MAINTENANCE

POLICY
COLLEGE MAINTENANCE
COMMITTEE (CMC)

SETHU INSTITUTE OF TECHNOLOGY

 TABLE OF CONTENTS
Section Title Page
- TABLE OF CONTENTS 2
- MAINTENANCE POLICY 3
I MAINTENANCE CELL ORGANIZTATION 4
I-A DIVISION OF WORK 5
II COMPONENTS OF MAINTENANCE SYSTEM 6
II-A PRIORITIZATION OF WORK 7
II-B WORK PROCEDURES 8
II-C PERFORMANCE STANDARDS 9
II-D WORK ORDER SYSTEM 10
II-E TRAINING AND IMPROVEMENTS 11
II-F LONG RANGE PLANNING 12
II-G MAINTAINING THE PROPERTY 13
II-G.1 RESPONDING TO EMERGENCIES 14
II-G.2 UNIT RECOVERY/VACANCY REOCCUPATION 15
II-G.3 PREVENTIVE MAINTENANCE PROGRAM 16
II-G.3.1 GENERAL OPERATING SYSTEMS 17
II-G.3.2 ROOF/TERRACE REPAIRS/REPLACEMENT 18
II-G.3.3 VEHICLE/EQUIPMENT MAINTENANCE 19
II-G.3.4 LIFE SAFETY SYSTEMS 20
II-G.4 INSPECTION PROGRAM 21
II-G.5 SCHEDULED MAINTENANCE 22
II-G.5.1 PEST CONTROL/EXTERMINATION 23
II-G.5.2 LANDSCAPING AND GROUNDS 24
II-G.5.3 BUILDING EXTERIORS AND INTERIOR COMMON AREAS 25
II-G.5.4 INTERIOR PAINTING 26
II-G.6 USER ON-DEMAND SERVICES 27
II-G.7 CONTRACTING FOR SERVICES 28
APPENDIX FORMS GROUPS OF CMC 29
Sample Form I REPORT ON INSPECTION OF EQUIPMENT 30
Sample Form II WORK REQUEST FORM (EEE) 31
Sample Form III WORK REQUEST FORM (Civil) 32
Sample Form IV WORK PROCEDURE – SOP (SNA) 33
Sample List STANDARD BASIC INSPECTION ITEMS 34

SIT Maintenance Policy Page 2

 MAINTENANCE POLICY

The College Maintenance Committee (CMC) of Sethu Institute of

Technology is responsible for managing the maintenance function in
the most cost effective manner possible while maximizing the useful life
of units and properties and striving to provide the best service to the
users. The following policy statements are designed to establish the
structure of an effective and efficient maintenance system.

The overall objective of the Maintenance Department is to maintain,

throughout its expected useful life, the interior and exterior of college
buildings, the grounds, and the roadways, and all fixed and moveable
equipment through preventive maintenance and repairs.

Further, this objective is specifically intended to provide:

1. Buildings and their components that function safely and at top

efficiency.
2. Facilities and equipment that minimize the possibility of fires,
accidents, and safety hazards.
3. Continuous use of facilities without disruptions to the
educational program.
4. Protection of college property through proper planning,
scheduling, and preventive maintenance.
5. Quality management of maintenance projects and tasks.
6. Conservation of energy through utilization of the latest
technology and energy conservation measures.
7. A quality maintenance program through effective management
and efficient utilization of resources.

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 To maintain and upkeep the infrastructure campus facilities and equipment,
following activities are taken by college.
1) The College buildings are maintained by the Estate Office and it is monitored
by the HoD of Department of Civil Engineering.
2) The College electrical Installations, waterlines are maintained by the
Electrical Section of the College and it is monitored by the HoD of Electrical
and Electronics Engineering.
3) The College vehicles are maintained by the Transport section of the College
and the repairs of the vehicles are outsourced, when ever necessary
4) Keeping department wise stock register by the concerned laboratory-in-
charge under the observation of Head of the Department.
5) Department wise annual stock verification is done by a Committee formed by
the Principal.
6) Regular maintenance of laboratory equipment and chemicals are done by
laboratory-in-charge of concerned Laboratory.
7) Overall Cleanliness of the campus is done by House Keeping Section of the
college.
8) Regular cleaning of water tanks, proper garbage disposal, pest control,
landscaping and maintenance of lawns are done by college House Keeping
Section and Gardening Staff.
9) College campus maintenance is monitored through regular inspection.
10) To upkeep all facilities and cleanliness of environment in hostels, through
House Keeping Section and Estate Office.
11) Outsourcing is done, whenever necessary, for maintenance and repairing of
IT infrastructure such as computers, internet facilities including Wi-Fi and
broadband, updation of software by computer hardware technician.
12) The maintenance of the reading room and stock verification of library books
is done regularly by library staff.

For the purpose of implementing these policies and procedures a Maintenance

Cell is formed out of the members of the Maintenance Committee and the technical
staff of SIT as organized below (in next page).

SIT Maintenance Policy Page 4

I MAINTENANCE CELL ORGANIZATION

Convener

Co-Convener (Facilities) Co-Convener (Technical)

Managers Managers

Supervisors Supervisors

Technicians Technicians

Fig. 1 MAINTENANCE CELL

The Convener and the Co-conveners of the Maintenance Committee of SIT will occupy the
similar positions of the Maintenance Cell too. The Co-conveners will have a set of
maintenance teams each for the works assigned to them. The Co-conveners shall report to the
Convener who in turn will report to the Principal of SIT.

(In the following, the term ‘Manager’ refers to the Manager of the specific maintenance
work.)

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SectionI-A DIVISION OF WORK
The various maintenance works identified are grouped under two broad heads: ‘Facilities’
and ‘Technical’, the former covering civil works and the latter covering mechanical,
electrical and other support systems. One Co-convener is assigned to each one of these
groups.

Convener

Co-Convener (Facilities) Co-Convener (Technical)

Buildings Lands Laboratories & Electrical

Workshops

Energy
Landscaping
Tools & Management
Minor Repairs
Equipment System(EMS)
Roads

Water Supply Computers & Lighting &

Drainage IT installation Ventilation
systems
Sanitation
Library
Pest Control Air
Painting conditioning
Safety
Systems
Furnishings Waste Street
Disposal Lighting
Lift Systems

Housekeeping Generators
Rainwater
Security
Harvesting
Asset System
Information

Unit Recovery/
Unit Recovery / Vacancy Re-
Vacancy Re- occupation
occupation

Fig. 2 DIVISION OF WORK

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 II COMPONENTS OF THE MAINTENANCE SYSTEM

The Sethu Institute of Technology (SIT) maintenance system shall include the following
components:

A. Prioritization of work
B. Work procedures
C. Performance standards
D. Work order system
E. Training and Improvements
F. Long-range planning
G. Maintaining the property

By developing a maintenance system that has these components in place, the Management
will have the tools it needs to control the performance of maintenance work at the Sethu
Institute of Technology.

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 II - A PRIORITIZATION OF WORK(WRQ)

(a) The work priorities adopted by SIT exemplify its philosophy of delivering
maintenance services. This priority system ensures that the most important
maintenance work is done at a time it can be performed most cost-effectively.
Minimizing vacancy loss is part of the cost-effectiveness calculation. ‘Vacancy’ refers
to unused or unusable condition of a unit or facility or space.

(b) The maintenance priorities of Sethu Institute of Technology are marked by the
Manager in the Work Request as ordered as below:

1. Emergency Repairs
2. Preventive Maintenance
3. Unit Recovery / Vacancy Reoccupation
4. User/Occupant Requests
5. General Cleaning
6. Inspection
7. Miscellaneous

(c) Preventive maintenance and vacancy preparation works are important to maintain
control of the maintenance work by performing scheduled and preventive work first.
By doing so, the authority will decrease on-demand work and maintain the property in
a manner that will keep its usable condition high.

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 II – B WORK PROCEDURE (WP)

(a) The Co-conveners will ensure that there are sufficient clear procedures in place, for
the works charged to them, to allow staff to implement this maintenance policy
statement. All procedures will include the following:

1. A statement of purpose
2. The job title(s) of the staff member(s) responsible for carrying out the
activities in the procedure;
3. Any forms needed to carry out the activities; and
4. The frequency of any specified activities.
After their adoption, maintenance procedures will be reviewed and updated at least
annually.

(b) Task List will be prepared for each maintenance work and will be followed diligently
when carrying out the maintenance activities. The Task List will be reviewed and
updated annually.

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 II - C PERFORMANCE STANDARDS (PS)

(a) The Co-conveners and their Managers will establish measures that will allow the
effectiveness of maintenance systems and activities to be evaluated. In establishing
these standards the Co-conveners will take into consideration certain factors:

1. Local/State Building and Fire Safety requirements

2. DTCP requirements
3. TNEB requirements
4. SIT agreements/contacts (if any)
5. SIT job descriptions of the staff assigned

(b) The SIT Maintenance Committee may also set a standard that is higher than that
contained in the above documents. These standards and goals will be used to evaluate
current operations and performance and to develop strategies to improve performance
and meet the standards that have been set.

SIT Maintenance Policy Page 10

 II - D WORK ORDER SYSTEM (WO)

(a) The Maintenance Cell shall have a comprehensive work order system that includes all
work request information: source of work, description of work, priority, cost to
complete, days to complete, and hours to perform. This information is required for the
Management to approve the work and to evaluate performance. To obtain the greatest
effectiveness from the work order system, all work requests and activities performed
by maintenance staff must be recorded on work orders.

(b) Work orders will contain, at a minimum, the following information:

1. Preprinted number
2. Source of request (planned, inspection, user, etc.)
3. Priority assigned
4. Location of work
5. Date and time received
6. Date and time assigned
7. Worker(s) assigned
8. Description of work requested (with task number from the Task List)
9. Description of work performed (with task number from the Task List)
10. Estimated and actual time to complete
11. Materials used to complete work
12. Estimated and actual cost
13. Amount charged to the user

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 II - E TRAINING AND IMPROVEMENTS (T&I)

(a) In order to allow its staff members to perform to the best of their abilities, Sethu
Institute of Technology recognizes the importance of providing the staff with
opportunities to refine technical skills, increase and expand craft skills, and learn new
procedures and practices. Each employee must participate in at least 32 hours of
training annually.

(b) Suggested training subjects may include (but not limited to)

1. Safety Procedures
2. Health and Safety Standards
3. Trade specific skills updates
4. Building Code updates
5. Trends in campus amenities
6. Modernization of laboratories
7. Removal of obsolescence

(c) The Co-convener is responsible for developing a training agenda/curriculum for the
training and for working with the related department staff to identify the means of
delivering the training.

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 II - F LONG RANGE PLANNING (LRP)

(a) Sethu Institute of Technology will put in place and maintain a long-range
maintenance planning capability in order to ensure most cost-effective use of the
college resources and maximum useful life of college properties.

(b) The Co-convener and the Managers will develop a property-specific long-range
planning process that includes the following components:

1. A property maintenance standard;

2. An estimate of the work required to bring the property to the maintenance
standard;

3. An estimate of the work required to keep the property at the maintenance

standard including routine and preventive maintenance workloads, vacant
unit reuse/reoccupation, inspection requirements and on-demand work;

4. An estimate of the on-going cost of operating the property at the

maintenance standard;
5. A market analysis of the property to determine if there are any capital
improvements needed to make the property more competitive;
6. A cost estimate to provide the specified capital improvements; and
7. A revised work plan and cost estimate of maintaining property at the
improved standard.

(c) By developing a work plan, the college authority will be able to anticipate its staff,
equipment and materials needs. It will also be possible to determine need for
contracting particular services.

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II - G MAINTAINING THE PROPERTY (MTP)

(a) All maintenance work performed at SIT properties can be categorized by the source
of the work. Each piece of work originates from a particular source -- an emergency,
the routine maintenance schedule, the preventive maintenance schedule, a unit
inspection, a unit turnover, or a user request.

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 II – G.1 RESPONDING TO EMERGENCIES (MTP/EMG)

(a) Emergencies are the highest priority source of work. The Maintenance Cell will
consider a work item to be an emergency if the following occur:

1. The situation constitutes a serious threat to the life, safety or health of

users/residents or staff; or

2. The situation will cause serious damage to the property structure or

systems if not repaired within twenty-four hours.

(b) If a staff member is unsure whether or not a situation is an emergency, he or she will
consult with his or her HoD/related Manager. If the HoD/Manager is not available,
the employee will use his or her best judgment to make the decision.

(c) For emergencies that occur after regular working hours, the Maintenance Cell shall
have a twenty-four emergency response system in place, wherever it is necessary.
This response system includes the designation of a maintenance employee in charge
for each day as well as a list of qualified pre-approved contractors, open purchase
orders for obtaining required supplies or equipment, and access to campus materials
and supplies. The designated employee shall prepare a work order and report to the
Convener/Co-Convener on any emergency within twenty-four hours after abatement
of the emergency.

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 II – G.2 UNIT RECOVERY / VACANCY REOCCUPATION
(MTP/VR)

(a) It is the policy of the SIT Management to reoccupy/recover vacant/impaired units as

soon as possible. This policy allows the college to maximize the utilization of its
properties and operate them in safe conditions. ‘Unit’ refers to all properties like built
space, facilities, machinery, tool, equipment, plants, and furniture.

(b) The Co-convener and the related Manager, along with HoD, are responsible for
developing and implementing a system that ensures an average turn-around time of
seven (7) calendar days. In order to do so, they must have a system that can perform
the following tasks:

1. Forecast unit preparation needs, based on previous years’ experience

2. Estimate both the number of units to be prepared and the number of hours
it will take to prepare them; and

3. Control work assignments to ensure prompt completion.

(c) The maintenance procedure for reoccupying vacant units relies on the prompt
notification by the HoD of the vacancy, fast and accurate inspection of the unit, ready
availability of workers and materials, and good communication with those responsible
for the unit. The Co-convener and Manager will have the ability to create special
teams for vacancy turnaround or to hire contractors when that is required to maintain
college goals.

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II – G.3 PREVENTIVE MAINTENANCE PROGRAM(FORMS: MTP/PM)

(a) Preventive maintenance is part of the planned or scheduled maintenance program of

the Maintenance Cell. The purpose of the scheduled maintenance program is to allow
the college to anticipate maintenance requirements and make sure the college can
address them in the most cost-effective manner. The preventive maintenance program
focuses on the major systems that keep the properties in usable condition. These
systems include air conditioning, electrical, life safety, water supply and plumbing.

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 II -G.3.1 GENERAL OPERATING SYSTEMS (GOP)

(a) The heart of any preventive maintenance program is a schedule that ensures the
regular servicing of all systems. The development of this schedule begins with the
identification of each system or item that must be checked and serviced, the date it
must be serviced, and the individual responsible for the work. The servicing
intervals and tasks for each system must be included in the schedule. The
completion of all required tasks is considered a high priority for the college.

(b) The systems covered by the preventive maintenance program include but are not
limited to:

Storm Drainage
Pumps
Emergency lighting
Exhaust fans
Exterior lights
Fire extinguishers and other life safety systems
Mechanical equipment and vehicles
Sanitary drains
AC systems
Water supply
(c) A specific program will be developed for each system. This program shall include
a list of the scheduled service maintenance for each system and the frequency and
interval at which that service must be performed. The equipment and materials
required to perform the service will also be listed so that they will be available
when needed. An assessment of the skills or licensing needed to perform the tasks
will also be made to determine if an outside contractor must be used to perform
the work. The preventive maintenance schedule must be updated each time a
system is added, updated, or replaced.

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 II – G.3.2 ROOF/TERRACE REPAIRS/ REPLACEMENT (RR)

(a) Maintenance of roofs and terraces requires regular inspections by knowledgeable

personnel to ensure that there is no unauthorized access to roof surfaces and that
there is good drainage, clear gutters and prompt discovery of any deficiencies. The
Co-convener and the Manager are responsible for the development of a roof
maintenance plan that includes these features:

1. The type, area, and age of roof

2. Company/contractor that installed the roof

3. Expected useful life of roof

4. Warranties and/or guarantees in effect

5. History of maintenance and repair

6. Inspection schedule

(b) The college maintenance staff will usually undertake only minor roof repairs.
Therefore there should be a list of approved contractors to take on more serious
problems for roofs/terraces that are no longer under warranty.

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 II – G.3.3 VEHICLE/EQUIPMENT MAINTENANCE (VM)

(a) SIT will protect the investment it has made in vehicles and other motorized
equipment by putting in place a comprehensive maintenance program. The
vehicles and equipment to be covered include (but not limited to):

Cars, buses, trucks and vans

Tractors

Weed cutters

Lawn Mowers

Power tools

(b) The Co-convener and the Manager are responsible for the development of this
plan which shall contain components for minimal routine service as well as
servicing for seasonal use. Serviceable components for each vehicle or piece of
motorized equipment will be listed in the plan along with the type and frequency
of service required.

(c) The Co-convener and the Manager shall also maintain a system to ensure that any
employee that operates a vehicle or piece of motorized equipment has the required
license or certification.

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 II-G.3.4LIFE SAFETY SYSTEMS (LSS)

(a) SIT shall have a comprehensive program for maintenance of life safety systems to
ensure that they will be fully functional in the case of an emergency. The Co-
convener and the Manager shall be responsible for the development and
implementation of a schedule that includes inspection, servicing and testing of this
equipment.

(b) Below is a list of Life Safety items that are routinely handled:

Elevators Passengers possibly trapped in elevator, not

working, lights out, phone not working,
inspections (weekly and monthly), etc.
Environmental Protection Spill Prevention Control - transformers,
generators, fuel tank, grease traps; Disposal
of fluorescent lamps, LED lamps, etc.
Disability Provisions Doors, access ramps, restrooms, parking,
sidewalks, etc.
Emergency Exit lights, generator power for lights,
Lighting parking lights, street lights, walkway lighting,
etc.
Fire Fire alarms, fire extinguishers, sprinklers, fire
Prevention pumps, fire suppression systems, etc.

(c) The plan will include the required testing and servicing as required by
manufacturer’s recommendations. It will also include a determination of the most
reliable and cost effective way to perform the work including the decision to hire a
contractor.

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 II- G.4INSPECTION PROGRAM (FORMS: MTP/IP)

(a) SIT’s goals of efficiency and cost-effectiveness are achieved through ensuring that the
facilities are maintained in a manner that is neat, safe, and sanitary and in good repair.
This program ensures compliance of the Local and State Building and Fire Safety
Codes.
(b) In any case where there is a conflict between two or more standards/regulations the
more restrictive of them will be applied.
(c) The inspection will encompass the following areas

1. Building Systems
2. Building Exteriors
3. Labs & Other facilities
4. Common Areas
5. Site (Grounds)
6. Residential Units
7. Health and Safety
(d) The Co-convener and the Manager will know at all times the condition of each unit.
The achievement of these goals may require more than the minimum annual
inspection. The Co-convener is responsible for developing a unit inspection program
that schedules inspections at the frequency required.

(e) For all non-emergency inspections, the user shall be given at least two days’ notice
(by email/other notification) of the inspection. The Maintenance staff shall normally
perform the unit inspection program of unless it is determined that the inspection
program is contracted to an outside source.
(f) During each inspection, the staff shall perform specified preventive and routine
maintenance tasks. Any other work items noted at the time of the inspection will be
documented on the Sethu Institute of Technology inspection form. All uncompleted
work items shall be converted to a work order within twenty-four hours of the
completion of the inspection. The maintenance staff shall endeavor to complete all
inspection-generated work items within 30 days of the inspection.

(g) All Maintenance Staff are responsible for monitoring the condition of Residential
units (hostels, guest houses, staff quarters, etc.). Whenever a Inspection or
Maintenance staff member enters a Residential unit for any purpose, such as
completing a resident request for service or accompanying a contractor, he or she
shall record on an inspection form any required work he or she sees while in the unit.
These work items shall also be converted to a service request within twenty-four
hours of discovery.

Nothing in this policy shall prevent any SIT staff member from reporting any needed work
that they see in the regular course of their daily activities. Such work items shall be reported
to the manager of the appropriate property either directly or through HoD.

SIT Maintenance Policy Page 22

SIT Maintenance Policy Page 23
II-G.5 SCHEDULED MAINTENANCE (FORMS: MTP/SM)

(a) This work category includes all tasks that can be anticipated and put on a regular
timetable for completion. Most of these routine tasks are those that contribute to the
appeal and comfort of the property.

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 II-G.5.1 PEST CONTROL/EXTERMINATION (MTP/SM/PC)

(a) SIT will make all efforts to provide a healthy and pest-free environment for its
residents. The Maintenance Cell will determine which, if any, pests infest its
properties and will then provide the best possible treatment for the eradication of
those pests.

(b) The Co-convener and the Manager will determine the most cost-effective way of
delivering the treatments -- whether by contractor or licensed authority personnel.

(c) The extermination plan will begin with an analysis of the current condition at each
property. The Co-convener and the Manager shall make sure that an adequate
schedule for treatment is developed to address any existing infestation. Special
attention shall be paid to rats and cockroaches. The schedule will include
frequency and locations of treatment. Different schedules may be required for
each property.

(d) Residents’ cooperation with the extermination plan is essential. All rooms in a
building must be treated for the plan to be effective. All residents will be
informed at least one week and again twenty-four hours before treatment. The
notification will be in writing and will include instructions that describe how to
prepare the unit for treatment. If necessary, the instructions shall be bi-lingual to
properly notify the resident population.

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 II-G.5.2 LANDSCAPING AND GROUNDS (LAG)

(a) The Co-convener and the Manager will prepare a maintenance schedule for the
maintenance of the landscaping and grounds of the college that will ensure their
continuing attractiveness and usability. This will include:

1. Litter control

2. Lawn care

3. Maintenance of driveways, sidewalks and parking lots

4. Care of flower and shrubbery beds and trees

5. Maintenance of playgrounds, benches and fences.

(b) The Co-convener and the Manager shall be responsible for the development of a
routine maintenance schedule that shall include:

1. A clearly articulated standard of appearance for the grounds that conforms

to, but is not limited to, any local code standards;

2. A list of tasks that are required to maintain that standard and the frequency
with which the tasks must be performed;

3. The equipment, materials, and supplies required to perform the tasks and a
schedule for their procurement.

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 II-5.3 BUILDING EXTERIORS AND INTERIOR COMMON AREAS
(BCA)

(a) The appearance of the outside of the college buildings as well as their interior
common areas is important to their appeal. Therefore, the Maintenance Committee
will establish a maintenance schedule to ensure that they are always maintained
in good condition. The components to be maintained include:

1. Lobbies and verandahs

2. Hallways and stairwells

3. Restrooms (Common & Private)

4. Lighting fixtures

5. Common rooms and community spaces

6. Exterior porches and railings

7. Building walls

8. Windows

(b) The Co-convener and the Manager are responsible for the development of a
maintenance schedule for building exterior and interior common areas. The
schedule shall be based on the following:

1. A clearly articulated standard of appearance for the building

2. A list of tasks required to maintain that standard

3. The frequency with which the tasks must be performed

4. A list of materials, equipment and supplies required to perform the tasks.

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 II-G.5.4 INTERIOR PAINTING (MTP/SM/IP)

(a) The appearance and condition of the paint within each unit is important to unit
condition and user satisfaction. Accordingly, the Co-convener and the Manager
will develop a plan to ensure that the interior paint in residential units is
satisfactorily maintained. As part of this plan painting standards will be developed
that include:

1. Surface preparation

2. Color and finish

3. Paint quality

4. Methods of application approved

5. Protection of non-painted surfaces

(b) The plan will set out the conditions for the consideration of a painting request.
These standards include the period of time that has elapsed since the last time the
unit was painted.

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 II-G.6 USER ON-DEMAND SERVICES (MTP/ODS)

(a) This category of work refers to all user-generated work requests that fall into no other
category. These are non-emergency calls made by users seeking maintenance service.
These requests for service cannot be planned in advance or responded to before the
user calls.

(b) It is the policy of the Committee to complete these work requests within seven (7)
days. However, unless the request is an emergency or entails work that affects the
usability of the unit, these requests will not be given a priority above scheduled and
preventive maintenance. By following this procedure, the Committee believes it can
achieve both good user service and a maintenance system that completes the most
important work first and in the most cost effective manner.

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 II-G.7 CONTRACTING FOR SERVICES(MTP/CON)

(a) Sethu Institute of Technology will contract for maintenance services when it is in the
best interests of the college to do so.

(b) When the employees of the college have the time and skills to perform the work at
hand, they will be the first choice to perform a given task.

(c) When the employees of the college have the skills to do the work required, but there
is more work than there is time available to complete it, the college Management will
determine whether it is more cost effective to use a contractor to complete the work.

(d) If the college staff do not have the skills to complete the work, a contractor will be
chosen. In the last instance, the college will decide whether it will be cost effective to
train a staff member to complete the work.

(e) Once the decision has been made to hire a contractor, the process set out in the Sethu
Institute of Technology Procurement Policy will be used. These procedures vary
depending on the expected cost of the contract. The Co-convener and the Manager
will work with the Principal to facilitate the contract award. The Principal will decide
about the contribution of the Maintenance Committee to this process. The most
important aspect of the bid documents will be the specifications or statement of work.
The clearer the specifications the easier it will be for the college to get the work
product it requires.

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 FORMS GROUPS OF CMC
APPENDIX
-
Section Section Title Forms Group Person(s) Responsible Remarks
No.

A. PRIORITIZATION OF WRQ Manager

WORK

B. WORK PROCEDURES WP Co-convener &

Manager

C. PERFORMANCE PS Co-convener &

STANDARDS Manager

D. WORK ORDER SYSTEM WO Co-convener/Manager

E. TRAINING AND T&I Co-convener &

IMPROVEMENTS Manager

F. LONG RANGE LRP Convener, Co-convener

PLANNING & Manager

G. MAINTAINING THE MTP Co-convener &

PROPERTY Manager

G.1 RESPONDING TO MTP/EMG Co-convener &

EMERGENCIES Manager

G.2 VACANCY MTP/VR Co-convener &

REOCCUPATION Manager

G.3 PREVENTIVE MTP/PM Co-convener &

MAINTENANCE Manager
PROGRAM

G.4 INSPECTION MTP/IP Co-convener &

PROGRAM Manager

G.5 SCHEDULED MTP/SM Co-convener &

MAINTENANCE Manager

G.6 USER ON-DEMAND MTP/ODS Co-convener &

SERVICES Manager

G.7 CONTRACTING FOR MTP/CON Co-convener &

SERVICES Manager

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 Sample Form I

G.4
REPORT ON INSPECTION OF EQUIPMENTS MTP/IP/dept/no.

1. Name of the Laboratory :

2. Date of Inspection :

3. Equipment inspected :

4. Action needed for each equipment to make them function:

Signature of Inspecting Staff

5. Action initiated by HOD :

Signature of the HOD

6. Approval of the Principal :

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 Sample Form II
WORK REQUEST FORM
II-A (ELECTRICAL / PLUMBING) WRQ/EEE/no.
Name: Date:
Designation & Dept.:
Intercom Number: Mobile Number:
Details of the Electrical / Plumbing / Maintenance work required

Signature of Requesting Faculty HOD Principal

(For Electrical / Plumbing Section Use)

Estimated Budget: Rs ………………. Duration required: ……….. Day(s)

Electrical Maintenance Engineer Electrical Engineer Faculty Coordinator

Approved by

HoD/EEE PRINCIPAL JCEO CEO CHAIRMAN

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 Sample Form III

WORK REQUEST FORM

II-A (CONSTRUCTION/MAINTENANCE WORK) WRQ/CVL/no.

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 Sample Form IV

WORK PROCEDURE
II-B (STANDARD OPERATING PROCEDURE -SOP) WP/SNA/SOP/no.

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 Sample List
II-G.4(1) STANDARD BASIC INSPECTION ITEMS

A. Building Systems E. Common areas

1. AC plants 1. Basement
2. Electrical System 2. Community space
3. Emergency Power 3. Corridors & stairs
4. Garage
4. Fire Protection
5. Halls
5. Lifts 6. Closets
6. Sanitary System 7. Office
7. Water Supply 8. Patio/Portico/Balcony
B. Building Exterior 9. Restrooms
1. Doors 10. Store rooms
2. Fire escapes 11. Utility
3. Foundations
F. Residential Units
4. Lighting
1. AC System
5. Ramps & steps 2. Bathroom
6. Roofs & terraces 3. Ceiling
7. Walls 4. Doors
8. Windows 5. Electrical System
C. Labs & Other Facilities 6. Fire alarm
1. Laboratories 7. Floors
2. Workshops 8. Lighting
9. Outlets
3. Computers
10. Patio/Portico/Balcony
4. IT installations 11. Stairs & Ramps
5. Library 12. Switches
D. Campus Outdoor 13. Walls
1. Roads & Driveways
2. Fences & compound walls
3. Street & Ground Lighting
4. Mail & Suggestion boxes
5. Parking
6. Play areas & equipment
7. Rainwater drainage
8. Signs and display boards
9. Waste disposal
10. Ramps, platforms & steps

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