Administrative Oversight: Monitoring Buildings & Grounds Training

The following is an outline of topics, handouts, and key individuals regarding Monitoring Buildings & Grounds Training.

Key Articles/Handouts

Property Management Unit

Danita McCauly
Dale Tune
Debbie Holt
Jillian Hammer
Bruce Kame

PMU Responsibilities

  • Space Acquisition Process
  • Negotiate lease rates, terms, and conditions
  • Office Relocations and Renovations
  • Office Consolidations and Closings
  • Site Inspections and Follow-up
  • Energy Conservation Program
  • Space Allocation Escalation

Building Monitoring (Do you know?)

  • Who owns the building?
    • DHS/Private/County/Other Municipality/OMES/Donated
      • If it’s DHS owned there is no lease, otherwise check agreement/lease.
  • Who maintains the building?
    • DHS/Private/County/Other Municipality/OMES
      • If it’s DHS owned FMU maintains it, otherwise check agreement/lease.
  • Who provides janitorial, grounds maintenance, security, or pest control services to your facility?
    • DHS service contract
    • Private owner/County/OMES
  • Who is responsible for monitoring a DHS service contract performance?
    • Work plan contract monitor(s)
    • Designated county office employee
  • Who is responsible for monitoring private lease term performance?
    • Designated county office employee
  • What to do if contract specifications or lease terms are not being met?
    • Contact vendor to attempt to resolve issues.
      • If you have a DHS contract, contact the Contacts/Purchasing Unit to obtain a scorecard.
    • Document all deficiencies and frequency of communication.
    • If issues persist in a facility owned by a private owner, contact your PMU Representative.
    • If issues persist in a facility with DHS service contracts, contact Contract/Purchasing Unit to file a vendor complaint.
  • How to find your building’s floorplan?
    • InfoNet
    • Search Tab
    • FIMS
    • Enter county office name.

Maintenance

  • Regularly walk though building
  • Refer to PMU monitoring guidelines
  • Be familiar with lease terms
  • In a DHS owned or maintained facility, report deficiencies by email
  • In a privately owned facility, report deficiencies to private owner or their property manager
  • Contact PMU Representative for assistance as needed

Janitorial

  • Regularly walk through building
  • Refer to PMU monitoring guidelines
  • Be familiar with specifications and task & frequency chart
    • For help obtaining a copy of service contract specifications contact Contracts/Purchasing Unit.
    • For help obtaining janitorial specifications for a private lease contact your PMU Representative.
  • Contact vendor to attempt to resolve issues
  • Document all deficiencies and frequency of communication
  • If issues persist in a facility owned by a private owner, contact your PMU Representative
  • If issues persist in a facility with DHS service contracts, contact Contracts/Purchasing Unit to file a vendor complaint.

Lawn & Grounds

  • Regularly survey lawn and grounds
  • Refer to PMU monitoring guidelines
  • Be familiar with specifications if applicable
    • For help obtaining a copy of service contract specifications contact Contracts/Purchasing Unit.
    • For help obtaining grounds specifications for a private lease contact your PMU Representative.
  • Contact vendor to attempt to resolve issues
  • Document all deficiencies and frequency of communication
  • If issues persist in a facility owned by a private owner, contact your PMU Representative
  • If issues persist in a facility with DHS service contracts, contact Contracts/Purchasing Unit to file a vendor complaint.

Housekeeping

  • Be Familiar with Housekeeping Guidelines
  • Apply guidelines with ALL staff
  • Be aware of common problems
    • Personal furniture & decorations
    • Cloth curtains & personal rugs
    • Client belongings in work area
    • Energy Conservation Guidelines being neglected

Site Visits

  • What they are – Boots on the ground to observe facility conditions
  • Why they happen – To support field staff & help them recognize and correct facility issues
  • What to expect – One or two visits per year from PMU
  • Follow-up – Written correspondence to DHS staff, private owner, FMU, etc. with follow up communication for status of issues
    • Requires communication and collaboration between office staff, PMU and others involved
    • Respond to PMU recommendations in a timely manner

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