RSM 3, Section 3100: Physical Plant Maintenance at WTC/DORS Administrative Office

Updated: 11/17

3101 Purpose

To establish the mission and procedures of the DORS Physical Plant Maintenance Department at the Workforce & Technology Center (WTC)/DORS Administrative Office.

3102 Applicability

This policy applies to the employees of the Physical Plant Maintenance Department ("the Department").

3103 Policy Statement

The mission of the Department is to maintain the property, grounds, buildings and equipment of WTC/DORS Administrative Office.

3104 Procedures

1. The Department will provide routine and emergency services for the repair and maintenance of equipment (other than equipment covered by maintenance service contracts), buildings, utilities and environmental systems at WTC/DORS Administrative Office.

2. The Department will respond to emergency requests for services 24 hours a day by assignment and notification of appropriate staff.

3. The Department is responsible for managing the provision of housekeeping services, in accordance with Section 3200.

4. The Department is responsible for providing preventive maintenance services for equipment, utilities and environmental systems according to standards established by the Department of General Services and equipment manufacturers.

5. The Department is responsible for coordinating the development of appropriate, specialized maintenance service contracts including, but not limited to the following:

• elevator maintenance
• pest control
• air conditioning
• central laundry services
• temperature controls
• high voltage equipment
• emergency generator
• kitchen equipment
• kitchen exhaust vent cleaning
• lawn care
• trash removal
• medical waste removal

6. The Department will assure the maintenance of fire and safety systems and conduct periodic tests and drills.

7. The Department will maintain the grounds and roadways at WTC/DORS Administrative Office.

8. The Department will provide a driver to handle transportation needs for administrative and maintenance functions (mail, supplies, etc.).

9. The Department is responsible for developing facility improvement plans, monitoring contractor performance and assisting in the development of capital projects.

10. The Department will help assure, through the supervision of the Housekeeping Department, and in cooperation with other WTC and DORS units, the maintenance of standards and procedures associated with infection control, disposal of infectious material and maintenance of pest control procedures.

11. The Department is responsible for managing the State vehicles assigned to WTC/DORS Administrative Office. This includes the maintenance of appropriate services, assignment of vehicles, assuring regular inspections and preparation and submission of required reports to Maryland State Department of Education Fleet Management Office.

12. The Department will prepare reports and maintain records as required by various city, State and federal regulatory agencies.

13. The Department will calibrate and maintain equipment in accordance with manufacturers’ recommendations.

14. WTC/DORS Administrative Office staff will calibrate and maintain equipment used for consumer services in accordance with manufacturers’ recommendations.

3105 Hazardous Materials

1. The Department is responsible for proper handling, storing and disposal of hazardous materials.

2. DORS/WTC will participate in the Annual All State Agencies Recycle waste management program.

3. New Department employees will receive training on proper handling, storing and disposal of hazardous materials.

4. Material Safety Data Sheets for the Department will be maintained and reviewed to ensure they reflect current product usage.

5. Diesel fuel stored for the emergency generator will be inspected annually to ensure no leakage.

6. Industrial strength cleaning and maintenance products will be stored in locked cabinets.

7. The following items will be recycled by a recycling company as items are disposed of:

• Computer equipment
• Copier toner and cartridges
• Fluorescent light bulbs

3106 Responsibility

1. The Facility Operations & Services (FOS) Branch Chief is responsible for establishing the mission, objectives, procedures and budget with the Maintenance Supervisor and for assuring the required performance of assigned responsibilities.

2. The Maintenance Supervisor is responsible for providing direct supervision of maintenance department staff and managing maintenance department operations in the absence of the FOS Branch Chief and performing maintenance duties as assigned.

3. The Housekeeping Supervisor is responsible for supervision of the housekeeping staff.