The following is an outline of topics, handouts, and key individuals regarding Monitoring Buildings & Grounds Training.
Key Articles/Handouts
- Property Management Unit Map & Contact Information
- Copies of Leases & Agreements
- Who Else to Contact List
- PMU Guidelines for Building Monitoring
- Housekeeping Guidelines
- Energy Conservation Guidelines
- PMU FAQ sheet
- FMU Maintenance Request
- Space Allocation Escalation Process
- Energy Graph for Applicable Facilities
Property Management Unit
To see a map of PMU staff- see PMU map
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.
- DHS/Private/County/Other Municipality/OMES/Donated
- Who maintains the building?
- DHS/Private/County/Other Municipality/OMES
- If it’s DHS owned FMU maintains it, otherwise check agreement/lease.
- DHS/Private/County/Other Municipality/OMES
- 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.
- Contact vendor to attempt to resolve issues.
- 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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