Landscaping and Grounds Routine Maintenance Building Exterior Routine Maintenance Schedule and Checklist Walk property-pick up trash Daily Staff Weekly / Mow lawn (Mulching lawnmower); edge if needed Seasonal Staff Rake leaves (Fall, Spring) Bi- Daily / Snow (Shovel, Plow), Treat (Walkways) Seasonal Start & End of Seasonal cleaning (Spring and Fall) Season Building Routine Maintenance Building Interior Hallways, Stairs, Lobbies, Community Rm - Vacuum carpet, mop floors, Weekly Staff Wash windows in public areas Weekly Staff Daily / Toilets - Clean public toilets/restrooms Weekly Staff Daily / Clean Staff toilets/restrooms Weekly Staff Offices- Sweep / Vacuum offices Weekly Staff Light Bulbs - Replace if burnt out in common areas and offices Monthly Staff Daily / Elevators- Clean cab walls and doors Weekly Staff Daily / Sweep / Mop / Vacuum elevator floors Weekly Staff Daily / Trash Chutes, Dumpsters- Clean trash chutes Weekly Staff Clean dumpster areas Twice a week Staff 1/2/2019 (FINAL Draft) ROUTINE 1 of 12
Other Routine Maintenance Inventory, Meeting, Training, Tools Routine Maintenance Schedule and Checklist Maintain Authority inventory Quarterly Staff Attend Staff meetings Quarterly Staff Attend Training sessions Annual Staff Clean and sharpen tools Monthly Staff Weekly / Sharpen mower blades (after each Mowing) Monthly Staff NOTE: Routine (and Emergency) Work Orders are generated will be created due to results from Inspections Maintenance Tasks. 1/2/2019 (FINAL Draft) ROUTINE 2 of 12
Buildings & Grounds Preventive Maintenance Building Envelope Preventive Maintenance Schedule and Checklist FLAT ROOF - Clear drains/scuppers, debris Bi- Check cracks, water pooling, leaks, flashing Monthly Staff Reseal Joints Every 5yrs SLOPED ROOF - Remove moss, clear debris from Bi- gutters/downspouts Recaulk roof flashing Every 2 Yrs / WALLS - Repair mortar joints, Replace Bricks (as / needed) WINDOWS - Wash, re-caulk if needed DOORS - Wash, check weather stripping, re-paint as needed Staff DECKS, ET STAIRS - Wash Staff FOUNDATION - Check cracks, vent covers Staff ETERIOR SURFACES, FITURES - Refinish Every 10yrs Building Interior WOOD FLOORS - Refinish, polish Staff VINYL FLOORS - Refinish, polish Staff CEILINGS - Refinish WALLS - Refinish WALLS - Recaulk (kitchen and bath) FLOORS - Professionally clean common area WALLS - Wash off hand prints and dirt in high Weekly Staff Pest Control PEST CONTROL - Notify residents, Apply Chemicals Common Kitchen, Laundry KITCHEN - Clean Range, Microwave, Refrigerator Staff GAS STOVE - Valve and line cleaning LAUNDRY - Wipe surfaces, empty trash, mop floor, clean behind machines, check lint traps and clean as needed Weekly Staff LAUNDRY - Professionally clean dryer vents 1/2/2019 (FINAL Draft) PREVENTIVE 3 of 12
Buildings & Grounds Preventive Maintenance Preventive Maintenance Schedule and Checklist Trash / Recycling Room Clean, mop floor, wash out containers Weekly Staff Cans (Trash / Recycle) - Regualr pickup Bi-Weekly / Weekly Staff Landscaping Aerate lawn/overseed/top dress with compost Staff Mulch landscape beds Staff Shrubs, Trees (remove broken, dead, deformed Weekly / Staff branches) Seasonal Remove weeds (don t let weeds go to seed) Daily Staff Protect Shrubs (winter) Seasonally Pest / Disease - Monitor, Integrated Pest Mgmt & Natural Gardening. DON T use products harmful to environment Monthly Staff Watering/Irrigation - soak (dry out before Weekly / watering again) Seasonal Staff Irrigation System Spring (Start) / Fall (Shutdown) - blow out lines Bi- Grounds Signage - inspect, clean, repair as needed Monthly Staff Walks, Paving, Curbs - monitor, clean, repair as needed Monthly Staff Parking Lot - Monitor condition, clean and reseal as needed Fence - monitor condition, clean and repaint as needed Staff 1/2/2019 (FINAL Draft) PREVENTIVE 4 of 12
Mechanical, Electrical Systems Preventive Maintenance HVAC (Heating, Ventilation, Air Conditioning) Preventive Maintenance Schedule and Checklist FURNACE, AHU - Filter Changing / Cleaning, Service FCU, Window AC Filters, Duct Cleaning - Clean, Replace as needed Bi- Staff Air Source Heat Pumps - Check Oil Monthly Staff Co-Gen System Bi- Water system Test / Check Water Temperatures Bi- / Staff Lubricate valves and pumps Bi- Clean, Test integrity, Change Washers Test pressure Weekly Staff Plumbing Toilets - check for leaks, running water Staff Faucets and shut-offs - check for leaks, drips Staff Boilers/HW Tanks - Inspect, service Pumps - sump pump in basement, confirm operational Quarterly Weekly / Monthly Staff Fire Sprinklers Inspect, Test Backflow Sanitary system Clean, Lubricate valves and pumps Bi- Replace toilet mechanism Every 5yrs Test system integrity Storm drain system Clean, Lubricate valves and pumps Bi- Test system integrity Electrical system Tighten connections in transformers and junctions Fire Alarms Clean, Test Recommended by DHCD's Handbook. However, if this was never performed, then it should be performed by licensed EC after an infrared test by a Testing Company System (Hardwired) - Clean, Test Fire Extinguishers - Test, Recharge, Replace (if necessary) 1/2/2019 (FINAL Draft) PREVENTIVE 5 of 12
Mechanical, Electrical Systems Preventive Maintenance Generator Preventive Maintenance Schedule and Checklist Test Monthly Automatic Lubricate Every 10hrs use Small Generators Monthly Staff Emergency Lighting (Not on Generator) Recharge batteries Staff Test Quarterly Staff ALL Light Fixtures Lighting - clean fixtures, replace lamps as needed Monthly Staff Security systems Test system Monthly Staff Elevator system Test lights Monthly Staff Mechanical - professional service contract Quarterly / Solid waste disposal system Clean compactors, Lubricate machinery Monthly Staff Lubricate trash chute doors Bi- Staff 1/2/2019 (FINAL Draft) PREVENTIVE 6 of 12
Dwelling Unit Preventive Maintenance Heat and smoke detectors Preventive Maintenance Schedule and Checklist Battery Heat / Smoke Detectors - Test, Change batteries Test hardwired detectors (with System) Pest control Notify Residents, Install Chemicals Floors Refinish floors At Turnover / Ceilings Refinish At Turnover / Walls Refinish At Turnover / Recaulk (kitchen and bath) At Turnover / Kitchen fixtures KITCHEN - Clean Range, Microwave, Refrigerator GAS STOVE - Valve and line cleaning UNIT APPLIANCES - clean interior and exterior, vacuum Resident under and behind Staff HVAC fixtures Air Source Heat Pumps - Vacuum, Clean Condenser Staff Unit Forced Hot Water - Check for Air locks, Bleed Unit Electrical Baseboard - Vacuum around fins Resident Unit Forced Hot Air - Vacuum Vents Resident Unit Bathroom Fans - Inspect, Vacuum, Clean covers Resident Machine Preventive Maintenance Automobile Lubricate, Change Filters Per Manufacturers Recommendations Change tires Rotate Small Engines Replace brakes, other fixed life parts Per Manufacturers Recommendations Change brushes on sweepers Annual Sticker (Vehicles, Trailers) (Varies) ALL WORK by Service Contract OIL - Check Level, Change, Replace Filter Air Filter - Replace Foam/Paper Air cleaner Per Manufacturers Recommendations Per Manufacturers Recommendations Per Manufacturers Recommendations (OR Every Season) Staff Staff Per Manufacturers Recommendations Replace Spark Plug, In-line Fuel Filter (OR Every 100 Hrs) Staff Prep Work Season Start, Season End) Bi- Staff Snow Removal and Sanding Equipment 1/2/2019 (FINAL Draft) PREVENTIVE 7 of 12
Preventive Maintenance Schedule and Checklist 1/2/2019 (FINAL Draft) PREVENTIVE 8 of 12
Buildings & Grounds Inspections Building Envelope ROOFS - Sloped/Flat and EPDM/Shingle/Metal Bi- / Staff ROOFS - Cracks, water pooling, leaks, flashing Bi- / Staff WALLS - Brick, Vinyl, Shingle Staff WINDOWS, DOORS - Seals, Operators Staff DECKS, ET STAIRS - Wash Staff FOUNDATIONS - Cracks, vent covers Staff Building Interior Pest Control Common Kitchen, Laundry FLOORS - Wood, Vinyl, Carpet Staff CEILINGS Staff WALLS Staff PEST CONTROL - Pests Inspections Schedule and Checklist KITCHEN - Inspect Appliances Staff GAS STOVE - Inspect Kitchen, Bath - Cabinets, fixtures Staff LAUNDRY - Machines operational Bi- Staff Trash / Recycling Room Trash Container leaks Monthly Staff Trash Chute doors Monthly Staff Trash / Recycle Cans Weekly / Bi-Monthly Staff Landscaping Lawn, Shrubs, Landscape Beds Staff Pest / Disease - Monitor, Integrated Pest Mgmt Monthly Irrigation System Heads, Controls - Check End/Start of Season Staff Grounds Signage - Inspect Monthly Staff Walks, Paving, Curbs - Cracks, broken curbs Monthly Staff Parking Lot - Cracks, and Water Ponding Bi- Staff Fence - Holes, Falling over Bi- Staff 1/2/2019 (FINAL Draft) INSPECTIONS 9 of 12
Mechanical, Electrical Systems Inspections HVAC (Heating, Ventilation, Air Conditioning) Inspections Schedule and Checklist FURNACE, AHU - Condenser clear of leaves and Bi- other debris FCU, Window AC Filters - Inspect for season Bi- Staff Air source Heat Pumps - Check Coil Monthly Staff Co-Gen System - Inspect Bi- Water system Inspect - Valves, Pumps Bi- Staff Test pressure Weekly Staff Plumbing Toilets - Leaks Staff Faucets and shut-offs - Leaks Staff Boilers/HW Tanks - Leaks Quarterly Staff Pumps - Operating Monthly Staff Fire Sprinklers Sanitary system Storm drain system Electrical system Fire Alarms Inspect, Test Backflow Inspect - Valves, Pumps Bi- Test system integrity Inspect - Valves, Pumps Bi- Test system integrity Inspect connections in panels System (Hardwired) - Inspect Common / Public Areas System (Hardwired) - FA Panel for Trouble Fire Extinguishers - Check Gauge for Replacement need Generator Emergency Lighting (Not on Generator) ALL Light Fixtures Security systems Elevator system Inspect and Test AS Needed Bi- Test Monthly Automatic Quarterly Staff Lighting - Lights working Monthly Staff System working Monthly Staff Elevator Equipment Test lights Bi- / Monthly Recommended by DHCDs Handbook. Perform during major work that includes panel changes Solid waste disposal system Compactor machinery, trash Chute Quarterly Staff 1/2/2019 (FINAL Draft) INSPECTIONS 10 of 12
Machine Inspections Automobile Inspections Schedule and Checklist Check Oil Weekly Staff Check tires Monthly Staff Check Brakes Weekly Staff Registration (Varies) Staff Small Engines Check Oil Level Every 5 Hrs Staff After Use, Season Check Fuel (in Tank and Stored) End/Start Staff Before and Inspect Machine / Equipment after Use Staff NOTE: Inspections will generate additional Routine (and Emergency) Work Orders. 1/2/2019 (FINAL Draft) INSPECTIONS 11 of 12
Pondside Court Dwelling Unit Inspections Schedule and Checklist Buildings 1 & 2 Staff Buildings 3 & 4 Staff Buildings 5 & 6 Staff Buildings 7 & 8 Staff Valley Terrace Buildings 1 & 2 Staff Buildings 3 & 4 Staff Buildings 5 & 6 Staff Buildings 7 & 8 Staff Scattered Sites 101 Pembroke St. Staff 62 Apple Lane Staff 27 Peach Street Staff Heat and smoke detectors Battery Heat / Smoke Detectors - Inspect Condition Inspect System Heat detectors (in Units) Bi- / Bi- / Staff Pest control Inspect Unit Floors, Ceilings, Walls Quarterly Floors (Wood, Vinyl, Tile) Kitchen fixtures Bi- / KITCHEN - Inspect Appliances Bi- / Staff GAS STOVE - Inspect Bi- / Kitchen, Bath - Cabinets, fixtures HVAC fixtures (Heat Pumps, Bath Fans, Forced Hot Air, Baseboard) Bi- / Staff Fans, Baseboard, Vents - Inspect (dust, debris) Staff 1/2/2019 (FINAL Draft) Unit Inspection Schedule 1212