School Maintenance and Renovation

• Comprehensive and trusted guide to building, maintaining, upgrading schools
• Recently published 2nd edition adds new material on renovation, alternative funding strategies, green building and more
• With cases and questions, a useful textbook for courses in administration, planning, finance and facilities management

This volume was written for educators tasked with providing the best environment for student learning. A practical text, it cover all the details needed to build, maintain and upgrade school facilities, with special attention to student achievement and the budget. Information on financial calculations, procurement, staffing, outsourcing, legal and regulatory aspects and operations is included.

The new edition offers important guidance on alternative funding and cost-saving strategies, state and federal regulations, and trends in green building and LEED certification.

Both authors have extensive experience in educational facility planning and management. Dr. Earthman is the former executive director for school facility planning for the Philadelphia Public Schools; Dr. Lemasters is a former president of the Virginia Educational Facility Planners.

Foreword
Preface
Sources of Help

Chapter 1. How Schools are Funded

• Introduction
• State Responsibility
• Local School Responsibility
• Local School Bonds
• Local School Debt
• Funding Maintenance
• State Funded Programs
• Independent and Parochial Schools
• Politicization of the Funding Process
• References

Chapter 2. Organization of Maintenance, Engineering, and Operations Staff

• What Does the Maintenance, Engineering, and Operations Department Do?
• Organization of Maintenance, Engineering, and Operations—Internally
• Placement of Function within the School System
• Lines of Responsibility and Authority
• Relationship with Other Departments in the School System
• Size and Expertise of the Department
• Maintenance Personnel Costs
• Principal’s Responsibility in Maintaining Schools
• Building Inspections by the School Principal
• References

Chapter 3. Developing Local Agency Policies for Maintenance and Operations

• Introduction
• How Policies Are Developed
• What Kinds of Policies Are Needed for an Efficient Department?
• Legal Consultation
• Development of Regulations
• References

Chapter 4. Administrative Process—The Paper Chase

• How Can Costs Associated with Maintenance Procurement be Controlled?
• How Maintenance Projects Are Identified
• Forms That Are Used in the Requesting Process
• What Office Is Responsible for Processing Requests?
• Work Order Routing
• Who Decides Whether Work Is Done by Outsiders or In-House?
• Who Completes the Repair or Maintenance Item?
• The Feedback System
• Sidebars

Chapter 5. Capital Improvement and Maintenance Planning

• Introduction
• Capital Improvement Planning
• Action Plans
• Definition of Maintenance and Capital Improvement
• Capital Improvement Program
• Determining Costs
• Capital Improvement Budget
• Project Classification
• References
• Sidebars

Chapter 6. Costs of Maintenance

• Maintenance Formulas
• Allocation Formulas
• Maintenance Reserve Fund
• References

Chapter 7. Deferred and Preventative Maintenance

• Introduction
• Deferred Maintenance Programs
• Deferred Maintenance-Private and Parochial
• Preventative Maintenance
• Cost Savings Resulting from Preventative Maintenance Practices
• Facility Maintenance Considerations
• References

Chapter 8. The Emerging Role of Technology in Facility Management and Maintenance

• Introduction
• Integrating Facilities and Learning through Technology: Automated Building Systems
• Computerized Maintenance Management Software (CMMS)
• Energy Management Systems, Enterprise Energy Management
• Managing Telecommunications and Information Technologies
• Web-Enabled Facility Management and Maintenance
• Evaluating the Cost Savings That Might Result from Outsourcing of Technology Systems and Staff
• References

Chapter 9. Contract Maintenance—External Management Service

• Introduction
• Description of Services
• Who Provides Such Services?
• Pros and Cons
• Costs and Possible Savings through Contracting-out Maintenance and Operations
• Contract Development
• References

Chapter 10. Regulatory Aspects of Maintenance and Operations

• Water Quality and Testing
• Air Quality
• For All Air Quality Concerns
• Asbestos
• Americans with Disabilities Act Regulations (ADA)
• What Are the Costs of Compliance with Federal Regulations
• References
• Sidebars

Chapter 11. Cost-Effective Procurement Process

• Introduction
• References
• Sidebar

Chapter 12. Deciding to Renovate

• Values of Renovating
• Practical Solutions
• Terms and Definitions
• Renovation Project
• Renovation Formulas
• Generalized Formula for School Modernization
• References

Chapter 13. Planning the Educational Program

• Introduction
• Feasibility Study
• Educational Specifications
• Development Responsibility
• Process Involvement
• Document Review
• References

Chapter 14. Selection of the Architect

• Introduction
• Method of Selection
• Who Is Involved?
• Criteria Development
• Selection Process
• Employing the Architect
• References

Chapter 15. What the Architect Does

• Introduction
• Schematic Design Development
• Design Development
• Construction Documents
• Bidding Advisement
• Construction Monitoring
• How the Architect is Paid
• School and Architect Relationship
• The Best Architectural Services at a Reasonable Price?

Chapter 16. The Meaning of Green in Schools

• Introduction
• Green School
• LEED
• Green Building Benefits
• Important Advantages
• Convincing the Public To Build Green
• Making Existing Buildings Greener
• Green vs. Sustainable
• It’s Easier Being Green
• The Future of Green Schools
• Where To Go For Green Help
• References

Chapter 17. Alternative Funding Plans

• Introduction
• Alternative Funding Plans
• Non-debt Financing
• State Revolving Funds
• State Credit Enhancement Programs
• Tax Credit Plans
• References

Chapter 18. Alternative Contracting Arrangements

• Introduction
• Public/Private Partnerships
• Design/Build Contracts
• Employing Outside Firms
• Employ a No-Excuse Incentive On-time Completion Program for the Contractor
• Job Order Contracting
• Construction Management at Risk
• Total Project Management
• Commissioning
• Summary
• References

Chapter 19. Alternative Housing for Students During Renovations

• Introduction
• Virtual Reality Schools
• Prototype Buildings
• Modular Buildings
• Prefabricated or Portable Buildings
• Conversion of Existing Building
• Lease/Purchase of School Buildings
• Vacant Schools
• Reorganization of Grade Levels
• Use of Community Spaces
• Summary
• References

Chapter 20. Bidding and Contractor Selection

• Introduction
• Bidding Documents for Renovations
• Pre-qualification of Bidders
• Bidding Procedures
• Lowest Responsible and Responsive Bidder
• Rejection of Bids
• Bidding Furniture and Equipment
• Bonding Requirements
• The Contract
• Construction Supervision
• Change Orders
• References

Chapter 21. School Operation During a Renovation

• Introduction
• Role of the Principal
• Determining the Future Educational Program
• Developing Educational Specifications
• Integrity of the Educational Program
• Safety Precautions
• Public Relations
• Community Involvement
• References

Chapter 22. Bringing Closure to the Project

• Contractor Notification
• Official Inspection
• Punchlist
• Orientation Activities
• Evaluation
• Evaluation Periods
• References

Chapter 23. The Cost of a Good Education

• Introduction
• Educational Program Effect
• Building Condition Effects
• The Price of Poor School Buildings
• References

Appendix A—Maintenance Reserve Fund Formula
Appendix B—States that Have a Credit Enhancement Plan
Appendix C—Maintenance Work Forms
Index
About the Authors