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 5.10 FACILITY MAINTENANCE PROGRAMS

 
 

 Purpose

 

P1. To assess conditions and prioritize facility rehabilitation, construction, and maintenance needs.

P2. To provide funds needed to affect facility improvements and emergency repairs.

 

 Requirements

 

R1. Facility Survey

a. Purpose

1. The Job Corps National Office will issue procedures to conduct periodic facility surveys of centers.

2. The purpose of the facility survey process is to assess and document the condition of facilities, identify deficient conditions, and provide recommendations and estimates for correction. These surveys serve as the primary method of assessing center conditions, and identifying future rehabilitation and repair projects.

3. All building deficiencies are classified and prioritized for rehabilitation and repair as follows (see R5 for sub-classifications and details):

(a) Class I – Life safety and health (highest priority)

(b) Class II – Code violation

(c) Class III – Repair and replacement

(d) Class IV – Programmatic needs

b. Responsibilities:

The National Office of Job Corps will:

1. Arrange for a facility survey of each Job Corps center every three years.

2. Use the facility survey as the principle document to establish yearly and five-year funding requirements and priorities for construction and rehabilitation activities at Job Corps facilities.

3. Use the Job Corps Facilities Database to maintain center data and results of the facility survey. The data base includes, but is not be limited to:

(a) The site and building conditions for the center

(b) Real estate assets and warranties

(c) Observations concerning the site layout, drainage, site lighting, infrastructure, utility delivery, accessibility, and other conditions

(d) Type of construction, age of the facility, environmental, accessibility, and major system configuration of each building on center

4. Ensure funded deficiencies are entered into the Job Corps Facilities Database.

5. Ensure Construction Rehab and Acquisition (CRA) contract modifications for approved and funded deficiencies are issued to center operating contactors in a timely manner.

6. Ensure Regional Offices continually track progress of Funded-Not-Corrected (FNC) deficiencies, and initiate appropriate action to address delays in completing funded projects and closeout of funded projects.

The Engineering Support Contractor (ESC) must perform the following:

1. Deploy a team to conduct the facility survey. The length of the survey varies by the center size, but is typically one week in duration.

2. Execute a survey that includes a visit to each building and structure, a thorough review of the infrastructure and site, and validate previous survey findings, progress, and status.

3. During the ESC’s site visit all ongoing projects are evaluated and completed/funded projects will be verified and closed-out.

4. The ESC will enter results of the facility survey into the Job Corps Facilities Database. Entries will include, but are not limited to:

(a) A review of real estate assets and warranties

(b) Specific observations concerning the site’s layout, drainage, site lighting, general electrical outlet conditions, heating and ventilation system conditions, heat pump conditions, infrastructure, utility delivery, accessibility, and other conditions

(c) The type of construction, age of the facility, environmental, accessibility, and major system configuration of each building on center

(d) Deficiencies that negatively impact center operations and training objectives

The Regional Office will:

Work with the center operator to plan facility-survey site visits. This includes the compilation of specific facility data.

The center must:

1. Provide the facility survey team easy access to all on-site buildings and structures.

2. Participate in the facility survey process that includes:

(a) Long-range planning

(b) Review and discussion of the facility survey findings

(c) Development and implementation of measures to meet Federal mandates such as, resource conservation, green initiatives and other environmental issues

R2. Project Implementation and Demolition

a. National Office CRA Projects:

The National Office will:

1. Arrange for the designated Federal staff to oversee the ESC to review and make recommendations for design and construction of identified, funded, major construction projects.

2. Federal staff will provide ESC oversight, including plan review and approval, specifications and cost estimates, at each stage of the design depending upon the complexity of the project.

The center, when directed, must:

1. Participate in the 15 percent (schematic) design review and provide programmatic input. The center will also be invited to participate in any subsequent design reviews that are conducted on center.

2. Coordinate with the National Office Federal staff in requesting technical assistance from the ESC and the construction contractor during the construction phase to ensure a safe working environment.

3. Provide sufficient access and space for the ESC.

The Certificate of Substantial Completion performed for National Office of Job Corps projects will satisfy Office of Job Corps pre-occupancy inspection requirements.

b. Center Construction or Rehabilitation Projects (FNC Projects)

1. Where the contracting responsibility for approved construction or rehabilitation has been delegated to a center, the center must ensure prompt completion in a cost effective manner.

2. Centers must provide advanced notice or seek Contracting Officer consent through the region as outlined in the center’s operating contract and/or Contractor’s Purchasing System Review (CPSR).

3. Before engaging in facility rehabilitation, including Career Technical Skills Training (CTST) projects, which meets either of the conditions listed below, centers must seek and receive approval from the National Office. Requests must be submitted through Regional Offices (or agency headquarters for USDA Forest Service Civilian Conservation Centers [CCCs]), which must forward the requests, with recommendations for modification or approval, to the Job Corps National Director designate responsible for the oversight of CRA projects:

Approval must be obtained if the project involves

(a) changes to any building’s structural system; or

(b) changes to major mechanical, electrical, plumbing, egress, or fire and safety systems.

4. Projects to construct new facilities, rehabilitate existing facilities, or repair or replace existing facilities, including CTST projects that involve student labor and cost more than $25,000 must be constructed in conformance with professionally prepared plans and specifications, in accordance with 48 CFR Part 36​.

c. Demolition Process

1. The center must prepare and submit Parts 1 and 2 of the Demolition Request Package (Appendix 512a and 512b) to the region (or agency headquarters for CCCs). The Package shall be submitted via the CRA website.

2. The region or agency shall review and forward the Demolition Request Package to the National Office.

3. The National Office will review and approve the Demolition Request Package. The National Office review includes environmental, real estate, and historic preservation issues, all of which must be resolved before approval.

4. Following approval by the National Office, the center should obtain quotes for the demolition and submit a request for funding using the CRA Web site.

d. Career Technical Skills Training (CTST) projects

1. Projects are approved and funded by the Regional Office in accordance with Appendix 303.

2. Projects include major facility renovations such as new classrooms, remodeled bathrooms, or new dorm rooms.

3. CTST projects that include construction activities requiring professional design and installation by licensed contractors, including structural changes, installation of electrical wiring and/or utility upgrades, must be reviewed and approved by the National Office of Job Corps, Division of Facility and Asset Management in accordance with Appendix 303​.

4. The center must ensure that all CTST projects that involve student labor and cost more than $25,000, or that involve significant facility alterations, are accomplished in accordance with a set of professionally prepared, sealed or stamped plans and specifications including a cost estimate. These plans, specifications, and cost estimates must be reviewed by the center Facility Maintenance Manager and must be submitted as part of the CTST project approval process for review and final approval by the Job Corps National Office, Division of Facilities and Asset Management.

5. The Certificate of Substantial Completion must be issued by the appropriate staff instructor.

6. Centers must coordinate with the state or local jurisdiction of authority to obtain all required construction permits and preoccupancy inspections, if applicable.

7. CTST projects that result in new facilities or significant renovations without professional approval may be directed to be removed.

(See PRH Chapter 3, Section 3.13, Career Technical Training.)

R3. CRA and Funded-Not-Corrected (FNC) Reporting

a. The Job Corps Construction/Rehab Report (Exhibit 5-19​) must be submitted quarterly by each Job Corps center via the CRA Website, reviewed by their Regional Offices (or agency headquarters for CCCs), and forwarded to the National Office. The updated Construction/Rehab Report must be updated and submitted with each CRA Funding Request.

b. The National Office will ensure all approved CRA deficiencies are placed on the FNC Web site.

c. The Regional Office will use the FNC Website to assist in the management of CRA projects and funds.

d. Centers must update the status of each FNC deficiency at least monthly or more frequently as the status changes from receiving funds, procurement, construction award, construction progress, and completion. The updates must include:

1. CRA modification number, date, amount, and CRA funding code

2. Project Status

3. Project Schedule

4. Comments on the progress

5. Reasons the project is delayed if applicable

e. Every effort must be made to complete the FNC within the time frames detailed in R5 (below) – Timeframes for Completion of FNC Deficiencies.

f. Centers must ensure funds are used within the three-year period of obligation. When the three-year period of obligation has passed those funds will remain on the center operating contract. If not subsequently used before the end of the operating contract, the funds will be de-obligated by the region and returned to the U.S. Treasury.

R4. CRA Furniture, Furnishings, and Equipment

When a National Office project is performed for a dormitory, cafeteria, or new Job Corps center, the National Office will assist in the selection of the furniture and furnishings.

a. Approximately 6-9 months from completion, the ESC Interior Design Specialist will contact the center to arrange a presentation of the proposed furniture and furnishings.

b. The ESC will complete a furniture and furnishings binder that contains the specifications and quotes from three vendors which includes delivery and installation. The ESC will provide the completed recommendation binder to the center.

c. The center must prepare a CRA funding request for the furniture and furnishings, and additional equipment needed for the initial fit out(s) of the building(s) (e.g., microwaves, common-area televisions, etc.). These requests must be submitted via the CRA Funding Request system.

d. The region will forward to the National Office for approval, the requests and prepare a Financial Operating Plan (FOP).

e. The CRA funds will be modified to the center operating contract.

f. The center must proceed with the purchases, and coordinate delivery and installation.

R5. Timeframes for Completion of Funded-Not-Corrected (FNC) Deficiencies

a. Class IA – Life Safety and Health (top priority)

1. Depending on the complexity and potential harm associated with the deficiency, a Class IA deficiency may be corrected within a few days, but should be completed within 60 days of contract modification. Corrective actions, including engineering controls that require more than 60 days to complete will require an abatement plan documented on the FNC Website.

2. Class IA life safety and health violations include, but are not limited to:

(a) Inadequate or deficient fire alarm systems in residential, classroom, instructional, or administration buildings

(b) Inadequate or deficient emergency exit signage or lighting in a residential, classroom, or administration building

(c) Inadequate or deficient sprinkler systems in a residential, administration, classroom, or instructional building

b. Class IIA, IIB, and IIC – Code Violations

1. Depending on the complexity and possible results associated with the deficiency, a Class IIA deficiency (that may shut down center operations) may be corrected within a few days, but should be completed within 90 days after contract modification. Corrective actions, including engineering controls that require more than 90 days to complete will require an abatement plan documented on the FNC Web site.

2. Class IIA deficiencies include, but are not limited to:

(a) Lack of or deficient emergency shut-off switches for power tools or appliances

(b) Large roof leaks in a residential, administration, classroom, or instructional building

(c) Lack of portable fire extinguishers

3. A Class IIB deficiency (that would not result in interruption of center operations) would depend on complexity, but should be corrected within 90 days after contract modification. This would have a lower priority than Class IIA deficiencies.

4. Class IIB deficiencies include, but are not limited to:

(a) Dryer ducts posing fire hazards in residential buildings

(b) Kitchen hoods without fire suppression or power shut down

(c) Ceiling panels not fire-rated in residential buildings

5. Class IIC deficiencies would be corrected when performing a significant renovation of that area. When funded, the deficiency should be completed within 270 days after contract modification.

6. Class IIC deficiencies include, but are not limited to accessibility in restrooms.

c. Class IIIA and IIIB – Repair and Replacement

1. Depending on the complexity of the correction and availability of funding, a Class IIIA deficiency (that may shut down center operations) may take up to two years or longer to get funded. When funded, the deficiency should be completed within 270 days after contract modification.

2. Class IIIB deficiencies (that would not result in interruption of center operations) may await funding through multiple CRA budget requests. When funded, the deficiency should be completed within 270 days after contract modification.

d. Class IVA and IVB – Programmatic Needs

1. Class IVA deficiencies for repairs that would improve the quality of instruction, may be completed within one year if funding is available, and longer if it has to await funding.

2. Class IVB deficiencies would be desirable enhancements that may take 10 years or more to complete, depending on available funding.

R6. Preoccupancy Survey for Center Projects

For National Office of Job Corps Projects, the Certificate of Substantial Completion will satisfy Office of Job Corps preoccupancy inspection requirements.

For center projects, centers are responsible for ensuring that all construction projects conducted on center meet Federal, state, and local building code requirements; and must coordinate with the local building official and obtain any necessary permits and inspections. The National Office does not have the authority to inspect and approve a building, structure, or facility for occupancy. Therefore, centers should not contact the National Office for preoccupancy inspections.

Preoccupancy surveys must be arranged by the center, with the assistance of the architect, engineer, project manager, CTST project manager in charge of the project, or local jurisdiction (Fire Department).

a. A preoccupancy survey must be performed prior to moving students and staff into:

1. A new center, dormitory, administration, or other center facilities (e.g., temporary classroom buildings)

2. A facility that has been renovated so as to change any building structural system or major mechanical, electrical, plumbing, egress, or fire and safety system

b. Certificate of Substantial Completion must be issued to indicate that the project is ready, and approved for student and staff occupancy. A Punch List must be generated by the contractor performing the work and must contain those items that still need to be completed. Remaining Punch List, non-NFPA 101 Life Safety Code items must be completed within 30 days of occupancy.

c. Certificate of Substantial Completion will not be issued if the Punch List includes NFPA 101 Life Safety Code deficiencies. NFPA 101 deficiencies must be abated prior to occupancy.

d. Career Technical Skills Training (CTST) Projects

Centers must coordinate with the state or local authorities that have jurisdiction to obtain any required construction permits and preoccupancy inspections, if applicable. A preoccupancy inspection must be conducted by the center Safety Officer per PRH Chapter 5, Section 5.15, R2.g​. The Certificate of Substantial Completion must be issued by the applicable staff instructor.

e. Civilian Conservation Centers (CCCs)

Preoccupancy surveys or a substantial completion walk-through of new construction and/or renovation projects performed on CCCs, including CTST and projects funded through the CRA, must be performed by U.S. Department of Agriculture (USDA) Forest Service engineers.

f. Written inspection reports, including Certificates of Substantial Completion, Punch List of items completed, and inspections performed by jurisdiction of authority, must be maintained on center. Copies must be distributed to the National Office and the appropriate Regional Office Project Manager.

g. Centers are responsible for providing the Office of Job Corps Occupational Safety and Health (OSH) program contract reviewers with information about construction or renovation projects completed, and outstanding deficiencies since the lasta annual OSH review. Copies of all inspection reports, including Certificates of Substantial Completion and inspections performed by jurisdiction of authority, must be made available to the reviewers at the time of the annual OSH program review.

 

 Exhibits

 
  
Exhibit 5-19 Job Corps Quarterly Construction-Rehab Report
 

 Appendices

 
  
Appendix 303 Career Technical Skills Training
Appendix 303a Career Technical Skills Training (CTST) Instructions for Completing CTST Form
Appendix 303b CTST Sample Project Descriptions
Appendix 512a USDOL-ETA Job Corps Demolition Package Part 1
Appendix 512b USDOL-ETA Job Corps Demolition Package Part 2
 

 Legal/CFR Requirements

 
  
48 CFR Part 36