Maintenance Mission
Statement
The
Maintenance Department supports learning
by
consistently maintaining the
physical environment
to
customer requirements
for
student achievement, as
efficiently
as
possible, with minimal distractions
Department Overview
Site
Manager
Supervisor
Office Number
Maintenance Central Kelvin Mack
813-635-1162
Ryan Plate
813-635-1153
Thoua Nealey
813-635-1159
813-635-1150
Maintenance East
813-757-9399
Hector Santiago
813-757-9399
Henry Lagunes
813-757-9399
813-757-9399
Maintenance West James Dieringer
813-872-5268
Bobby Wright
813-872-5268
Roberto Martinez
(813)872-5268
813-872-5268
General Maintenance Repairs:
Property Damage and Loss Report (PDLR-100)
This form is used whenever there is property damage or vandalism at your site.
Its location is found in New Ideas:
District Icon -> District Forms Icon -> Property Loss & Damage Report Folder -> click on Always Update Your Settings File,
then open PDLR-100.
* Begin a New Report
Once this report is completed a number will be assigned, which you will provide in your work order. A copy of the report
should be maintained at your site.
If the area has been damaged or vandalized to the point that it will cause a danger to the staff or students, please close or
secure the area, until repairs can be made or removed.
• Blinds
• Ceiling Tiles
• Flooring
• Glazing (broken glass)
• Locksmith doors & frames
• Plumbing /Water Coolers Bottle Fillers
• Fuel delivery for blowers & pressure
• Gas Fixtures & pipes inside facilities
Except boilers & gas water heaters (see HVAC)
• Painting
• Mason
• Electrical
• Elevators
•
Generators
MOC/ Facilities Maintenance
Department
Supervisor
MOC
Department
Ben Moore- Manager
813-635-1105
Todd Cooper
813-638-1237
Stefany Aceves
813-635-1168
Jasmine Tramel- Asst. Manager
813-635-1169
Jay Houghton
813-635-1132
Daniel Stermer
813-635-1125
MOC/ Roofing
Stephen Ellis
813-635-1111
Todd Lopez
813-635-1227
General Maintenance Repairs:
•
Roof leak repairs on built-up, shingle and metal roofs.
•
Serves as support inspectors for re- roofing projects.
•
Bid document development and contractor support.
•
Develops district standards as it relates to the three
maintenance areas.
•
Performs engineering work as it relates to design,
inspection, maintenance support and operation of electrical
system
•
Facilities assessment.
•
Develops the district’s Five-Year-Plan.
•
Orchestrates contracted services with
A&E firms as it pertains to facility
maintenance.
•
Performs preventative maintenance,
yearly inspections including
certification on all district elevators.
•
Portable and shed moves, set-up, and
special events like the fair and graduation.
•
Assist the General Manager of
Maintenance with unique projects
Sites and Utilities Department (S&U):
Manager
Supervisor
Janssen Gingras- Manager
813-635-1187
Danny Hill- Irrigation, Fencing, Fields
813-635-1179
James Sturgeon-Trees
813-635-1293
Carlos Cintron- Asst. Manager
813-635-1171
Doug Mill- Playground/ pest control
813-635-1178
Ryan Hoover- Waste Water
813-635-1175
Derek Maple- Asst. Manager
813-635-1181
Doug Maytum- Mowing
813-635-3331
General Maintenance Repairs:
•
Small pavement and erosion repairs
•
Contracted mowing program
• Lift stations
•
Fuel delivery (If not in the Contracted
Mowing Program)
•
Tree Trimming
•
Fencing
•
Trash & debris collection
•
Irrigation
•
Pest Control
•
Play courts
•
Playground equipment
•
Athletic fields
•
Potholes in pavement
•
Recycling program
•
Playground mulch
•
Parking lot striping
•
Backflow preventers
Greater clarity can be found in SITES & UTILITIES DEPARTMENT ITEMS PRINCIPALS NEED TO KNOW handout.
Communications and Electronics, CMMS/IT (C&E):
Manager
Issac Walker- Manager
813-635-1216
Justin Miller- Specialist
813-635-1179
Francisco Arriaga- Specialist
813-635-1221
Shannon Hodge- Asst. Manager
813-635-1210
Joseph Lopez- Specialist
813-635-1197
General Maintenance Repairs:
•
Telecommunication systems
•
Facilities technology support
•
Intercom systems
•
Stage lighting systems
•
Fire alarm (Life Safety) systems
•
Scoreboard systems
•
Security systems
•
Video surveillance systems
•
Public address systems
•
Access Control Systems
•
Computerized maintenance management
system (TMA)
•
Bells/master clock systems
HVAC Department (AC)/Energy Management:
Manager
Specialist
Kenny Otero- Manager
813-635-1257
David Gay- Specialist
813-426-6534
John Frese -Specialist
813-486-3720
Victor Flecher- Asst. Manager
813-635-1258
Chris McLaughlin- Specialist
813-357-3303
General Maintenance Repairs:
•
Heating & cooling issues
•
Exhaust fans
•
Indoor air quality
•
Ice Machines
•
HVAC controls & scheduling
•
Boilers
•
Energy conservation program
Custodial Operations (CO):
Manager
Supervisor
Harlan Ware- Manager
813-635-1117
Immaculee D'Haiti
-
Area 1 & 2
813-898-8193
Johnny Williams- Area 1 & 2
813-898-8193
Shirley Williams- Area 3-8
813-635-1142
Gilbert Perez- Area 3-8
813-635-1142
Jorge Vasquez- Area 3-8
813-635-1142
General Maintenance Repairs:
Logistics Operations (LO)/Furniture Refinishing:
•
Big cleanups
•
Custodial equipment repair
•
Substitute custodians
•
Custodial equipment supplies & chemicals.
• Bids
• Custodial training
Manager
Supervisor
Brandon Courtney- Manager
813-744-8260 ext. 236
Tammy Curls
813-744-8260 ext. 226
Dereck Graham
813-635-1117
General Maintenance Repairs:
Logistics Operations (LO): Furniture Refinishing:
• Central warehouse management *Furniture refinishing
• Instructional materials *Upholstery
• Disposal of furniture *Cabinet repair & new cabinets
• Mail Service *Set up special events.
• Disposal of student & employee records
• Site to site move of furniture.
School and Project Planning Overview
FISH (Florida Inventory of School Houses)
•
Official numbers of rooms and building
Five-year plan and process
•
Plan developed annually
•
Planning process for both new facilities and major repairs
•
Major repairs driven by facility assessment and District’s available budget
•
Principal has opportunity for input in the spring via appropriate maintenance area,
(Send written request)
•
Plan includes list of identified needs, and projected cost (not everything in the plan
is necessarily funded)
Major renovations
•
Stimulated by Five Year Plan (Availability of funds may alter this plan)
•
Priority for repairs and renovations (Roof #1, Air conditioning (HVAC) #2, Health, Life
and Safety #3 etc.)
Funding
Funding Considerations
•
District provides facilities; maintains and repairs; and provides utility services at no
cost to the school or Area Director
•
Damages caused to facility or related property, unserviceable, or otherwise in need
of repair is considered maintenance
•
Capital Outlay (CO) represents new item (not a repair). CO requires capital
outlay funding.
Funding for CO must be submitted via a Capital Outlay to the Chief Facilities
Officer (CFO) for consideration and written approval. The CFO will consider cost,
need and other factors before approving.
•
Capital Outlay (CO) can be generated by TMA.
•
Example - Requiring capital outlay: additional fencing; additional parking;
landscaping; classroom conversions; additional signs; new electrical service or
outlets; assembly of park benches, picnic tables
•
Matching fund program exists for major improvements (i.e., covered play court).
See section in this document, MATCHING FUNDS PROCESS
•
Cleaning supplies and landscaping materials (and services) are the responsibility of
the school
•
Schools can earn money through leasing facilities; a portion gets paid to HCPS for
energy use
•
Energy conservation incentive program provides opportunity to earn money as well
How to get maintenance service:
Scheduled Services (no action required – report problems or one-time requirements
Via TMA Maintenance
Request)
•
Pest control
•
Field striping
•
Athletic/play field fertilization and pest control
•
Trash collection
•
Mowing
for a guide to getting started in TMA and process flow please send an email to
TMASupport@sdhc.k12.fl.us .
TMA Maintenance Request System
•
Avoid duplication; it will not get something done sooner.
If repairs are not addressed in a timely manner send email to appropriate
Department manager and reference the request number along with some details
about the concern. This process will alleviate multiple work orders and stimulate
quicker response.
•
Vandalism Requires a PDR100 form.
How to get maintenance service (continued):
Emergencies
•
Call your area maintenance department and follow up with a TMA Maintenance Request. If it is
after hours, weekends or holidays, contact School Security on 623-3996. For true urgent concerns contact
911 first and then contact School Security as needs dictate.
Priority of TMA Maintenance Request
•
Emergency – Work till finished
•
Urgent – Three-day time frame to repair
•
Routine – 30-day window
•
Deferred – Set up scheduled date in future / waiting for funds
•
Life Safety – From Safety Report
Health, Life and Safety Inspections (HLS)
•
District Safety and local fire marshal will inspect
•
School must correct operational deficiencies (exits blocked improper use of
extension cord, too much paper on walls, etc.)
•
Maintenance items (existing items needing repair) will be addressed, without need
of a TMA Maintenance Request
•
Forward local fire department inspections to the District Safety Office, and
appropriate maintenance area if broken items are identified
•
Some capital outlay requests, due to complexity or cost, may be scheduled for
future renovation projects, unless capital outlay is approved and funded by Chief
Facilities Officer.
•
Example of HLS: extension cord used for permanent wiring - must stop using
extension cord, until capital outlay funding is approved for permanent outlet.
Capital Outlay
•
Use District Capital Outlay request
•
Location New Ideas -> District -> District Forms
•
Capital Outlay – WebTMA System (on the right-side list)
•
Follow directions to generate a Capital Outlay which will be submitted to the Chief
Facilities Officer.
School Responsibilities
TMA Maintenance Requests
•
Send TMA maintenance request to appropriate department; we cannot repair or
replace it if we don’t know about it (no duplicates!)
•
Assist workers and contractors with sign in and sign out process
•
Direct repair people to the concern in a timely manner
•
Give the repair person details about the problem
•
Have someone check the work when completed, to ensure satisfaction
•
Please have work order signed-off upon acceptable completion
Cleaning and Landscape Maintenance
•
School hires and supervises Custodians, Crew leaders and Head Custodians.
Custodial Operations will assist and make recommendations.
•
Head Custodians are interviewed by school personnel. Top candidates for the
position are screened by Custodial Operations. Head Custodians need to have
completed the Preparing New Head Custodian Program or sign an agreement to
earn.
•
Units determined by allocation formula; grounds maintenance is applicable where
school-based custodians maintain grounds
•
Custodial staff is responsible for all cleaning and minor maintenance duties
•
District conducts training via scheduled courses and one-on-one counseling on
request
•
Schools are to purchase needed supplies for cleaning and maintenance through
Lawson (for playground mulch contact Sites and Utilities)
•
Custodial and lawn equipment replacements funded by Essential Furniture and
Equipment List (EFE) quantity, when not abused, and not economically repairable.
Custodial Management
•
Minimize overlap of custodians’ duties while students are present
•
Let custodians clean (and not move projectors, monitor lunchrooms, open rooms
for substitutes, etc.)
•
The more detailed and specific the schedule, the more productivity you will get from
the employee
•
Checklists available through Custodial Operations or accessible from the Custodial
Icon on your Staff Hub desktop – using them will help with efficiency.
•
Rule of thumb:
Average classroom: 15 minutes
Classroom w/restroom: 20 minutes
Community restroom: 20 – 30 minutes based on the number of fixtures.
Floor Care Tips
•
Dirt does the damage
•
Have walk off mats at all entrances to collect dirt, vacuum daily
•
Install furniture glides or tips where needed
•
Dust mop daily (brooms are ineffective)
•
Wet mop with a neutral cleaner (all-purpose cleaners remove wax)
Classrooms mopped weekly, spot mopped daily
Cafeterias and corridors are mopped daily.
•
Strip and apply finish (4 coats) in the summer or scrub and recoat; apply finish (2
coats) burnish with high-speed buffer after 48 hours
•
Routinely buff, particularly high-traffic areas
Substitute Custodian
•
School personnel completes substitute request form located on Custodial Icon and
sends to Area Director
•
Schools receiving approval for a substitute are responsible to place job in SEMS
Program
Energy Conservation
(Schools should measure and publicize energy consumption)
•
Opportunity to earn incentive funds for your school through good stewardship, or lose funds
through wasteful operation
•
Read the handbook
•
Work closely with your energy mentor
•
Take control of temperature settings and occupancy schedules
•
Create an Energy Awareness Atmosphere at your site
•
Establish a Conservation Chairperson and Committee
•
Monitor and publicize school energy consumption (demonstration)
•
Energy Management Services Supervisor is always available for consultation
Energy Conservation Strategies
•
Review HVAC start and stop times, and schedule for special days (weekends, summer,
holidays), and take control. The energy mentor and Energy Management Department are
available for assistance.
•
Don’t open facilities during weekends
•
Reduce areas being cooled to occupied settings on non-instructional days
•
Turn lights off when not needed; ensure exterior lights are off during daylight hours
•
Keep all doors and windows closed when HVAC is operating
•
Maintain temperatures in the following ranges during occupied times:
Cooling season: 76° and 60% RH
Hea
ting season: 68°
•
Turn off computers when not needed, set systems to sleep
•
Don’t open large spaces (auditorium, gym, etc.) for small groups
•
Have custodians work as a group (per building, area, etc.)
Schedule HVAC accordingly and turn off lights after each room is cleaned.
•
Replace ALL missing ceiling tiles
•
Follow recycling protocol
Power Outages
•
If you have an electrical outage (partial or full site)
Contact your area’s maintenance department and follow up with a maintenance request
if possible.
•
After hours, weekends, or during holidays, contact School Security 623-3996
Contact your Area Director
You may also contact TECO EMERGENCY at 813-314-4200 (Commercial Accounts)
•
After electrical services have been restored, contact 813-635-1276 who will notify the HVAC
Department to validate heating and air conditioning equipment for start up
Water Outages
•
Contact your Area Maintenance Department
•
For supply line breakage, notify Sites and Utilities
•
Boil Water Notice: contact Sites and Utilities if water is needed due to a boil water notice.
Special Issues and Consideration
•
Lights – LED lighting schools purchase and replace accessible bulbs; ensure bulbs are
changed before submitting a TMA Maintenance Request; contact Area Maintenance when
access requires special equipment
•
Ceiling Tile - request tile via a TMA Maintenance Request (MR); school responsibility to
replace unless it’s a tile that requires a special cut, then maintenance department will
replace; include number from back of tile on TMA Maintenance Request
•
Mold - contact the Safety Office for an evaluation
•
Courts - submit MR for court refinishing when needed
•
HVAC operation - override of control systems must be reported via a TMA Maintenance
Request
•
Trash collection - ensure the dumpster is accessible to the trash truck
•
Compactors for lunchroom – if you have one, use it; your trash capacity is likely reduced
based on the existence of a compactor; it is a money saver
•
Boxes must be broken down before disposal
•
Contractors – do NOT delay them; do NOT request other work than what they were sent to
do
Customer Assessment
•
Conducted annually, in April
•
One response per school required