Reclamation Supplement to Federal Property Management Regulations

Part 20 Management of Buildings and Grounds

Subpart 114S-20 Reclamation-Owned or -Leased Buildings


114S-20.70 Office Identification.

Reclamation offices will be appropriately identified by signs posted at suitable locations.

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114S-20.71 Flags.

The national flag will be displayed at all Reclamation owned or leased facilities during normal working hours. Flag flying protocol is contained in detail in 310 DM 5.

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114S-20.74 Department of the Interior Identification Cards.

Each permanent employee will be issued a Department of the Interior Identification Card, Form DI-238A in accordance with 310 DM 3.1B. Regional, Area, and Field offices may obtain supplies of these cards by submitting a DI-1 requisition with the quantity required to the Reclamation Service Center, D-7912A.

(a) Contractor and temporary employees requiring access to Reclamation facilities should be issued a temporary building pass, Form DI-238, in accordance with 310 DM 3.1C.

(b) Reclamation employees, upon retirement, may be issued a retiree identification card, if desired, in accordance with 310 DM 3.1D.

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114S-20.75 Maintenance Responsibility.

Regional Directors are responsible for ensuring that a maintenance program is conducted in accordance with established procedures. Office heads are responsible for establishing a preventive maintenance program for buildings, facilities, and structures under their jurisdiction. Consideration will be given to any proposed alteration in accordance with OMB Circular A-11 governing space limitation as well as construction standards.

The Accountable Officer for specific housing and facilities is responsible for the safety of people from faulty operations, avoidable hazards and structural defects, as well as equipment and practices with respect to traffic control and fire protection. Maintenance of Government Furnished Quarters will be maintained as prescribed by 400 DM 7.

The business practices established by Project Facility Management directive FAC 05-01 will be applied to all Reclamation facilities.

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114S-20.7501 Scope.

This subpart pertains to all quarters, administrative office buildings, shops, warehouses, etc., owned and operated by Reclamation. This includes appurtenant grounds and facilities, except primary structures and facilities for the storage and movement of irrigation water or the production and delivery of power.

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114S-20.7502 Definitions.

(a) Maintenance. Maintenance is the routine recurring work required to keep a building, structure, utility system, or other fixed property in such a condition that it may be continuously utilized at its original intended use or designed capacity.

(b) Preventive Maintenance. Preventive maintenance is a series of acts at established intervals to ensure that facilities serve their full life or intended use expectancy, such as inspecting, adjusting, lubricating, cleaning, and making necessary minor repairs.

(c) Repair. Repair is the restoration of a facility to a condition substantially equivalent to its original state and efficiency by replacement or rebuilding of constituent parts.

(d) Alteration. Alteration is a rearrangement, an addition to, or an architectural, structural, or other change in a facility, including plumbing, heating, and electrical systems and mechanical equipment, affecting the facility structural strength, stability, safety, capacity, or usefulness.

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114S-20.7503 Maintenance Standards.

(a) Grounds and Drainage. All grounds will be maintained to protect the investment and, within practical limits, present a desirable appearance.

(1) Landscaping. The work may include, but is not limited to, periodic mowing, fertilization, weed control, insect and rodent control, and plant disease control; pruning, replacement and renovation of trees, shrubs, and vines; and removal of debris, maintenance of firebreaks, and elimination of fire hazards.

(2) Surfaced Areas. In addition to maintenance operations such as blading, sealing, patching, etc., applied directly to surfaced areas, snow and ice should be removed as required, and shoulders should be maintained to provide edge support and facilitate surface water runoff. Appurtenant bridges, ditches, storm sewer systems, culverts, and surface drains should be installed or maintained to avoid flooding and foundation saturation. Signs, traffic lines, or other markings painted or otherwise delineated on pavements should be kept in a visible and legible condition.

(b) Utilities and Utility Plants. Water, sewage, electric, and communication facilities will be maintained to ensure safe operation. Preventive maintenance, repair, and alteration will be accomplished for the adequate protection of health, safety, and property.

(c) Structures. The standards of maintenance for buildings and structures should conform to the general criteria set forth below. The wide range of climatic conditions and scheduled use affecting the various facilities may require deviation from the listed criteria.

(1) Permanent Buildings and Structures. Buildings and structures should be maintained and serviced as required so that they may be continuously utilized for their intended purposes.

(i) Structural Features. Structural features should be maintained to ensure stability and safety to employees. Special attention should be given to foundations, trusses, and framing, including such items as bolts, anchors, connectors, and other fastening devices.

(ii) Roofing. Roofing and flashings should be maintained to ensure stability and safety to employees. Special attention should be given to foundations, trusses, and framing including such items as bolts, anchors, connectors, and other fastening devices.

(iii) Exterior and Interior Finishes. Exterior and interior finishes should be maintained to correct all damage or serious defects and keep the structure in good operational and sanitary condition. Material worn or damaged beyond economical repair should be replaced with like or more durable materials, provided the increased cost of such work is warranted by the proposed future use of the facility.

(iv) Painting. The necessity for exterior and interior painting should be determined after taking into consideration such factors as geographical location, climatic conditions, the degree of deterioration of the painted surfaces, and the functional requirements of the buildings or structures. Painting will be accomplished for sanitation, protection of surfaces, and good appearance. Choice of interior color combinations should be given to the tenants of quarters where practicable and consistent with economy and good taste. The following cycle of painting or repainting should be used:

Exterior surfaces: Every 4 to 5 years.

Interior surfaces: Every 3 to 4 years.

(v) Plumbing. Plumbing systems should be maintained in proper operating and sanitary condition.

(vi) Electrical. Electrical systems should be maintained in a safe and satisfactory operating condition. Deteriorated, obsolete, or substandard materials should be replaced to conform with current issues of the National Electrical Code and the National Electrical Safety Code.

(vii) Mechanical Equipment. Mechanical equipment should be maintained at a level consistent with the service required and the extent necessary to ensure safety of occupants of buildings and of structures, and to ensure efficient operation of the equipment. Close attention should be given to ensure proper cleaning, lubrication, and adjustments.

(2) Unneeded Buildings and Structures. Unneeded buildings and structures should be maintained as necessary to eliminate hazardous or unsanitary conditions and to protect against abnormal deterioration.

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114S-20.7504 Maintenance Review.

A complete maintenance review will be conducted not less than biennially. The scope of the inspection will cover (1) grounds, including lawns, plantings, pavements, drainage, yard appurtenances, and operating services; (2) utilities; (3) utility plants where applicable; (4) fire protection practices, equipment, and devices; (5) buildings and living quarters; (6) maintenance tools and equipment; and (7) miscellaneous.

(a) Review Responsibility. An examination of the facilities will be performed by someone other then the person responsible for the facilities or property involved. Regional officials should make spot checks at all locations at reasonable intervals to determined program adequacy.

(b) Testing. All equipment should be tested in sufficient detail to determine its operative condition and, as far as is practicable, the extent of any defect and the appropriate remedial action.

Maintenance reviews and examination and testing of utilities serving the housing and headquarters area, their operations, and the equipment and service facilities installed will be performed to determine, at a minimum, the following:

(1) Settlement, cracking, and opening of seams and joints.

(2) Structural weaknesses and deterioration.

(3) Deterioration of surfaces, paints, and calked joints.

(4) Obstructions or other hazardous conditions.

(5) Operations of fixed and mobile equipment, etc., which may constitute unsafe practices.

(6) Operational deficiencies in utility plants and operating conditions of equipment.

(7) Condition of utility and heating systems in buildings and living quarters, and operational deficiencies of the services and appliances.

(8) Conditions that may be considered as hazardous to life and property.

(c) Corrective Action. The initiative for corrective action where defects are observed, including programming of the work for future execution, lies with the Accountable Officer. This does not relieve the Regional Director from the responsibility for ensuring that corrective action is taken.

(d) Emergency Action. Repairs or other corrective action which arise from emergency conditions should be undertaken promptly.

(e) Maintenance Cost Records. Records will be maintained for all buildings, structures, quarters, etc., that provide detailed information as to the type of maintenance and work performed and a detailed cost breakout by labor, supplies, and materials, etc. Use of the Reclamation Enterprise Maintenance Management System (REMMS) is recommended.

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114S-20.7505 Tenant Responsibility.

Tenants will assume responsibilities as established by the Accountable Officer. Typical examples of tenant responsibilities are:

(a) The watering, cutting, trimming, and care of lawns and shrubs as well as keeping the lots in a neat, sanitary, and presentable appearance at all times.

(b) The removal of snow and ice from sidewalks and driveways appurtenant to quarters.

(c) The seasonal installation of storm windows, storm doors, screens, and screen doors.

(d) The cost of any item of maintenance or repair including labor and materials required as a result of tenant negligence as determined by the Accountable Officer.

Refer also to 400 DM 7.

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114S-20.7506 Repairs or Alterations by Tenants.

Repairs or alterations which will not lessen the property value or its desirability to future tenants may be made by occupants with prior written approval of the Accountable Officer. The approval agreements will describe the work to be done; state that the tenant is expected to produce a neat, finished, professional job; and provide that the tenant will pay any costs incurred by Reclamation to rectify any incomplete or unsatisfactory part of the work undertaken. The agreement will further provide that the tenant will have no equity in the improvements described, and that upon vacating the quarters the improvements will remain intact as Government property. Copies of approval agreements will be provided to the Regional Office Quarters Officer.

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114S-20.7507 Minor Betterment by Tenants.

Minor betterment, which cannot be considered as being within the preview of "Repairs" or "Alterations" as defined herein and which will not lessen the property's value or its desirability to future tenants, may be made by the occupants with prior written approval of the Accountable Officer. Examples of minor betterment are:

(1) Interior and exterior painting.

(2) Adding, replacing, or repairing screens, storm windows, and storm doors.

(3) Constructing shelves and cabinets in unfinished areas only.

(4) Paving and erecting fences and clothes posts.

(5) Planting shrubs, trees, and gardens and installing simple irrigation systems.

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FPMR-17 - 10/26/95 (Supersedes 2/23/68)