special projects procedures manual fdp...

Special Projects Procedures Manual

FDP 60.2

Special Projects & Renovation Services – Special Projects 1180 Military Tribute Place.

Henderson, NV 89074 (702) 799-5025

TITLE: SPRS/SPECIAL PROJECT BRANCH PROCEDURES FDP 60.2 W A R N I N G : O N L Y E L E C T R O N I C V E R S I O N S A R E C O N T R O L L E D

DOC# SPRS-M380, Rev. D

______________________________________________________________________________ DATE: 6/30/10 / SUPPLEMENT: 0 of 95

Management Process System (MPS) Quality Statement

"The Clark County School District Office of the Superintendent is committed to quality performance by providing services and products to all district entities through a continual improvement process in support of

the district's strategic plan."

Special Projects and Renovation Services Mission Statement

“To renovate environments for learning by providing safe, secure construction to support educational activities for students within the Clark County School District, with a commitment to excellent service,

exceptional communication, and uncommon diligence.”

Special Projects Mission Statement

Special Projects shall strive to continue to provide renovation services to improve and/or upgrade the condition of all Clark County School District schools and administration buildings. All work shall be

performed in the most professional, timely and cost efficient manner possible to provide the most complete customer satisfaction possible.




TABLE OF CONTENTS 1.0 PURPOSE .......................................................................................................................................... 7 2.0 APPLICABILITY .................................................................................................................................. 7 3.0 REFERENCES ................................................................................................................................... 7 4.0 DEFINITIONS ..................................................................................................................................... 8 5.0 RESPONSIBILITIES ......................................................................................................................... 11 6.0 PROCEDURE ................................................................................................................................... 15

6.1 WORK INITIATION ............................................................................................................ 15 6.1.1 WORK REQUESTS (MAXIMO REQUEST) .......................................................... 15 6.1.2 ANNUAL PLAN WORK ........................................................................................ 16 6.1.3 REQUISITION PROCESS .................................................................................... 16 6.1.4 CHARGING TIME TO A WORK REQUEST ......................................................... 17 6.1.5 PORTABLE WORK REQUEST……………………. ........... …………………………17

6.2 ASBESTOS HAZARD EMERGENCY RESPONSE ACT (AHERA) ................................... 18 6.2.1 HAZARD SCREENING ........................................................................................ 18 6.2.2 HAZARD SURVEY ............................................................................................... 18 6.2.3 HAZARD IDENTIFIED .......................................................................................... 18 6.2.4 HAZARD CLEARED ............................................................................................. 18

6.3 PROJECT PERMITTING PROCESS ............................................................................... 18 6.3.1 INSPECTION REVIEW ........................................................................................ 18 6.3.2 WORK REQUEST (JOB) REJECTED .................................................................. 18 6.3.3 WORK REQUEST (JOB) ACCEPTED ................................................................. 19

6.4 FACILITY NOTIFICATION PROCESS .............................................................................. 19 6.4.1 JOB START NOTICE ........................................................................................... 19 6.4.2 EMPLOYEE NOTIFICATION ................................................................................ 19

6.5 CONSTRUCTION / RENOVATION PROCESS ................................................................. 19

This Procedures Manual is intended for informational purposes only. It is not intended to change or create any contractual rights in favor of you or the District.

The District’s regulations, policies, procedures, work site rules, and benefits are continually evolving: therefore this Procedures Manual does not contain all of the information you will need or be required to know during the course of your employment.




6.5.1 RENOVATION WORK .......................................................................................... 19 6.5.2 PROJECT INSPECTION ...................................................................................... 20 6.5.3 SITE SUPERVISION / INSPECTION ................................................................... 21 6.5.4 WORK CLOSE OUT ............................................................................................. 21 6.5.5 RED FLAG ........................................................................................................... 22 6.5.6 STATEMENT TO COMMENCE PUBLIC WORK (SUPER ATTESTATION) ........ 22

6.6 EMERGENCY PROJECT PROCESS ............................................................................... 22 6.6.1 EMERGENCY DEFINITION ................................................................................. 22 6.6.2 EMERGENCY JUSTIFICATION ........................................................................... 23 6.6.3 EMERGENCY APPROVALS ................................................................................ 23

6.7 EQUIPMENT CHECK IN / CHECK OUT ........................................................................... 23 6.7.1 CCSD EQUIPMENT ............................................................................................. 23 6.7.2 RANDOM INVENTORY ........................................................................................ 24

6.8 HOT WORK PERMIT ........................................................................................................ 24 6.8.1 PERMIT PROCESS ............................................................................................. 24

6.9 STAFF AUGMENTATION SERVICE PROCEDURES ....................................................... 24 6.9.1 APPLY FOR TEMPORARY EMPLOYEES ........................................................... 24 6.9.2 STAFF AUGMENTATION ALLOWANCES PER TRADE ..................................... 25 6.9.3 TERMINATION OF STAFF AUGMENTATION EMPLOYEE ................................ 26 6.9.4 INCREASE STAFF AUGMENTATION ALLOWANCE .......................................... 26

6.10 OVERTIME ....................................................................................................................... 26 6.10.1 OVERTIME (O.T.) PROCESS .............................................................................. 26 6.10.2 OVER 10 HOURS OF OVERTIME (O.T.) ............................................................. 27 6.10.3 OVERTIME IN EXCESS OF 24 HOURS……… ................... ………………………27 6.10.4 OVERTIME PROCESS FOR NON-SP PERSONNEL…… ............ ………………..27 6.10.5 OVERTIME FOR STAFF AUGMENTEES……………………… ..................... ……27

This Procedures Manual is intended for informational purposes only.

It is not intended to change or create any contractual rights in favor of you or the District. The District’s regulations, policies, procedures, work site rules, and benefits are continually evolving; therefore, this Procedures Manual does

not contain all of the information you will need or be required to know during the course of your employment.




6.11 SAFETY PROGRAM ......................................................................................................... 28 6.11.1 SAFETY LIAISON ................................................................................................ 28 6.11.2 SAFETY SUPPORT COMMITTEE ....................................................................... 28 6.11.3 SAFETY MEETINGS ............................................................................................ 29 6.11.4 SAFETY TRAINING ............................................................................................. 29 6.11.5 SAFETY RECORDS ............................................................................................. 30 6.11.6 SAFETY COORDINATION ................................................................................... 31

6.12 PORTABLE CLASSROOM RELOCATION ....................................................................... 31 6.12.1 ZONING ............................................................................................................... 31 6.12.2 PORTABLE CLASSROOM STUDY AND APPROVAL (OVERCROWDING) ....... 31 6.12.3 PORTABLE CLASSROOM STUDY AND APPROVAL (REHAB/MOD) ................ 32 6.12.4 PORTABLE CLASSROOM SITING REQUIREMENTS ........................................ 32 6.12.5 TEAR DOWN OF PORTABLE CLASSROOMS (DISCONNECT) ........................ 33 6.12.6 REVISIONS TO PORTABLE CLASSROOM RELOCATION PROGRAM ............. 33 6.12.7 PORTABLE CLASSROOM MOVING AND SITING .............................................. 33 6.12.8 PORTABLE PERMITTING FOR MANUFACTURED HOUSING DIV. (MHD) ....... 35

6.13 FIRE ALARM PROCESS ................................................................................................... 35 6.13.1 FIRE ALARM DESIGN PROCESS: SITE DEVELOPMENT ................................. 35 6.13.2 PORTABLE CLASSROOM FIRE ALARM PERMIT APPLICATION .................... 38 6.13.3 FIRE ALARM FINAL ACCEPTANCE ................................................................... 40 6.13.4 FIRE WATCH (GUARD SERVICE) ...................................................................... 40 6.13.5 FIRE ALARM OR SPRINKLER (OUT OF SERVICE)………. ............................... 41

6.14 RECYCLE PROGRAM ...................................................................................................... 41 6.14.1 PROGRAM OUTLINE .......................................................................................... 41 6.14.2 SCRAP METALS COLLECTION .......................................................................... 42







6.14.3 TRANSPORTING RECYCLABLE METAL ............................................................ 42 6.14.4 RECYCLE CHECK ............................................................................................... 42 6.14.5 ANNUAL RECYCLE SAVINGS REPORT ............................................................ 42 6.14.6 CELLULAR PHONES AND BATTERIES……………… ............... …………………42

6.15 WAREHOUSE………………………. .................................................................................. 43 6.15.1 SP WAREHOUSE INVENTORY……………… ..................................................... 43 6.15.2 MATERIAL ACCESS………………………… ........................................................ 43 6.15.3 MATERIAL RE-STOCK………………………….. .................................................. 44 6.15.4 GENERAL WAREHOUSE ACCESS……………………. ....................................... 44

7.0 FIGURES............................................................................................................................................ 44 8.0 PROCESS OUTPUT .......................................................................................................................... 46 9.0 RECORD RETENTION TABLE .......................................................................................................... 46 10.0 DOCUMENT REVISION HISTORY ................................................................................................... 46

ATTACHEMENTS (FIGURES)………………………………… ............................................................ 47

This Procedures Manual is intended for informational purposes only. It is not intended to change or create any contractual rights in favor of you or the District.

The District’s regulations, policies, procedures, work site rules, and benefits are continually evolving; therefore, this Procedures Manual does not contain all of the information you will need or be required to know during the course of your employment.




1.0 PURPOSE The purpose of this procedure is to establish the methodology and responsibilities of the Special Projects branch of the Special Projects and Renovation Services Department for Construction projects within the Clark County School District.

2.0 APPLICABILITY

This procedure is applicable to the Special Projects branch of the Special Projects and Renovation Services Department for construction projects within the Clark County School District.

3.0 REFERENCES (Latest Versions Adopted Typical)

3.1 ICBO International

3.2 Uniform Building Code

3.3 Uniform Mechanical Code

3.4 Uniform Plumbing Code

3.5 National Fire Code

3.6 Local Fire Ordinances

3.7 NAC Requirements Adopted by the Nevada State Fire Marshal

3.8 CCSD Construction Management Procedures Manual

3.9 Americans with Disabilities Act (ADA)

3.10 Occupational Safety and Health Act (OSHA)

3.11 State of Nevada Industrial Codes and Safety Orders

3.12 Nevada Health Regulations

3.13 Adopted Nevada Revised Statutes (NRS)

3.14 Adopted Standards of the State Public Works

3.15 Standards of the Nevada Liquefied Petroleum Gas Board

3.16 CCSD Policy and Regulations 7212, Construction supervision




3.17 Inspection Services Manual 3.18 CCSD Space Requirements and Special Conditions

3.19 CCSD Master Plan 3.20 CCSD Design Manual

3.21 Asbestos Hazardous Emergency Response Act (AHERA)

3.22 SPRS Main Office Procedures Manual (FDP 60) 3.23 Mobile Home and Similar Vehicles; Manufactures Houses NAC 489 and NRS 489 3.24 State of Nevada Department of Business and Industry Manufactured Housing Division

4.0 DEFINITIONS

4.1 ADDITION – A renovation project that will expand educational and size capacity at existing

sites/facilities 4.2 Left Blank Intentionally 4.3 ANNUAL CAPITAL BUDGET – A one year look at the Capital Budget.

4.4 ANNUAL PLAN – A one year look at the Master Plan. 4.5 ASSESSMENT – A formalized approach in identifying whole site deficiencies. 4.6 BALL-IN-COURT (BIC) – A function within the Wrench that allows the user to transfer

responsibility of required project tasks. Designation of responsibility to a user. 4.7 CAPITAL FUNDS – Bond proceeds and funds from other sources allocated for the

purpose of new construction, renovation, new additions, and other capital asset projects. 4.8 CAPITAL IMPROVEMENT PROGRAM- The CCSD program for major bond funded and

master-planned projects for construction and renovation. 4.9 CASH FLOW – The amount of money the CCSD has available to apply towards any given

project at any given time. 4.10 CAPITAL AUTHORIZATION REQUEST (CAF) - This is the funding authorization process

used to add a project to the current annual plan funding stream. This form requires signed




initiation of the process by the Director of SPRS, Planning & Design, Financial Director and Associate Superintendent of Facilities sign off also required. In the event that the authorization exceeds $250,000, the signature of the Chief Financial Officer will be secured. There is also Region Superintendent approval to comment on “Impact” of the project with respect to other projects in the Region.

4.11 CERTIFICATE OF OCCUPANCY- This is the certificate issued by the Building Official that

legally allows the building to be occupied. 4.12 CERTIFICATE OF SUBSTANTIAL COMPLETION- This is the certificate issued by the

Building Official which allows occupancy of the building with some items outlined (Punch List) that still need to be completed.

4.13 CONNEX – A large, weatherproof lockable storage container used by CCSD schools and

other facilities for overflow storage. Requirement Services works in conjunction with Purchasing to maintain an inventory of all CCSD-owned connexes and is responsible for ordering, moving and assigning numbers to all connexes.

4.14 EDUCATION ADEQUACY – To analyze the use of educational spaces for learning, based

on the recognized standards per class size. The adequacy is the minimum requirement to pass the standards test.

4.15 EDUCATIONAL SPECIFICATIONS – (aka – The Space Requirements) Manual.

4.16 Left Blank Intentionally 4.17 FACILITY CONDITION INDEX (FCI) – A ratio of total deficiency costs to replacement

value of an entire school facility. 4.18 FACILITY/SCHOOL ASSESSMENT – A detailed condition assessment of facilities,

equipment, infrastructure, and grounds. It describes site deficiencies/needs, which are then further defined and prioritized and submitted for authorization and inclusion into the Master Plan and Capital Budget.

4.19 FSRR – Facility Service Regional Representative (See Requirement Services Procedure

FDP 60.1) 4.20 FSR – Facility Service Representative (See Requirement Services Procedure FDP 60.1) 4.21 IN-HOUSE CONSTRUCTION- Projects that are designed then given to Special Projects

Section for construction.

4.22 JOB (NUMBER) – This is a Capital deficiency entered by the FSR, led by the Facilities Division. This includes the creation, expansion, upgrade or modification of a facility, to




establish an approved scope of work. The job number is entered into WRENCH database for tracking purposes.

4.23 LIFE CYCLE COST – Cost(s) associated with a renovation project involving

comprehensive replacement of key facility site components. Replacement will be based on age, condition and continuing education usefulness, in order to anticipate and avoid potential failure, excessive cost and/or functionality issues, and to prolong the useful life of the facility, including roof replacement and mechanical systems.

4.24 MASTER PLAN – Plan for the current year and long range (5 years plus) that identifies,

prioritizes, schedules, budgets, and describes new construction, additions, and renovations of facilities within CCSD.

4.25 MODERNIZATION – The design, construction and equipping process through which an

aging school facility will be brought up to current educational and facility condition standards as established by CCSD.

4.26 NEW PROJECT - This is a project requiring capital funds that have not yet been

authorized by a Capital Authorization Form or programmed into the Master Plan or Capital Budget.

4.27 PORTABLE – Temporary building which incorporates classroom/office space, placed on

the school campus to accommodate space requirements, caused by overcrowding or the need to un-occupy an area to rehabilitate.

4.28 PORTABLE FSR – Facilities Service Representative who works primarily on portable

movement through the district. 4.29 PROJECT – Capital projects led by the Facilities Division. This includes the creation,

expansion, upgrade or modification of a facility with an approved scope, schedule and budget.

4.30 PROJECT REQUEST APPROVAL FORM (PAF) - A form used by the SPRS Department

to seek approval of non-standard projects such as site funded, donated work, etc. The form is also used to allow work requests that are denied as non-conforming to be sent forward by the requestor for consideration by the Region Superintendents, Instruction Unit, Facilities, Maintenance and Inspection departments. (This is an electronic signature form)

4.31 REHAB/RENEWAL – The design, construction and equipping process through which a

school facility and its systems will be renewed to meet county, state and federal codes and requirements.

4.32 RENOVATION – Includes modernization, rehabilitation, or other capital projects

established to extend or improve a facility’s ability to meet the health, safety and




educational needs of the CCSD. This specifically includes modernization and rehab/renewal. Large renovation projects will be programmed in the Master Plan. They will be funded in the Annual Capital Budget.

4.33 REPLACEMENT – A determination with use of a methodology to replace facility.( See

CCSD Regulation 7112) 4.34 RS MEANS – Costing software and/or manual used to facilitate construction estimating. 4.35 SF – “SF” is a specialized requisition for expenditures related to “SCHOOL FACILITIES”

projects in the various capital-funded building and modernization programs of CCSD. A SF must be processed to set aside (encumber) funds for all legally established obligations related to the projects. Generally accepted accounting rules and CCSD policy and regulation, dictate that financial obligations are reflected accurately in the financial records, as soon as the contractual agreement is completed.

4.36 S.P.R.S – Special Projects and Renovation Services acronym used to identify this

department under the Facilities Division. 4.37 SPACE REQUIREMENTS – (AKA – the Education Spec) Manual which defines the

minimum space requirements and special conditions for all Clark County Schools. 4.38 UTILIZATION – The practical use of a room, which may be different from the originally

intended use. This is determined by the Site Administrator. 4.39 WRENCH DATABASE – This is an Access® database administered by Financial Division

to initiate, track and status all capital deficiency work items (for school and administration facilities).

5.0 RESPONSIBILITIES

5.1 BOARD OF SCHOOL TRUSTEES - The CCSD organization responsible for providing

policies and regulations for District construction projects. The Board also approves contract awards and ratifies change orders.

5.2 BOND OVERSIGHT COMMITTEE - The CCSD committee responsible for oversight of

bond-funded spending on our capital program. 5.3 ASSOCIATE SUPERINTENDENT OF THE FACILITIES DIVISION -The CCSD

administrator responsible for of the Facilities Division. This administrator shall ensure that the Special Projects and Renovation Services program is established and implemented in accordance with this procedure and consistent with the policies of the Board of School Trustees.




5.4 DIRECTOR III, SPECIAL PROJECTS AND RENOVATION SERVICES DEPARTMENT –

The CCSD administrator responsible (under the Facilities Division) for the facility handling and initial planning and programming design efforts for in-house construction for the Capital Improvement projects. This administrator shall ensure that project requirements are established, and involved with the planning and programming, including fiscal oversight responsibilities according to the policies and procedures of the Facilities Division.

5.5 DIRECTOR IV, PLANNING AND DESIGN - The CCSD administrator responsible for the

design of the modernization and Capital Improvement projects. This administrator shall ensure that recommendations of A/E outsource design for projects to be accomplished by Special Projects or by contract through Modernization Services, are prepared in accordance with this procedure.

5.6 DATABASE COMPUTER SPECIALIST - The CCSD individual responsible for maintaining

the Project Review – Approved Funding database.

5.7 SPRS - REQUIREMENTS SERVICES - The CCSD Unit responsible for the development and implementation of the “single-point-of-contact” concept for all construction related activities within a CCSD campus or facility at the Region and site level. This Unit is also responsible for the processing and tracking of all work requests initiated in the MAXIMO system. See SPRS - Requirements Services Procedure Manual (FDP 60.1) for FSRR & FSR Definitions.

5.8 PLANNING AND DESIGN - PROGRAMMING SERVICES - The CCSD unit responsible to

maintain, supplement, and implement the Master Plan by integrating information, policies, and statistical data to facilitate an organized approach in planning educational facilities. The purpose of which is to meet the changing needs of the community and seek equitable alternatives in allocating resources to achieve Clark County School District goals and objectives.

5.9 SPRS - SPECIAL PROJECTS SERVICES- is responsible for the in-house construction

work. Also handles all aspects of portable relocation, carpentry, electrical, flooring, painting, mechanical and plumbing in accordance to section 6.0 of thes procedure.

5.10 PORTABLE RELOCATION COMMITTEE - The CCSD committee responsible for

coordinating portable relocations throughout the district.

5.11 Left Blank Intentionally

5.12 TELECOM - The CCSD organization responsible for planning and construction of all telecommunication systems in schools and other facilities.




5.13 TECHNOLOGY INFORMATION SYSTEMS (T.I.S.) - The CCSD organization responsible for planning and construction of all CCSD computer-related systems in schools and other facilities.

5.14 SAFETY AND ENVIRONMENTAL SERVICES (AHERA) – The CCSD organization

responsible for planning and remediation of all environmental concerns (asbestos, mold, lead, air quality, etc.) throughout the district.

5.15 MANAGER, ADMINISTRATIVE MANAGEMENT - The office of primary responsibility

(OPR) to oversee and provide direction for the development and implementation of the CCSD inspection services program.

5.16 DIRECTOR, INSPECTION SERVICES/ BUILDING OFFICIAL - The designated CCSD

administrator responsible for the administration and enforcement of building codes and ordinances. Administrator responsible for the development and implementation of the Clark County School District Inspection Services Program and providing in-service training for inspectors. The Coordinator of Inspection Services is the CCSD building official with the authority and responsibility for the administration and enforcement of building codes and ordinances.

5.17 PLANS REVIEWER - The CCSD individual who reviews construction plans and

specifications to ensure compliance with applicable building codes and ordinances, CCSD Educational Specifications and the Equipment Standards and Design Manual.

5.18 CONSTRUCTION INSPECTORS - Responsible for inspecting construction projects and

interfacing with the CCSD project managers to ensure construction projects are in compliance with contract documents, applicable codes, and in-house construction projects documents. Inspectors are responsible for preparing construction inspection reports and have the authority to prepare and issue “NOTICE OF NON-COMPLIANCE” and “STOP WORK ORDER” in accordance with the Inspection Services Procedure.

5.19 MODERNIZATION SERVICES - CCSD Construction Management section responsible for

the construction administration of modernization projects. Responsible for A/E contractual obligations and oversight for the design and development of modernization projects.

5.20 PROJECT MANAGER - The CCSD individual designated to manage the contractual

activities of a given construction project. These services include administrative and technical responsibilities. Facility Service Representatives assigned to in-house construction projects will be referred to as project managers.

5.21 ARCHITECT - Designation reserved, usually by law, for a person or organization

professionally qualified and duly licensed to perform architectural services including, but not necessarily limited to, analysis of project requirements; creation and development of




project designs; preparation of drawings, specifications, bidding requirements; and general administration of construction contract requirements.

5.22 ENGINEER - A design professional who, by education, experience, and examination, is

duly licensed by one or more state government agencies for practice in the profession to perform engineering services including, but not necessarily limited to, analysis of project requirements; creation and development of project designs; preparation of drawings, specifications, bidding requirements; and general administration of construction contract requirements. This practice may be limited to one or more specific disciplines of engineering. Construction-related engineering disciplines include, but are not limited to, civil, structural, mechanical, or electrical systems design.

5.23 EQUIPMENT INSPECTORS - Responsible for inspecting new furniture and equipment to

ensure setup and installation are in accordance with the manufactures’ requirements prior to uses. Inspectors are responsible for inspecting CCSD facilities semi-annually and preparing the CCSD Facility Inspection Report identifying deficiencies requiring corrective action.

5.24 COORDINATOR III - SPECIAL PROJECTS - The CCSD Administrator responsible for the

oversight of the in-house construction branch of Special Project Renovation Services Department. This administrator shall ensure that all rehabilitation of CCSD owned and operated facilities be performed in a timely and professional manner, reports to Director III of SPRS.

5.25 COORDINATOR IV – REQUIREMENT SERVICES – The CCSD Administrator responsible

for the oversight of the Facilities Services Representatives for each of the school sites. Reports to Director III of SPRS.

5.26 CONSTRUCTION SUPERVISOR - The Supervisor responsible for supervising employees

of multiple trades on a daily basis. Responsible for the coordination of work with the Construction Supervisors of the other trades. Construction Supervisor shall coordinate work with the Facility Service Representatives as well as other CCSD departments. Construction Supervisor will also be responsible for the procurement of tools and material required for the successful completion of all projects.

5.27 QA/QC - Person responsible to ensure that all work performed by CCSD in house

construction crews is constructed in accordance with all plans and building codes. This position shall interact with all Construction Supervisors to ensure that all deficiencies are addressed and/or corrected in a professional and timely manner. This position shall also conduct a final inspection of all work and prepare and maintain a written close out report for all completed projects.

5.28 PROJECT SCHEDULER - This position is responsible for the receipt and scheduling of all

approved work. The Project Scheduler shall create and distribute work orders to the




Construction Supervisors for execution of approved projects. Project Scheduler will maintain records of labor and material costs for each project. Project Scheduler shall prepare a report indicating all completed work and forward that information to CCSD Inspection Services for review.

5.29 MAINTENANCE LEADER - This position is responsible for the initial investigation of a

project to determine required material and prepare and submit a material requisition to the Construction Supervisor for review and approval. This position will interact school/site administration to coordinate and schedule the project. This position will be required to coordinate multiple projects, at multiple sites, and provide daily on-site supervision of their assigned crew.

6.0 PROCEDURE

The CCSD SPRS/Special Projects branch shall implement work orders in accordance with the following procedure.

6.1 WORK INITIATION

6.1.1 Work Requests (MAXIMO Request) are submitted to the Facilities Service Regional Representative (FSRR) for review. The FSRR then processes the work request to the proper department for action.

Work Requests (Job) All work requests (jobs) shall be input into the WRENCH database by the FSR and to be submitted by Financial Services via Wrench database. (See figure 7.1) (Also see “SP Work Flow Chart” figure 7.16).

Incomplete Work Request (Job) - If the work request (job) has been submitted incomplete or lacking information the SP Coordinator or the Construction Supervisor will notify FSRR and request additional information via e-mail or the question process in the Wrench database. If there is an “impasse” as to the scope, labor or material for this job, the discrepancies will be sent to the Director III of SPRS to resolve.

Work Request (Job) Accepted - If the work request is complete and accepted by the Project Scheduler, a Special Projects’ (“S”) work order is generated by the Project Scheduler and a master file created for that project. (See figure 7.2).The Project Scheduler will make a “yellow” copy of the “S” work order and send to Environmental for screening (See section 6.2.1). Once cleared, the Project Scheduler will hand out copies to each trade that is involved with work. 6.1.1.1 The Project Scheduler will prepare an “Open Work Order” (See figure

7.9) report for the Director of SPRS, FSRR and/or the Construction Supervisors, upon request (or monthly).




6.1.1.2 The Construction Supervisor will check to see if a Special Permit (ie. Dust Control, etc.) is needed for the job. If needed the Construction Supervisor will secure the permit prior to work start.

Returned Work Request - If, upon review of the project documentation, the project cannot be accomplished by in-district forces, the Coordinator of Special Projects (or trade supervisors) will determine if the project package will be returned to the Requirements Branch through Bond Fund Financial Services via the Wrench database.

6.1.2 Annual Plan Work - Once the Annual Plan is set, the plan will be reviewed by the

project selection committee. The committee consists of Planning & Design / Programming & Engineering, SPRS-Requirements, SPRS-Special Projects and Construction Management. When the decision is made to give the project to Special Projects, Programming will be responsible to submit via the WRENCH database. Programming will send a transmittal with the project that has the design, scope and estimate needed to start the project. An Attestation Report will need to be generated by the FSRR to be included for the Special Projects files, showing the rationale of the in-house decision. (See the reference section 6.7 under SPRS-Requirement Services Procedure Manual FDP 60.1).

6.1.3 Requisition Process –., The Construction Supervisor has the ordering information

placed onto the requisition worksheet(CCF-391) (See figure 7.19) and submits it to the Director of SPRS for review and approval.

Upon approval of the requisition, the Director submits the requisition to the Office Supervisor.

Upon receipt of a coded/approved requisition (CCF-391): The requisition and attached quote/documentation are scanned and saved on our shared drive. each line item on the requisition is entered into the ERP/SAP shopping cart. The requisition and any attached quote/documentation are attached to the shopping cart, and the order is placed. The order is given a shopping cart number by the system and then awaits approval. This shopping cart number is written on the bottom of the original requisition along with the date it was entered into SAP. The information from this requisition is then entered into the Requisition Log (See

figure 7.2) located on our S drive and also the Special Projects 1010 drive. This information includes: Requisition Number, Requisition Date, Vendor, Requested By, Financial stamped, SAP input date, Shopping Cart #, Work Order #.

The requisition is then given to the Project Scheduler to file with the “S” work order project files.




6.1.4 Charging Time to Work Request - Once an “S” work order is opened for a work

request, every SPRS employee working on a specific job needs to charge time to the “S” work order number for the job. On occasions where an employee is not charging time to a specific job “S” work order, then the time should be non-specific to a job and charged to “Administrative” time. Any employee charging time to “Admin” work order number issued must have the concurrence of the Director of SPRS charge this time. (You can refer to the “SPRS – Main Office Procedures Manual” FDP – 60.0 for general guidance).

6.1.5 Portable Work Requests – Are issued (“Green” in color to signify Portable work) by the Project Scheduler in conjunction with Portable FSR. Once the “Portable Classroom Relocation” list (See section 6.12) is published, the Portable FSR speaks to the Project Scheduler to initiate an “S” work order for the site examination to take place initially. The Portable FSR will then be responsible to initiate the timing of the work order issued for “disconnects” to the Project Scheduler so that the “Green” copies of the “S” work order can be given to the trades to perform the work (see below). A copy of the “S” work order will be given to every trade specifically.

Site Assessment – Pursuant to the priority order outlined on the “portable relocation tracking sheet” (See figure 7.31), the Portable FSR informs the Project Scheduler which school sites he will assess. The Project Scheduler initiates an “S” work order for the job costs to be charged to. Disconnect Portables – Once the site is assessed and we received the site approval from the State Fire Marshal’s office, (See section 6.12.7) the Portable FSR informs the Project Scheduler noting the trades involved, to issue a copy of the “S” work order. The Project Scheduler will note the start time per trade and print out “green” copies of the work order (and any pertinent back up) for each trade listed on the work order and distribute. Please note: for a rehab project a job number must be issued prior to the creating the “S” work order. BFF will issue a “BIC” to the Project Scheduler and the “S” work order will be issued. (The same “job number” will be referenced for the “connect” work order.) Connect Portables – So that there is a definitive start time, the Portable FSR will give a copy of the “green” “S” work order, with any specific scheduling or trade notes outlined, to the Project Scheduler. The Project Scheduler will note the start time per trade and print out “green” copies of the work order (and any pertinent back up) for each trade listed on the work order and distribute. 6.1.5.1 The Project Scheduler will prepare an “Open Work Order” (See figure

7.9) report for the Director of SPRS, FSRR and Construction Supervisors, no less than monthly (or upon request).




6.2 ASBESTOS HAZARD EMERGENCY RESPONSE ACT (AHERA)

6.2.1 Hazard Screening - All work orders and attached documentation is submitted to the Safety and Environmental Services unit for screening to determine whether or not any suspect asbestos containing material (or any other environmental hazard) exists that has a potential to be disturbed during the renovation. (See figure 7.2)

6.2.2 Hazard Survey - If there are any presumed asbestos containing materials or other

environmental hazard materials present, the FSR or (Portable FSR)or Project Scheduler contact CCSD Safety and Environmental Services by telephone (702-799-0985)and/or e-mail ([email protected]) to request a survey of the area in question.

6.2.3 Hazard Identified - If asbestos (or any hazardous) containing materials are found,

the Project Scheduler will notify the Director of SPRS specifically when Environmental Services has identified the hazard and location; found on the work order. (Per Environmental Services, See figure 7.41). Trade Supervisor will coordinate the hazard abatement with Environmental Services, the FSR or Portable FSR will issue the job to get the abatement work funded. No renovation work shall proceed until all asbestos (or hazardous) containing materials have been removed and the area(s) cleared, by CCSD Environmental Services, for re-occupancy. (This will be stamped on the work order).

6.2.4 Hazard Cleared - Once asbestos containing materials are abated; CCSD

Environmental Services shall contact Special Projects by telephone and/or e-mail. Upon acknowledgement that no asbestos (or hazardous) containing material is present, Director will direct staff to proceed with the approved work order. Project Scheduler will place the environmental report in the “s” work order file.

6.3 PROJECT PERMITTING PROCESS

6.3.1 Inspection Review - Upon receipt of the completed “S” work order (from each

trade), all project documentation i.e. drawings, plans, specs, etc. shall be submitted to CCSD Inspection Services for review by the QA/QC Manager. If additional information is required by Inspection Services, they will return the work order and all associated documentation to Special Projects QA/QC Manager.

6.3.2 Work Order (Job) Rejected - If the work order is rejected by CCSD Inspection

Services, and returned, the QA/QC Manager will notify the Construction Supervisors regarding the Inspection Services comments (See figure 7.35). Special Projects Scheduler will correspond with FSRR to adjust cost estimate if needed, until all issues have been corrected.




6.3.3 Work Order (Job) Accepted - If the work order is accepted by CCSD Inspection Services. The work order is returned to Special Projects Project Scheduler or QA/QC Inspector with a CCSD Inspection Services “Inspection required” or “No Inspection Required” stamps (See figures 7.3 & 7.4).

The Project Scheduler logs in all work requests returned from Inspection Services using a open work order log. (See figure 7.9).

6.4 FACILITY NOTIFICATION PROCESS

6.4.1 Job Start Notice - Prior to starting any project, the Project Scheduler faxes a five-

day notification to the facilities site Administrator for signature. A copy of the five-day notice is also sent to the SPRS Requirements Branch. (See figure 7.6). Included in the five-day notification is a scheduled project start date. If Special Projects or any other facilities department is unable to maintain the scheduled start date, the FSR is notified of the delay. The facility is then contacted by the FSR and provided with the new start date. The FSR gives the new date information to the Project Scheduler. The Project Schedule alters the “S” work order info and provides the revised date to the Construction Supervisor (all trades affected). Notice Waiver - In the event that Special Projects is requested to expedite a project, a “waiver of the five-day notification” is prepared and sent to the facility along with a five-day notification for signature. The waiver of the five-day notification provides Special Projects authorization to proceed without the required five-day notice. (See figure 7.7).

Work shall not proceed until a five-day notice or waiver has been signed by the facility and returned to Special Projects. If the notice is not returned in a timely manner, the Project Scheduler or FSR will contact the facility via fax or telephone regarding of the status of the notification and/or waiver. This process will continue until a signed copy has been received.

6.4.2 Employee Notification - Prior to starting a project at a school or administration site, all SPRS employees are required to check in with the school or site administration and advise them that they are on-site to work. The SPRS employee shall inform the administration where they will be working and approximately how long they will be there. The SPRS employee shall inquire whether or not there are any special circumstances regarding the work that they are there to perform.

6.5 CONSTRUCTION/RENOVATION PROCESS

6.5.1 Renovation Work - The Project Scheduler distributes the approved “S” work orders for hazards material review (See procedure 6.2 above) and once cleared then the Construction Supervisors so that they can proceed with project. Depending on the




scope of work, the Construction Supervisors, Maintenance Leader or Journeyman will investigate the work request and make contact with FSRR to discuss the scope of work, job cost (estimate) and project schedule. If there are any differences concerning additional work, the FSRR and Construction Supervisor are to come to an agreement about the work. If no agreement can be reached the FSRR is to differ the situation to the Coordinator of Requirement, where it will be discussed with the Director of SPRS. Any project investigated by the Maintenance Leader and/or Journeyman, that leader is required to report back to the Construction Supervisor to discuss the project and any special circumstances that may accompany the project (i.e. special order materials, sensitive students or teachers, schedule, etc.) If there are any comments that need to be made on the project drawings a “red line” comment will be made by the appropriate Construction Supervisor and sent to the FSR for discussion.

After this discussion and concurrence by the Supervisor, a Maintenance Leader per trade, will be assigned the task. The Maintenance Leader will select the MANPOWER™ if applicable (See section 6.9 for the staff augmentation procurement procedures) if approved by the SPRS Director and proceed with the scheduled construction/renovation per the project drawings and specifications. Upon completion of the renovation project the work order (original yellow copy) and associated project documentation is submitted by each trade supervisor to QA/QC Construction Inspector (QA/QC CI) for review (to make sure all crafts are complete) and then to the Project Scheduler for close out.

6.5.1.1 If adhere is a change to the work it is the FSRR’s job to document the

change or cost and scope on the Scope of Work/Craft Breakdown form (See FDP 60.1, figure 7.10). The FSRR will add the appropriate change order number to the form to properly document the addition (or subtraction) of work to the project. This form is attached to the appropriate job number and sent (via B.I.C. with the Wrench) to Finance for approval. Finance will send approval through the Wrench to the Project Scheduler so that work can proceed. The Construction Supervisor will not proceed with any additional work until the additional work has been funded by Financial.

6.5.2 Project Inspection - The QA/QC CI submits a “Closed Work Order Report” to

CCSD Inspection Services for their review and action. (See figure 7.8). CCSD Inspection investigates, at their discretion, the Special Projects completed work orders. Inspections are coordinated, as required, with the Special Projects’ QA/QC Inspector.

Violations - When a code violation is found, the CCSD Inspector notifies, via fax, the QA/QC CI with a copy of the failed inspection report and lists any code violation associated with the work order. The QA/QC CI gives a copy of the failed




inspection report to the Construction Supervisor in question. Construction Supervisors will review and address all code violations identified on the inspection report. (Speak to the Maintenance Leader as necessary). 6.5.2.1 Once all code violations have been resolved, the QA/QC CI visits the job

site to perform a visual inspection of the work in question. If there are any problems with the fix put in place the QA/QC CI will issue a “QA/QC Corrective Action Report” (See figure 7.23) to the Construction Supervisor. After the failed inspection item is completed the QA/QC makes sure that CCSD Inspection Services is notified and a re-inspection is requested by the Maintenance Leader, through the Construction Supervisor. This process shall continue until all code violations have been resolved.

6.5.2.2 If no code violations are found, the QA/QC writes a “QA/QC Job Closeout

Report” (See figure 7.24) and sends it to the Scheduler / Planner along with all remaining project documents, which are to be filed in the master file.

6.5.3 Site Supervision/Inspection –Construction Supervisors are assigned a CCSD

vehicle and are required to complete a minimum of (8) hours of in site inspections per week. Upon completion of the site inspection, a site inspection form (see figure 7.10) shall be completed and submitted to the Director of SPRS for review. (These must be submitted weekly at the end of the week).

6.5.3.1 Site inspection report shall indicate any and all issues identified during

the site inspection that requires follow up action. 6.5.3.2 Subsequent to the follow up action, a written response will be prepared

by Construction Supervisor and attached to the initial site inspection report. Construction Supervisor shall submit their response action to the Director of SPRS within 3 business days, using a “Site Visit Follow-Up Report”. (See figure 7.11)

6.5.3.2.1 The Director of SPRS will review these site visit forms

periodically to review what was uncovered on these visits and the actions taken by the supervisors and managers.

6.5.4 Work Close Out - The Project Scheduler provides a report of the completed work

order (See figure 7.8) to the QA/QC Inspector for investigation, to assure all work has been completed in a professional manner. Upon completion of investigation, the QA/QC Inspector returns inspection report to the Project Scheduler.




6.5.4.1 If the QA/QC inspector or FSR determines that additional work is required, a “QA/QC Corrective Action Report” (see figure 7.23) is filled out and the Construction Supervisor(s) are notified of the deficiency and asked to address the issue.

6.5.4.2 If no additional work is required, the QA/QC CI fills out a “QA/QC Job

Close Out Report” (See figure 7.24) and submits to the Project Scheduler. The Project Scheduler closes the work order and files all related documentation into the master file. The project work order shall be closed within sixty (60) days of completion of the project. If there were any changes to the plan drawings, the Construction Supervisor responsible to make the change needs to initial-off on the drawing and mark the changes made. (Each Construction Supervisor marking a change). An as-built set is to be provided to Planning & Design/Engineering Services (an as-built, signed off, should be sent even if there is no change to the plan once constructed). A transmittal (See figure 7.25) should be established and filed with the documentation in the master file.

6.5.5 “RED FLAG”- For the renovation work under an “S” work order the labor (all

trades) and material is being tracked by Bond Fund Financial (BFF). Upon the request of SPRS, a “RED FLAG” report was established in the (BFF) database system that shows the “S work orders” that exceed 15% of their total estimated value. The Construction Supervisor (s) shall place the request for a “Red Flag” report (See figure 7.26). The report shall be reviewed by the Director of SPRS with the both Special Projects and Coordinator Requirement Services. The “overages” will be discussed to see where the problem lies, whether in the estimating of the job or the actual work expended. Corrections will be made for either side in writing. The discussion regarding the problems will be recorded in the SPRS Main Office meeting minutes. The corrections made will be recorded by the FSRR in the Wrench under the job number in question.

6.5.6 Statement to Commence Public Work (Super Attestation) - Will be initiated by the

FSR/R of the project (See figure 7.36). They will ask each of the Construction Supervisors involved in constructing the project, to prepare an estimate of work that can be placed in the statement. The Construction Supervisors should submit their cost estimate draft to the Director of SPRS for review. The Director of Special Projects will transmit the estimates back to the FSRR, so that the Public Statement can be prepared. Once prepare it will be sent around for signature, then filed. (See FDP 60.1, figure 7.1 for reference as well)

6.6 EMERGENCY PROJECT PROCESS




6.6.1 Emergency Definition - An “Emergency Project” will be defined as any change or unplanned, un-programmed, and unbudgeted event that requires immediate facilities intervention and creates a threat to the health and safety of the students, principals, teachers, and staff of the school. This includes events caused by natural disasters, vandalism, and other unforeseen circumstances creating a high priority, urgent need.

6.6.2 Emergency Justification - An emergency justification is prepared by the project

manager or facility services representative (FSR). This justification includes the name of the project, a brief description or work scope, budget and schedule. There is a description of the current situation and rationale for why this project must be handled as an emergency.

6.6.3 Emergency Approvals - The emergency project is scoped and cost out and then

submitted, to the Associate Superintendent of Facilities approval. As soon as possible or within 30 days of approval the originator is responsible for ensuring that a full CAF package is initiated and that a CAF is approved. Copies of emergency justification (CAF) are sent to (BFF) Finance and Planning & Design, immediately upon receiving approval

6.7 EQUIPMENT CHECK IN/CHECK OUT

6.7.1 CCSD Equipment - All major CCSD equipment identified in the Special Projects inventory shall be placed and remain in a secured (locked) area until needed. (See Equipment Check In / Check Out Log) (See figure 7.17).

6.7.1.1 Any employee requesting the use of any major equipment will require the

approval of a Construction Supervisor. 6.7.1.2 Once approved, the Construction Supervisor will be responsible for

allowing the employee access to the secured area. 6.7.1.3 Upon removal of the major equipment the employee shall identify the

equipment, identify the site the equipment will be used on, date and sign for the equipment using the “check in / checkout” form.

6.7.1.4 The Equipment checked out should be returned at the end of the work

day. Once the employee no longer needs the major equipment, he/she shall notify the Construction Supervisor for access to the secured area so that the equipment can be returned. If the equipment is needed for an extended period of time the employee will inform the supervisor where the equipment will be stored and the date that it will be returned. The supervisor will document and initial the “check in / checkout” log.




6.7.1.5 Upon return of the equipment, the employee shall sign the “check in / checkout form” indicating that the equipment was returned.

6.7.2 Random Inventory –The Director of SPRS will conduct a random inventory check

of the equipment in the actual location. If there is any equipment not accounted for on the inventory list a written investigation will take place (conducted, without prior notice, by the Director of SPRS). A random inventory inspection will be conducted every quarter (at a minimum).

6.8 HOT WORK PERMIT

6.8.1 Permit Process - A Hot Work Permit shall be completed prior to commencement of any work/operation involving open flames or producing heat and/or sparks. This includes, but not limited to, brazing, cutting, grinding, soldering, torch applied roofing and welding. (See figure 7.12)

6.8.1.1 A “Hot Work In Progress” warning sign shall be posted in areas where

hot work is taking place. (See figure 7.13) 6.8.1.2 Upon completion of the hot work, a copy of the hot work permit and the

hot work warning sign shall be removed from the area(s) and submitted to the Director for review.

6.8.1.3 Both the hot work permit and hot work warning sign shall be filed in the

job file, and given to the Project Scheduler for location the centrally located area of the administration area.

6.8.1.4 There is a Hot Work Permit safety process outlined in later section (See

section 6.11 Safety Program)

6.9 STAFF AUGMENTATION SERVICE PROCEDURES

6.9.1 Apply for Temporary Employees - MANPOWER SERVICES™/temporary employees may be used to supplement CCSD staff on an as needed basis. The levels of staffing needed shall be the final determination of the Director of SPRS (based on the approved levels from Bond Fund Financial) (See table in section 6.9.2 below).

6.9.1.1 Upon receipt of an approved “S” work order the Construction Supervisor

shall review the scope of work, the scheduled project start date and the available staff to complete the project.

6.9.1.2 If the request exceeds the established per trade allowance the

Construction Supervisor, will inform the Director of SPRS of the request




and the Director will approve the overage in writing. (See section 6.9.2 below.) The Construction Supervisor should request a monthly workload projection (or 3 month look ahead) from the Project Scheduler and review the monthly work projection prior to making a staff augmentation request.

6.9.1.3 Upon approval from the Director, the Construction Supervisor shall notify

Bond Fund Financial of the need and request funding/approval.

6.9.1.4 Notification to Bond Fund Financial shall be made via CCSD e- mail. The request shall include the number of positions needed, the projects that the temporary employees will be working on and the duration that they will be needed.

6.9.1.5 Upon approval, the Construction Supervisor as well as Bond Fund

Financial shall notify “MANPOWER SERVICES™” (or the CCSD approved staff augmentation vendor at the time) of the request.

6.9.1.6 An employee will be selected (as per the agreement) and the temporary

employees will report to: 1180 Military Tribute Place, Henderson, Nevada 89074, where they will be referred to the requesting Construction Supervisor.

6.9.1.7 Upon arrival, the Construction Supervisor will give the temporary

employee a orientation about Special Projects, department procedures, work hours, time tickets, etc. and introduce him/her to the CCSD employee they will be assigned to. The temporary employee will sign the Orientation Form (See figure 7.22) regarding the instructions that were given. This form will be submitted to Director of SPRS for file.

6.9.1.8 The temporary employee shall complete a CCSD time ticket as well as a

MANPOWER SERVICES™' form on a daily basis. The temporary employee must sign their ticket daily before it is turned in. If the time tickets are not signed by the employee they cannot be submitted for reimbursement.

6.9.2 Staff Augmentation Allowances per Trade - This allowance range was established

based on the yearly use of staff augmented services. The allowances outlined reflect the maximum allowed in each trade. (See table 6.9.2.1 for allowance ranges per trade below)

6.9.2.1 MANPOWER™ SERVICES Allowance Table

Trade Manpower Allowance Flooring Technicians 15




Carpenters 18 Cement / Concrete 4 Fire Alarm Tech. 2 Intercom Tech 2 Electricians 9 Painters 13 Steps / Ramp 2 Floaters 2 HVAC 4 Plumbing 1 Portables 3 Welders 4 Total Positions 79

6.9.3 Termination of Staff Augmentation Employee - Approximately 5-7 working days

before completion of a project, the Construction Supervisor will verbally notify the Manpower employee, Manpower Services and CCSD Financial Management that the temporary employee's service will no longer be needed.

In the event that Manpower Service's employee commits an action(s) that is considered to be serious and would require disciplinary action, the temporary employee may be terminated immediately without any prior notice.

6.9.4 Increase Staff Augmentation Allowance – If the Construction Supervisor deems

that any of the trade levels outlined in the table (6.9.2.1) needs to be increase, the Construction Supervisor must prepare a justification and send it to the Director of SPRS for review and approval. If approved the Director of SPRS will communicate the need with the Associate Superintendent of Facilities for approval and then pass the request to Bond Fund Financial for the budget approval to hire.

6.10 OVERTIME

6.10.1 Overtime (O.T.) Process - The Construction Supervisors shall post a sign up/interest sheet, in the appropriate work locations, for employees to sign if interested in working overtime (See figure 7.14). The sign up/interest sheet will be posted each morning for weekday work and on Thursday morning for weekend days when overtime could be needed.

6.10.1.1 In the event that overtime is warranted, the Construction Supervisor

along with the Maintenance Leader (per trade) shall determine how many workers are required to complete the necessary work.




6.10.1.2 If determined that not all employees are required to complete the scheduled work, a rotating list will be developed to allow opportunity for all employees to work an equal amount of overtime.

6.10.1.3 The Construction Supervisor shall complete the overtime request form Which shall include the names of the employees working overtime and The justification for working the overtime and submit it to the Director of SPRS, prior to the dates applied for, to be reviewed for approval to Submit (See figure 7.15). If the Construction Supervisor needs to work Overtime, his or her name should be listed among the workers as well. The Construction Supervisor will not be considered working if his/her Name is not on the list.

6.10.1.4 Upon review and approval of the overtime request form,. The Director will then forward the O.T. request to the Associate Superintendent of Facilities for his approval. Only after this approval will O.T. be dispatched for execution.

6.10.2 Over 10 Hours of O.T. - If any employee on the list (including Supervisor’s) is

scheduled for more than 10 hours in any given work week the pre-approval of that excess overtime must be submitted to the Director of SPRS for concurrence to submit for approval. (See figure 7.15) Again the request must be prior to the time requested. The Director will forward this separate request to the Associate Superintendent of Facilities for approval. Only after this approval will this excessive O.T. be dispatched for execution.

6.10.3 Overtime in Excess of 24 hours - According to a revised policy on overtime (see Human Resources memo dated December 23, 2008), “No employee is to work overtime in excess of 24 hours per week.” The Construction Supervisor must make note of this revised regulation and not submit for O.T. approval that would exceed this policy.

6.10.4 Overtime Process for Non- SP Personnel – If the Construction Supervisor is

adding CCSD employees that are not part of the SP Department, the Director must be informed prior to their inclusion on the approval request so that their respective Director can be made aware of the possibility. The Director of SPRS will let the Construction Supervisor know if there is the issue with the request.

6.10.5 Overtime for Staff Augmentatives - No staff augmentation employee can be

scheduled for overtime. If the Construction Supervisor is in need of any Manpower employee working with the crew for overtime, the Construction Supervisor will request a temporary “shift” of the augmented employee schedule, in lieu of OT.

6.11 SAFETY PROGRAM




6.11.1 Safety Liaison – There is a CCSD Mandate pursuant to Regulation 7310, that a Safety Program is necessary to accomplish its public education mission. Pursuant to the mandate the Coordinator of Special Projects (or Director) will appoint from staff a “Safety Liaison” (at least one per trade) to facilitate, coordinate and monitor site safety and hazard control activities. (See Coordinator of Special Projects or Director for a current listing of the Safety Liaison Officer’s selected). These duties are as follows;

6.11.1.1 Provide relevant safety and hazard information throughout the branch.

6.11.1.2 Assist supervisors in investigating accidents, near misses, or hazards to

determine probable causes and identifying appropriate corrective measures.

6.11.1.3 Complete or assist with completing required hazard reports.

6.11.1.4 Report safety issues to the Coordinator of Special Projects (or Director)

and ensure timely and appropriate corrective action is taken to resolve identified hazards. The Coordinator of Special Projects (or Director) shall coordinate the recommended action with the Safety Liaison.

6.11.1.5 Conduct hazard assessments and monitor site safety inspections.

6.11.2 Safety Support Committee - The Coordinator of Special Projects or Director along

with each of the Construction Trade Supervisors and the Safety Liaison’s shall make up the standing safety committee in Special Projects. Each liaison may appoint a substitute to stand in for them at the meetings.

6.11.2.1 The Coordinator of Special Projects (or Director) shall initiate appropriate

action in response to recommendations from any of the designated safety liaisons and Safety Support Committee.

6.11.2.2 Outline recommendations to Director of SPRS to revamp or revise (if

necessary) communicating procedures for evaluating the effectiveness of control measures used to protect employees from safety and health hazards in the workplace.

6.11.2.3 Hold meetings as described in (Section 6.11.3) of this document.

6.11.2.4 Review and update workplace safety rules based on accident or near

miss investigation findings, and employee reports of unsafe conditions or work practices; and accepting and addressing anonymous complaints and suggestions from employees. (Any anonymous complaints should also be forwarded to the Director of SPRS.)




6.11.2.5 Recommend any updates to the workplace safety program by evaluating

employee injury and accident records, identifying trends and patterns, and formulating corrective measures and proper training to prevent recurrence.

6.11.2.6 Promote safety and health awareness and co-worker participation

through continuous improvements to the workplace safety program.

6.11.2.7 Participate in safety training and be responsible for assisting management in monitoring workplace safety education and training to ensure that it is in place, that it is effective, and that it is documented.

6.11.2.8 Conduct a periodic workplace safety inspection and compile and

distribute report on hazards found in the facility.

6.11.3 Safety Meetings – The Safety Liaison’s shall organize regular bi-weekly safety meetings to identify corrective measures needed to eliminate or control recognized safety and health hazards.

6.11.3.1 Safety Support Committee meetings shall be held with staff at least

monthly and/or more often if needed. One of the Safety Liaison’s will typically chair the meeting.

6.11.3.2 A Safety Liaison will post the minutes of each meeting (See figure 7.27

for sample) in a conspicuous place and the minutes will be available to all employees.

6.11.3.3 All safety committee records will be maintained for not less than three (3)

calendar years.

6.11.4 Safety Training – The Safety Support Committee should be trained in the following;

6.11.4.1 How to work on a committee, “Roberts Rules of Order” or other

committee system being used.

6.11.4.2 How to conduct inspections and recognize hazards.

6.11.4.3 The Safety Support Committee and liaison should also be up to date and current with the Training Topics Outlined below;

• Lock Out / Tag Out




• Hazard Assessment

• Personal Protective Equipment (PPE)

• Accident / Incident Investigation Report (CCF-99)

• Walking / Working Surfaces

• Ladder Safety

• Scaffolds

• Hand Portable Power Tools

• Hot Work Permit (Requirements)

• Emergency Action Plan (See figure 7.30)(Site Specific)

• Exit Routes

• Powered Platform / Manlift

All training topics shall comply with the CCSD and/or legal standard (federal, state, or local) that is in the industry, The Safety Liaison and Safety Support Committee members shall stay in touch with Risk Management Services and the CCSD Safety Advisor Committee for the pertinent updates. (See the “Risk Assessment Training Materials” outline for guidance on training necessary.)

These safety trainings are to be given by the Safety Liaison’s or any of the Safety Support Committee, throughout the year to SPRS – Personnel. The scheduled safety meeting should be sent to all employees in SPRS, so that the training can be accessed by all SPRS employees.

6.11.5 Safety Records – The Coordinator of Special Projects (or Director) will be

responsible to maintain the site safety records for all Special Projects employees. The Director of SPRS should be apprised of each report listed below every quarter (by calendar year).

6.11.5.1 OSHA 300 Log – This log will be checked against our records. This form

is filled in and filed by Risk Management yearly. (See figure 7.29)

• The C-1 “Notice of Injury or Occupational Disease is submitted by the employee for an accident causing injury




6.11.5.2 CCF-99: Supervisors Vehicle Accident Investigation reports will be kept

on file with copies sent to the appropriate areas noted on the form. (See figure 7.28)

• See the CCF-102: Drivers Report of Accident report is

submitted by the employee when he/she is in an accident driving a district vehicle.

6.11.5.3 Site Specific Emergency Action Plan (EAP) – This EAP will direct SPRS

employees in an emergency situation. (See figure 7.30)

6.11.6 Safety Coordination – The Safety Liaison and/or the Safety Support Committee shall be the representative of SPRS – Special Projects at any division or regional Safety Advisory Committee meeting.

6.11.6.1 If any safety and loss control objective are set or identified by the Safety

Advisory Committee, these will be communicated to SPRS by our Safety Liaison.

6.11.6.2 Be aware of any District wide Emergency Procedures. Be in contact with

the Facilities – Emergency Operations Center.

6.12 PORTABLE CLASSROOM RELOCATION

The Portable Classroom Relocation Program shall be in accordance with this procedure and the general procedure outlined in FDP 10.4.

6.12.1 Zoning

6.12.1.1 Demographics and Zoning shall prepare and submit zoning

recommendations to the Chief Financial Officer (CFO) for approval.

6.12.1.2 The CFO will review the zoning recommendations and submit to the Boards of School Trustees for approval.

6.12.2 Portable Classroom Study and Approval (Overcrowding)

6.12.2.1 Upon board approval of zoning recommendations, the Director of Demographics and Zoning shall initiate the Portable Classroom Relocation Program in accordance with the need outlined by their program guidelines.




6.12.2.2 Demographics and Zoning shall prepare and issue to the affected school Principals, a Portable Classroom Relocation authorization memo.

6.12.2.3 A “Portable Relocation” tracking sheet will be developed by the

Demographic and Zoning department yearly. This tracking sheet will show the overcrowding need at each school location (See figure 7.31).

6.12.3 Portable Classroom Study and Approval (Rehabilitation / Modernization)

6.12.3.1 The Construction Management (Project Managers) are responsible to discuss the portable need for the upcoming modernization projects with Demographic and Zoning. Once a schedule is known, there is a discussion of project phasing during instruction.

• Project Manager prepares a schedule projecting upcoming need

of temporary portables to place on school facilities.

• Project Manager meets with FSR – Portables and FSR to discuss selection.

6.12.3.2 A “Portable Relocation” tracking sheet will be developed by

Demographics and Zoning department yearly. This tracking sheet will show the temporary rehabilitation need at each school location (See figure 7.31)

6.12.4 Portable Classroom Sitting Requirements

6.12.4.1 Upon receiving the Portable Classroom Relocation authorization memo,

FSR of Portables will meet with school administrators, Planning and Design, and Inspections Services for portable sitting requirements (include Project Manager if this portable is for rehabilitation).

6.12.4.2 FSR of Portables shall coordinate with Demographic & Zoning to prepare

and issue portable site drawings to Inspection Services (Building Official) for approval thru the State Fire Marshall.

6.12.4.3 Inspection Services will submit site plan and coordinate with local and

state fire marshal’s as required for portable sitting review and approval. The Building Official will keep the local jurisdictions posted.

6.12.4.4 Portable cannot be placed in its newly sited location until “approved”

portable site plans are received from the State Fire Department jurisdiction, marked “no corrections taken”.




6.12.4.5 Once the approved portable site plan, fire department number is received from Inspection Services, SPRS – Portable FSR assigned to the site shall stamp a copy of the site plan approved and affix the approved fire department number onto the plan sheet and date it with the approved date. This document will be placed in the Special Project – Project Scheduler’s in box for filing with the portable job file.

6.12.4.6 Special Projects’ Project Scheduler will open an “S” work order to

facilitate all work that needs to take place on the portables. (See figure 7.2)

6.12.5 Tear Down of Portable Classrooms (Disconnect)

6.12.5.1 The Portable FSR will coordinate with the Purchasing and Warehousing

Department to remove furniture and equipment from portable classrooms that are scheduled for relocation. Purchasing and Warehousing Department shall determine furniture and equipment requirements for portable classrooms being relocated to a new site.

6.12.5.2 Telecommunications will disconnect telephone systems, data lines, and

network systems.

6.12.5.3 The FSR of Portables will coordinate the disconnect of intercoms, fire and security systems.

6.12.5.4 The FSR of Portables will coordinate the disconnection of instructional

school television services with KLVX Channel 10.

6.12.5.5 The FSR of Portables will obtain keys from school administrators prior to moving portables.

6.12.6 Revisions to Portable Classroom Relocation Program

6.12.6.1 Revision to the Portable Classroom moving schedules will be prepared

and issued to standard distribution by Demographics, and Zoning.

6.12.6.2 A “Portable Classroom Meeting” will be held weekly to discuss the possible revisions to the move schedule. The meeting will be chaired by SPRS – (or designated Construction Supervisor) . The minutes of the meeting will be issued to all attendees by standard distribution as well.

6.12.7 Portable Classroom Moving and Siting




6.12.7.1 The moving, hooking up and completing portable sitting shall be coordinated by the FSR of Portables and include the following tasks:

• Ensures that an “approved site plan” is in hard copy from the

State Fire Marshall makes sure portable is set in the location as identified on the approved plan.

• Coordinates in house portable moving and/or contacts portable

move contractor for moving services.

• Ensures portable identification numbers are in accordance with the portable relocation authorization memo. (Speak with the Director of Demographics and Zoning for inclusion on the Portable Relocation Tracking sheet).

• Coordinates intercom, fire and security systems installation with

Special Projects and Maintenance (for the programming of the alarm panel into the main system).

• Coordinates installation of telephone systems, data lines, and

networking systems with Telecommunications.

• Coordinates installation of instructional school television services as applicable with Vegas PBS (Channel 10).

• Coordinate the fire lane clearance and provided for new fire

hydrant design and construction, if necessary. (pursuant to applicable State Fire Marshall requirements.)

• Coordinates inspection of portables and receipt of Temporary

Certificate of Occupancy at new sites with Facilities and Inspection Services.

• Coordinates delivery and set-up of furniture and equipment with

Purchasing and Warehousing.

• Coordinates reconnection or installation for any site issues, i.e. ground prep, stairs, ramps, skirting and trim.

• Ensures the proper permitting with the state Manufactured House

Division (whether portables are moved with in-house or contracted moving services).




• Provides keys to school administrators receiving portables, after the classroom portables have been reconstructed on site. (Portable FSR must make sure that all of the site requirements for the portable placement are satisfied and complies with the CCSD Building Official for Occupancy.)

6.12.8 Portable Permitting for Manufactured Housing Division (MHD) (In-house Portable

Moves) 6.12.8.1 Once a portable classroom is moved to a school site, the certified MHD

“General Serviceman” for CCSD is responsible for the proper inspection and state MHD permitting for that portable.

“An Inspection Ready Portable Trades Sign-Off Sheet” tracking sheet (See figure 7.34) is initiated by the Portable FSR and all of that portable tracking information is entered (C# and Serial #). The Electricians and HVAC Technicians re-connect the portable and sign-off on the tracking sheet. Once signed off by the trades is completed, the Portable FSR will fill out the “Inspection Request Form (Commercial Coach)” from the Manufactured Housing Division (See Figure 7.5) and give to the General Serviceman for review. Once approved the form is faxed to MHD.

MHD arranges an inspection with the General Serviceman (or a department representative). Once approved a final date is placed on the tracking sheet so that the Director knows that the portable can be completed for occupancy.

6.12.8.2 The General Serviceman must also make sure that the proper “CC Tags

are filed with MHD for the portables being relocated.

6.13 FIRE ALARM PROCESS

This fire alarm procedure is for the process involved to cover multiple departments and branches. The following describes the process to be implemented for each fire department jurisdiction when connecting a portable to the school site, and by what department or branch.

6.13.1 Fire Alarm Design Process: Site Development – Portable FSR will obtain all the

necessary field information, which will appear on the site plans.

Information Needed to Site a Portable (for all entities; City, County, State, Henderson)




a. Distance from portable to buildings. (24 ft. minimum is used for all jurisdictions)

b. Access gate widths and locations.

c. Distance from portables to fire hydrants.

d. Contact, - prior to sitting. (“CALL BEFORE YOU DIG”) you utility

locations, prior to the sitting of portables.

e. Indicate fire department jurisdiction.

f. If there is no easement for Fire department accessibility, provide a fire lane.

Portable FSR will give the information to Demographics and Zoning (Drafting). (via transmittal) The Drafting Dept will produce the plan prior to the portable being set. The time line between the time the portable is sited to the actual time it is set, is over a month. This should give drafting enough time to produce the plan. Also, it must be produced prior to the portable being set, because we must obtain prior State Fire Marshal jurisdictional approval to set the portable.

Drafter Check List

a. Distance from portable to buildings

b. Access gate widths and locations

c. Distance from portables to fire hydrants

d. Show hydrants and location on plan

e. All measurements noted on the plan

After the site plan is complete, the completed copy from Drafting is sent to the Planning and Design Fire System Designer (ESFD). ESFD will distribute it to CCSD Building Official for submittal to/ and approved by the State Fire Marshal. The CCSD Building Official will appraise the local municipal entity (CLV, County, NLV or Henderson). At that time, a copy of the portable site plan is updated on the Web Site. The CCSD Building Official will send everyone an approved copy.

Fire Alarm Design Criteria Needed from Fire Techs - This process can




start once the site plan has been approved by the entity. This information is needed by the ESFD so that the additional information needed for the Fire Permit can be submitted (See figure 7.37 and 7.38). (ESFD will keep track of all submitted information and use only for the entities requiring this additional information). (See “Fire Alarm Plan Permit Procedures” under FDP 40 – Planning and Design.) A fire alarm panel design may be needed when removing (or disconnecting) portables from a school site, depending on the State Fire Marshal (and local jurisdiction).

1. School Site (with locality listed)

2. Before starting the project, check capacity of FACP.

3. Site Map, with wiring details

a. Wiring routing and EOL locations.

b. Portable “C” numbers and classroom designations (P-1, P-2,

etc)

4. Device addresses make and model numbers.

5. Type of FACP and loop numbers.

6. Wiring, fly cable or conduit (underground or fly).

7. Distances of horn circuits.

a. Horn circuits’ 400ft or more, must have less than eight 75cd horns on a circuit.

b. If existing horn extenders are used, that does not have load

calcs on file, need load calc of existing horn extender. Suggest in most cases use new horn extender. This will save on extensive investigation time.

8. Need location of all installed equipment.

9. If device addresses will take a while to acquire, send all the

information obtained, to Portable FSR.

10. Send ESFD all the inspection reports, and forms. Also fill out Inspection and Testing, and Record of Completion Form (include




in package). NFPA 72-2002, 10.6.1. (via transmittal)

11. Fire Tech has electronic templates that are accepted by the various entities. Hopefully, everyone has computer accessibility. (If they don’t have the access, the Fire Tech must contact Maintenance). These records and forms are a code requirement.

12. Any suggestions or comments from the Fire Techs about the

specifics of this site will be helpful.

6.13.2 Portable Classroom Fire Alarm Permit Application ( Procedures For The Various Entities) (This process is triggered only after the Site Plan has been approved) Pursuant to the latest interest agreement being rescinded by the State Fire Marshal, the following is listed for “INFORMATIONAL PURPOSES ONLY”.

City of Las Vegas

1. A generic Fire Alarm floor plan has been approved and accepted

by City Fire Plans Check Dept (CLV Fire Inspector)

2. A stamped approved plan is on file with the City Fire Plans Check Dept. and our CCSD SPRS - Fire Tech’s possesses a copy for inspections.

3. This procedure is for generic Portable Classrooms only. If

modifications have to be performed, we must abide by the standard plan submittal guidelines. (cut sheets, load calcs, riser diagrams, etc)

4. The Fire Techs have to schedule an inspection for each project.

(This can be done by computer).

5. No fees are required- Except for a $35.00 administration fee for other than generic fire alarm projects. (See Figure 7.32 Permit Application attached)

City of Henderson

1. A generic fire Alarm floor plan has been approved and accepted by the City of Henderson Fire Plans Check Dept. (Henderson Fire Alarm Plans Checker)

2. A stamped approved plan is on file with the City of Henderson

Fire Plans Check Dept. and our CCSD SPRS - Fire Tech’s




process a copy for inspections.

3. This procedure is for generic Portable Classrooms only. If modifications have to be performed, we must abide by the standard plan submittal guidelines (cut sheets, load calcs, riser diagrams, etc)

4. A permit application will be faxed for each project, signed by a

NICET III certified individual. (Our ESFD)

5. The Fire Tech’s will schedule an inspection for each project.

6. If the inspection with fire department is not established within 5 days of date scheduled, the Fire Tech will inform his/her supervisor for assistance.

7. No fees are required. (See Figure 7.32 Permit Application

attached.)

Clark County

1. We must submit Fire Alarm plans which are specific to the school’s Fire Alarm System.

2. The ESFD will outline the minimum information needed on the

drawings that must be submitted.

3. This would entail following the typical County Fire Alarm standard submittal process. (Cut sheets, load calcs, riser diagrams, etc) (See Figure 7.32 Permit Application)

4. We must fill out an application, submit plans and submittals for

each project to the County Fire Plans Check Dept. (For this entity, the Portable FSRR will submit directly to FD)

5. Once the plans are approved, they contact Portable FSRR and

the approved plans and submittals will be picked up. After obtaining approved plans, the Fire Tech can call for an inspection. (Any revisions, we must resubmit revised plans)

6. The Fire Tech will schedule an inspection.

7. If inspection with FD is not established within 5 days, the Fire




Tech will inform his/her Special Projects supervisor for assistance.

The State of Nevada (NLV, Boulder City, etc)

1. A generic Fire Alarm floor plan was sent to the State Fire Marshal

Dept. At this time they haven’t given us their approval.

2. The ESFD will outline the minimum information that will be needed here to submit these drawings.

3. At present, we follow the County procedures and submittal

process outlined above, with the exception of FedEx the plans to Carson City. (This may change in the future when we deal directly with the local Entity; NLV, Boulder City, etc.)

4. There is a permit review fee for State plans. This fee is based on

the NAC article 477.750 (See Figure 7.32 Permit Application attached.

6.13.3 Fire Alarm Final Acceptance - One the Fire Alarm design is accepted, the permit

Number (depending on which entity) is given to the Fire Tech on site. The Fire Tech will stamp a copy of the “Fire Alarm Plan” as “APPROVED” and affix the approved fire department number onto the plan sheet and date with the approval date. Then submitted to SPRS Project Scheduler for filing into the portable job file. The Fire Tech will inform the CCSD Building Official that the inspection passed. The Building Official then informs the Portable FSR that the site has been approved.

6.13.3.1 Fire Alarm Inspection Failed - In the event that the fire alarm inspection

does not pass, the Fire Tech will move to correct the deficiency immediately. Once the deficiency is completed, the Fire Tech will call for re-inspection. Once the fire alarm passes, the fire alarm plan will be stamped “APPROVED” and dated. The notification will be given to the CCSD Building Official and others along with submission filing.

6.13.4 Fire Watch (Guard Service) - In the event that a fire alarm permit fails due to an

unplanned power outage of the main electrical panels or planned outage of the main panels due to ongoing renovation and the school is ready to open and needs the portable classroom for occupancy, and a Temporary C of O is given by the CCSD Building Official. If this is deemed an “emergency” the Portables FSR then contacts SPRS (main office) and asks for a “fire watch” to be established (See SPRS Main Office Procedures (FDP 60.0) for “Fire Watch Administration 6.19”). (Please note that the temporary fire watch can only be established on an already




approved fire alarm system for which an “emergency” has been established and approved by the Associate Superintendent of Facilities.

Once the discrepancy is cleared, the Fire Tech contacts the State Fire Marshal for re-inspection. Once the permit passes, the CCSD Building Official is informed. The Building Official informs the Portable FSR who in turn notifies SPRS Main Office and informs them to discontinue the Fire Watch Service.

6.13.4.1 Fire Watch Notification – Once a fire watch is established, the Director

of SPRS will send a letter to the represented local fire department, fire prevention jurisdictions, to update them on the reason for the temporary watch and a time frame on the repair.

6.13.5 Fire Alarm or Sprinkler “Out of Service” – If during construction the Fire Alarm and/or Sprinkler system on existing schools is out of service the local fire department(s) MUST be informed and Maintenance should be contacted as well. The following jurisdictions contact numbers are as follows:

• City of Las Vegas Fire Dept. – 229-0291 • Clark County Fire Dept. – 455-7311 • North Las Vegas Fire Dept. – 633-1102 • Henderson Fire Dept. – Notification of Replacement – 267-2222

Alarm/Sprinkler System testing – 267-4900 or 267-4913 The following information will need to be available:

• Name of School • Address • Major Cross Streets • Estimated dates the system will be out of service • Plan in place for protection of occupants i.e. fire watch personnel • Contact name and phone number

Upon completion of the work and final sign off from the State Fire Marshal, the local fire dept. will need to be contacted to inform them the system is Functioning and reporting.

6.14 RECYCLE PROGRAM

6.14.1 Program Outline – The SPRS employees are reminded that any equipment and/or material that is removed from a job/school site, remains the property of CCSD. If the decision on the job/school site by the Construction Supervisor is to discard the materials, they must be discarded; the material (whatever they may be) cannot be taken by the employee. We will strive to perform the work that we do with an eye on the environment that we live in. Therefore, we salvage the metals (that can be




recycled) for a CCSD cost savings that can be realized. We did start this task by using a “pilot program” to compare the dollars saved to the amount recouped.

6.14.1.1 Recycled material was collected for a month totaling (approximately

3,750lbs) we received a check from Silver Dollar Recycling in the amount of $1,346.74. There was approximately $400 worth of labor used to collect this scrap metal (not counting vehicle time or cost). (See GroupWise email to Paul Gerner dated 01/06/06). (See figure 7.33)

6.14.2 Scrap Metals Collection – Currently the metals (Copper, Aluminum, Steel, and

Iron) that we salvage from renovation work that we perform, is being collected. The Construction Supervisor is responsible to clean the work site and separate the recyclable scrap metal from the discarded materials. The scrap metal sited for recycle will be collected and transported back to the SP yard (in a spot designated by the Construction Supervisors).

6.14.3 Transporting Recyclable Metal – The accrued recyclable material is transported to

the recycle facility by Special Projects personnel, where the truck and recycle material are weighted upon arrival. After unloading of the recycle material the empty truck is again weighted when it is exiting from the recycle facility and the driver is given a weigh slip showing the entering and exiting weights. The difference between the two is the weight of the recycle material that was turned in.

6.14.4 Recycle Check – The recycle checks and weight receipts are marked from the

Recycle Facility to “Clark County School District - Special Projects Department”. Upon receipt of the checks and weight ticket(s) they are copied and put into the recycle file by the OSII. The original check is then sent to Bond Fund Financial Management, (BFF) with a transmittal signature receipt. Upon receipt of the signed transmittal from BFF, it is scanned and also put into a file by the OSII.

6.14.5 Annual Recycle Savings Report – The annual recycle savings report is updated as

checks are received and the amounts are recorded on the annual report. We then report these savings to the Facilities Division for credit back into a “cost center” account establish for us by Bond Fund Financial. We will look into these funds going into a renovation or energy account for the school facilities.

6.14.6 Cellular Phones and Batteries – With the departmental use of cellular phones,

there is a need here to have a way to discard them environmentally friendly. The Director of SPRS has placed the Computer System Specialist in charge of collecting the old, out of date cell phones and causing them to be recycled as well. Any proceeds received will follow the procedure as outlined above (Section 6.14.4)

6.15 WAREHOUSE




6.15.1 SP Warehouse Inventory – The SP warehouse has been mapped out for case

locating. The inventory, which consists of salvaged materials from previous funded projects, has been cataloged and listed on a “SP Warehouse Inventory” spreadsheet by location, quantity and trade. A brief description and price has been listed as well. The inventory is kept by the tradesperson assigned to the warehouse in coordination with the Director of SPRS.

6.15.2 Material Access – To acquire material from the warehouse the tradesperson must

acquire a copy of the “Tools/Material Record” form (See figure 7.40), find the material needed and list it on this form. The form must be filled out completed and turned into his/her respective Maintenance Leader or Supervisor to concur with the material needed for the job referenced. Once signed the form along with the material acquired is shown to the Warehouseman for concurrence.

6.15.2.1 If there is material needed by the tradesperson which is on a shelf “C” or

higher. The Tradesperson must load for the warehouseperson to access the forklift. The tradesperson must not just access the forklift and get the material without the knowledge of the warehouse person.

6.15.3 Material Re-Stock – If a tradesperson is bringing material back from a job site that

is in good condition, they must follow the same process as outlined in section 6.15.2 above.

6.15.4 General Warehouse Access – The SP Warehouse area is caged and will be

locked at the end of the work day. There are certain individuals in each trade that have been assigned keys to the SP Warehouse gates. If the warehouse person is not present during a work day please speak to a Construction Supervisor or Director to see who has a key. Once in the locked area it is the tradesperson responsibility to lock the warehouse are and report that to the Supervisor or Director then give back his/her key. The same instructions follow if you access the SP Warehouse from the loading dock area gate or sliding door(s).

7.0 FIGURES

7.1 Work Order (Job) Status (Job detail sample)

7.2 Special Projects “S” Work Order (Sample)

7.3 CCSD Inspection Services “No Inspection Required” stamp (Sample)

7.4 CCSD Inspection Services “Inspection Required” stamp(Sample)

7.5 Inspection Request Form (Commercial Coach) MHD




7.6 Five-day Notification form, SPRS-F314. Rev. B

7.7 Waiver of Five-day Notification form, SPRS-F316. Rev. B

7.8 Closed Work Order Report (Sample)

7.9 Open Work Order Report (Sample)

7.10 Site Visit Report, SPRS-F308. Rev. A

7.11 Site Visit Follow-up Report, SPRS-F304. Rev. A

7.12 Hot Work Permit (Sample)

7.13 Hot Work in Progress Warning

7.14 Overtime Sign Up Sheet, SPRS-F323. Rev. A

7.15 Overtime / Compensatory Time Authorization, SPRS-F307. Rev. B and Overtime Exceeds 10 hours per week form, SPRS-F306, Rev. B

7.16 Branch Flow Chart, SPRS-PM320. Rev. A

7.17 Equipment Check In/Check Out Log, SPRS-F322. Rev. A

7.18 Left Blank Intentionally

7.19 Requisition Worksheet (CCF-391)

7.20 Requisition Log (Sample)

7.21 Purchase Order (Sample)

7.22 Manpower Orientation Form, SPRS-F312. Rev. A

7.23 QA / QC Corrective Action Report, SPRS-F324. Rev. B

7.24 QA / QC Job Close Out Report, SPRS-F325. Rev. B

7.25 Transmittal Form, SPRS-F105. Rev. A

7.26 RED FLAG Report (Sample)

7.27 Safety Committee Meetings (Sample Format) / Minutes




7.28 Supervisors’ Accident/Incident Investigation Report (CCF-99) (Sample Form)

7.29 OSHA 300 Log (Sample Form)

7.30 Site Specific Emergency Action Plan

7.31 Portable Relocations Tracking Sheet 2008-2009 (Sample)

7.32 Fire Department Permit Application (CLV, CC, NLV, Henderson, State Fire Marshall)

7.33 GroupWise email dated 1/6/06. Recycle Program Approval(sample)

7.34 Inspection Ready Portable Trades Sign Off Sheet

7.35 Failed Inspection Correction Form, SPRS-F319, Rev. B

7.36 Statement to Commence Public Work Form, SPRS-F611, Rev. B

7.37 Fire Alarm Design Worksheet

7.38 Fire Alarm Battery Calc Sheet Form

7.39 SP Warehouse Map

7.40 Tools/Material Record Form, SPRS – F327, Rev. A

7.41 Hazard Identified on work order (sample)

8.0 PROCESS OUTPUT:

To provide written guidelines for all SPRS – Special Projects employee’s regarding work processes considered essential to the mission of the department.

9.0 RECORD RETENTION TABLE:

Identification Storage Retention Disposition Protection SPRS-M380 Electronic on “S”

drive. 3 Years Recycle any

printed copies. Electronic Back-up via server




10.0 DOCUMENT REVISION HISTORY:

Date: Rev. Description of Revision: 22-May-2003 A Initial Interdepartmental release of the document (not adopted in Facilities

Division) 20-Jan-2006 B New procedures added under 6.0 12-Mar-2009 C Added Title Page, Added Mission Statement Page, Added Table of Contents,

New Procedures Under Section 6.0, and New Figures Under Section 7.0.

30-June-2010 D Revisions of Sections; 3.0 (revisions, additions & deletions), 4.0 (deletions), 5.0 (revisions, addition, deletions), and 6.0 (Multiple Procedure revisions, additions and deletions).

THIS DOCUMENT APPROVED BY (Reference Document Control Form): Special Projects and Renovation Services Director III – Rory Lorenzo




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special projects procedures manual fdp...

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