5A - Facilities Maintenance Manual by linzhengnd

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									Virginia Railway Express (VRE)
Facilities Maintenance Manual




               June 2010
VRE Facilities Maintenance Manual
June 2010




Table of Contents
Introduction .................................................................................................................................................. 3
Custodial Service ........................................................................................................................................... 4
   Daily Tasks ................................................................................................................................................. 4
   Weekly Tasks ............................................................................................................................................. 5
   Monthly Tasks ........................................................................................................................................... 5
   Semi-Annual Tasks .................................................................................................................................... 5
   Reporting .................................................................................................................................................. 5
Landscaping................................................................................................................................................... 6
   Spring Season Tasks .................................................................................................................................. 6
   Summer Season Tasks ............................................................................................................................... 6
   Fall Season Tasks ....................................................................................................................................... 7
   Winter Season Tasks ................................................................................................................................. 7
   Turf Management ..................................................................................................................................... 7
Winter Weather Services .............................................................................................................................. 9
   Platform and Station Crew Locations ....................................................................................................... 9
   Plow Crew Locations ................................................................................................................................. 9
   Mobilization ............................................................................................................................................ 10
   On-Site Storage ....................................................................................................................................... 11
Periodic Maintenance ................................................................................................................................. 12
   Periodic Maintenance Activities ............................................................................................................. 12
Elevator Service........................................................................................................................................... 13
   Preventative Maintenance...................................................................................................................... 14
   Periodic Tests .......................................................................................................................................... 16
   Callback Service....................................................................................................................................... 16
   Emergency On-call Services .................................................................................................................... 16
   Task Order Work ..................................................................................................................................... 16


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   Warranty Period...................................................................................................................................... 16
   Documentation Requirements ............................................................................................................... 17
Heating, Ventilating and Air Conditioning (HVAC) Service ......................................................................... 18
Emergency Generator Service .................................................................................................................... 19
   Task Order Work ..................................................................................................................................... 19
Layover Yards .............................................................................................................................................. 20
   Layover Yard Locations ........................................................................................................................... 20
   Housekeeping ......................................................................................................................................... 20
   Maintenance ........................................................................................................................................... 20
   Storm Water Management Plan ............................................................................................................. 20
   Permits .................................................................................................................................................... 20




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Introduction
Virginia Railway Express, a joint project of the Northern Virginia Transportation Commission and
the Potomac and Rappahannock Transportation Commission, will provide safe, cost-effective,
accessible, customer-responsive, reliable, rail passenger service as an integral part of a
balanced, intermodal regional transportation system.

VRE provides commuter rail service from the Northern Virginia suburbs to Alexandria, Crystal
City and downtown Washington, D.C., along the I-66 and I-95 corridors. Services began in
1992, operating 16 trains from 18 stations and carried, on average, 5,800 passengers daily.
Now, we operate 29 trains from 18 stations and carry, on average, 17,000 passengers daily.

The VRE Facilities Maintenance Manual is intended to be a key resource in the maintenance
and upkeep of all of the system’s stations.




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Custodial Service

Daily Tasks
All facilities receive daily inspections and cleaning on VRE service days.

Daily duties of the custodial staff include the following tasks:

    (1) Pick up trash, debris and litter throughout station limits.
    (2) Empty waste receptacles & replace liners. Waste is disposed of off-site.
    (3) Empty newspaper and recycle receptacles & replace liners. Newspapers are disposed of
        off-site at a recycling center.
    (4) Check station lighting, timeclock, locks; replace bulbs, as required.
    (5) Check parking lot lighting and report any deficiencies.
    (6) Test and wipe variable message signs, speakers and report any deficiencies.
    (7) Check mobile handicap lift operation and clean the life as needed.
    (8) Replace posters when they become faded or inapplicable, as required.
    (9) Check station ticket vending machines & report breakdowns.
  (10) Clean TVM screens with window cleaner and disinfectant. The TVM housing is cleaned
      with a stainless steel cleaner.
  (11) Wipe with a damp cloth and germicidal disinfectant, vending machines, benches,
      directories, phones, elevators, railings, waste & recycle containers, signs, etc.
  (12) Clean station wind breaks with a glass cleaner.
  (13) Remove gum from platform.
  (14) Spot pressure wash as needed to remove spills and stains.
  (15) Service Quantico and other applicable stations’ restrooms & waiting areas – including
      cleaning inside and outside glass on exterior doors; cleaning sink and commode with
      germicidal detergent; emptying waste basket; wiping down all bright work, walls, and
      waste basket; dusting displays, pictures, and window sills; sweeping floor; wet mopping
      floor with germicidal detergent; replacing burnt out lightbulbs; refilling paper towels and
      toilet paper; and replacing wastebasket liners.
  (16) Test the operation, sweep and mop the floor, clean the walls and control panel of all
      elevators using a disinfecting cleaner, and report any deficiencies.
  (17) Submit a daily facility inspection form (see attachment 1).
  (18) Submit an incident report within 24 hours of an event (see attachment 4)
  (19) Count the number of vehicles parked in each facility & record in parking log (see
      attachment x)
  (20) Other duties as directed.

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Weekly Tasks
   (1) Empty cigarette urns and dispose of off-site.
   (2) At Quantico and all applicable stations’ waiting rooms and restrooms – Clean light
       fixtures; scrub and buff tiles floors; wipe tile walls




Monthly Tasks
   (1) Submit report to VRE identifying the quantity of newspapers recycled.
   (2) Wash and scrub the inside and outside of waste and recycling containers using a
       germicidal disinfectant.
   (3) Clean and buff the floors and cabs of elevators, inside and outside.
   (4) Check and clean gutters and downspouts.
   (5) At Quantico and all applicable stations’ waiting rooms and restrooms – Clean the inside
       and outside of all lobby windows and doors; Strip, wax and buff terrazzo floor; Scrub,
       seal and buff tile floors; Scrub and seal tile walls; Wash and scrub the inside and outside
       of all waste receptacle with a germicidal disinfectant.




Semi-Annual Tasks
Semi-annual duties of the custodial staff include the following tasks:

   (1)   Pressure wash all station platforms & parking garage decks top to bottom.
   (2)   Disassemble and clean platform light covers.
   (3)   Remove debris from gutters and downspouts.
   (4)   Strip, wax and buff elevator cab surfaces.
   (5)   Clean, wax and buff TVM housings using appropriate stainless steel cleaner.
   (6)   Clean & pressure wash canopy structures and roof.




Reporting
Custodial staff submits or reports the following to VRE staff:

   (1)   Daily inspections
   (2)   Daily parking count
   (3)   Incident reports, as needed
   (4)   Verbal confirmation of completed daily efforts


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Landscaping
Objective: Landscape services are designed to establish a high quality program to promote
healthy growth of turf and plant material while ensuring the continual neat appearance of the
station limits. The work is performed during non-peak VRE operating hours.

Spring Season Tasks
Timelines for duties performed in the spring of each year are as follows:

    (1) January – March: Remove miscellaneous debris, including leaves and branches.
    (2) Completed By March 15th (weather permitting): Spring edging, mulching and final leaf
        removal, and including the cutting back of any grasses, Liriope and perennials which
        have persisted through winter. Broken, dead, and brown tips on junipers and any other
        plants are to be monitored after the snow is gone.
    (3) Completed By April 15th: All accumulation of sand, gravel and debris is to be removed
        from planting beds as soon as the snow season ends.
    (4) February – April: Complete the first (1st) application of turf, tree and shrub fertilizer.
    (5) May-June: Complete a second (2nd) application of turf, tree and shrub fertilizer.
    (6) Apply mulch once each spring to previously mulched tree rings, shrub beds and hedge
        beds to a depth of two (2) inches.
    (7) Apply pre-emergent weed killer to turf areas during the time period when the heaviest
        seed germination occurs.
    (8) Apply a dormant oil spray prior to the emergence of leaves and when the temperature
        has reached 45 degrees Fahrenheit. This spray application is used to control scale,
        insects, aphid eggs and spider mite eggs.
    (9) Apply insecticides and fungicides to prevent and eliminate insect and disease damage to
        shrubs.
  (10) Remove and replace dead vegetation.


Summer Season Tasks
Timelines for duties performed in the summer of each year are as follows:

   (1) Maintain turf at a height of 2-1/2 to 3-1/2 inches. Mowing should occur frequently
       enough so that no more than one third of the grass blade is removed per cutting. The
       mowing cycle should occur no more than every two (2) weeks, or as conditions require.
   (2) Grass clippings should be cleared from turf, platforms, walkways, parking lots, and
       mulched areas.
   (3) Trim around trees, shrubs, signs and foundations when mowing.
   (4) Edge all curbs, structures and walkways.
   (5) August-September: Complete a third (3rd) application of turf, tree and shrub fertilizer.


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   (6) Prune evergreen shrubs as necessary throughout the season.
   (7) Prune landscape trees throughout the season to remove over extended, dead,
       dangerous, broken and otherwise unsightly branches. A sealer must be applied after
       pruning. Shade trees are to be elevated to at least eight (8) feet above ground level.
   (8) Remove weeds from the beds as they appear, chemically or by hand pulling; control
       weeds and grasses growing in the sidewalk cracks and at the building interface with
       sidewalks, curbs, paving and parking areas, with non-selective herbicide, as necessary.


Fall Season Tasks
Timelines for duties performed in the fall of each year are as follows:

   (1) October-November: Complete a fourth (4th) application of turf, tree and shrub fertilizer.
   (2) Apply a post-emergent herbicide to kill weed seedlings.
   (3) Turn over mulched areas by forking and add new mulch as needed to maintain a fresh
       appearance.
   (4) Apply a dormant oil spray in late fall when plans are in a dormant condition. The
       dormant spray is used to control scale, insects, aphid eggs and spider mite eggs.
   (5) Apply fall aeration to turf areas followed by over seeding. Cover bare spots with a top
       dressing of amended topsoil, broadcast over-seeding and straw mulch as needed.
   (6) Remove leaves from lawn areas and walkways, mulched bed areas and tree rings.
       Remove accumulated leaves from site at the end of each leaf removal operation day.


Winter Season Tasks
The winter season includes specific tasks for winter weather. These services are covered in the
“Winter Weather Services” section of the guidelines.

Turf Management
Turf areas will be maintained in a first-class manner. Turf areas are kept weed free with no bare
spots. Grass density and color are to be uniform and consistent throughout.

The timelines for turf applications, leaf removal, mulching, and other property management
techniques are provided in the previous seasonal tasks. Additional detail may be found below:

Tree Management

   All trees within the station limits are maintained as follows:

   (1) Create and maintain mulched tree rings around all trees in turf areas. The size of the
       rings are as follows:
           a. Trees, less than 12 inches caliper are to have a ring measuring 2 feet from trunk.
           b. Trees over 12 inches caliper are to have a ring measuring 3-1/2 feet from tree
               trunk.
           c. Exceptions are:



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                    i. Where tree rings will meet or almost meet the overall ring configuration,
                       the ring configuration is to be simplified to accommodate ease of mowing
                   ii. Where odd shaped and small bits of turf will be left, the ring configuration
                       is to be modified to eliminate those difficult turf areas and still provide a
                       simple ring outline
                  iii. Where steep slopes exist, the tree rings may need to be smaller to reduce
                       erosion concerns
                  iv. Evergreen trees in groups and individual evergreens may have needle
                       mulch beds underneath with the bed edge at the extent of bottom
                       branches
  (2) Prune all landscape trees throughout the season to remove over extended, dead,
      dangerous, broken or otherwise unsightly branches. All shade trees are to be elevated
      to at least 8 feet above ground level. A sealer is to be applied after pruning.
  (3) Surface feed all trees with 12-24-24 slow release fertilizer if they are in turf or planting
      areas. Fertilization is done each year in November to December.
  (4) Apply a dormant oil spray in late winter/early spring when plants are in a dormant
      condition (prior to the emergence of leaves) and when the temperature has reached 45
      degrees Fahrenheit. The dormant spray is used to control scale, insects, sphid eggs
      and spider mite eggs.

Use of Chemicals

     Federal, State and local regulations.

  (1) Personnel are to wear protective clothing and safety devices during all chemical
      operations as required by law and/or manufacturers’ directions.
  (2) The licensed pesticide applicator must be present on-site during any chemical
      applications.
  (3) The least amount of chemical should be released into the landscape as necessary to
      achieve accepted levels of pest control.
  (4) Chemical application is to be done at times when minimal number of cars and people
      are on the property or when wind conditions are such as to not cause drifting.
  (5) All spray chemicals are to be administered according to manufacturer’s
      recommendations and applied using a suitable pressure type sprayer.

Mulch

  (1) Mulch is top grade, double-shredded hardwood free of all debris.
  (2) The second application of mulch should be done on an as needed basis. Most
      instances will be satisfactorily repaired by forking and fluffing the existing mulch.
  (3) Turf is to be kept separate from mulched areas and no spillover of mulch into turf areas.
      Mulched areas – beds and tree rings – need to be edges as many times as needed to
      keep them neat and tidy.
  (4) If for any reason, lumps of soil, disturbed planting areas, debris, stones, etc, occur, these
      should be removed before applying mulch. They should not be covered with mulch.


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Perennial Flower Program

    (1) Fertilize annuals two (2) weeks after planting. In addition, fertilization monthly using one
        of two methods should occur:
            a. Liquid fertilizer 20-20-20 water soluble not to exceed 2 lb. per 1000 gal. water
            b. Apply 1 ½ lb. 10-10-10 or 5-10-10 granular fertilizer per 100 sq. ft.
    (2) Monitor Perennials for disease and insect problems and treat immediately.
    (3) Deadhead Perennials to remove old flowers when necessary.




Winter Weather Services
Personnel will provide service to facilities in their assigned zones but will assist at other facilities
as needed or directed.


Platform and Station Crew Locations
Crews are responsible for facilities in the following zones. Crews may be reassigned as
conditions warrant:

    (1)   Zone 1:   L’Enfant, Crystal City
    (2)   Zone 2:   Alexandria & Franconia
    (3)   Zone 2:   Lorton, Backlick Road
    (4)   Zone 3:   Rolling Road, Burke Centre
    (5)   Zone 4:   Brooke, Leeland



Plow Crew Locations
Plow crews are responsible for facilities in the following zones. Crews may be reassigned as
conditions warrant:

    (1)   Zone 5: Manassas Park
    (2)   Zone 6: Rippon, Woodbridge
    (3)   Zone 7: Rippon
    (4)   Zone 8: Quantico
    (5)   Zone 9: Fredericksburg & Crossroads
    (6)   Zone 10: Broad Run Yard & Station, Manassas City

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Mobilization
Upon Notification, crews are to respond within sixty (60) minutes notice to perform the following:

Pre-Treat

Stations
   (1) Crews use Pelletized Calcium Chloride (PCC) for snow and ice melting and apply to
       platforms, walkways, stairs and ramps. Application rate should be 50 pounds per 200-
       300 sq ft. Any accumulated precipitation is removed by shovel, broom and snow blower
       prior to application.

Parking Lots
   (1) Crews are to address access lanes and parking areas closest to the station first,
       followed by the remaining areas.
   (2) Crews are to remove accumulated precipitation exceeding 2” prior to application of sand
       & salt mixture.

Access Road & Drive Lanes
   (1) Provide ice melt and medium coarse sand mix and apply it to designated parking
       surfaces. Pre-treat material is spread consistently and evenly.
   (2) Access lanes and parking areas closest to the station are addressed first, followed by
       the remaining areas.
   (3) Accumulated precipitation exceeding 2” on paved surfaces is to be removed prior to
       application of sand & salt mixture.

Re-Treat

Crews proceed the same as for Pre-treat.

Accumulation

Crews proceed as follows:
Stations
   (1) Crews remove accumulated precipitation on platforms, stairs, walkways and handicap
       ramps clean to the surface.
   (2) Pile the removed precipitation away from pedestrian walkways, fire hydrants, storm
       drains, benches, waste receptacles, vending machines, walkways, doorways and
       elevators so to not create pooling during melting.
   (3) Clean the tactile warning strip on each platform using a broom or backpack blower only.
       No shoveling, chiping or removal by other mechanical means is permitted.




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Parking Lots
   (1) When plowing parking lots, plow skates must be set to one half inch (1/2”).
   (2) Crews to place plowed material in areas that are the least intrusive, meaning it does not
       block pedestrian access, fire hydrants, handicap areas, parked vehicles and storm
       drains.
   (3) Crews to take care so as to not create line of sight problems when piling precipitation.
   (4) Apply ice melt/sand mix as directed by VRE.




On-Site Storage
The following locations have space that may be used for storage of material, supplies and
equipment needed to carry out custodial, landscape, winter weather and task order services:

   (1) Manassas Station parking garage
   (2) Woodbridge Station parking garage
   (3) Fredericksburg Station (storage container located in Lot G)



Some space at each of the above locations is also used by VRE for other purposes. These
areas are not intended for the storage of any hazardous materials.




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Periodic Maintenance
Maintenance, repairs, renovations and construction services of facilities are budgeted and
scheduled annually as funds are appropriated. Periodic maintenance activities are prioritized
based on available funding and each location is treated as minor projects issued to contractors
under a specified scope of work.

Period maintenance may be issued as a Task Order under the Facilities Maintenance Contract
or Purchase order with other vendors. All work must be approved in advance by the Director of
Construction and Facilities and the Chief Executive Officer.




Periodic Maintenance Activities
Examples of periodic maintenance activities, include, but are not limited to the following:

    (1)   Lighting repairs and replacement
    (2)   High mast re-lamping, repairs & installation
    (3)   Station painting
    (4)   Caulking repairs & installation
    (5)   Concrete repairs & installation
    (6)   Fence repairs & installation
    (7)   Gate repairs & installation
    (8)   Gypsum wall repairs & installation
    (9)   Landscape repairs, installation
  (10)    Parking lot/road repairs & installation
  (11)    Window/door repairs & installation
  (12)    Roof repairs & replacement
  (13)    Building repairs & general construction
  (14)    Electrical & communication line repairs & installation
  (15)    Fire extinguisher repair & installation
  (16)    Generator repairs & installation
  (17)    Alarm system repairs & installation
  (18)    PA system repairs & installation
  (19)    Ticket Vending Machine repairs & installation
  (20)    Sign repairs & installation
  (21)    Glass repairs & installation
  (22)    Plumbing repairs & installation
  (23)    HVAC repairs & installation
  (24)    Elevator repairs & installation
  (25)    Phone & TTY repairs & installation

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    (26)   Hazardous material cleanup/response
    (27)   Janitorial cleaning
    (28)   Moving and hauling services
    (29)   Miscellaneous repairs
    (30)   Emergency services
    (31)   Minor construction activities

All parking garage decks, pedestrian bridges, concrete stairs, sidewalks and platforms receive
annual (during spring) cleaning by power washing.




Elevator Service
Elevator services are performed by a qualified and licensed elevator contractor. Elevators are
inspected weekly along with associated machinery in accordance with the elevator
manufacturer’s recommendations and should include the applicable items listed under
preventative maintenance. Equipment testing is to be performed as required by the jurisdiction
in which the elevator is located.

On call service, cab phone monitoring and 24-hour emergency call out service are to be
provided.

The location along with a description of elevators within VRE system is provided below:




           A.   VRE Franconia/Springfield/Metro Station
                   Elevator Car #1 – 7099 Barry Road, Springfield, VA 22150

                   Elevator Car #2 - 6880 Frontier Drive, Springfield, VA 22150



Elevator Car                                                                  Number of
                   Make         Capacity (lbs.)         Year Installed
No.                                                                           Stops


1                  Cemco        3500                    1994                  2

2                  Cemco        3500                    1994                  3




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         B.       VRE Woodbridge Station
                    1040 Express Way, Woodbridge, VA 22191


Elevator Car         Make         Capacity (lbs.)        Year Installed   Number of
No.                                                                       Stops

1                    Dover        3500                   1991             5


2                    Schindler    3500                   2010             3


    C.        VRE Rippon Station
                    15511 Farm Creek Drive, Woodbridge, VA 22191

Elevator Car                                                              Number of
                     Make         Capacity (lbs.)        Year Installed
No.                                                                       Stops

1                    Dover        3500                   1991             2

         D.      VRE Manassas Station
                   9102 Prince William Street, Manassas, VA 20110

Elevator Car         Make         Capacity (lbs.)        Year Installed   Number of
No.                                                                       Stops

1                    Schindler    3500                   2008             5

2                    Schindler    3500                   2008             5


The Schindler Elevator Corporation currently provides proprietary maintenance services under a
“Plus Service” agreement for the elevators located at the Manassas Station Parking Garage.
Therefore, the elevator maintenance services need to be contracted to Schindler Elevator
Corporation under a “Plus Service” agreement.

Preventative Maintenance
Perform weekly inspections, maintenance, repairs, and equipment adjustment services.
Examine, adjust, lubricate and, if conditions warrant, repair or replace the items listed below.

Work to be performed during VRE off peak operating hours 9:00am to 2:00pm EST Monday
through Friday, excluding VRE holidays.




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The following elements are to be maintained:

    (1) CONTROLLERS: including relays, contact, coils, timers, printed circuit boards,
        microprocessor boards, controller wiring, travel cable wiring, hoist way wiring, fuses/fuse
        holders, and timers/time-clocks.
    (2) SELECTOR: including electrical or mechanical drive components, cams, contacts,
        relays, resistors, leads, transformers, and solid-state components.
    (3) FIXTURES: including car and hall button stations, master indicator control panels, all
        signal fixtures including contacts, buttons, key switches, locks, lamps, and sockets.
    (4) MACHINE MOTOR: including gears, bearings, brakes and related parts, brushes,
        windings, commutators, rotating equipment, contacts, coils, and resistors for motor
        circuits, V-belts, sheaves and wiring.
    (5) PUMP: including sheaves, screens, filters hoses, or any parts thereof.
    (6) CLEAN: elevator machine including pump, valves, and motor.
    (7) VALVES: complete, including relief valve, leveling valves, check valve, strainers,
        springs, gaskets, or any parts thereof.
    (8) JACK UNIT: including plunger, guide bearing, packing and packing gland.
    (9) GOVERNOR: including sheave, bearings, shafts, contacts and governor jaws.
  (10) CAR: including power door operator, door protective devices, car door operator,
      hangers, car door contact, load weighing equipment, car safety devices, car guide shoes,
      and sub flooring. Ride the elevator each visit, checking floor levels, door operation and
      checking all signal fixture lamps (replacing when needed).
  (11) ACCESSORY EQUIPMENT: including all accessory elevator equipment installed prior
      to commencement of this contract unless accepted in the exclusions paragraph.
  (12) HOISTWAY: including deflector sheave, secondary sheaves, buffers, governor tension
      assemblies, limit switches, compensating sheave assemblies, compensating chain or
      cables, traveling cables, hoist way and machine room wiring, hoist way door interlocks,
      hoist way door hangers and gibs and auxiliary closer. Included is the quarterly (or more
      frequent, if required) brush down and vacuum of the hoist way, divider beams, door
      hangers, car top and bottom, doorsills (beyond opening) and pit.
  (13) GUIDE RAILS: keep the guide rails property lubricated, except where roller guides are
      used, and when necessary to renew guide shoe inserts, or roller guides when used, to
      promote smooth and quiet operation.
  (14) WIRE ROPES: will be renewed as often as necessary to maintain an adequate factor of
      safety and equalize the tension on all hoisting ropes.
  (15) All other maintenance features or practices no cited above which are considered routine
      [in accordance with American Society of Mechanical Engineers (ASME) Part X, A17.1 and
      1996 Boca Property Maintenance Code, Section PM-603.3] in elevator maintenance in
      general.
  (16) Furnish lubricants compounded to specifications and selected to give the best
      performance and proper level. Lubricate pumps, pump motors, couplings, valve control
      equipment, guides or guide rollers, interlocks, automatic door operator and its linkage
      parts.

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Periodic Tests
Periodic testing is performed in accordance with ASME A17.1 and 1996 BOCA Property
Maintenance Code, Section PM-603.3 to ensure the elevators meet safety and maintenance
requirements. A qualified elevator inspection service must be used to coordinate required tests
with the VRE. Qualified personnel must complete all tests as required. Any repairs or
adjustments necessary to complete a test and return the elevator to service are performed at no
additional expense. All tests or inspections that remove the elevator from normal operation
must be scheduled with the VRE.

All applicable tests must be completed on a timely basis and recorded on the Department of
Labor and Industries Elevator Test Log Form in the machine room of each station. Tags are
applied to equipment where applicable. Test results and a written report describing any needed
repairs are forwarded to the VRE within three business days of completion of all testing.

Callback Service
Callback service is defined as a service call to correct any elevator problem or condition that
requires contractor service prior to the next scheduled Preventative Maintenance service.
Incidental charges associated with this service, including but not limited to, parking fee, toll
roads, tickets, mileage, etc will not be accepted.

Emergency On-call Services
24-7 Emergency On-Call Services are provided as needed to maintain elevator operations and
to respond to elevator outages and elevator emergencies.

A 24-hour contact number is used to ensure a qualified repairperson arrives on site within 1-
hour from the time of notification. Notification will be either by phone from a VRE representative
or by elevator cab phone.




Task Order Work
In addition to routine maintenance and inspection, rehabilitation work is performed to address
vandalism, abuse or power failure and repairs.

Warranty Period
All repairs and replacements performed under the preventative maintenance plan and task
order repairs and services are warranted for a minimum of one (1) year beginning from the date
of service.




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Documentation Requirements
The following documentation must be maintained:

   (1) Maintain at each site one (1) record copy of all inspections, test results, maintenance
       performed, and repairs completed in a logbook. These documents are kept current and
       in good order. One record copy of approved shop drawings, product data, samples and
       any similar required submittals must also be available on-site.
   (2) A Preventative Maintenance Summary Report is submitted to the VRE Facilities
       Manager by the 5th business day of the following month for the previous month’s work.
       The Summary Report summarizes services performed.
   (3) Incident Reporting: If vandalism is discovered at any of the elevators, a report is
       completed on the Incident Form (attachment I.3) and submitted to VRE.
   (4) Emergency Repairs: A written report of all findings and actions taken will be recorded in
       the Station’s onsite logbook.




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Heating, Ventilating and Air Conditioning
(HVAC) Service
HVAC services are provided by licensed contractors to ensure proper operations and longevity
of the systems.

Routine preventative maintenance is to be performed four times per year and includes
lubricants and replacement of filters using high performance pleated material.

The following applicable items are checked during each preventative maintenance service per
manufacturer’s specifications.

    (1)   Install gauges and check operating pressures.
    (2)   Check and amperage to all motors.
    (3)   Check air temperature across evaporator.
    (4)   Check evaporator superheat.
    (5)   Lubricate all moving parts.
    (6)   Check pressure switch cutout settings.
    (7)   Check electrical lock-out circuits.
    (8)   Check starting contactor contacts.
    (9)   Check all wiring and connections.
  (10)    Check air temperature across condenser.
  (11)    Check condensate pan and drain.
  (12)    Check and adjust drive belts.
  (13)    Replace filters.
  (14)    Chemically clean condenser coils.
  (15)    Check crankcase heater.




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VRE Facilities Maintenance Manual
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Emergency Generator Service
There are various diesel and natural gas powered generators within the VRE system that are
maintained to ensure proper operations when needed.

   (1)   Alexandria office
   (2)   Fredericksburg office
   (3)   Burke garage (by Fairfax County)
   (4)   Manassas garage
   (5)   Woodbridge garage

Routine preventative maintenance is performed four times per year and includes filters and oil
change.

The following applicable items are to be checked during each preventative maintenance service
per manufacturer’s specifications.

   (1)   Check water level.
   (2)   Check fuel level.
   (3)   Check battery voltage.
   (4)   Check charging voltage.
   (5)   Check and replace air and fuel filter.
   (6)   Change oil.
   (7)   Check crankcase heater.
   (8)   Check and operate automatic transfer switch.



Task Order Work
From time to time, major repairs and system replacements and installations are performed
under task orders or PO’s.

Refueling and inspections are performed monthly.

Submit monthly check list (see Attachment 3).




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VRE Facilities Maintenance Manual
June 2010

Layover Yards
Layover Yard Locations
    (1) Broad Run - 10637 Piper Lane, Bristow, Virginia 20136
    (2) Crossroads - 9400 Crossroads Parkway, Fredericksburg, VA 22408

Housekeeping
Yards are visually inspected on a daily basis and reports are generated and filed with the
appropriate department(s).

The yard is kept clean and in order with regards to storage and work performed on-site.

Maintenance
The day to day operation and maintenance of the layover yards and certain facilities within the
yards are performed under Rail Equipment and Services department. See Attachment 4.

Other maintenance generally relevant to storm water system, utilities, buildings and facilities
within the yards are performed under Construction and Facilities Department.

Periodic maintenance of grounds is performed.

Mid-day layover yards are owned, maintained and operated by other parties.

Track infrastructure is maintained and inspected per AREMA guidelines and FRA regulations.

Storm Water Management Plan
VRE policy is dedicated to establishing and promoting environmentally conscious facilities that
meet or exceed all local and national codes and regulations.

VRE maintains storm water management facilities within two layover yards located at
Crossroads and Broad Run. All remaining facilities are owned and maintained by local
jurisdictions.

Storm Water Pollution Prevention Plans are included in Attachments 8 & 9.

Permits
The Annual Storm Water Permit is attached to these Guidelines.

In case of spills:

Hazardous and petroleum based products are handled in compliance with local, state and
federal laws. See Section J for additional information.

Regardless of type, size or concentration, any spills or conditions potentially leading to site
contamination are immediately reported to the Rail Equipment and Services department.

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VRE Facilities Maintenance Manual
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ATTACHMENT “X”- Parking Space Count              Week of ______________________

                                        Occupied Spaces
Station/Weekday Monday       Tuesday     Wednesday      Thursday    Friday
Backlick Road
Rolling Road
Burke Centre
Manassas Park
Manassas
Broad Run
Fredericksburg
Leeland Road
Brooke
Quantico
Rippon
Woodbridge
Lorton




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