What is the DSF?
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How Are We Organized?
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The DSF is divided into eight departments: Field Operations, Program Management, Enterprise Development and Support,
Environmental Health & Safety, Finance and Administration, DSF Labor Relations, Staff Development and Sustainability. For a detailed look at our operations, go
to: http://www.opt-osfns.org/dsf/reference/operations
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What Are We Responsible For?
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There is often confusion regarding the role of the DSF and the School
Construction Authority (SCA). The SCA builds new public schools and manages the
repair and renovation of large capital construction projects. The DSF is
primarily responsible for the maintenance, repair, and the safe, efficient
operation of over 1,400 buildings that make up the Department of Education
infrastructure. This would include cleaning, garbage disposal, heating, air
conditioning, plumbing, carpentry, painting, minor repairs, environmental
health and safety and all other aspects of building maintenance. In other
words, the SCA builds it; we maintain and repair it. If, for example, a roof
leaks, the DSF will fix the leak; if a roof needs to be replaced, that’s a job
for SCA.
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DSF manages its repairs and maintenance through a software application known as
PassPort. This maintenance management system tracks all repair requests and
monitors the progress of those jobs until their completion. To make repairs
that fall outside the scope of work of our on site custodial staff, DSF relies
on its own in-house workforce of some 700 skilled trades’ people as well as
private contractors. All work is carefully monitored for quality and cost by
DSF construction management professionals.
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How do I get a repair done?
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Non-routine repairs and repairs beyond the scope of the on-site custodial staff
are prioritized, scheduled and accomplished through the DSF’s internal repair
process. Custodians contact the Deputy Regional Facilities Manager for their
school district; they forward the request to the Regional Maintenance Planner,
who will prioritize the project based on urgency and available funding.
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How can New York City Public School Principals make improvements to their schools?
- Principals can partner with DSF for general maintenance and improvement projects, OR work with contractors through third party agreements.
- DSF Improvement Projects
Management: Division of School Facilities Contract Managers are experienced professionals available to help schools initiate and manage school improvement projects. After an initial consultation, they will:
- secure a contracted vendor
- prepare a scope of work, including project cost
- issue a proceed notice to the contractor, upon agreement of scope and price
- inspect the work
- ensure that the contractor conforms to standard maintenance and repair requirements (labor law, insurance, dust protocol, building code, etc.)
- approve the contractor's application for paymen
Cost: Most DSF Improvement Projects may range from $500 up to $100,000. If your project exceeds that amount, please feel free to contact Mark David (mdavid@schools.nyc.gov).
For more information or for details of this process, please visit DSF Improvement Projects.
- Third Party Agreements:
| Contractor Selection |
The Funding Entity will select the contractor. |
| Work Pre-Approval |
DSF will:
- assess the project to make sure the proposed work conforms to its building, environmental health and construction standards
- assess that the contractor
- has appropriate insurance
- is aware of the specific requirements of the Dust Control Protocol established for the safety of students and staff
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| Cost |
The School or District (or others such as the school's Parents Association or a non-profit organization) will fund the project and do the work with a contractor selected by the funding entity.
- If the work is funded by public (school or district) funds, then the work must be solicited in accordance with the Department's bidding procedures. Where the source of funds for the work to be performed comes from private sources, such as Alumni associations, Parents Associations, a Foundation, an individual, or a corporation, vendor selection is not subject to the SOPM requirements for solicitation of bids.
- Submittal Requirements—you must have a full description of the work to be done. The scope should reference the materials or equipment to be used (manufacturer's make and model for example). Where required by code the contractor performing the work must have a license for the work and be designated in the submittal. When the work requires filing with the Department of Buildings or other City agency, the school is responsible for engaging and paying for the services of the registered professional to design and file the work.
- Pay for workers engaged in the project
- Contractors must pay the prevailing rate for the trade doing the work. NOTE: the NYC Comptroller requires that owners and partners performing covered work on jobs requiring the payment of prevailing wages be paid the prevailing rate for any hours so worked.
- The schools are responsible for obtaining and checking Certified Payroll Forms from the contractor indicating the hours, wages, and benefits paid to the employees of the contractor who worked on the project. These forms need to be kept on file at the school after completion of the work.
- CHARTER SCHOOLS:
- For work in any shared space in a City owned building or property, prevailing wage must be paid in accordance with the rates determined by the NYC Comptroller.
- For work in spaces used solely by the Charter School, prevailing wage may not apply, subject to a case by case determination based on the space agreement or use license and the type of work to be performed.
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Additional Information
To download an Initial Request in PDF form, click here:
Third Party Instructions & Agreement (pdf)
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How do I report a problem?
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Immediate emergencies, especially life threatening emergencies, or those
involving urgent, time-critical issues of health and safety should always be
reported to 911.
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The public can report routine maintenance problems, or make other inquiries via
311, or contact the DSF directly.
Click here to view the DSF Contact List.
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The sidewalks around the school are cracked or shifted, what should I do?
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The location of the sidewalk is critical in determining what action should be taken. If the walkway is on the street, the Department of Transportation has the responsibility for repairs. Click on the link to DOT Sidewalk Repairs. If the problem is inside the fences of the school, please report the problem to the Custodian Engineer for appropriate action.
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A tree or its branches look like they may fall, what should I do?
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The location of the tree is critical in determining what action should be taken. If the tree is located on the street, the Department of Parks has the responsibility for the tree. Click on the link to Report Tree Problem to Parks. If the problem is inside the fences of the school, please report the problem to the Custodian Engineer for appropriate action.
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Click here to view The Division of School
Facilities Org chart
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