Sample format for Preventive Maintenance Schedule Excel from RCATs - Attachment C to PHN 2020-06 (XLSX) - Fichier XLS

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Sample format for Preventive Maintenance Schedule Excel from RCATs - Attachment C to PHN 2020-06 (XLSX)

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Inspections Schedule and Checklist                    
   LHA NAME:       DEVELOPMENT:                   
Buildings & Grounds Inspections                    
Building Envelope                     
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec      
ROOFS - Sloped/Flat and EPDM/Shingle/Metal "Bi-Annually / 
Annually" Staff    X      X         
"ROOFS - Cracks  water pooling  leaks  flashing" "Bi-Annually / 
Annually" Staff    X      X        
"WALLS - Brick  Vinyl  Shingle" Annually Staff    X              
"WINDOWS  DOORS - Seals  Operators" Annually Staff    X              
"DECKS  EXT STAIRS - Wash" Annually Staff    X              
"FOUNDATIONS - Cracks  vent covers" Annually Staff    X                 
Building Interior                     
"FLOORS - Wood  Vinyl  Carpet" Annually Staff    X              
CEILINGS Annually Staff    X              
WALLS  Annually Staff    X              
Pest Control                     
PEST CONTROL - Pests  "Monthly / 
As Needed" Vendor X X X X X X X X X X X X        
"Common Kitchen  Laundry"                    
KITCHEN - Inspect Appliances Annually Staff           X        
GAS STOVE - Inspect Annually Vendor            X        
"Kitchen  Bath - Cabinets  fixtures" Annually Staff            X        
LAUNDRY - Machines operational Bi-Annually Staff    X      X        
Trash / Recycling Room                    
Trash Container leaks Monthly Staff X X X X X X X X X X X X      
Trash Chute doors Monthly Staff X X X X X X X X X X X X      
Trash / Recycle Cans "Weekly /
Bi-Monthly" Staff X X X X X X X X X X X X      
                    
Landscaping                    
"Lawn  Shrubs  Landscape Beds" Annually Staff     X              
"Pest / Disease - Monitor  Integrated Pest Mgmt" Monthly Vendor   X X X X X X X X        
Irrigation System                    
"Heads  Controls - Check " End/Start of Season Staff    X      X        
Grounds                     
Signage - Inspect Monthly Staff X X X X X X X X X X X X      
"Walks  Paving  Curbs - Cracks  broken curbs" Monthly Staff X X X X X X X X X X X X      
"Parking Lot -  Cracks  and Water Ponding" Bi-Annually Staff   X       X          
"Fence - Holes  Falling over" Bi-Annually Staff   X       X          
                    
"Mechanical  Electrical Systems Inspections"                    
"HVAC (Heating  Ventilation  Air Conditioning)"                    
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec      
"FURNACE  AHU - Condenser clear of leaves and other debris" Bi-Annually Staff / Vendor    X      X         
"FCU  Window AC Filters - Inspect for season" Bi-Annually Staff    X      X         
Air source Heat Pumps - Check Coil Monthly Staff X X X X X X X X X X X X      
Co-Gen System - Inspect Bi-Annually Vendor    X      X         
Water system                      
"Inspect - Valves  Pumps" Bi-Annually Staff      X     X        
Test pressure Weekly Staff X X X X X X X X X X X X      
Plumbing                     
Toilets - Leaks Annually Staff      X            
Faucets and shut-offs - Leaks Annually Staff      X            
Boilers/HW Tanks - Leaks  Quarterly Staff   X   X   X   X      
Pumps - Operating Monthly Staff X X X X X X X X X X X X      
Fire Sprinklers                     
"Inspect  Test Backflow" Annually Vendor     X               
Sanitary system                      
"Inspect - Valves  Pumps" Bi-Annually Vendor     X     X        
Test system integrity Annually Staff / Vendor         X         
Storm drain system                     
"Inspect - Valves  Pumps" Bi-Annually Vendor    X      X        
Test system integrity Annually Staff / Vendor         X         
Electrical system                     
Inspect connections in panels AS Needed "Recommended by DHCDs Handbook.   
Perform during major work that includes panel changes
"                  
Fire Alarms                    
System (Hardwired) - Inspect Common / Public Areas Bi-Annually "Staff / 
Vendor"    X      X           
System (Hardwired) - FA Panel for Trouble Annually "Staff / 
Vendor"         X         
Fire Extinguishers - Check Gauge for Replacement need Annually Vendor         X         
Generator                    
Test  Monthly Automatic X X X X X X X X X X X X      
Emergency Lighting (Not on Generator)                      
Inspect and Test "Monthly / 
Quarterly" Staff X X X X X X X X X X X X       
ALL Light Fixtures                      
Lighting - Lights working Monthly Staff X X X X X X X X X X X X      
Security systems                      
System working Monthly Staff X X X X X X X X X X X X      
Elevator system                     
Elevator Equipment "Bi-Annually / 
Annually" Vendor    X      X         
Test lights Monthly "Staff / 
Vendor" X X X X X X X X X X X X      
Solid waste disposal system                     
"Compactor machinery  trash Chute" Quarterly Staff   X   X   X   X      
                    
Machine Inspections                    
Automobile                      
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec      
Check Oil  Weekly Staff X X X X X X X X X X X X      
Check tires Monthly Staff X X X X X X X X X X X X      
Check Brakes Weekly Staff X X X X X X X X X X X X      
Registration "Annually 
(Varies)" Staff                  
                    
Small Engines                     
Check Oil Level  Every 5 Hrs Staff   X X X X X X          
Check Fuel (in Tank and Stored) "After Use  Season End/Start" Staff  X X X X X X X X         
Inspect Machine / Equipment Before and after Use Staff   X X X X X X          
                    
"NOTE:  
Inspections will generate additional Routine (and Emergency) Work Orders."                    
LHA must customize the following tasks for their particular situation when using this sample template.                       
                       
Preventive Maintenance Schedule and Checklist                       
   LHA NAME:       DEVELOPMENT:                      
Buildings & Grounds Preventive Maintenance                       
Building Envelope                       
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec         
"FLAT ROOF - Clear drains/scuppers  debris" "Monthly / 
Bi-Annually" Staff / Vendor X X X X X X X X X X X X         
"Check cracks  water pooling  leaks  flashing" Monthly Staff X X X X X X X X X X X X         
Reseal Joints Every 5yrs Vendor     X                
"SLOPED ROOF - Remove moss  clear debris from gutters/downspouts " Bi-Annually Staff / Vendor    X        X           
Recaulk roof flashing "Every 2 Yrs / 
As Needed" Staff / Vendor    X                 
"WALLS - Repair mortar joints  Replace Bricks (as needed)" "Annually / 
As Needed" Staff / Vendor    X                  
"WINDOWS - Wash  re-caulk if needed" Annually Staff / Vendor    X                 
"DOORS - Wash  check weather stripping  re-paint as needed" Annually Staff    X                  
"DECKS  EXT STAIRS - Wash" Annually Staff    X                 
"FOUNDATION - Check cracks  vent covers" Annually Staff    X                 
"EXTERIOR SURFACES  FIXTURES - Refinish" Every 10yrs Staff / Vendor                      
                       
                        
Building Interior                        
"WOOD FLOORS - Refinish  polish" As Needed Staff                      
"VINYL FLOORS - Refinish  polish" As Needed Staff                      
CEILINGS - Refinish As Needed Staff / Vendor                     
WALLS - Refinish As Needed Staff / Vendor                     
WALLS - Recaulk (kitchen and bath) As Needed Staff / Vendor                     
FLOORS - Professionally clean common area carpet Annually Vendor    X                 
WALLS - Wash off hand prints and dirt in high traffic areas Weekly Staff X X X X X X X X X X X X         
                       
                        
Pest Control                       
"PEST CONTROL - Notify residents  Apply Chemicals" "Monthly / 
As Needed" Vendor X X X X X X X X X X X X         
"Common Kitchen  Laundry"                       
"KITCHEN - Clean Range  Microwave  Refrigerator" "Monthly / 
Annually" Staff X X X X X X X X X X X X         
GAS STOVE - Valve and line cleaning Annually Vendor          X            
"LAUNDRY - Wipe surfaces  empty trash  mop floor  clean behind machines  check lint traps and clean as needed" Weekly Staff X X X X X X X X X X X X         
LAUNDRY - Professionally clean dryer vents Annually Vendor           X            
Buildings & Grounds Preventive Maintenance                       
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec         
Trash / Recycling Room                        
"Clean  mop floor  wash out containers" Weekly Staff X X X X X X X X X X X X         
Cans (Trash / Recycle) - Regualr pickup "Bi-Weekly / 
Weekly" Staff X X X X X X X X X X X X         
                        
                       
Landscaping                       
Aerate lawn/overseed/top dress with compost Annually Staff    X                 
Mulch landscape beds Annually Staff    X                 
"Shrubs  Trees (remove broken  dead  deformed branches)" "Weekly / 
Seasonal" Staff X X X X X X X X X X X X         
Remove weeds (don’t let weeds go to seed) Daily Staff X X X X X X X X X X X X         
Protect Shrubs (winter) Seasonally           X X          
"Pest / Disease - Monitor  Integrated Pest Mgmt & Natural Gardening. DON’T use products harmful to environment" Monthly Staff    X X X X X X X           
Watering/Irrigation - soak (dry out before watering again) "Weekly / 
Seasonal" Staff    X X X X X X X           
                       
Irrigation System                       
Spring (Start) / Fall (Shutdown) - blow out lines Bi-Annually Vendor     X     X           
Grounds                       
"Signage - inspect  clean  repair as needed" Monthly Staff X X X X X X X X X X X X         
"Walks  Paving  Curbs - monitor  clean  repair as needed" Monthly Staff X X X X X X X X X X X X         
"Parking Lot -  Monitor condition  clean and reseal as needed" Annually Staff / Vendor          X            
"Fence - monitor condition  clean and repaint as needed" Annually Staff     X                
                       
"Mechanical  Electrical Systems Preventive Maintenance"                       
"HVAC (Heating  Ventilation  Air Conditioning)"                       
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec         
"FURNACE  AHU - Filter Changing / Cleaning  Service" Annually Staff / Vendor          X             
"FCU  Window AC Filters  Duct Cleaning - Clean  Replace as needed" Bi-Annually Staff     X      X          
Air Source Heat Pumps - Check Oil Monthly Staff X X X X X X X X X X X X         
Co-Gen System Bi-Annually Vendor     X      X          
                       
Water system                        
Test / Check Water Temperatures "Bi-Annually / 
Annually" Staff     X     X            
Lubricate valves and pumps Bi-Annually Vendor     X     X           
"Clean  Test integrity  Change Washers" Annually Staff / Vendor         X            
Test pressure Weekly Staff X X X X X X X X X X X X         
                       
Plumbing                       
"Toilets - check for leaks  running water" Annually Staff      X               
"Faucets and shut-offs - check for leaks  drips" Annually Staff      X               
"Boilers/HW Tanks - Inspect  service" Quarterly Staff / Vendor   X   X   X   X         
"Pumps - sump pump in basement  confirm operational" "Weekly / 
Monthly" Staff X X X X X X X X X X X X         
                       
Fire Sprinklers                       
"Inspect  Test Backflow" Annually Vendor       X               
                        
Sanitary system                        
"Clean  Lubricate valves and pumps" Bi-Annually Vendor     X     X           
Replace toilet mechanism Every 5yrs Staff / Vendor         X            
Test system integrity Annually Staff / Vendor         X            
                       
Storm drain system                        
"Clean  Lubricate valves and pumps" Bi-Annually Vendor     X     X           
Test system integrity Annually Staff / Vendor         X            
Electrical system                        
Tighten connections in transformers and junctions As Needed Vendor "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"                    
"Clean  Test" As Needed Vendor                     
Fire Alarms                       
"System (Hardwired) - Clean  Test" Annually Vendor       X              
"Fire Extinguishers - Test  Recharge  Replace (if necessary)" Annually Vendor       X              
"Mechanical  Electrical Systems Preventive Maintenance"                       
Generator                       
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec         
Test  Monthly Automatic X X X X X X X X X X X X         
Lubricate  Every 10hrs use Vendor                     
Small Generators Monthly Staff X X X X X X X X X X X X         
Emergency Lighting (Not on Generator)                        
Recharge batteries Annually Staff       X              
Test "Monthly / 
Quarterly" Staff X X X X X X X X X X X X         
ALL Light Fixtures                        
"Lighting - clean fixtures  replace lamps as needed" Monthly Staff X X X X X X X X X X X X         
Security systems                        
Test system Monthly Staff X X X X X X X X X X X X         
Elevator system                        
Test lights Monthly Staff X X X X X X X X X X X X         
Mechanical - professional service contract "Quarterly / 
Annually" Vendor   X   X   X   X         
Solid waste disposal system                        
"Clean compactors  Lubricate machinery" Monthly Staff X X X X X X X X X X X X         
Lubricate trash chute doors Bi-Annually Staff    X      X           
                       
Dwelling Unit Preventive Maintenance                       
Heat and smoke detectors                        
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec         
"Battery Heat / Smoke Detectors - Test  Change batteries" Annually          X            
Test hardwired detectors (with System) Annually          X            
Pest control                        
"Notify Residents  Install Chemicals" "Monthly / 
As Needed" Vendor X X X X X X X X X X X X         
Floors                        
 Refinish floors "At Turnover / 
As Needed"                      
Ceilings                        
Refinish "At Turnover / 
As Needed"                      
Walls                        
Refinish "At Turnover / 
As Needed"                      
Recaulk (kitchen and bath) "At Turnover / 
As Needed"                       
Kitchen fixtures                         
"KITCHEN - Clean Range  Microwave  Refrigerator" Annually          X            
GAS STOVE - Valve and line cleaning Annually Vendor          X            
"UNIT APPLIANCES - clean interior and exterior  vacuum under and behind" Annually Resident Staff      X               
HVAC fixtures                        
"Air Source Heat Pumps - Vacuum  Clean Condenser" Annually Staff          X           
"Unit Forced Hot Water - Check for Air locks  Bleed" Annually Staff / Vendor         X X           
Unit Electrical Baseboard - Vacuum around fins Annually Resident          X           
Unit Forced Hot Air - Vacuum Vents Annually Resident          X           
"Unit Bathroom Fans - Inspect  Vacuum  Clean covers" Annually Resident      X               
                       
Machine Preventive Maintenance                       
Automobile                         
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec         
"Lubricate  Change Filters" Per Manufacturers Recommendations  Vendor          X           
Change tires Rotate Annually Vendor          X           
"Replace brakes  other fixed life parts" Per Manufacturers Recommendations  Vendor          X           
Change brushes on sweepers Annually Vendor          X           
"Annual Sticker (Vehicles  Trailers)" "Annually
(Varies)" Vendor                     
Small Engines                        
ALL WORK by Service Contract Per Manufacturers Recommendations  Vendor          X           
"OIL - Check Level   Change  Replace Filter" Per Manufacturers Recommendations  Staff          X           
Air Filter - Replace Foam/Paper Air cleaner Per Manufacturers Recommendations (OR Every Season) Staff          X           
"Replace Spark Plug  In-line Fuel Filter" Per Manufacturers Recommendations (OR Every 100 Hrs) Staff          X           
"Prep Work Season Start  Season End)" Bi-Annually Staff   X       X           
Snow Removal and Sanding Equipment Annually           X           
Routine Maintenance Schedule and Checklist                 
   LHA NAME:       DEVELOPMENT:                
Landscaping and Grounds Routine Maintenance                 
Building Exterior                 
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec   
Walk property-pick up trash Daily Staff X X X X X X X X X X X X   
Mow lawn (Mulching lawnmower); edge if needed  Weekly / Seasonal Staff    X X X X X X X     
"Rake leaves (Fall  Spring)" Bi-Annually Staff / Vendor   X       X     
"Snow (Shovel  Plow)  Treat (Walkways)" Daily / Seasonal Staff / Vendor X X X        X X   
Seasonal cleaning (Spring and Fall) Start & End of Season    X       X     
                 
Building Routine Maintenance                 
Building Interior                 
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec   
"Hallways  Stairs  Lobbies  Community Rm - Vacuum carpet  mop floors  
sweep and Vacuum public spaces" Weekly Staff X X X X X X X X X X X X   
Wash windows in public areas Weekly Staff X X X X X X X X X X X X   
Toilets - Clean public toilets/restrooms "Daily / 
Weekly" Staff X X X X X X X X X X X X   
Clean Staff toilets/restrooms "Daily / 
Weekly" Staff X X X X X X X X X X X X   
Offices- Sweep / Vacuum offices  Weekly Staff X X X X X X X X X X X X   
Light Bulbs - Replace if burnt out in common areas and offices Monthly Staff X X X X X X X X X X X X   
Elevators- Clean cab walls and doors "Daily / 
Weekly" Staff X X X X X X X X X X X X   
Sweep / Mop / Vacuum elevator floors "Daily / 
Weekly" Staff X X X X X X X X X X X X   
"Trash Chutes  Dumpsters- Clean trash chutes" "Daily / 
Weekly" Staff X X X X X X X X X X X X   
Clean dumpster areas Twice a week Staff X X X X X X X X X X X X   
                 
Other Routine Maintenance                 
"Inventory  Meeting  Training  Tools"                 
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec    
Maintain Authority inventory Quarterly Staff   X   X   X   X    
Attend Staff meetings Quarterly Staff   X    X   X   X   
Attend Training sessions Annual Staff    X           
Clean and sharpen tools Monthly Staff X X X X X X X X X X X X   
Sharpen mower blades (after each Mowing) "Weekly / 
Monthly" Staff    X X X X X X      
                 
"NOTE:  
Routine (and Emergency) Work Orders are generated will be created due to results from Inspections Maintenance Tasks."                 
Dwelling Unit Inspections Schedule and Checklist              
   LHA NAME:       DEVELOPMENT:             
Pondside Court              
TASK Frequency By Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Buildings 1 & 2 Annually Staff X           
Buildings 3 & 4 Annually Staff  X          
Buildings 5 & 6 Annually Staff   X         
Buildings 7 & 8 Annually Staff    X        
Valley Terrace              
Buildings 1 & 2 Annually Staff     X       
Buildings 3 & 4 Annually Staff      X      
Buildings 5 & 6 Annually Staff       X     
Buildings 7 & 8 Annually Staff        X    
Scattered Sites              
101 Pembroke St. Annually Staff         X   
62 Apple Lane Annually Staff         X   
27 Peach Street Annually Staff          X  
              
Heat and smoke detectors              
Battery Heat / Smoke Detectors - Inspect Condition  "Bi-Annually / 
Annually" Staff    X      X  
Inspect System Heat detectors (in Units) "Bi-Annually / 
Annually" Vendor    X      X  
Pest control                
Inspect Unit "Monthly / 
Quarterly" Vendor X X X X X X X X X X X X
"Floors  Ceilings  Walls "               
"Floors (Wood  Vinyl  Tile)" "Bi-Annually / 
Annually"     X     X   
Kitchen fixtures                
KITCHEN - Inspect Appliances "Bi-Annually / 
Annually" Staff    X     X   
GAS STOVE - Inspect "Bi-Annually / 
Annually" Vendor          X   
"Kitchen  Bath - Cabinets  fixtures" "Bi-Annually / 
Annually" Staff    X      X   
HVAC fixtures                
"(Heat Pumps  Bath Fans  Forced Hot Air  Baseboard) "                 
"Fans  Baseboard  Vents - Inspect (dust  debris)" Annually Staff    X     X
Sample format for Preventive Maintenance Schedule Excel from RCATs - Attachment C to PHN 2020-06 (XLSX) - Fichier XLS

Sample format for Preventive Maintenance Schedule Excel from RCATs - Attachment C to PHN 2020-06 (XLSX)

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