New Jersey Administrative Code › Title 6A - EDUCATION › Chapter 23A - FISCAL ACCOUNTABILITY, EFFICIENCY AND BUDGETING PROCEDURES › Subchapter 6 - CONDITIONS FOR THE RECEIPT OF STATE AID › Section 6A:23A-6.9 - Facilities maintenance and repair scheduling and accounting

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Any
				school district or CVSD with three or more school district buildings shall have
				an automated work order system for prioritizing, performing, and recording all
				maintenance and repair requests for all school district buildings and grounds.
1. The superintendent or designee shall
				establish SOPs for the approval and prioritization of work order requests that
				take into account the health and safety of building occupants; priorities and
				objectives established annually to carryout the school district strategic plan;
				the need for the work requested; and other factors the school district deems
				appropriate.
2. The work order
				system shall include the following information for a request for work before
				work begins, except in an emergency where the work is necessary to correct a
				situation that poses an imminent threat to the health or safety of students
				and/or staff:
i. The name of the person
				making the request;
ii. The date of
				the request;
iii. The appropriate
				approval(s) as established by SOP;
iv. The date of approval(s);
v. The location of work requested;
vi. The priority level (for example, urgent,
				high, average, low);
vii. The
				scheduled date(s) of service;
viii.
				The trade(s) needed, such as general maintenance worker; custodian; carpenter;
				plumber; electrician; heating, ventilation, and air conditioning (HVAC);
				grounds; roofer; masonry; glazer; other;
ix. A description of the work
				requested;
x. A projection of the
				materials and supplies needed for the work;
xi. The estimated labor hours needed to
				complete task;
xii. The name of
				the work order assigner; and
xiii.
				The name of the employee(s) working on the order.
3. The work order system shall include the
				following close-out information for each request for work:
i. The actual hours worked, by date, for each
				assigned staff member;
ii. The
				actual hourly rate paid, both regular and overtime, for each assigned staff
				member;
iii. The aggregate cost of
				labor by regular, overtime, and total;
iv. The actual materials and supplies needed
				to complete the work order;
v.
				Actual cost of materials and supplies; and
vi. The name of the employee responsible for
				attesting that the job was completed satisfactorily.
4. Except when prohibited by collective
				bargaining agreement, the SOP shall require for any work that cannot be
				completed during regular working hours by the needed completion date, an
				assessment of the cost-benefit of outsourcing any such work in excess of the
				quote threshold as determined under
				N.J.S.A.
				18A:18A-37.
5. If, according to the assessment, the cost
				of outsourcing work is less than the in-house estimated cost of labor, at
				overtime rates, and materials for the same work, the work shall be outsourced
				provided the work can be contracted in accordance with
				N.J.S.A.
				18A:18A-1 et seq., can be completed by the
				projected completion date contained in the prioritized work order system, and
				does not violate the terms of the collective bargaining agreement for
				maintenance workers and/or custodians.
6. The SBA, in consultation with the
				supervisor responsible for this work, shall conduct an analysis of the
				information in the work order system no later than February 1 of the prebudget
				year for consideration during budget preparation. The analysis should include
				productivity of staff as a whole and individually, significant variations
				between estimated labor time and materials and actual labor time and materials,
				unusual trends for like projects, and other factors that will improve
				productivity and efficiency.