Commissioner's Directive 320
Management of Facilities Maintenance

Commissioner's Directive

Number: 320

In Effect: 2022-12-12

Related links

Policy Bulletin 695

Authorities

Purpose

Applications

Applies to all staff and contractors involved in maintenance services of facilities for which CSC is the custodian

Responsibilities

  1. The Director General, Technical Services and Facilities, will:
    1. oversee the planning, coordination and execution of facilities maintenance
    2. ensure a Service Level Agreement is implemented for each region, which will outline the operational priorities and expectations for the delivery of required facilities maintenance services at each CSC facility
    3. ensure the ongoing implementation of a Computerized Maintenance Management System to assist in the management of facilities maintenance.
  2. The Assistant Deputy Commissioner, Integrated Services, and the Assistant Deputy Commissioner, Correctional Operations, will sign the Service Level Agreement and ensure that all parties abide by it in their respective region.
  3. The Director, Engineering and Maintenance, will:
    1. in collaboration with the national and regional Technical Services and Facilities staff, coordinate the maintenance resource indicators and allocations
    2. develop facilities maintenance and training standards as well as any other guidance as required
    3. manage the contract, implementation, and operation of the Computerized Maintenance Management System for staff to be able to program, track, assign and report on all facilities maintenance assets and activities.
  4. The Regional Administrator, Technical Services and Facilities, will ensure the delivery of facilities maintenance services to all CSC facilities within their region.
  5. The Assistant Warden, Management Services, the Assistant District Director, Management Services, the CORCAN Operations Manager, and the Regional Director, Health Services, will:
    1. identify the operational priorities for each CSC facility and communicate these to the Chief, Facilities Management, the Supervisor, Facilities Management, and the Chief Operating Engineer/Engineering Supervisor
    2. collaborate with the Chief, Facilities Management, the Supervisor, Facilities Management, and the Chief Operating Engineer/Engineering Supervisor to ensure the effectiveness, efficiency and timely delivery of facilities maintenance services in accordance with the Service Level Agreement.
  6. The Regional Manager, Engineering and Maintenance, will:
    1. provide facilities maintenance services related to professional engineering expertise, strategic advice, services, direction and management of facilities for all CSC facilities within their respective region
    2. ensure that a facilities maintenance plan is in place for each CSC facility in their region.
  7. The Chief, Facilities Management, will plan and provide oversight of the delivery of facilities maintenance services, using qualified and experienced technical and support staff and contractors, in accordance with the scope and standards as defined in the Service Level Agreement.
  8. The Supervisor, Facilities Management, and the Chief Operating Engineer/Engineering Supervisor will:
    1. manage on-site, day-to-day facilities maintenance services necessary to provide a safe, secure and humane environment for employees, visitors, contractors and offenders
    2. ensure that offenders employed in facilities maintenance and plant operations are trained for the task given to them.
  9. The site facilities maintenance staff will:
    1. provide on-the-job training to offenders for the particular maintenance task they are assigned
    2. supervise offenders employed for maintenance tasks.

Procedures

Service Level Agreement

  1. The Director, Engineering and Maintenance, will develop a Service Level Agreement to clearly define the expectations with regard to the facilities maintenance staff and the operational staff of each CSC facility.
  2. The Director, Engineering and Maintenance, will ensure that the Service Level Agreement encompasses, at a minimum, the following elements:
    1. detailed roles and responsibilities of both the facilities maintenance staff and the users of the facility
    2. scope of services delivered by facilities maintenance staff
    3. service levels and performance targets
    4. performance tracking and reporting requirements.
  3. The Director, Engineering and Maintenance will, in collaboration with the national and regional Technical Services and Facilities staff, regularly review the Service Level Agreement, and update as required.

Facilities Maintenance Plans

  1. The site Maintenance Specialist will, in collaboration with the National and Regional Maintenance Specialists and the site facilities maintenance staff, develop Facilities Maintenance Plans for each CSC facility under their responsibility, in compliance with applicable codes, standards, regulations and policies. These plans will:
    1. focus the majority of the allocated resources and time to accomplish preventative maintenance and legislated maintenance rather than corrective maintenance
    2. include a comprehensive preventative and legislated maintenance program in order to preserve systems and equipment on an economical life-cycle basis, while prolonging equipment life, improving safety and environmental compliance of operation, and reducing the incidence of emergency or breakdown repairs and premature replacement of equipment
    3. include a corrective maintenance plan with due regard for economy, environmental compliance and efficiency in the use of material and labour. Excessive corrective maintenance costs should not be incurred where the replacement of an asset is the more economical alternative, except where there are planned long-term replacement programs, including energy performance contracts.
  2. The Regional Manager, Engineering and Maintenance, will complete regional assessments of their maintenance plans and annually submit a summary of those assessments to the Director, Engineering and Maintenance, for roll-up and inclusion in national resource indicator models for financial planning and allocation purposes.
  3. The Facilities Maintenance Plans will be recorded in the Computerized Maintenance Management System.

Deferred Facilities Maintenance

  1. The Chief, Facilities Management, will review, at least once a year, deferred facilities maintenance recorded in the Computerized Maintenance Management System to understand the condition of buildings, systems and equipment for future requirements.

Recapitalization and Capital Improvements

  1. The Regional Manager, Engineering and Maintenance, in collaboration with the Chief, Facilities Management, will use the annual capital program planning and budgeting in accordance with the Real Property Management Framework to fund identified major repairs, replacements, and capital upgrades of systems and equipment.

Computerized Maintenance Management System

  1. Each Maintenance Specialist will manage the day-to-day operation of the system at their respective national, regional or site level.
  2. The facilities maintenance staff will use the system to plan, track, assign and report on all maintenance assets and activities.
  3. All employees in CSC facilities will use the system to submit and track all maintenance requests.
  4. The site Maintenance Specialist will ensure the following asset and system data is recorded and stored in the system:
    1. all buildings, systems, equipment, and other real property assets to be inspected, tested or serviced, including technical specifications and warranty inspections
    2. the maintenance history of systems and equipment and the accumulated historical costs of maintenance on equipment and buildings.
  5. For facilities corrective maintenance:
    1. CSC employees will input service requests directly into the system
    2. the Supervisor, Facilities Management, and the Chief Operating Engineer/Engineering Supervisor will determine the validity of each service request, assign it a priority in accordance with the Service Level Agreement, and designate a facilities maintenance staff member to complete the work order, which will be tracked on the system.
  6. The site Maintenance Specialist will create preventative and legislated maintenance plans within the Computerized Maintenance Management System for most of the site’s assets, which will automatically generate work orders for all preventative and legislated maintenance tasks.
  7. The National, Regional and site Maintenance Specialists will create the following reports and store them in GCDocs pursuant to CD 228 – Information Management so that they are available to all CSC employees:
    1. reports for each CSC facility on facilities maintenance management and plant operations, as deemed necessary for the effective and efficient conduct of facilities maintenance
    2. analysis of past performance and facilities maintenance to predict future maintenance requirements
    3. ad hoc summary reports deemed necessary by the Institutional Heads, Regional Headquarters and National Headquarters
    4. reports required pursuant to applicable federal, provincial and municipal regulations.

Commissioner,

Original signed by:
Anne Kelly

Annex A - Cross-References and Definitions

Cross-References

CD 100 – Gender Diverse Offenders
CD 228 – Information Management
GL 254-1 – Occupational Health and Safety Program
CD 300 – Real Property
CD 318 – Environmental Protection and Sustainable Development
ISD 318-2 – Energy and Water Conservation
CD 345 – Fire Safety
CD 550 – Inmate Accommodation
CD 564-2 – Departmental Physical Security
CD 730 – Offender Program Assignments and Inmate Payments
CD 735 – Employment and Employability Program

Form CSC/SCC 1448 – National Cell Condition Checklist
Real Property Management Framework

Canada Labour Code
Canadian Environmental Protection Act
Corrections and Conditional Release Act
Federal Real Property and Federal Immovables Act
Federal Real Property and Federal Immovables Regulations
Impact Assessment Act
Treasury Board Policy on Management of Material
Treasury Board Policy on Management of Real Property

Definitions

Corrective maintenance (also called breakdown maintenance): maintenance tasks that are performed in order to rectify and repair faulty systems and equipment. The purpose of corrective maintenance is to restore broken down systems.

Deferred maintenance: maintenance and repair activities that are directed toward keeping real property and equipment in an acceptable condition, but are delayed to a future period due to a lack of resources. Excludes discretionary and cosmetic activities.

Facilities maintenance: activities undertaken to keep real property and equipment in an acceptable condition, which includes corrective maintenance, preventative maintenance, legislated maintenance, and repair and replacement of parts, systems, or components. Excludes capital improvements activities directed toward expanding capacity or upgrading real property and equipment to serve needs different from its current use.

Legislated maintenance: maintenance that is mandated by legislation or regulations and its primary objective is the safety of the occupants, the asset, and the facility it serves.

Preventative maintenance: maintenance that is regularly performed on a system or piece of equipment to lessen the likelihood of it failing. It is performed while the system or equipment is still working so that it does not break down unexpectedly. Includes legislated or regulatory maintenance activities.

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