, (SREF)
  • 10.3 Americans with Disabilities Act
  • 10.4 Occupational Safety Health Administration (OSHA) Regulations - 29 CFR

11. Maintence and Operations Program Performance Criteria (PDF, 3MB)

  • 11.1 Measuring Departmental Effectiveness
  • 11.2 Annual Reports
  • 11.3 Customer Relations and Satisfaction
  • 11.4 Employee Surveys

12. Appendices (PDF, 2MB)

  • 12.1 Appendix A: Terms/Definitions
  • 12.2 Appendix B: Bibliography
  • 12.3 Appendix C: References and Resources
  • 12.4 Appendix D: Applicable Regulatory Requirements
  • 12.5 Appendix E: Maintenance, Operations and Grounds Inspections Matrix
  • 12.6 Appendix F: Additional Contributors

Contact

Office of Educational Facilities
1014 Turlington Building
325 West Gaines Street
Tallahassee, Florida 32399-0400
Telephone: (850) 245-0494
Fax: (850) 245-9304