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Preventive Maintenance & Facility Management Program

Overview

To encourage good stewardship of school facilities constructed, part of a school board’s duties, per AS 14.14.090(10), is to provide for the development and implementation of a preventive maintenance and facilities management program for school facilities. Preventive maintenance (PM) is defined as “scheduled maintenance actions that prevent the premature failure or extend the useful life of a facility, or a facility's systems and components, and that are cost-effective on a life-cycle basis.”

AS 14.11.011(b)(4) and AS 14.11.100(j)(5) establish the elements required in a district’s preventive maintenance plan in order for a district to be eligible for state aid under AS 14.11. These five elements are implemented by 4 AAC 31.013 and identified below.

Required Reports

These reports are reviewed by the department to assess a school district's preventive maintenance and facility management programs. Additionally, prior to closeout of a grant or debt reimbursement project, portions of the reports, as they relate to a facility impacted by the project, will be required.

Maintenance Management Program - a formal maintenance management program records maintenance activities on a work order basis, and tracks the timing and cost, including labor and materials, of maintenance activities in sufficient detail to produce reports of planned and completed work.

Energy Management Plan - an energy management plan includes recording energy consumption for all utilities on a monthly basis for each building; for facilities constructed before December 15, 2004, a district may record energy consumption for utilities on a monthly basis when multiple buildings are served by one utility plant.

As of November 2019, a plan incorporates regular evaluation of the effectiveness of and need for commissioning existing buildings. The department has developed a facility re/retro commissioning assessment tool (excel) and provided a compliance guidance memo (pdf) to assist districts.  All districts will be assessed as of the June 1, 2021 preliminary compliance notice. 

Custodial Program - a custodial program includes a schedule of custodial activities for each building based on type of work and scope of effort.

Maintenance Training Program - a maintenance training program specifies the training needs for custodial and maintenance staff and records the training received by each person.

Renewal & Replacement Schedule (R&R) - a renewal and replacement schedule identifies, for each school facility of permanent construction over 1,000 gross square feet, the construction cost of major building systems, including electrical, mechanical, structural and other components; evaluates and establishes the life-expectancy of those systems; compares life-expectancy to the age and condition of the systems; and uses the data to forecast a renewal and replacement year and cost for each system.

Certification of CIP Eligibility

All five reports as well as an accounting of the district’s fixed asset inventory are required in order to be certified by the department that a district is eligible for the grant or debt reimbursement programs. The department’s building maintenance specialist conducts an on-site certification assessment of school district preventive maintenance and facility management programs at least once every five years.

By June 1 of each year, the department will provide its preliminary notice of whether a district is certified. Districts that are not in full compliance must provide evidence of compliance to the department by August 1. By August 15, the department will notify districts of its final determination regarding compliance and CIP eligibility. Notice is supplemented by the publication of the Preventive Maintenance State-of-the-State Report (DEED Maintenance Assessment and Related Data) (pdf).

School District PM Certification Report

The “PM State-of-the-State Report” provides a list of the 53 school districts, and notes compliance with individual reports, CIP eligibility, the dates of previous and upcoming on-site visits, and the current management program utilized by the district.
View Report (pdf)

Contact

  • Building Management Specialist

Guides & Templates