EBS Building Operators Standard Operating Procedures BUILDING OPERATION & MAINTENANCE

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1 EBS Building Operators Standard Operating Procedures BUILDING OPERATION & MAINTENANCE Maintenance Information: Routine maintenance requests are handled through the full time 24/7 Building Maintenance staff. Tenants shall be responsible for calling in routine and emergency service request to the Building Maintenance Supervisor or staff member on duty. The Supervisor based on workloads and emergency calls, prioritizes and schedules work orders. When placing a call please identify the problem, yourself and point of contact with their number. If no one is available to answer the phone, please leave a message on the recorder with a brief description, location, contact person and phone number. For emergency maintenance problems, please page the Maintenance Supervisor or on duty Building Maintenance Staff. Building Operators primary duties: Operate HVAC, electrical, plumbing fixtures and building equipment to maintain a comfortable environment for building tenants, citizens, and events. Control the temperature and humidity to preserve the Art, Musical Instruments and reduce energy usage. Respond to customer s complaints in a timely manner. Take immediate action when an emergency call has been received involving temperature, humidity, water leaks, power outages and all other incidents that may disrupt the operation of the building s tenants activities or damage to the Art. D.M.A. only-follow all procedures and guidelines per DMA security in reference to accessibility to restricted areas and other procedures when Art may be at risk due to maintenance, repairs of HVAC equipment or water leaks. Perform preventive maintenance as assigned. Perform daily equipment checks as assigned. Complete projects as assigned from your Supervisor. Climate Control; EBS maintains systems that are permanent and are not uniquely related to specific tenant needs. Following are examples of services provided. Heating, ventilation, and air conditioning services (HVAC) are provided during normal business hours and 24/7-hour operations. Tenants shall not tamper with or attempt to adjust temperature control thermostats in their premises without Building Services consent. Building Services shall adjust thermostats as required to maintain the building standard temperature of 72 degrees, plus or minus 2 degrees. Set points will be set as required for each facility. (see attachment a).to ensure building capabilities are not overloaded, EBS must

2 review any new equipment acquisitions and remodels classified as a major acquisition/project by Departments other then EBS. Hot/Cold calls: Building Operator shall respond, in person to all calls relating to temperature or humidity calls, and notify the caller what action was taken. Building Operators shall first verify the temperature/humidity to see if it is within the set point for the space in which it serves. (See below) If not, check the equipment to see why the equipment is not maintaining set point. Over riding set points or operation of the equipment, either manually or through the EMS system shall be the last resort until the problem is repaired. Building Operator shall record the call in the logbook with comments indicating what action was taken and if the problem was resolved. If the problem cannot be repaired, he/she shall make his Supervisor aware of the situation. The following information shall be recorded in the logbook. a) Equipment description, ID number, location b) What is the problem with the equipment c) If any over rides were applied Elevators: Building Operators shall respond to all elevators calls prior to calling the elevator in for repairs. When reporting a problem to the elevator company, give them your location and elevator identification number. If people are trapped on the elevator, open outer door to check where the elevator is. If the elevator floor is within 6 of the building floor, open the enter door and remove the personnel. If the elevator is not within the 6 range, tell the trapped personnel that help is on the way and notify the elevator company immediately. If it is an emergency, call 911 and wait on the emergency personnel to arrive and direct them to the location. Log information in logbook. Plumbing Calls: Building Operators shall respond to all plumbing calls to investigate the problem and make minor repairs as needed. Minor repairs consist of, plunging the fixture and repairing small leaks. If major leaks are in progress, make all possible efforts to turn off water supply to minimize water damage. Notify security immediately. Maintenance staff will contact Trade supervisors or if after hour will contact Climate Control. Notify house keeping when repairs have been made or if repairs could not be completed so fixture can be blocked off. Log information in logbook.

3 Plumbing Calls after hours: or 3818 For emergency calls after hours call Climate Control and report the situation. Give Climate Control a means for the City plumber or contractor to contact you when they arrive. (Pager number, phone number, etc.) Log information in the logbook. Electrical calls or lighting issues: Building Operators shall respond to electrical or lighting issues. Check for tripped circuit breakers. If breaker is tripped, investigate why before resetting breaker. If problem is not repaired, notify your Supervisor so a work order can be called in. Replace burn out lights in a timely manner when it is causing a disruption in services or a safety issue. Log information in the logbook. Vacation and Sick Time usage: Notices of unexpected absences shall be reported no less then 2 hours before start time unless employee is unable to call for medical emergency reasons. Scheduled vacation or Sick time shall be requested in advance. One day in advance for one day, 1 week in advance for 1 week etc. Rules and Guide Lines: Building Operators shall not leave the facility without permission from his/her Supervisor. Building Operators shall always have a means of communication when they are away from the control room with security and Building Services. Upon starting your shift, you will be required to read the logbook from the prior shift. Daily Duties: Dallas Museum of Arts Check operators log beginning of shift. Check equipment status and temperatures on the Energy Management System. Perform a visual inspection of the HVAC Building Equipment at the start of each shift. Take chiller readings every two (2) hours. Record information. Check temperature and humidity in Art Galleries and 2 nd floor, twice per shift.

4 Check assigned area for burned out light bulbs once per shift. Replace lights as needed. Check TDS levels of the boiler once per shift. Check parking garage sump-pumps once per shift. Check chemical treatment system for the cooling tower and boiler once per shift. Make adjustments or repairs as needed. Advise your Supervisor when chemicals are low and need to be re ordered. Make log entries on all activities that you perform as well as adjustments to any equipment. Complete assigned work as time permits. Keep mechanical rooms clean and free of trash. Schedule all work that may interfere with the D.M.A. s operations thru the Facility Manager Steven Truly. Meyerson Symphony Center & DADG Garage Check operators log beginning of shift. Sign the pager sign in sheet when you receive the pager and when you pass it on the operator on duty. Pager shall be worn by the Operator on duty at all times while on duty. Check event schedule and pre-cool the required areas for up coming events, four (4) hours prior to each event. (Symphony Hall, Lobbies, Upper Balconies) Check equipment status and temperatures on the Energy Management Systems. Perform a visual inspection of the HVAC Building Equipment at the start of each shift. Take chiller readings every two (2) hours. Record information in the log book. Physically take temperature and humidity readings for the stage and behind the stage area every three (3) hours when accessible. Record information in the logbook. Provide OCA with a weekly copy of temperature and humidity readings of critical areas. Physically take temperature readings every three hours on the 3 rd and 4 th floors during normal working hours. Check elevators once per shift. Check parking garage sump-pumps once per shift. Check chemical treatment system for the cooling tower and boiler once per shift. Make adjustments or repairs as needed. Advise your Supervisor when chemicals are low and need to be re ordered.

5 Make log entries on all activities that you perform as well as adjustments to any equipment. Complete work assignments as time permits. Keep mechanical rooms clean and free of trash. Schedule all work that may interfere with the Meyerson s operation thru the Facility Manger Les Studdard. PHONE NUMBERS AND CONTACTS FOR SERVICES After hour Emergency call for service: After Hours (HVAC, Plumbing, Electrical, Roof leaks) Climate Control or 3818 Elevators United Elevators Normal working hours: Dispatch or 7096 HVAC Plumbing Electrical Carpentry/Structural Roofing

6 Sign in Sheet By signing this sheet, I m indicating that I have read the instructions as outline per the Standard Operating Procedures. I m also in agreement that my direct Supervisor has given me a list of my daily duties. Employee Signature Date

7 Attachment A Temperature & Humidity Set Points for DMA: 71 degrees + or 1, 50/55% humidity- Galleries 71 degrees + or 1, 50/55% humidity Art Storage and Preparation rooms 72 degrees + or 1, 50/55% humidity Office areas 72 degrees + or 1, 50/60% humidity Auditorium 72 degrees + or 1, 50/60% humidity- Restaurant and dining areas. 72 degrees + or 2, 50/60% humidity All other areas. Temperature & Humidity Set Points for Meyerson: 72 degrees + or 1, 50/55% humidity-back Stage, Organ, and Percussion storage. 72 degrees + or 1, 50/60% humidity Musicians Lounge Area. 72 degrees + or 2, 50/60% humidity Staff and Public areas. 73 degrees Symphony Association Offices on the 3 rd and 4 th floor. 73 degrees Meyerson Administrative Offices. 72 degrees McDermott Hall. 72 degrees Kitchen areas.