R1. Facility Maintenance Program
Center Operators must maintain all buildings, grounds, roads, sidewalks, and equipment for which the center is responsible by implementing a center maintenance program that includes:
a. Written preventive maintenance procedures must be submitted to the Regional Office for approval within 90 days of contract award, in accordance with Exhibits 5-1 Standard Operating Procedures and 5-2 Plans and Report Submission Requirements. A report on the status of accomplishing preventive maintenance shall be submitted annually to the Regional Office. The preventive maintenance program and procedures and reports shall include at a minimum those items on the Center Preventive Maintenance Plan (PMP) Checklist, Exhibit 5-22. Regional Offices shall use the PMP Checklist when reviewing the centers' initial and annual submissions. These reports and reivews shall be submitted using the Construction, Rehabilitation and Acquisition Plan (CRA) website.
b. Qualified maintenance personnel must be available or on call 24 hours.
c. A tracking system that documents scheduled maintenance, work orders, Operations and Maintenance (O&M) deficiencies, and the amount of time taken to complete work.
d. Procedures for inspecting, repairing, encapsulating, and/or removing asbestos- containing materials and/or lead-based paint; procedures for updating and maintaining an asbestos and/or lead-based paint O&M plan that meets Federal, state, and local jurisdiction requirements; and assigning qualified staff to manage the asbestos and/or lead-based paint program.
e. Procedures for obtaining assistance to handle specialized emergency problems beyond the scope and/or expertise of maintenance personnel.
f. Procedures for maintenance staff to complete rehabilitation projects, provided that such projects are not subject to the prevailing wage provisions of the Davis-Bacon Act. If the projects are subject to the Act, centers must ensure requirements of the Act are met. Centers must document the reasons the projects are exempt from the Act, and if they are not, centers must document actions taken to assure compliance.
g. Procedures for handling emergency maintenance problems at all times including weekends, holidays, and after-hours.
h. Provisions for qualified staff to supervise students performing maintenance work as part of an approved career technical training program or center support program.
R2. Use of Maintenance Funds
a. Centers must not use maintenance funds for capital improvement projects. Capital improvements are defined as:
1. The construction, installation, or assembly of a new asset (i.e. a building or structure), or the alteration, expansion, or extension of an existing asset to accommodate a change of function or un-met programmatic needs, or to incorporate new technology. This may include major renovation of an entire existing asset in order to properly restore and/or extend the life of the asset without change of function. This includes constructed asset deficiencies where there is non-compliance to codes (e.g., life safety, Americans with Disabilities Act, Occupational Safety and Health Administration [OSHA], environmental, etc.), and other regulatory or Executive Order compliance requirements.
2. Capital improvements include expenses for constructing or making long-lasting physical improvements to structures, utilities (e.g., heating and plumbing), roads and grounds, as well as the purchase and installation of major pieces of equipment, during a rehabilitation or construction project, that are permanently attached to structures such as air conditioners, walk-in freezers, refrigerators, ovens and stoves, and cafeteria dishwashers.
b. Centers are encouraged to use center maintenance and available under-run funds in excess of low on-board strength shortfall to address unfunded O&M deficiencies. Priority must be given to unfunded life-safety O&M deficiencies.
O&M deficiencies are defined as: A minor maintenance and repair action that is normally accomplished as part of the Job Corps center operating funds. This includes the cost of maintenance to repair unscheduled and scheduled deficiencies during the time period in which they occur.
Operations and Maintenance (O&M) includes:
1. Preventive maintenance for buildings, structures and Installed Building Equipment (IBE), including but not limited to heating, ventilation, and air conditioning (HVAC) equipment, fuel-burning and electric appliances, food service equipment, boilers, and plumbing, as recommended by the manufacturer:
(a) Activities related to the normal functions intended for a facility or IBE, including costs for utilities (electricity, water, sewage), fuel, janitorial services, window cleaning, and pest control
(b) Upkeep of grounds, vehicle rentals, waste management, periodic condition assessments, roof inspections, specialized services, e.g., fire alarm/protection
2. Routine maintenance of center facilities, including painting, carpeting/flooring, curtains, etc., when such maintenance is not part of a classifiable construction and rehabilitation project
3. In-place management of asbestos-containing building materials and lead-based paint, in accordance with 40 CFR Part 763 and 40 CFR Part 745
R3. Inactive Center Facilities
a. The Job Corps National Director will be responsible for protecting and maintaining a center when it is closed, in accordance with GSA requirements.
b. The center is responsible for protecting a building or structure that is vacant or closed.
c. The demolition of inactive center facilities will be accomplished in accordance with c. The demolition of inactive center facilities will be accomplished in accordance with ePRH Chapter 5, Section 5.10 R2, Project Implementation and Demolition.