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Facilities Operations Manual

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Facilities Operations Manual U.S. Department of Justice Federal Bureau of Prisons P R O G R A M S T A T E M E N T OPI: ADM/FAC NUMBER: 4200.11 DATE: April 12, 2016 Facilities Operations Manual /s/ Approved: Thomas R. Kane Acting Director, Federal Bureau of Prisons 1. PURPOSE AND SCOPE Since the Manual’s last edition, operations have been changed and new policies developed to improve organizational efficiency. This edition incorporates individual duties of Facilities Management staff, makes changes reflecting new laws and regulations, and consolidates Bureau directives regarding physical plant maintenance and operations. a. Summary of Changes Policy Rescinded P4200.10 Facilities Operations Manual (1/24/2006) This Program Statement incorporates changes in the areas listed below: ■ Rewrite of Chapter 1, Facilities Administration and Organization ■ Rewrite of Chapter 2, Work Programming, Scheduling and Reporting ■ Rewrite of Chapter 3, Buildings and Facilities Projects ■ Rewrite of Chapter 4, Architect-Engineer Services ■ Rewrite of Chapter 5, Preventive Maintenance/Inspections ■ Rewrite, renaming, and renumbering of Chapter 6, Automated Systems and Document Control ■ Rewrite and renaming of Chapter 7, Life Safety/Fire Protection ■ Rewrite and renaming of Chapter 8, Environmental ■ Rewrite of Chapter 9, Telecommunication Systems and Electronic Equipment ■ Rewrite and renaming of Chapter 10, Vehicle Fleet ■ Rewrite of Chapter 11, Mechanical Systems and Power Plant Operations ■ Rewrite of Chapter 12, Electrical Systems ■ Rewrite of Chapter 13, Physical Plant Review Program ■ Rewrite of Chapter 14, Plumbing Systems ■ Rewrite of Chapter 15, Accessibility ■ Rewrite, renaming, and renumbering of Chapter 16, Energy/Water Conservation and Greenhouse Gas ■ Rewrite of Chapter 17, Historic Preservation b. Program Objectives. Expected results of this program are: ■ Institutions will be designed and maintained to meet the physical and functional needs of the Bureau of Prisons. ■ Applicable building codes and operational and regulatory standards will be met in Bureau facilities. ■ Oversight and master planning for physical plant maintenance and construction programs will be managed. ■ The agency’s capital investments will be preserved through program accountability standardized reporting and workforce training c. Institution Supplement. This Program Statement requires the following Institution Supplements: ■ Procedures for monthly controlled operational testing of the Perimeter Detection System, reporting procedures for notifications of security system outages, and the extent of inmate labor that may be used on telecommunication or security electronics (see Chapter 9). ■ Procedures on required use of fleet cards, procedures for issuing vehicles, procedures for dispensing fuel after hours, and procedures on reporting accidents (see Chapter 10). ■ Procedures to establish an Energy Conservation Committee, department head and duty officer observation practices related to energy conservation, employee awareness, and incentive award programs for energy conservation. P4200.11 4/12/2016 2 CONTENTS Chapter 1. Facilities Administration and Organization ............................................................7 ADMINISTRATION ..........................................................................................................................7 STAFF ORGANIZATION AND RESPONSIBILITIES ..............................................................................7 Chapter 2. Work Programming, Scheduling, and Reporting .................................................13 GENERAL PROCEDURES ...............................................................................................................13 WORK PROGRAMMING COMMITTEE (WPC) ..................................................................................13 WORK ORDERS ($10,000 OR LESS) ..............................................................................................15 WORK ORDERS GREATER THAN $10,000 ....................................................................................16 SUPPLIES AND MATERIALS ..........................................................................................................17 MODIFICATIONS OF EXISTING FACILITIES ....................................................................................18 REPORTING ..................................................................................................................................20 Chapter 3. Buildings and Facilities (B&F) Projects ................................................................21 DEFINITIONS ................................................................................................................................21 REQUESTS FOR BUILDINGS AND FACILITIES PROJECTS ................................................................22 OBLIGATION OF FUNDS AND TERM LIMITS FOR MODERNIZATION & REPAIRS PROJECTS ............25 REGIONAL B&F ADMINISTRATION ..............................................................................................26 REGIONAL B&F FUND ACCOUNTABILITY PROCEDURES ..............................................................28 PROJECT ADMINISTRATION..........................................................................................................29 REPORTING ..................................................................................................................................36 Chapter 4. Architect-Engineer (A&E) Services .......................................................................37 POLICY SUMMARY .......................................................................................................................37 REFERENCES ................................................................................................................................37 PROCUREMENT OF A&E SERVICES ..............................................................................................37 RESPONSIBILITIES ........................................................................................................................37 EVALUATION/SELECTION CRITERIA ............................................................................................38 EVALUATION BOARDS .................................................................................................................38 EVALUATION BOARD FUNCTIONS ................................................................................................39 SELECTION AUTHORITY ...............................................................................................................39 EVALUATION/SELECTION DOCUMENTATION ...............................................................................40 GOVERNMENT COST ESTIMATE ...................................................................................................40 NEGOTIATIONS ............................................................................................................................41 MANDATORY CONTRACT TERMS .................................................................................................41 PERFORMANCE EVALUATIONS .....................................................................................................42 P4200.11 4/12/2016 3 Chapter 5. Preventive Maintenance/Inspections .....................................................................43 RESPONSIBILITY ..........................................................................................................................43 DEFINITIONS ................................................................................................................................43 PREVENTIVE MAINTENANCE .......................................................................................................43 INSPECTIONS AND TESTS .............................................................................................................45 Chapter 6. Automated Systems .................................................................................................47 COMPLIANCE ...............................................................................................................................47 REQUIRED SOFTWARE PROGRAMS ...............................................................................................47 DOCUMENT CONTROL .................................................................................................................48 Chapter 7. Life Safety/Fire Protection in Buildings and Structures ......................................49 GENERAL .....................................................................................................................................49 CONSTRUCTION REQUIREMENTS .................................................................................................49 PREVENTIVE MAINTENANCE, INSPECTIONS, AND TESTING ..........................................................50 Chapter 8. Environmental..........................................................................................................51 GENERAL .....................................................................................................................................51 Chapter 9. Telecommunications Systems and Electronic Equipment ...................................54 GENERAL .....................................................................................................................................54 RESPONSIBILITIES ........................................................................................................................54
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