7309.11,40 Page 1 of 24 FOREST SERVICE HANDBOOK WASHINGTON FSH 7309.11 - BUILDINGS AND RELATED FACILITIES HANDBOOK Amendment No. 7309.11-97-2 Effective July 31, 1997 POSTING NOTICE. Amendments are numbered consecutively by Handbook number and calendar year. Post by document name. Remove entire document and replace with this amendment. Retain this transmittal as the first page of this document. The last amendment to this Handbook was Amendment 7309.11-97-1 to FSH 7309.11,40 Contents. This amendment supersedes Amendment 7309.11-95-9 to 7309.11,40. Superseded New Document Name (Number of Pages) 7309.11,40 29 24 Digest: 40.2 - Adds objectives for providing efficient use of space and ensuring that facilities function as designed. 40.4 - Removes direction for the designated facilities manager. 40.5 - Adds section of definitions for asbestos inspection, asbestos response action, child-occupied facility, lead-based paint abatement, major fiber release episode, and target housing. 41.02 - Adds a caption for objectives related to Operational Considerations. 41.11 - Removes obsolete requirements for asbestos-containing materials and adds EPA requirements for accreditation of persons working with asbestos. 41.12 - Removes direction for USDA Radon Program and radon reporting requirements. 41.13 - Removes obsolete direction for PCB transformers. 41.15 - Adds section on management of lead-based paint in facilities, including instructions for disclosure, record keeping, certification, and abatement. 41.2 - Changes designation from local manager to facilities manager. Digest--Continued: 42.04 - Changes designation of responsibility from designated managers to facility managers. Clarifies responsibilities for minimizing interruptions, developing preventive maintenance programs, and determining long-range management objectives. Adds abandoning buildings prohibition responsibility. 42.2 - Adds maintenance level assignment and clarifies maintenance levels. 42.3 - Removes repetitive direction for applicable codes conformance. 42.4 - Removes detailed directions for evaluation, evaluation teams, evaluation factors, plans, and Department of Interior standards that are listed in 36 CFR Part 800 and FSM 2360. 42.41 - Removes section 42.41, Responsibility. 45 - Removes section 45, Private Use of Government Facilities (Reserved). MIKE DOMBECK Chief FSH 7309.11 - BUILDINGS AND RELATED FACILITIES HANDBOOK WO AMENDMENT 7309.11-97-2 EFFECTIVE 7/31/97 CHAPTER 40 - MANAGEMENT Facilities may be either owned or occupied under lease or other instruments, therefore, technical management responsibilities vary. Generally, ownership is assumed. Requirements for non- Government owned facilities are designated by the additional phrase "or occupied." 40.2 - Objectives. 1. To ensure effective management of facilities after occupancy commences. 2. To provide for the most cost-effective, safe, and functionally efficient use of space within available resources. 3. To ensure that buildings, related facilities, equipment, and subsystems function as originally designed or subsequently modified. 40.4 - Responsibility. It is the responsibility of the facility manager to operate and maintain the facility including periodic inspections and evaluations until the need for the facility ceases. The facility manager should: 1. Understand the objectives of the facility and services the facility is to provide. 2. Observe facility user practices and needs, and facility performance, condition, operating requirements, and costs. Recognize changes from the design assumptions for intended use of the facility. 3. Identify maintenance and repair requirements, health and safety deficiencies, facility security needs, and operational and user-service improvement opportunities. 4. Implement improvements to provide access for persons with disabilities, gender-related facilities, and efficient space and energy usage in facilities operations. 5. Organize and use operation, maintenance, and repair practices and procedures to document and report findings, to plan and implement corrective actions, and to efficiently manage these activities and their costs. 6. Recommend operation, maintenance, and repair budget needs. 7. Implement corrective actions including preventive maintenance, repair, and renovation of the facilities and their components or their replacement or retirement if the former actions are not cost-effective. 8. Sustain historic and other specific values of the facility as required by agency agreements and policy. 40.5 - Definitions. Asbestos Inspection. Any activity to determine the presence or location of, or assess the condition of, friable or nonfriable asbestos containing materials (ACM) or suspected ACM. Inspection may be conducted by visual or physical examination or by collecting samples of such material. Inspection does not include periodic surveillance solely for the purpose of recording or reporting a change in the condition of known or assumed ACM. Asbestos Response Action. The method that protects human health and the environment from friable ACM, including possible removal, enclosure, encapsula-tion, repair, or operation and maintenance. Child-Occupied Facility. As related to lead-based paint, a building, or portion of a building, constructed prior to 1978, visited regularly by the same child, 6 years of age or under, on at least 2 different days within any calendar week. To qualify as a child-occupied facility, each day's visit by the same child should last at least 3 hours and the combined weekly visit should last at least 6 hours. In addition, the combined annual visits by one child should last at least 60 hours. Child-occupied facilities may include, but are not limited to, day-care centers, preschools, and kindergarten classrooms. Lead-Based Paint Abatement. For the purposes of EPA certification, is any measure or set of measures designed to permanently eliminate lead-based paint hazards. Major Fiber Release Episode. Any uncontrolled or unintended disturbance of ACM resulting in a visible emission which involves the falling or dislodging of more than 3 square or linear feet of friable ACM. Target Housing. Any housing constructed prior to 1978. 41 - OPERATIONAL CONSIDERATIONS. 41.02 - Objectives. 1. Monitor the day-to-day activities, work flow processes, and space utilization. 2. Monitor building heating, cooling, ventilation, lighting, and other building systems. 3. Monitor energy, lease, maintenance, operating, and other costs and take appropriate measures to make the most cost- effective use of the facility. 4. Provide maintenance, custodial, and security services or systems to keep facility operating as necessary. 5. Reflect changes in facility use and operation patterns outlined in the design prospectus or subsequently approved by appropriate modifications in maintenance and other activities. Document these changes in the operation and maintenance plan. 41.1 - Management of Hazardous Materials in Buildings. The materials and/or situations identified in this section, if unrecognized or improperly managed, can cause serious adverse health effects, including lung cancer and other diseases (FSH 6709.11). 41.11 - Asbestos-Containing Materials. The following requirements govern asbestos containing materials (ACM) management in all Forest Service buildings, related structures, utilities, and operations. Forest Service employees shall not remove friable asbestos products (FSM 6743.2). 1. Activities Restricted to Accredited Individuals. With respect to friable ACM in Forest Service buildings, the Environmental Protection Agency's (EPA) Asbestos Model Accreditation Plan (MAP) (40 CFR Part 763) requires accreditation for these activities: a. A response action other than a small-scale short- duration (SSSD) activity. b. A maintenance activity that disturbs friable ACM other than a SSSD activity. c. A response action for a major fiber release episode. 2. Activities Not Requiring Accredited Individuals. Asbestos management plans and small-scale short-duration (SSSD) activities do not require accreditation. The SSSD activities are tasks such as, but not limited to: a. Removal of asbestos-containing insulation on pipes. b. Removal of small quantities of asbestos-containing insulation on beams or above ceilings. c. Replacement of an asbestos-containing gasket on a valve. d. Installation or removal of a small section of drywall. e. Installation of electrical conduits through or proximate to ACM. f. Removal of small quantities of ACM only if required in the performance of another maintenance activity not intended as asbestos abatement. g. Removal of asbestos-containing thermal system insulation not to exceed amounts greater than those that can be contained in a single glove bag. h. Minor repairs to damaged thermal system insulation that do not require removal. i. Repairs to a piece of asbestos-containing wallboard. j. Repairs, involving encapsulation, enclosure, or removal, to small amounts of friable ACM only if required in the performance of emergency or routine maintenance activity and not intended solely as asbestos abatement. Such work may not exceed amounts greater than those that can be contained in a single prefabricated mini- enclosure. In order to perform its intended containment function, the enclosure shall conform spatially and geometrically to the localized work area. 3. Management. Establish and maintain management plans for all asbestos containing materials. The scope of the management plans may be for a single building, an activity, or for an entire facility where ACM's are present. The ACM management plans must be included in the facility's operations and maintenance plan. An ACM management plan should include as a minimum: a. A copy of inspection and laboratory results and risk assessment of the materials found. b. A listing of the presence and condition of all ACM's found by exact location, type of article or component, and type and content of asbestos. Note materials suspected of containing asbestos but not verified. For example: Exterior white asbestos shingle siding; 9-inch floor tile in office (suspect); heat shield behind furnace; water mains over 4 inches in diameter. c. The management option selected for the material (removal, encapsulation, enclosure, or monitor and maintain in place) and the date management commenced or modifications were completed. For materials not removed, include the proposed reinspection or surveillance plans. 4. Signing. Provide appropriate identification for ACM's remaining in buildings. Sign all areas in accordance with 29 CFR 1910.1001. Signs shall be in language(s) that can be read by persons needing the information. The required sign reads: DANGER CONTAINS ASBESTOS FIBERS AVOID CREATING DUST CANCER AND LUNG DISEASE HAZARD 5. Recordkeeping. a. Health monitoring records. Maintain health monitoring records of all Forest Service workers who are exposed to airborne asbestos concentrations at or above the action level in accordance with 29 CFR 1910.1001. Keep these records in the employee's Official Personnel Folder. b. Asbestos containing materials records. Maintain permanent records of all inspection and laboratory results, management plans, mitigation actions in the building operation and maintenance records until the building no longer exists. Records must be transferred with building ownership. 41.12 - Radon. Generally, outdoor radon is not a problem. However, dangerous conditions can occur when gases are entrapped in basements and poorly vented building spaces. Indoor radon levels may be affected by several factors: local geological formations, building construction features and maintenance conditions, and building use and operating practices of the occupants. Water has been determined a relatively minor contributor of indoor radon in normal residential use. This contribution, however, is dependent upon the amount of use, the radon concentration within the ground water, and water system design and operations. Depending on usage, consider water aeration or ventilation only after other radon mitigation actions have proven to be insufficient in lowering the concentration limits below 4 picocuries per liter (pCi/l). 1. Radon Action Levels. The Environmental Protection Agency (EPA) (15 U.S.C. 2661-2671) recommends remediation at annual indoor average concentration levels of 4 picocuries per liter (pCi/l) of air and greater. 2. Radon Measurement. Except as noted, the following actions are for air measurement of radon gas concentrations. There are no certification requirements for persons using radon detectors. Unless verifiable evidence exists that no radon hazard is present in the immediate area, take the following actions at all Forest Service sites having occupied residences and/or offices: a. Use EPA approved radon detectors and testing procedures. b. Place detectors on a ratio of one detector for each 2,000 net square feet of area in the lowest occupied area (LOA) of the building. In multi-story office buildings, place one detector for every 2,000 square feet of LOA of the building, and one detector for every 10,000 square feet on other USDA occupied floors. Place detectors at the bottom of stairwells and elevator shafts, to the extent possible. c. Take duplicate water samples from the tap closest to the water supply source. d. Screen all occupied buildings and similar facilities using long-term detectors or other EPA approved instruments during the coldest months of the year or during "closed house" conditions. e. Take measurements for 90 consecutive days. f. Take long-term measurements in all year-round occupied buildings on those sites where any single screening measurement exceeds 4 picocuries per liter (pCi/l). g. Take short- and long-term measurements after mitigation is accomplished. Continue mitigation efforts until long-term measurements indicate that concentration levels are below the recommended action level. h. Document radon monitoring and mitigative actions in the facility's information system, operation and maintenance plan, or similar permanent record. i. If settlement or building movement has occurred or other ground contact conditions change, retest for radon concentrations. 3. Radon Mitigation in Existing Buildings. a. Use the latest advice in EPA publications and trade magazines for cost-effective, long-term hazard mitigation. Some locations may have radon introduced from the soil and by water use in the enclosed space. The concentration of radon introduced from water use is dependent upon the amount of use and the configuration of the water supply system. Generally, radon from water sources is limited. Mitigate soil gas sources first. If unable to reduce the concentration of radon below the action threshold, then mitigate the waterborne radon source. b. Undertake mitigation measures in all year-round occupied residences and offices where average annual concentrations are 4 picocuries per liter (pCi/l) or greater. Take action in seasonally occupied facilities when seasonal levels indicate concentrations of 4 pCi/l or more. (1) Commence mitigation immediately where measurements exceed levels of 200 pCi/l. Occupants shall vacate the building until levels are reduced to less than 4 pCi/l. (2) Commence mitigation within 6 months where concentrations range between 20 to 200 pCi/l. (3) Commence mitigation within 5 years for concentrations between 4 to 20 pCi/l. 4. Radon Mitigation in New Construction. Planning of year- round occupied residences and offices, including leased facilities, shall include a review of and/or measurement of radon levels in adjacent buildings, and, as required, application of radon reduction techniques as outlined in EPA publications. 41.13 - Polychlorinated Biphenyls. Polychlorinated biphenyls (PCB's) were commonly used as an electrical transformer coolant. Very hazardous conditions may result if the PCB materials are exposed to and/or ignited in a fire. The Environmental Protection Agency (EPA) regulations governing response and management of transformers vary with the PCB concentration contained in the transformer coolant. Inspection and removal of PCB materials and soils contaminated by spills shall be conducted by the local power company or by accredited and licensed contractors. See FSM 7400 for direction on non-facility related PCB environmental hazards. 1. Inspect and test all Government-owned transformers on Forest Service sites for PCB's. 2. Label and register all PCB-containing transformers with the appropriate area fire department. 3. Contact the National Response Center immediately if PCB materials are spilled and/or involved in a fire. Clean up all soils contaminated by the spill of PCB materials. For concentrations: a. Less than 50 parts per million (ppm), initiate clean- up within 48 hours. b. More than 50 ppm, initiate clean-up within 24 hours. c. For unknown concentrations, apply the 24-hour rule. 4. Secure a receipt certifying that PCB materials and contaminated soils have been disposed of by an EPA licensed disposal facility. 5. Document in a permanent file all test results and actions taken regarding transformers with PCB materials. 41.14 - Wood Preservatives. Use wood treated with restricted use pesticides with the following restrictions or precautions: 1. Pentachlorophenol or creosote treated wood must not be used: a. Where frequent and prolonged contact with bare skin is anticipated, such as furniture, handrails, and so forth, unless effective sealers are applied. b. In residential or industrial building interiors unless two coats of sealer are applied; except, pentachlorophenol shall not be used for log homes, and creosote treated wood shall not be used for residential interiors. c. In interiors of farm buildings where livestock or domestic animals may be in direct contact or might bite or lick the treated wood. d. Where there is direct or indirect contact with public, domestic animal, or livestock drinking water supplies, except for uses involving incidental contact such as docks and bridges. e. On food contact surfaces such as picnic tables, cutting boards, countertops, and so forth. 2. Inorganic arsenical pressure treated wood may be used for picnic tables and benches without the application of sealers; however, it must not be used as stated in paragraph 1. 3. Creosote treated wood may be used for pole framing, posts, piling, or railroad tie applications. Field application of any material must be in strict conformance with and by certified and licensed applicators. 4. Dispose of all pentachlorophenol, creosote, or inorganic arsenical treated wood or wood wastes, including sawdust, by trash collection and burial. Do not burn treated wood wastes except in commercial or industrial boilers, in accordance with State and Federal regulations. 5. Urethane, shellac, latex epoxy enamel, and varnish are acceptable sealers for pentachlorophenol treated wood. Coal tar and coal tar pitch emulsions are effective sealers for creosote treated materials. 6. Only certified and licensed applicators may apply these restricted-use wood preservatives. Any exceptions must have the advance approval of the Regional Forester, Station Director, Area Director, or IITF Director. 7. Stocks of used and/or unused quantities of restricted-use wood preservatives must be either used up by contracting with certified commercial applicators, or disposed of in accordance with current State and Federal regulations. Under no condition shall stocks of unused preservatives be transferred to uncertified individuals or agencies. 41.15 - Lead-Based Paint. Most buildings constructed before 1978 contain some lead-based paint (LBP). See chapter Zero Code, sec. 01, of this Handbook, for authorities governing LBP in facilities. The maximum amount of lead allowed in paint is 600 parts per million (PPM) or 0.06 percent as established by Consumer Product Safety Commission (CPSC) in 1978. The lead level threshold for requiring abatement, established by the Department of Housing and Urban Development (HUD), is 5,000 PPM, or 1 milligram/square centimeter. The following LBP management requirements govern applicable Forest Service buildings and related structures. 1. Disclosure. Provide information regarding LBP to the purchaser, lessee, or permittee of Forest Service owned target housing. The arrangements allowing Forest Service employees to live in Forest Service owned target housing are considered a lease for the purposes of disclosure. a. Exemptions. The following are exemptions to the disclosure requirements. (1) Leases or permits for target housing that have been found to be lead-based paint free by a certified inspector. (2) Short-term leases or permits of 100 days or less for target housing where no lease or permit renewals or extensions can occur. (3) Renewals of existing leases or permits for target housing in which the Forest Service has previously disclosed all information required and no new information has come into the possession of the Forest Service. Renewal includes both renegotiations of existing lease or permit terms and/or ratification of a new lease or permit. b. Required Information. Provide the following information: (1) EPA's lead-hazard information pamphlet entitled "Protect Your Family From Lead in Your Home," which is available from EPA (40 CFR 745). (2) Copies of written descriptions of any LBP inspections, risk assessments, or abatement activities and any other information known to the Forest Service that may indicate the presence of LBP or LBP hazards in the target housing. (3) Each sales contract, lease, or permit for target housing shall include, as an attachment or within the contract, lease, or permit, the following elements: (a) A Lead Warning Statement with the following language: Housing built before 1978 may contain lead-based paint. Lead from paint, paint chips, and dust can pose health hazards if not managed properly. Lead exposure is especially harmful to young children and pregnant women. Before buying or renting pre-1978 housing, the Forest Service must disclose the presence of lead-based paint and/or lead-based paint hazards in the dwelling. Purchasers, lessees, or permittees must also receive a federally approved pamphlet on lead poisoning prevention. (b) A statement by the Forest Service official disclosing all the known information about the presence of lead-based paint and/or lead-based paint hazards in the target housing being sold, leased, or permitted, or a statement indicating no knowledge of the presence of lead-based paint and/or lead-based paint hazards. (c) A list of any records or laboratory results available to the Forest Service pertaining to lead-based paint and/or lead-based paint hazards in the housing that have been provided to the purchaser, lessee, or permittee. Indicate if no such information is available. (d) A statement by the purchaser, lessee, or permittee affirming receipt of the information. (e) The signatures of the Forest Service officer and purchasers, lessees, or permittees certifying the accuracy of their statements, to the best of their knowledge, and the dates of signatures. 2. Activities Restricted to Accredited Individuals. All Forest Service LBP activities, including risk assessments, inspection, and abatement, in target housing and child-occupied facilities shall be performed by individuals certified through the EPA training program or an EPA-approved State accredited training program. The certification and training requirements are applicable to all Forest Service employees, volunteers, SCSEP personnel, and contractors who perform LBP activities. The effective date for using individuals with an accreditation from the EPA training program is September 1, 1999. Effective dates for using individuals accredited at EPA-approved State programs will be as specified in each State program. 3. Abatement and Construction. Abatement does not include renovation and remodeling where the intent is to repair, restore, or remodel a structure or dwelling. Additionally, abatement does not include interim controls, operation and maintenance activities, or other measures and activities designed to temporarily reduce lead-based paint hazards. All construction work where an employee may be occupationally exposed to lead shall be done in accordance with the OSHA construction regulations (29 CFR 1926.62). Construction, for the purposes of this regulation, includes demolition, remodeling, renovation, repair, construction, installation, removal, or encapsulation of any building or building component that contains lead or uses materials containing lead. 4. Management Plan. Establish and maintain management plans for lead-based paints. The scope of management plans may be for a single building, an activity, or for an entire facility where LBP is present. The LBP management plan should be included in the facility operation and maintenance plan. A LBP management plan should include as a minimum: a. Copy of inspection reports, risk assessments, and abatement actions. b. The management option(s) selected for the building or building components with LBP (removal, encapsulation, or replacement). Wastes containing lead-based paint may be hazardous wastes as defined by EPA. Hazardous wastes must be handled as specified in FSM 2163. c. An implementation schedule for accomplishing the requirements related to target housing, disclosure, and other buildings. The schedule must be consistent with available funds and other unit facility priorities. 5. Recordkeeping. Maintain the following records according to the applicable requirements: a. Permanent records of all inspections, risk assessments, and abatement actions in the building operations and maintenance records until the building no longer exists. Records must be transferred with building ownership. b. Maintain certification and training records for any employee engaged in lead-based activities as required by EPA or OSHA. c. Maintain medical surveillance records for employees engaged in lead-based paint activities as required by OSHA, EPA, or FSH 6709.12, section 21. d. Retain a copy of each completed and signed statement in 1(b)(3) in the permanent file for each building sold, leased, or permitted. 41.2 - Security of Property and Operations. Provide all sites with appropriate physical security measures commensurate with the risk of loss of operating capability, irreplaceable data, or expensive property. Avoid obtrusive and unattractive fencing, if possible. Except as listed below, conduct an economic analysis based on the probable risk and interruption, repair and property replacement costs, and alternative means of security. 1. Equip all buildings with locks. The keys shall be managed by the facility manager or other individual designated by the line officer. Where emergency access by non-unit personnel is necessary for fire management and other common occurrences, use master locks. 2. Install signs and fences and/or provide other physical deterrents to warn and retard entry to all remote sites containing vulnerable operations such as telecommunications and research projects. Consider maintainability in the design of fences in areas subject to heavy snow, ice, and wind conditions. 3. Restrict entry of unauthorized personnel into operations such as flammable, chemical and pesticide storage rooms or buildings, explosive storage facilities, computer rooms, biologically sensitive and controlled-environment areas, and others as the facility manager and policy deem necessary. 41.3 - Access for Disabled Persons. Access requirements for both new and existing buildings are listed in section 34.16. Provide access as soon as practicable. Evaluate projects requiring extensive renovation and capital investments in terms of the relative performance, quality, and safety of the building. 42 - MAINTENANCE AND REPAIR. 42.04 - Responsibility. Responsibilities of the facility manager are to: 1. Keep facilities safe, sanitary, neat, attractive, and in good working order both inside and outside. 2. Insofar as practicable, preserve the original condition of Forest Service-owned buildings and related facilities. 3. Minimize interruption of service and support benefits provided by the building by providing necessary backup systems as practicable. 4. Prevent major unplanned repairs, reconditioning, or replacement costs by developing and implementing a preventative maintenance program. 5. Develop an operations and maintenance plan (sec. 43). 6. Determine long-range management objectives and procedures for each facility. 7. Do not abandon Government-owned buildings on Government- owned land. Any building not needed must be removed or destroyed (FPMR 101-47.5). 42.1 - Maintenance Management. Exhibit 01 illustrates a framework of management principles and maintenance program elements necessary for an effective facility maintenance management system. Each unit shall develop and implement appropriate practices and procedures to meet the objective of each element in the framework. Detailed descriptions of the framework elements, examples and discussion of system principles, framework rationale, and related Agency uses are provided in EM-7310-3, "Facilities Maintenance Management--A Framework for Efficient Maintenance of Buildings." 42.1 - Exhibit 01 Maintenance Management Framework Management Management Principles System Elements Description of Element Planning Inventory of Detailed information that and facilities quantifies characteristics organizing affecting required maintenance work. Work standards Frequency of maintenance and maintenance quality levels. Maintenance tasks Description of preventive maintenance measures, plans for periodic routine maintenance, maintenance condition survey, health and safety inspection findings, and a list of other problems to be corrected. Work program and Annual work plan identifying budget needs and funding. Directing Work schedules Identify priority tasks and allocate resources. Work orders Specific job authorization and record of costs. Reviewing Analysis Summaries and analyzes reports to display actual accomplishments and costs. 42.2 - Maintenance Levels. Forest Service facilities range from large, high-risk complexes to simple, low-risk structures. As such, maintenance program needs range from formal preventive maintenance to a break-and-fix approach. Each building, utility system, or related facility component for which the Forest Service has primary operation and maintenance responsibility must have an assigned maintenance level or levels. 1. Maintenance Level Assignment. The responsible line officer assigns the appropriate maintenance level based on management objectives and program support needs. Express these objectives and needs in terms of: a. Safe and healthful working conditions. b. Continuity of services. c. Functionality of components. d. Operation, maintenance, and repair cost controls. e. Protection of materials and property. f. Appearance. g. Accessibility for the disabled. 2. Description of Maintenance Levels. Exhibit 01 describes, in general terms, types of facilities usually assigned a specific level, the standards of care associated with maintenance levels, and operational considerations. Buildings may have areas or components that require higher or lower maintenance levels because of specific risks or functions. The operation and maintenance plan identifies those areas (sec. 43.1). Maintenance levels are as follows: a. Level 1. Buildings in this level are normally not in operation or use; therefore, the building water, heating, and cooling systems are drained, power is disconnected, and general access is restricted. Protection of investment and materials is not a consideration. The building is not abandoned. b. Level 2. Buildings assigned this level normally include sheds and storage buildings. The Forest Service uses the buildings infrequently (for example, an average of one time per week all year, or two to four times per week for seasonal or project work). Ordinarily, do not assign any employee to work continuously in these buildings. Public access is administratively restricted. c. Level 3. This level includes buildings, systems, and facilities that employees use actively on a continuing basis. All building systems and components are operational. This level is used primarily for all minor offices, shop buildings, warehouses, storage structures, seasonal (used for 4 to 6 months out of a year) barracks and bunkhouses, and similar facilities. Discourage general public access, where necessary, by design, location, or administrative control. d. Level 4. This level includes major, actively used facilities with high employee use and less than 50 visitors per day. Included are operations centers, crew quarters, and employee quarters. e. Level 5. This level includes major offices and high use employee areas in urban and suburban locations, visitor centers, and major laboratories with more than 50 visitors per day. 42.2 - EXHIBIT 01 IS A SEPARATE DOCUMENT. 42.3 - Standards. Use personnel qualified in the building trades for maintenance or repairs that require particular skills. Personnel shall not alter or repair heating, mechanical, and electrical equipment or plumbing and electrical wiring, except under supervision of experienced and qualified workers as required in the Health and Safety Code Handbook, FSH 6709.11. Alternatives to prescribed code requirements and building materials may be modified only after evaluation by a qualified architect or engineer. Evaluation should include personnel risk analysis and benefit/cost/risk analysis. Document decisions and approval of the responsible line officer. 42.4 - Historic Buildings and Facilities. 1. Use the National Historic Preservation Act (NHPA) of 1966, as amended, to guide treatment of all significant historic buildings and structures. Significant properties are buildings and structures that meet the criteria for inclusion in the National Register of Historic Places (NRHP). Title 36, Code of Federal Regulations, Part 800 (36 CFR 800) defines the rules and procedures to be followed in taking into account the agency's undertaking on properties included in or eligible for the NRHP as required by section 106 of NHPA. With regard to these regulations, an under-taking is interpreted to include routine management activities and occupancy of facilities. See FSM 2360 for criteria and procedures for evaluating and nominating facilities with significant historical, engineering, or architectural values. 2. Use the Secretary of the Interior's Standards for Historic Preservation Projects and Guidelines for Applying the Standards for technical guidance for preservation, rehabilitation, restoration, and maintenance of historic structures. In addition, the Department of the Interior, National Park Service, has published a number of technical guides for maintaining, stabilizing, rehabilitating, and restoring various materials, finishes, and architectural components. 43 - FACILITY MANAGEMENT DOCUMENTS. 43.1 - Operations and Maintenance Plan. 1. The operations and maintenance plans should: a. State the purpose of the facility, its operating hours, its special characteristics, and any actions necessary to mitigate serious interruptions in operations. b. Cover groups of similar buildings or whole multi- building facilities, as practicable. c. Refer to complementary facility records and documents to reduce volume of data to the extent practicable (ch. 60). d. Identify the maintenance level of the building(s) and facilities covered in the plan. e. Include specific information for various building and utility systems, components, and equipment such as operation sequence, safety advice, and operation risks, as applicable. f. List building, system, and component maintenance data and recommended inspection, service, and replacement schedules. g. Be specific in identifying treatments of architecturally significant elements to be preserved. h. Explain allowable historic maintenance prescriptions for all listed, eligible, or potentially eligible buildings and include activities that are not acceptable. i. Explain the long-term historic preservation goals of individual buildings, groups of buildings, or entire sites. 2. Use the suggested operation and maintenance plan format and development sequence in EM-7310-3, "Facilities Maintenance Management--A Framework for Efficient Maintenance of Buildings." (Published September 1986, Engineering Staff, Forest Service, U.S. Department of Agriculture, Washington, DC.) 43.2 - Emergency and Security Plans. (FSM 6440 and Agricultural Property Management Regulations 104G-20.103-4). 1. Commensurate with local situations, provide for each occupied facility emergency contingency and security plans for fire suppression, medical aid, wildfire, earthquake, flood, bomb threat, hazardous material spills, suspicious packages, demonstrations, and other potentially dangerous situations. 2. Evaluate threats or incidents of vandalism or theft. 3. Consider security measures such as building guards, fencing, lighting, electronic surveillance, and automatic alarm systems where warranted (sec. 41.2). 43.3 - Structural Access Transition Plans. 1. Prepare and maintain a structural access transition plan (SATP) for each Forest Service administrative, recreation, research, or work site, for which the Forest Service has primary responsibility to remove identified access barriers. Use the data found in the access surveys (sec. 44.5). 2. Compile access transition plans by site, Ranger District, Forest, Research Laboratory, or other logical organizational grouping convenient to decisionmakers to help determine funding priorities and actions to be taken. 3. Include in the Structural Access Transition Plans (SATP): a. The names and positions of the personnel conducting the evaluation surveys and the date the survey was completed. b. A listing of each barrier found. c. A description, in detail, of the methods and actions that could be used to remove the barrier. Include work priority, cost estimates, and proposed fiscal year for completion of barrier removal. d. List when the project was completed and actual costs. e. Identify the line officer responsible for implementation of the plan. 4. Archive and retain the planning (SATP) and completion data of each barrier removed. 44 - INSPECTIONS. Inspect all facilities as required by management and national, State, or local codes. Use trained and experienced personnel to conduct inspections that are as comprehensive as practicable. Consider both building-related features and the effect of occupancy, use, and activities associated with the facility. Inspections should identify operational problems, conditions contributing to those problems, their causes, and recommended solutions. Pay particular attention to changes created by building alteration or modification of operations. Consider trends during inspections of building or utility elements that indicate problems with the element's function, the risk involved in the current condition, the contribution the element is currently making and the consequence of continuing with the current condition. Buildings and related facilities may be located within several Government jurisdictions that require various periodic inspections of different types. Encourage specific inspections when available through these entities. 44.1 - Inspection Frequency. Ensure that all facilities are inspected at the frequency indicated in exhibit 01. 44.1 - Exhibit 01 Inspection Frequency Type Minimum Frequency Remarks Health -Annually, except for See 29 CFR 1960.25(c) and safety maintenance level 1. and FSM 6700 for additional -High risk facilities information. Conduct for need to be inspected all leased and owned more frequently. facilities. -Prior to lease and lease renewal negotiations. Maintenance -Annual, except for Preventive maintenance condition maintenance level 1. should be done per survey operation and maintenance plan. Government- -Annually and prior to See section 34.13 for furnished arrival of new standards. quarters occupants for housing or for barracks, prior to first seasonal occupant. Facility -Ten years or with Consider effectiveness performance major review of master of location, spatial plan. arrangements, and environ- -Prior to lease mental conditions. renewal negotiations. Energy -As applicable. See FSM 7180. conservation survey Accessibility -Three years. See section 34.16 for Survey requirements and standards. Vulnerability -Five years or as Section 41.2. Assessments needed. Asbestos -Inspect: Section 41.11. Management -friable ACM's annually. Inspections -all ACM's every 3 years. -Air Sample all areas having friable ACM's. Pre-occupancy -Prior to occupying Section 31.5. Inspections leased space. 44.2 - Safety and Health Inspections. Inspect more frequently facilities that house increased-risk operations, as described in 29 CFR 1960.25(c), and specific high-hazard situations. Intensity of inspection shall be commensurate with the risk involved (FSM 6700). Report deficiencies as required in FSM 6700. The Regional Staff Director for engineering activities or the Assistant Director for Administration and the Region or Station Safety and Health Manager jointly determine the frequency and intensity of inspections. The Regional Staff Director for engineering activities or the Assistant Director for Administration selects safety and health inspectors for facilities from individuals who meet the occupational series qualification standards listed in 29 CFR 1960.2(s) and may also select from the following series, if the candidates have experience in facility design and training in safety and health inspection techniques: 1. General Engineer (GS 801). 2. Architect (GS 808). 3. Civil Engineer (GS 810). 4. Environmental Engineer (GS 819). 5. Mechanical Engineer (GS 830). 6. Electrical Engineer (GS 850). The Washington Office Safety and Health Program Manager and the Director of Engineering jointly approve the designation of individuals not listed in these occupational series. A summary of training and experience must accompany each request for designation. Safety and health inspections, maintenance condition surveys, and vulnerability assessments may be done concurrently where the functions of the inspections or remediation of problems found in these inspections are interrelated. Retain documentation of each inspection as required by FSM 6714.2 at the facility site in accordance with retention periods established inFSH 6209.11, Records Management Handbook. 44.3 - Maintenance Condition Surveys. The maintenance condition survey has two purposes: 1. To ensure the accomplishment of routine maintenance and servicing of equipment and building systems. This may require review of preventive maintenance records. 2. To list items noted during the inspection that need correction, repair, replacement, or similar action. 44.4 - Facility Performance Review. Review facilities or buildings owned by the Forest Service to evaluate the overall performance capability and response of the facility compared to the original needs, design solution, energy consumption, current situation, and near-term needs. The design prospectus is the original source of this information. Consider using an interdisciplinary team including an architect, engineer, and a line officer for review of more complex facilities. Document deficiencies in facility performance, such as functional obsolescence, escalating operating and maintenance costs, and similar findings. Report findings and recommendations in writing to the responsible line officer. 44.5 - Accessibility Evaluation Surveys. 1. Evaluate all agency policies, programs, and facilities to identify accessibility barriers. Include in the surveys the following items: a. Policy Evaluations. (FSM 1760). b. Program Evaluations. (FSM 1760 and 2300). Use the Bureau of Reclamation/Forest Service evaluation checklist to conduct recreation program and facilities surveys (sec. 44.7). c. Structural (Facility) Evaluations. Use the Uniform Federal Accessibility Standards (UFAS) checklist (sec. 44.7) to evaluate administrative, recreation, and other buildings. Record only data needed to identify deficiencies, to communicate information for transition planning, and to advise the responsible line officer of survey results that are significant (sec. 06). Review leased facilities before executing a new lease or renewing an existing lease to ascertain if access is provided within the structure for all Forest Service programs and employees. Involve representatives of the disabled community in these evaluations. Provide, at the request of the Leasing Officer, access surveys for facilities to be leased or already leased that could be used to negotiate removal of existing barriers (sec. 44.1). 2. Complete the initial structural evaluations of all administrative sites and buildings as soon as practical. Give survey priority to those buildings in which person-to-person public services are provided and to those employing large numbers of staff persons, as compared to other support buildings. 3. Resurvey all facilities every 3 years for structural accessibility. Use the transition plan to look at completion status and possible new barriers inadvertently introduced by changes in or the operation of the facility. 44.6 - Other Inspections and Assessments. 44.61 - Government-Furnished Housing. 1. Inspectors of Government-furnished housing should use chapters 10 and 25 of the Uniform Housing Code and requirements for suitable Government-furnished quarters (sec. 34.13). See FSM 6445 and FSH 6409.11 for quarters classifications. 2. Inspectors shall notify occupants prior to performing inspections of Government-furnished housing. Inspectors should encourage occupants of Government-furnished housing to be present during inspections and inspectors should seek information from the occupants on conditions not readily discernible by the inspection. 3. Ensure that items, conditions, and provisions that affect the overall quality of the housing facility are in good operating condition and repair. Note Government-furnished items that are missing or in disrepair, and the general quality of the facilities provided by commercial sources. Include recommendations for corrective action. 4. Provide an inspection report to the line officer responsible for the facility. If the inspector believes that the housing is substandard, and an unsuitable rating is warranted, transmit a copy of the report to the next responsible organizational level. See FSM 6445.03-3 and FSH 6409.11, section 12.11 for policy. 44.62 - Vulnerability Assessments. Conduct vulnerability assessments to ensure that the site and facilities are designed, operated, and managed to reduce the risk of interruption of services due to theft, vandalism, weather phenomena, fire, operation and maintenance breakdowns, and similar occurrences. Reduce intolerable risk when it is cost-effective to do so. See also 41.2 for further direction on security of property and operations. 44.7 - Inspection Forms. 1. Maintenance Inspections. Use the Maintenance Condition Survey Checklist, Form FS-7300-1, or similar format that contains the elements of FS-7300-1 for conducting and documenting inspections. Use the types of checklists and inspection forms available from commercial sources to assist the inspector with specific questions, code references, and standards of care. The inspector may customize commercially available forms to accommodate inspection of a building or a series of similar buildings and to improve the quality of the inspection. 2. Accessibility Evaluations. Checklists and instructions for survey data collection, coding, and data entry are available from the Forest Service Access Coordinator, Associate Deputy Chief for the National Forest System, Washington Office. 44.8 - Inventory of Findings. The inspector and unit manager may use their facilities information system (ch. 60) data base to: 1. Store specific facility-related data and required management documents. 2. Store inspection findings. 3. Generate customized inspection forms. 4. Generate portions of inspection reports. 5. Monitor inspection activities to ensure that inspection of all facilities occurs as frequently as is required. 6. Monitor inspection compliance to ensure timely completion of remedial work and abatement of safety and health deficiencies. 7. Generate information for pre-inspection review by inspectors, such as types of systems and appliances, fueling systems, size, compliance with basic egress, occupancy separations, and similar inspection needs. 8. Maintain locally specific survey results and access information relating to particular sites. Each Region, Station, Area, and Institute shall manage and maintain general accessibility data on administrative sites, recreation sites, and agency programs.