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 5.8 Facility Operations and Maintenance

 
 

 Requirements

 

R1. Legally Mandated Standards

a. Code of Federal Regulations (CFR):

1. Occupational Safety and Health — 29 CFR Parts 1904, 1910, 1926, and 1960

2. Historical Preservation — 36 CFR Part 800

3. Architectural/Engineering (A/E) Design Requirements — 48 CFR Part 36

4. Disability/Accessibility — 28 CFR Part 36

5. Life Safety Code — National Fire Protection Association (NFPA) 101

b. Building codes used in the United States (U.S.):

Centers in federal buildings should make efforts to adhere to the most recent applicable building codes adopted by the state or local jurisdiction in which the center is located. Unless the lease states otherwise, centers located in leased buildings must adhere to the most recent applicable building codes adopted by the state or local jurisdiction in which the center is located. The center must maintain a copy of the relevant local adopted building codes and have them available during assessments.

Applicable codes may include, but are not limited to:

1. Building Officials and Code Administrators/National Building Code (BOCA/NBC)

2. Uniform Building Code (UBC)

3. Standard Building Code (SBC)

4. International Building Code (IBC)

5. GSA P11, Facility Standards

6. NFPA and other National Consensus Standards

R2. Job Corps Standards

a. Bathrooms and showers must be adequate in number, clean, brightly lit, odor-free, well ventilated, and adequately supplied.

b. Facilities

1. Residential buildings must provide sleeping rooms, bath and lounge facilities, appropriate administrative spaces, and lockable storage space for student belongings.

2. Counselors must be provided with private, secured offices with easy student access.

3. Laundry facilities must be available for student use.

4. Recreational facilities must include access to a gymnasium, multi-purpose recreation areas, and sports fields.

5. Academic buildings must have adequate space for classrooms, computer labs, and learning resources.

6. Career Technical Training (CTT) areas must have classroom and training space to satisfy the needs of each training program, and resemble the workplace to the extent possible.

c. Dining and cafeteria facility must include a food preparation area, serving area, dining area, and storage areas.

d. Health services facilities must include private medical examining rooms; a nurse’s station; separate infirmary space for males and females; dental facilities; a secure drug storage area; and private space for mental health consultations, dentists, physicians, and Trainee Employee Assistance Program (TEAP) specialists.

e. Administrative areas must include general office and meeting space.

f. Storage areas must include adequate, lockable storage to safeguard confidential records, supplies, equipment, and hazardous materials, and to secure excess property.

g. Child development centers and residential parent/child programs must adhere to standards in Exhibit 5-10 (Facility Requirements for Child Development Centers and Residential Parent/Child Programs).

h. Furnishings must be in satisfactory condition, adequate in number, and appropriate for use.

R3. 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. Qualified maintenance personnel must be available or on call 24 hours.

b. A tracking system that documents scheduled maintenance, work orders, Operations and Maintenance (O&M) deficiencies, and the amount of time taken to complete work.

c. 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.

d. Procedures for obtaining assistance to handle specialized emergency problems beyond the scope and/or expertise of maintenance personnel.

e. 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.

f. Procedures for handling emergency maintenance problems at all times including weekends, holidays, and after-hours.

g. Provisions for qualified staff to supervise students performing maintenance work as part of an approved career technical training program or center support program.

R4. Center Sustainability

Job Corps centers must adhere closely to the following requirements and must implement sustainable practices wherever feasible and cost-effective on a life-cycle cost basis.

a. Centers must assign responsibility for each sustainability requirement and goal below to key individuals. Centers must educate and encourage staff and students on the importance of resource conservation.

b. Centers must develop and implement written policies and procedures that include:

1. Procedures to reduce energy and water consumption. Centers with advanced meters must review data at least monthly and implement changes in facility usage based on this data. In addition, with approval from the National Office, centers must investigate and participate in utility-sponsored programs for demand-response, advanced metering with load shedding, and incentives for the installation of energy conserving equipment.

2. Procedures to reduce fuel consumption by motor vehicles.

3. Solid Waste Management Policies that include reuse and recycling strategies to reduce the amount of solid waste and increase the waste diversion rate. Waste diversion means redirecting solid waste that might otherwise be placed in the waste stream to reuse, recycle, compost, or recover.

c. Greenhouse Gas (GHG) Emissions Reduction: Centers must reduce direct GHG emissions, primarily from building energy usage and fleet energy usage, by 2.5 percent per year or more. Centers must take steps to reduce indirect GHG emissions from business travel, waste disposed, commuting travel, student transportation, and from the increased use of renewable energy.  Job Corps has been, and will continue to use the GSA Carbon Footprint Reduction Tool to assist in capturing and reporting carbon emissions for all Job Corps centers.

d. Centers must demonstrate compliance or consistent progress in addressing the following requirements.

1. Integrated Operations and Maintenance: Centers must use an integrated team to develop and implement policies regarding sustainable operations and maintenance. Centers must assess existing condition and operational procedures of the building and major building systems and identify areas for improvement. Centers must use a computerized maintenance management system with occupant feedback capabilities.

2. Retro-commissioning: Centers chosen to participate in the retro-commissioning process must cooperate fully with the commissioning agent in order to produce a comprehensive and effective retro-commissioning study. Retro-commissioning is an exercise to assess the existing facility and the associated building systems to ensure that all building components and systems are functioning as intended by the original design.

3. Environmental Purchasing: Centers must establish an environmentally preferred purchasing policy for ongoing consumables and durable goods that will protect the environment and public health, conserve natural resources, and minimize waste.  The policy should include purchasing:

(a) Energy Star and Federal Energy Management Program-designated energy efficient products

(b) Environmental Protection Agency (EPA) WaterSense-labeled products or other water conserving products when available

(c) Products meeting or exceeding EPA’s recycled content recommendations for building modifications, maintenance, and cleaning (For other products, use materials with recycled content where available at a reasonable cost. If EPA-designated products meet performance requirements and are available at a reasonable cost, a preference for purchasing them must be included in all solicitations relevant to construction, operation, maintenance of or use in the building.)

(d) Materials with low Volatile Organic Compounds (VOC) and other pollutants  (Consideration of using low-VOC material shall apply to composite wood products, adhesives, sealants, interior paints and finishes, solvents, carpet systems, janitorial supplies, and furnishings.)

(e) Products with the highest content level per United States Department of Agriculture’s bio-based content recommendations (For other products, use bio-based products made from rapidly renewable resources and certified sustainable wood products. If these designated products meet performance requirements and are available at a reasonable cost, a preference for purchasing them should be included in all solicitations relevant to construction, operation, maintenance of or use in center buildings.)

4. Products that have a lesser or reduced effect on human health and the environment over their lifecycle when compared with competing products or services that serve the same purpose.

5. Outdoor Water Irrigation: Centers identify ways to reduce potable water irrigation use or to no longer use potable irrigation water through the use of water conserving products such as EPA’s WaterSense-labeled products and to use landscape design concepts that incorporate low impact design and native, drought resistant plants.

6. Storm-water Management: Centers identify ways to reduce storm-water runoff via a storm-water runoff mitigation strategy and a storm water pollution plan.

7. Integrated Pest Management: Centers use integrated pest management techniques as appropriate to minimize pesticide usage. Use EPA-registered pesticides only when needed.

8. Ozone Depleting Compounds (ODC): Centers eliminate the use of ozone-depleting compounds where alternative environmentally preferable products are available. Lists of acceptable and unacceptable substitutes, which are updated several times a year.

9. Tobacco Smoke Control: Centers prohibit smoking within buildings (as required by Chapter 2, Section 2.3, R6), and within 25 feet of all building entrances, operable windows, and building ventilation intakes.

10. Moisture Control: Centers provide policy and illustrate the use of an appropriate moisture control strategy to prevent building damage, minimize mold contamination, and reduce health risks related to moisture. Centers must investigate and repair where possible, water leaks within 48 hours of their start.

e. Reporting: Centers must complete the following reports in accordance with Exhibit 5-2, Plan and Report Submission Requirements.

1. Centers must upload energy and water consumption data into the designated online system (currently Energy Watchdog) on a monthly basis. The system may be used to review performance data and trends.

2. Centers must submit Quarterly Waste Reports using the Construction, Rehabilitation, and Acquisition (CRA) funding website.

3. Centers must enter applicable Greenhouse Gas (GHG) information (other than energy and water data which will be entered by the ESC) into the GSA Carbon Footprint Reduction Tool annually.

4. Centers must submit updates on center sustainability measures implemented, and any new or modified procedures, using Form 5-07, Center Sustainability Measures Update​, to the National Office through the Regional Office bi-annually.

R5. 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 R9 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

​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

R6. Project Implementation and Demolition

a. National Office Construction, Rehabilitation, and Acquisition (CRA) Projects: 

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 Engineering Support Contractor (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 preoccupancy inspection requirements.

b. Center Construction or Rehabilitation Projects (Funded-Not-Corrected (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 located on the FNC/CRA/CTST website, to the region (or agency headquarters for CCCs). 

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 FNC/CRA/CTST website.

d. Career Technical Skills Training (CTST) projects

1. Projects are approved and funded by the Regional Office in accordance with Appendix 508.

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 508.

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 Chapter 3, Section 3.3, R10 Career Technical Skills Training (CTST) Projects​.)

R7. CRA and Funded-Not-Corrected (FNC) Reporting

a. The Job Corps Construction/Rehab Report must be submitted quarterly by each Job Corps center via the FNC/CRA/CTST 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. 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

c. Every effort must be made to complete the FNC within the time frames detailed in R9 – Timeframes for Completion of FNC Deficiencies.

d. 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.

R8. 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.

R9. 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/CRA/CTST 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 website.

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.

R10. 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 Chapter 5, Section 5.9, R5.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 last 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.

R11. Vacant or Closed Center Facilities

a. The center is responsible for protecting a building or structure that is vacant or closed on an otherwise active Job Corps center.

b. The demolition of inactive center facilities will be accomplished in accordance with Chapter 5, Section 5.8 R6. Project Implementation and Demolition.


 

 Forms

 
  
Form 5-07 Center Sustainability Measures Update
 

 Exhibits

 
  
Exhibit 5-2 Plan and Report Submission Requirements
Exhibit 5-10 Facility Requirements for Child Development Centers and Residential Parent-Child Programs
 

 Appendices

 
  
Appendix 508 Career Technical Skills Training (CTST)
 

 Legal/CFR Requirements

 
  
28 CFR Part 36
29 CFR Part 1904
29 CFR Part 1910
29 CFR Part 1926
29 CFR Part 1960
36 CFR Part 800
48 CFR Part 36
Davis-Bacon Act