Maintenance and operation standards for court facilities

(a) The Chief Administrator of the Courts shall require from each political subdivision seeking reimbursement of (1) maintenance and operations costs pursuant to section 54-j(2) of the State Finance Law or (2) workfare administration and supervision expenses pursuant to section 52-j(2-a) of such law a certification that such political subdivision is in compliance with the maintenance and operation standards set forth below. Failure to comply with such standards may result in the loss of reimbursement for maintenance and operation costs. The Chief Administrator also shall require from each political subdivision seeking reimbursement of workfare administration and supervision expenses (1) a certification that it has complied with the provisions of section 54-j(2-a)(d) of the State Finance Law and (2) itemizations of its workfare administration and supervision expenses for the 12-month period concluding September 30, 1994, and for the period for which reimbursement is sought. (b) A political subdivision may request exemption from one or more of the cleaning frequency schedules or maintenance routines of the maintenance and operation standards. Such request shall be made in writing to the Chief Administrator and may be granted for good cause shown. Exemptions shall be granted for a period of up to two years and may be renewed, upon written request, in the discretion of the Chief Administrator. (c) Definitions. For the purpose of this Part, the terms below have the following meanings: (1) Operation consists of those day-to-day services and activities which are necessary to keep the physical plant open and in a usable condition. (2) Maintenance includes those services, activities and procedures which are concerned with preserving, protecting and keeping buildings, grounds and equipment in a satisfactory state of repair. Included in these activities are some repairs, replacements, renovations and adjustments. Existing court facilities and those which are currently being constructed will require adequate maintenance if they are to function satisfactorily. (3) Preventive maintenance is a planned schedule for accomplishing required maintenance operations as categorized by the following needs: (4) Recurring - tasks and jobs which should be performed one or more times each year and should be on a scheduled basis, e.g., floor and furniture care, some types of lawn and grounds maintenance and specialized care of mechanical and heating equipment. (5) Periodic - tasks and jobs which may need attention less frequently than recurring maintenance. Generally they include repair and renovation items which follow cycles of from three to five years, such as roof repair; repair of window shades, blinds and drapes; weather proofing windows, doors and walls and repairing heating plants. (6) Replacement - occurs when circumstances create a need for certain types of maintenance at inopportune times, i.e.plumbing leaks. (7) Repair - improvement tasks that restore broken items by replacing parts or by mending. (8) Leased space - space which is rented in a privately owned building for use by the court or a court agency. (9) Utilities - services such as water, sewer, gas and electricity which are required to operate a building. (10) Hard and resilient flooring - all hard flooring such as concrete, ceramic, terrazzo, brick and marble requires stripping and sealing. All resilient flooring such as vinyl asbestos tile, linoleum, etc., requires several coats of floor finish. (11) High cleaning - space throughout the facility 70 inches or more from the floor. Includes but is not limited to walls, ceiling area adjacent to ventilating and air conditioning outlets, transoms, clocks, moldings around ceilings, tops of partitions, overhead pipes, pictures, plaques, wall or ceiling diffusers, file cases, bookcases, lockers, etc. (12) Landscape and grounds maintenance - includes: mowing lawns, power raking, trimming of and around trees, shrubs, fences, monuments, flag poles, walls, etc., fertilizing, mulching, watering, raking leaves, weed, pest and disease control. (13) Pest control - is defined as those measures which are necessary to suppress the population of arachnids, crawling and flying insects, rats, mice and/or any other species which become a pest within or around the facilities covered by this solicitation/contract. (14) Facilities management - the total operational responsibility for a facility or group of facilities that includes but is not limited to: maintenance and operations of systems, cleaning, landscape maintenance, trash/debris removal, pest control, and structural and maintenance repairs. (15) Workfare administration and supervision expenses include (i) the salary and fringe benefit costs to a political subdivision for each person it employs whose duties constitute the supervision of persons who clean and maintain court facilities pursuant to a workfare program provided through the Department of Social Services; and (ii) any other reasonable and necessary administrative costs for the implementation of such a workfare program that may be incurred by a bureau, division or department of a political subdivision that is directly responsible for the maintenance and operation of court facilities. (d) Section I Operation Standards--Cleaning Tasks and Frequency Schedules. The abbreviations for the frequency standards are: D = daily D/2 = twice daily W = weekly M/2 = twice monthly M = monthly Q = quarterly S/A = semi-annually A = annually A/R = as required/requested 1. Grounds and building entries. FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Police Areas (B) X Clean Lobby Entry Glass X Clean Bright Work Metal X Sweep Outside Entryways X Sweep Steps X Sweep Landings X Empty Litter Containers X Check/Clean Catchbasins & Drains X Check/Replace Burned Out Lights X Check/Replace Missing Signage X Check/Report on Inset/Rodent Control X Check/Report Erosion X Check/Report Quailty of Maintenance in Landscaped Areas X Check/Report Deteriorated Surfaces X Maintain Snow-Free Walks/Entryways X Maintain Clear Passage for Public X Maintain Clear Passage for Incarcerated Persons X Hose & Scrub Down Exterior Entry Areas X Report Any Damage or Hazards X *Painting X **Graffiti X Turn Off Lights When Appropriate (A) Clean and Rectify Problem (B) Free of discarded materials and trash * Painting - Touch Up As Required; Cycle Painting ANNUALLY, e.g. Benches, Metal Doors, Frames, Traffic Markings, Etcetera **Graffiti - To Be Removed Without Delay 2. Main/entrance/lobbies. Public Waiting Area(s) Alcoves - Candy Stand Telephone Area Elevator Lobbies FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Unlock and Lock Areas X Check & Close Windows X Check & Replace Missing Sinage X Check & Replace Burned Out Lights X Remove Cobwebs X Police Area (B) X Empty & Clean Waste Containers X Empty & Clean Ash Receivers X *Dust High Ceiling & Walls X *Dust Light Fixtures X *Dust Walls & Decorations X *Dust/Clean & Arrange Furniture X *Dust Window Sills, Doors & Frames X *Dust & Adjust Window Blinds/Shades X *Dust Radiators & Covers X *Dust Mop/Sweep Floors X Clean Floors & Remove Stains X Spray Buff Floors (1) X Strip & Refinish Floors X Spot Clean Walls & Partitions X Spot Clean Glass, Doors & Frames X Clean/Polish Metal (Brass, etc.) X Clean/Polish & Arrange Furniture X Clean & Sanitize Drinking Fountains X Clean Door Saddles X Clean Floor Mats/Runners X Repair/Replace Flooring X Wash/Clean & Adjust Blinds/Shades X Wash Walls & Partitions X Wash Glass, Doors & Frames X Wash Windows, Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X Turn Off Lights When Appropriate (A) Clean and Rectify Problem (B) Free of discarded materials and trash (1) Includes: Sweep, Damp Mop, Spray Buff and Dry Mop *Dust - Utilize Treated Cloths/Mops **Painting - Touch Up As Required; Cycle Painting within THREE YEARS ***Graffiti - To Be Removed Without Delay 3. Circulation Public Space Hallways - Passageways Corridors - Vestibules Alcove - Lobbies FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Check & Close Windows X Check & Replace Missing Sinage X Check & Replace Burned Out Lights X Remove Cobwebs X Police Area(s)(B) X Empty & Clean Waste Containers X Empty & Clean Ash Receivers X *Dust High Ceiling & Walls X *Dust Light Fixtures X *Dust Walls, Decorations & Cabinets X *Dust/Clean & Arrange Furniture X *Dust Window Sills, Doors & Frames X *Dust & Adjust Window Blinds/Shades X *Dust Radiators & Covers X *Dust Mop/Sweep Floors X Clean Floors & Remove Stains X Spray Buff Floors (1) X Strip & Refinish Floors X Spot Clean Walls & Partitions X Spot Clean Glass, Doors & Frames X Clean/Polish Metal (Brass, etc.) X Clean/Polish & Arrange Furniture X Clean/Sanitize Drinking Fountains X Clean Door Saddles X Clean Floor Mats/Runners X Repair/Replace Flooring X Wash/Clean & Adjust Blinds/Shades X Wash Walls & Partitions X Wash Glass, Doors & Frames X Wash Windows, Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X Turn Off Lights When Appropriate (A) Clean and Rectify Problem (B) Free of discarded materials and trash (1) Includes: Sweep, Damp Mop, Spray Buff and Dry Mop *Dust - Utilize Treated Cloths/Mops **Painting - Touch Up As Required; Cycle Painting Three To Five Years ***Graffiti - To Be Removed Without Delay 4. Stairs and landings. FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Check & Close Windows X Check & Report Inoperative Hardware X Check & Replace Burned Out Lights X Check & Report Inoperative Doors X Check & Replace Missing Sinage X Police Area (B) X *Dust Window, frames & Doors X *Dust Doors, Frames & Handrails X *Dust Fire Apparatus & Vents X *Dust Light Fixtures X Sweep Landings, Steps & Risers X Damp Wipe Surfaces to Door Height X Wash Windows Exterior/Interior X Mop Landings, Steps & Risers X Wash & Dry All Metal Surfaces X Report Missing/Broken Fire Apparatus X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X (A) Clean and Rectify Problem (B) Free of discarded materials and trash (1) Includes: Sweep, Damp Mop, Spray Buff and Dry Mop *Dust - Utilize Treated Cloths/Mops **Painting - Touch Up As Required; Cycle Painting FIVE TO SEVEN YEARS Except WHere Stairways Are Used For General Circulatin. ***Graffiti - To Be Removed Without Delay 5. Elevators/escalators (1). FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Check & Replace Missing Sinage X Check & Replace Burned Out Lights X Check Current Certificate Operation X Check Controls Access Door X Check Indicator Lamps X Check & Report Any Malfunction X Check Emergency Stop & Alarm Operation X Police Elevator Cab & Area (B) *Dust Light Fixtures X *Dust Ventilation Ducts/Fan Grills X *Dust Elevator Cab & Doors X *Dust Mop Floor X *Spot Cleam Elevator Cab & Doors X Clean Floor X Clean, Wax, Polish Panels & Walls X Clean Door Tracks X Wipe, Clean Elevator Hatch Doors X Buff Finish Floor X Vacuum/Carpet and Spot Clean X Shampoo Carpet X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X (A) Clean and Rectify Problem (B) Free of discarded materials and trash (1) Clean Exposed Surfaces of Treads, Risers and Landings. Polish Bright Metal Surfaces Daily *Dust - Utilize Treated Cloths/Mops **Painting - Hatchway Doors As Required; Cycle Painting Three To Five Years ***Graffiti - To Be Removed Without Delay 6. Public toilets. Jury Assembly Room Toilets Jurors/Public Toilets - Washrooms Lavatories - Powder Rooms FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Lock/Unlock Area X Check & Close Windows X Check & Replace Missing Signage X Check & Replace Burned Out Lights X Remove Cobwebs X Police Area (B) X Empty Waste Containers X *Dust Spot Clean Ceilings X Clean Walls and Disinfect X Clean Floors X Clean Mirros X Clean Sinks, Urinals & Water Closets X Clean Tile Walls X Clean Toilet Stalls/Partitions X Clean & Shine Chrome X Clean Light Fixtures X Clean Exhaust Vents X Clean Painted Doors & Frames X X Resupply Paper, Soap & Hygiene Products X Wash Windows Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X REPORT DRIPPING/RUNNING WATER (A) Clean and Rectify Problem (B) Free of discarded materials and trash *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting ANNUALLY ***Graffiti - To Be Removed Without Delay 7. Employee toilets. Toilets - Washrooms Lavatories - Powder Rooms FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Lock/Unlock Area X Check & Close Windows X Check & Replace Missing Signage X Check & Replace Burned Out Lights X Remove Cobwebs X Police Area (B) X X Empty Waste Containers X *Dust Spot Clean Ceilings X Clean Walls and Disinfect X Clean Floors X Clean Mirros X Clean Sinks, Urinals & Water Closets X Clean Tile Walls X Clean Toilet Stalls/Partitions X Clean & Shine Chrome X Clean Light Fixtures X Clean Exhaust Vents X Clean Painted Doors & Frames X Resupply Paper, Soap & Hygiene Products X Wash Windows Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X REPORT DRIPPING/RUNNING WATER (A) Clean and Rectify Problem (B) Free of discarded materials and trash *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting within Three Years ***Graffiti - To Be Removed Without Delay 8. Private toilets. Jury Diliberation Room Toilet Judges - Washrooms Lavatories - Powder Rooms FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Lock/Unlock Area X Check & Close Windows X Check & Replace Missing Signage X Check & Replace Burned Out Lights X Police Area (B) X Empty Waste Containers X *Dust Spot Clean Ceilings X Clean Walls and Disinfect X Clean Floors X Clean Sink & Fixtures X Clean Mirrors X Clean Tile Walls X Clean & Shine Chrome X Clean Light Fixtures X Clean Exhaust Vents X Resupply Paper, Soap & Hygiene Products X Wash Windows Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X REPORT DRIPPING/RUNNING WATER (A) Clean and Rectify Problem (B) Free of discarded materials and trash *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting Within THREE YEARS ***Graffiti - To Be Removed Without Delay 9. Office I. Interpreters, Clerks, Transcribers, Court Reporters, Security Office, File/Storage FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Lock/Unlock Area X Check & Close Windows X Check & Replace Missing Signage X Check & Replace Burned Out Lights X Remove Cobwebs X Empty & Clean Waste Containers X Empty & Clean Ash Receivers X *Dust High Ceiling and Walls X *Dust Light Fixtures X *Dust Walls, Decorations & Cabinets X *Dust/Clean & Arrange Furniture X *Dust Window Sills, Doors & Frames X *Dust & Adjust Window Blinds/Shades X *Dust Radiators & Covers X *Dust Mop/Sweep Floors X Spray Buff Floors (1) X Strip & Refinish Floors X Spot Clean Walls & Partitions X Spot Clean Glass, Doors & Frames X Clean/Polish & Arrange Furniture X Clean Door Saddles X Repair/Replace Flooring X Wash/Clean & Adjust Blinds/Shades X Wash Walls & Partitions X Wash Glass, Doors & Frames X Wash Windows, Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X Turn Off Lights When Appropriate (1) Includes: Sweep, Damp Mop, Spray Buff and Dry Mop (A) Clean and Rectify Problem *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting THREE/FIVE YEARS ***Graffiti - To Be Removed Without Delay 10. Office II. Court Clerks, Examination Before Trial, Law Assistants, Law Stenographers FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Lock/Unlock Area X Check & Close Windows X Check & Replace Missing Signage X Check & Replace Burned Out Lights X Remove Cobwebs X Empty & Clean Waste Containers X Empty & Clean Ash Receivers X *Dust High Ceiling and Walls X *Dust Light Fixtures X *Dust Walls, Decorations & Cabinets X *Dust/Clean & Arrange Furniture X *Dust Window Sills, Doors & Frames X *Dust & Adjust Window Blinds/Shades X *Dust Radiators & Covers X *Dust Shelving & Books X *Dust Woodwork & Panels X Spot Clean Walls & Partitions X Spot Clean Glass, Doors & Frames X Spot Clean Upholstered Furniture X Spot Clean Rugs/Carpets X Clean/Polish & Arrange Furniture X Clean/Polish Woodwork & Panels X Clean Door Saddles X Vacuum Carpet/Rugs X Vacuum Upholstered Furniture X Vacuum Drapes X Shampoo Carpet/Rugs X Restretch Carpet X Repair/Replace Carpet X Wash/Clean & Adjust Blinds/Shades X Wash Walls & Partitions X Wash Glass, Doors & Frames X Wash Windows, Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X Turn Off Lights When Appropriate (A) Clean and Rectify Problem *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting THREE/FIVE YEARS ***Graffiti - To Be Removed Without Delay 11. Juror Facilities. Jury Clerk's Office Jury Assembly/Waiting Room Impanelling Rooms Deliberation Room FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Lock/Unlock Area X Check & Close Windows X Check & Replace Missing Signage X Check & Replace Burned Out Lights X Remove Cobwebs X Police Area (B) X Empty & Clean Waste Containers X Empty & Clean Ash Receivers X *Dust High Ceiling and Walls X *Dust Light Fixtures X *Dust/Clean & Arrange Furniture X *Dust Window Sills, Doors & Frames X *Dust & Adjust Window Blinds/Shades X *Dust Radiators & Covers X *Dust Mop/Sweep Floors X Spray Buff Floors (1) X Strip & Refinish Floors X Spot Clean Walls & Partitions X Spot Clean Glass, Doors & Frames X Clean/Polish & Arrange Furniture X Clean & Disinfect Drinking Fountains X Clean Door Saddles X Repair/Replace Flooring X Wash/Clean & Adjust Blinds/Shades X Wash Walls & Partitions X Wash Glass, Doors & Frames X Wash Windows, Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X Turn Off Lights When Appropriate (A) Clean and Rectify Problem (B) Free of discarded materials and trash (1) Includes: Sweep, Damp Mop, Spray Buff and Dry Mop *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting Within Three Years ***Graffiti - To Be Removed Without Delay 12. Court room areas. Court Room Witness Waiting Room Robing Room Attorney Conference Room Conference/Board Room Lounge/Lunch Room FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Lock/Unlock Area X Check & Close Windows X Check & Replace Missing Signage X Check & Replace Burned Out Lights X Check Court Room Clock for Accuracy X Remove Cobwebs X Police Area (B) X Empty & Clean Waste Containers X *Dust High Ceiling and Walls X *Dust Light Fixtures X *Dust/Clean & Arrange Furniture X *Dust Window Sills, Doors & Frames X *Dust & Adjust Window Blinds/Shades X *Dust Radiators & Covers X *Dust Mop/Sweep Floors X *Dust Woodwork & Panels X Spray Buff Floors (1) X Strip & Refinish Floors X Spot Clean Walls X Clean/Polish & Arrange Furniture X Clean/Polish Woodwork & Panels X Repair/Replace Flooring X Wash/Clean & Adjust Blinds/Shades X Wash Walls X Wash Glass, Doors & Frames X Wash Windows, Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X Turn Off Lights When Appropriate (A) Clean and Rectify Problem (B) Free of discarded materials and trash (1) Includes: Sweep, Damp Mop, Spray Buff and Dry Mop *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting Within Three Years ***Graffiti - To Be Removed Without Delay 13. Judges facilities. Chambers Secretary's Office Law Clerk's Office Reception/Waiting Room FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Lock/Unlock Area X Check & Close Windows X Check & Replace Missing Signage X Check & Replace Burned Out Lights X Remove Cobwebs X Empty & Clean Waste Containers X Empty & Clean Ash Receivers X *Dust High Ceiling and Walls X *Dust Light Fixtures X *Dust Walls, Decorations & Cabinets X *Dust/Clean & Arrange Furniture X *Dust Window Sills, Doors & Frames X *Dust & Adjust Window Blinds/Shades X *Dust Radiators & Covers X *Dust Shelving & Books X *Dust Woodwork & Panels X Spot Clean Walls & Partitions X Spot Clean Glass, Doors & Frames X Spot Clean Upholstered Furniture X Spot Clean Rugs/Carpets X Clean/Polish & Arrange Furniture X Clean/Polish Woodwork & Panels X Vacuum Carpet/Rugs X Vacuum Upholstered Furniture X Vacuum Drapes X Shampoo Carpet/Rugs X Restretch Carpet X Repair/Replace Carpet X Wash/Clean & Adjust Blinds/Shades X Wash Walls & Partitions X Wash Glass, Doors & Frames X Wash Windows, Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X Turn Off Lights When Appropriate (A) Clean and Rectify Problem *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting Within THREE/FIVE YEARS ***Graffiti - To Be Removed Without Delay 14. Library facilities. Librarian's Office Library/Reading Rooms Storage FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Lock/Unlock Area X Check & Close Windows X Check & Replace Missing Signage X Check & Replace Burned Out Lights X Remove Cobwebs X Police Area (B) X Empty & Clean Waste Containers X Empty & Clean Ash Receivers X *Dust High Ceiling and Walls X *Dust Light Fixtures X *Dust Walls, Decorations & Cabinets X *Dust/Clean & Arrange Furniture X *Dust Window Sills, Doors & Frames X *Dust & Adjust Window Blinds/Shades X *Dust Radiators & Covers X *Dust Mop/Sweep Floors X *Dust Shelving & Books X *Dust Woodwork & Panels X Spray Buff Floors (1) X Strip & Refinish Floors X Spot Clean Walls & Partitions X Spot Clean Glass, Doors & Frames X Clean/Polish & Arrange Furniture X Clean/Polish Woodwork & Panels X Repair/Replace Flooring X Wash/Clean & Adjust Blinds/Shades X Wash Walls & Partitions X Wash Glass, Doors & Frames X Wash Windows, Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X Turn Off Lights When Appropriate (A) Clean and Rectify Problem (B) Free of discarded materials and trash (1) Includes: Sweep, Damp Mop, Spray Buff and Dry Mop *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting Within FIVE YEARS ***Graffiti - To Be Removed Without Delay 15. Security facilities I. Information Stations Magnatometer Entries FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Police Area (B) X Empty & Clean Waste Containers X Empty & Clean Ash Receivers X *Dust/Clean & Arrange Furniture X Clean/Polish & Arrange Furniture X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X Turn Off Lights When Appropriate (A) Clean and Rectify Problem (B) Free of discarded materials and trash *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting Within THREE YEARS ***Graffiti - To Be Removed Without Delay 16. Security facilities II. Locker Rooms Showers & Toilet Area > FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Lock/Unlock Area X Check & Close Windows X Check & Replace Missing Signage X Check & Replace Burned Out Lights X Remove Cobwebs X Police Area (B) X Empty Waste Containers X *Dust and Spot Clean Ceilings X Clean Walls and Disinfect X Clean Floors X Clean Mirrors X Clean Sinks, Urinals & Water Closets X Clean Tile Walls X Clean Toilet Stalls/Partitions X Clean & Shine Chrome X Clean Light Fixtures X Clean Exhaust Vents X Clean Painted Walls X Clean Painted Doors & Frames X Resupply Paper, Soap & Hygiene Products X Wash Windows Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X REPORT DRIPPING/RUNNING WATER (A) Clean and Rectify Problem (B) Free of discarded materials and trash *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting Within FIVE YEARS ***Graffiti - To Be Removed Without Delay 17. Miscellaneous facilities. Employee Lounge/Lunch Room Sick Room Training Rooms & Media Holding Cells Children's Center FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Lock/Unlock Area X Check & Close Windows X Check & Replace Missing Signage X Check & Replace Burned Out Lights X Police Area (B) X Remove Cobwebs X Empty & Clean Waste Containers X Empty & Clean Ash Receivers X *Dust High Ceiling and Walls X *Dust Light Fixtures X *Dust Walls, Decorations & Containers X *Dust/Clean & Arrange Furniture X *Dust Window Sills, Doors & Frames X *Dust & Adjust Window Blinds/Shades X *Dust Radiators & Covers X *Dust Mop/Sweep Floors X Spray Buff Floors (1) X Strip & Refinish Floors X Spot Clean Walls & Paritions X Spot Clean Glass, Doors & Frames X Clean Mirror X Clean/Polish & Arrange Furniture X Clean Sink & Shine Chrome X Clean Door Saddles X Clean Exhaust Vents X Repair/Replace Flooring X Resupply Paper & Soap Products X Wash/Clean & Adjust Blinds/Shades X Wash Walls & Partitions X Wash Glass, Doors & Frames X Wash Windows, Exterior/Interior X Disassemble, Clean & Reassemble Light Fixtures X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X Turn Off Lights When Appropriate (A) Clean and Rectify Problem (B) Free of discarded materials and trash (1) Includes: Sweep, Damp Mop, Spray Buff and Dry Mop *Dust - Utilize Treated Cloths/Mops ** Painting - Touch Up As Required; Cycle Painting Within FIVE YEARS ***Graffiti - To Be Removed Without Delay 18. Garage building, parking areas FREQUENCY SCHEDULE D/2 D W M/2 M Q S/A A A/R Police Area (B) X Sweep Entryways X Sweep Steps X Sweep Landings X Empty Litter Containers X Check/Clean Catchbasins & Drains X Check/Replace Burned Out Lights X Check/Report Missing Signage X Check/Report on Insect/Rodent Control X Check/Report Erosion X Check/Report Roof Fan Operation X Check/Report Fire Apparatus X Check/Report Missing/Broken Apparatus X Check/Report Any Deterioration of Paved Surfaces X Report Abandoned Equipment/Autos X Maintain Snow Free Walks/Entryways X Maintain Clear Passage for Vehicles X Hose & Scrub Down Entry Areas X Report Any Damage or Hazards (A) X **Painting X ***Graffiti X Turn Off Lights When Appropriate (A) Clean and Rectify Problem (B) Free of discarded materials and trash * Painting - Touch Up As Required; Cycle Painting ANNUALLY, e.g. Benches, Metal Doors, Frames, Traffic Markings, Etcetera **Graffiti - To Be Removed Without Delay (e) Section II - Maintenance Standards I SCOPE OF INSPECTION Facility personnel should perform a complete inspection at least quarterly covering all areas of occupied and unoccupied court space (records storage areas), public areas, grounds, utility systems, equipment and materials storage space. The primary purpose of the quarterly inspection is to evaluate the physical condition of the facilities and the equipment in order to gain information to establish a progressive maintenance program. Correction of deficiencies found in the course of the inspection should be limited to emergency and minor items. II SCHEDULING The inspection should be scheduled to ensure that each facility will be observed at the most appropriate season, e.g., inspection of lawns and plantings during the growing season and the heating plant just before the heating season. The structure's interior and envelope can be inspected year round, except for roofs when there is snow. Stagger inspection of the structure throughout the year so that correction of found deficiencies will not fall too far behind inspections. Inspections of the structure's interior should be completed as far as practicable in one visit. Mechanical areas and related equipment (pumps, refrigerator units, motors, compressors, heating and air conditioning units should be inspected within reasonable periods of time. Inspection of items involving health and safety should not be limited to a quarterly basis, but should be made as frequently as necessary to avoid danger to the public and court personnel. III EXTERIOR A. Grounds The entire perimeter of a court facility area should be surveyed systematically paying particular attention to the following: (See Section I - Frequency Cleaning Schedules, Table T-1). 1. Lawns (turf areas) Establish a formal program of lawn care using the standards of the New York State Department of Parks. Look for density of grass; relative coverage desirable to undesirable growth; bare spots; adequacy of drainage; degree and quality of maintenance, e.g., mowing, watering and fertilizing. 2. Plants (trees, shrubs, hedges and vines) Look for character of growth; shape and structure; injurious disease and insect infestation; degree and quality of maintenance; e.g. pruning. 3. Paved areas (streets, roads, drives, walks, sitting areas, cut curbs, gutters and traffic markings) Look for cleanliness; failures in the surface and base; settlement; adequacy of drainage facilities; degree and quality of maintenance and condition of expansion joints. 4. Yard drainage (catch basins, inlets, ditches, pipe lines and swales) Look for flat undrainable or eroded areas; stoppage by rubbish and silt; adequacy as to capacity to meet peak demand; degree and quality of maintenance. 5. Grounds appurtenances (benches, posts, fences, guard rails, railings, lighting, retaining walls steps, flag poles, street signs, handicap signage and related equipment). Look for worn out, damaged, or missing parts, lack of paint or other surface covering; degree and quality of maintenance and services; corrosion at the ground line of metal posts; rotting of wood members; jagged or sharp edges of posts; branches and twigs protruding over walked areas and hanging at eye level or other hazardous conditions. B. Snow Removal (1) Vehicles and related equipment should be in good mechanical condition, winterized and maintained in accordance with manufacturer's specifications. (2) Procedures should be developed and standardized to meet climatic conditions and the court facility's needs. IV BUILDINGS A. Structures Maintain a visual inspection of the buildings for evidence of cracks, joint sealant failure, breaks, deterioration, settling, etc. Any indication of any structural problem should be brought to the attention of the municipality immediately. The exterior appearance of structures must be maintained at levels which are indicative of good building management practices. For garage buildings and parking areas see Sec. I, Frequency Cleaning Schedules T-18. B. Roofs The maintenance program should be implemented by semi-annual inspections of all roofs. C. Hardware (Exterior Doors) Hardware, door-checks and other operating mechanisms of exterior doors should be inspected in the spring and fall. Changes in temperature necessitate adjustment of door checks. Lubrication of components should be carried out on a regular basis. Automatic doors require special services which should be handled by the manufacturer's maintenance organization. D. Interior of Facility 1. Painting and decorating Examine walls, ceilings, window sashes, trim, doors, closets and other painted surfaces for flaking, peeling, alligatoring, mold markings, wear, discoloration and dirt. Note any cracking, flaking or other damage in plaster or sheetrock covering of walls and ceilings. Inspect windows and door frames for cracking or missing putty and caulking, tightness and drying. Check doors and windows for proper operation. The right combination of colors can build efficiency in an office as color can complement lighting, thereby relaxing tensions, improving morale and decreasing absenteeism. Colors should not be distracting or disturbing, as this diverts attention from work. Light pastel colors are generally recommended for interior wall surfaces, but it is preferable to use warm colors for rooms which receive little or no sunlight. 2. Floors Look at floors noting scars, worn areas, broken or loose tile, torn or worn carpet, condition of linoleum; need to vacuum, shampoo, clean and wax; indentation by furniture, evidence of water under floor covering and condition of baseboards or cove molding. 3. Window shades, blinds, draperies Examine for damaged and worn shades, cords and tapes; defective springs or mechanisms; broken or missing parts; torn, dirty or missing drapes. 4. Space heating equipment If heating is by means of radiators or convectors, check for cleanliness and freedom from lint and dust; see that valves and traps are operative and do not leak water and that convector covers are properly anchored. 5. Plumbing fixtures & related hardware Look for any breakage or chipping; easy and complete closing of faucets leakage; proper level of filling in water closet tanks or time flush valves on commodes and urinals; loose cracked or broken toilet seats. 6. Electrical Wiring Inspect fuses/circuit breakers to see that they have not been tampered with and are not oversize or overloaded. Check all ceiling lights, switches and outlets for broken cover plates, loose connections, missing screws, etc. Inspect occupant-owned appliances and lamps for any frayed cords, broken plugs, or other potentially hazardous elements, i.e., cords running under carpets or across floor surface. 7. Hardware (Interior doors) Loose and missing lock and passage sets, hinges, panic bar hardware, door silencers, stops are the most overlooked items. The improper chocking open of doors, removal of pins, stops, silencers, screws and strike plates can cause safety hazards and failure of hardware. Loose or missing hardware should be reported immediately. V ELEVATORS AND ESCALATORS A. Elevators Elevator inspection and maintenance requires the services of highly-trained mechanics; control systems of the new automatic elevators require the services of electronic technicians. The condition of floors and sills at landing should be given particular attention, with shafts and pits to be inspected monthly, by the maintenance contractor or a responsible employee. Accumulation of lint on rails, guides or car frame should be removed at once since it constitutes a fire hazard. The same concerns hold for the accumulation of debris in the pits and behind hoistway doors. All elevator cars should be checked periodically to verify that required inspection certificates are posted and up to date. B. Escalators Escalators should be checked at the beginning of each day to determine that travel directions are correct and that no hazardous conditions exist. Particular attention should be given to the removable floor panels over the machinery compartments to be sure that no tripping hazards exist. Escalators should be checked and cleaned each day with particular attention given to handrails, combplates, treads and risers. A record of accidents which occur on escalators should be maintained. These records should contain all available details pertaining to possible cause and brought to the attention of the escalator manufacturer on a regular basis. A review of accident records may reveal a pattern indicating a need for modification in design or operations. VI UTILITY SYSTEMS Air distribution systems must be kept as clean as possible in order to maintain safety and efficiency of operation. Special attention should be given as prescribed below to parts of these systems in order to fulfill that purpose. A. Inspection and Cleaning of Ducts Inspection of the ducts should be made in the spring and fall. Cooling and heating coils should be cleaned. B. Fresh Air Intake The intakes should be checked at time of duct inspection. Accumulated debris should be removed immediately. C. Filters Filters should be inspected, replaced or cleaned in accordance with manufacturers recommendations. The controls for the HVAC, heating and cooling systems should be inspected to ensure proper operation at the beginning of the heating and cooling seasons. The controls for the HVAC, heating and cooling systems should be calibrated by a qualified professional yearly. Repairs and replacement of all controls should be done by qualified technical staff. D. Fire Doors and Dampers These should be examined at a minimum of once a year. E. Maintenance of Machine Rooms Keep machine and equipment rooms painted, clean and free of foreign objects. F. Power Distribution-Electrical Systems All electrical installations must be made in compliance with the National Electrical Code or state and local codes, where applicable. G. Fans and Fan Motors Fans and fan motors should be inspected at least quarterly and cleaned and lubricated in accordance with the manufacturer's instructions. H. Lighting Maintenance Lamps (fluorescent and incandescent) should be cleaned and replaced on a regular basis. Regular periodic inspections should be carried out to ascertain if any defective or unsafe conditions exist; including, special attention to exterior illumination of buildings, entrance ways, walks and parking areas. Particular attention should be given to utilizing energy saving fixtures and relamping products. I. Emergency Lighting and Power System The emergency lighting and power system is installed to prevent panic and provide maintenance or security in the event of conventional power failure. Emergency systems must be completely dependable by frequent testing. J. Fire Protection Scheduled periodic inspections must be made in order to test fire protection equipment. The frequency of these inspections will generally be regulated by either local fire regulations or codes or the requirements of the National Fire Protection and American Insurance Association, whichever is more stringent. Visual inspection of standpipes, hoses, smoke detectors, sprinkler systems, fire extinguishers and other equipment should be made to assure that they are being maintained, serviced and properly recorded on a timely basis. Potential or actual fire hazards should be reported as soon as they are discovered. VII MAINTENANCE CONTRACTS A. Government Owned Property Certain equipment maintenance and building services are furnished to the court by private vendors who have contracts with the municipality. It is the responsibility of the municipality to see that prearranged schedules for performance of these services are properly observed and that all work is satisfactorily completed with as little interruption to court processes as possible. Special attention should be given to the careful wording of the performance specifications, the areas of responsibility and the required examination frequency schedule. The contractor should specify in the contract the type of staffing to be used for the work as well as the extent and method of their supervision. A schedule of costs on a unit basis for any additional services which may be required should be furnished by the contractor. The quality of the materials and equipment to be used on the work should be specified. The cost, method of payment and notice of termination of the agreement should be precisely defined. Localities should have contract compliance and documentation procedures in place to monitor the level of performance, the quality of achievements, safety and other relevant factors. B. Leased Space - Privately Owned Property The following should be incorporated into leases providing space to the Unified Court System: 1. The custodial cleaning frequency standards as established by the Unified Court System should appear in their entirety. 2. The method of performing the tasks should be described carefully. 3. The nature of the chemicals and materials to be used or not used should be specified. 4. The nature of the staff should be controlled due to the sensitivity and security factors of the court system, i.e.: a. The contractor shall submit a master employee roster to the local court administrator. If there are any changes in the roster, the contractor will be responsible to submit an up-dated roster immediately. b. Each and every employee of the contractor will be required to prominently display an identification badge at all times while on court premises. c. The local court administrator has the right to reject and bar from the facility any employee hired by the contractor. d. A full time supervisor will be at the facility during the hours custodial work is being performed. 5. The provider is to schedule the starting time of air conditioning and heating equipment to maintain a proper working and energy efficient environment. 6. In the event any repair is found to be necessary, the building manager is to apprise the court in writing. The work should be progressed in stages and in such manner as to not interfere with the functioning of the courts and with the utmost regard for the safety and convenience of its personnel and the general public. 7. Replacement of all burned out lamps and starters shall be made promptly on call from the court. 8. Repairs should be completed within a specified period of time. C. Contractor - Failure to Perform A penalty clause for the contractor's failure to perform the work should be specific as to the court's rights, e.g. The contractor agrees that in the event any of the services provided for under the terms of this contract, should in any way be omitted or unsatisfactorily performed by the contractor and/or his employees, the court shall so notify the municipality and the contractor in writing of the deficient services for immediate correction. In the event the contractor does not correct the deficient services after receipt of the written notice to correct, the Office of Court Administration (OCA) shall request that the municipality deduct a percentage, based on the work not performed or performed unsatisfactorily as determined by the provider, from the voucher for their services rendered for that contract period. If the contractor continues to omit contracted services and or performs unsatisfactorily, then the court shall notify the municipality and the contractor to correct the neglected or deficient services within five (5) days from the date of the notice. Should the contractor fail to correct the deficient services, OCA will then arrange with the municipality for the work to be done by another contractor and the cost of such work shall be deducted from any monies due or may become due to the contractor. VIII UTILITIES STANDARDS The following standards are based on existing energy conservation regulations established by federal, state and local agencies. Hot water temperature control devices should be set to achieve results not to exceed the greater of the following: 105 degrees F. or the lowest setting on the control device. The following general illumination levels should be maintained: Office 50 foot candles Corridors 15 foot candles Storage Areas 10 foot candles Prolonged or visually difficult tasks 75 foot candles In specific areas such as court rooms and well areas a higher illumination level is desirable. A standard air temperature of 78 degrees F. in the summer and 68 degrees F. but not to exceed 75 degrees F. in the winter should be the average room temperatures. IX OTHER MAINTENANCE CONSIDERATIONS A. Water Water should be potable for drinking purposes and pure from chemical or metallic elements that are injurious to human health, equipment and plumbing system. Where practicable, localities should install separate water meters for court facilities which will allow for cost identification and establishment of programs for conservation of water. B. Electricity Lighting fixtures and ceilings should be clean to allow for maximum light reflection. Consideration should be given to providing separate independent light switches for certain rooms and areas which may result in large electrical savings. A study should be conducted to evaluate the efficiency of older fixtures. Maximum use should be made of natural light to help reduce the need for additional electrical illumination. Windows should be regularly cleaned to allow for maximum penetration of natural light to save electrical energy. Localities should consider using the Power Authority of the State of New York (PASNY) which offers reduced rates to local government. C. Heating and Air Conditioning - Climate Control Heating and air conditioning is an important element in the proper operation of a building by providing a reasonable comfort level of environment to users. In addition to electricity, some facilities use gas or oil for heating which also represents a major cost factor in the operation of facilities. Energy surveys of buildings should be conducted to identify loss of heated or cooled air and to determine corrective actions. Old leaking windows and doors, broken panes, loose caulking, etc. should be repaired. Municipalities should consider the possibility of installing separate meters or oil tanks to enable identification of costs related only to court facilities.