Custodian Engineers
New emergency hotline 718-668-8870 for up-to-date information about school and office closings as well as other important notifications
DSF Applications

As a DSF employee, you now have access to the Login/Single Sign-On page (SSO). When you sign into the DSF network via your DOE network ID, you obtain automatic access to all authorized systems and applications without having to log in with your user ID and password again. From the SSO page, just click on the link to the system or application and you are in.

Login to enter PPE Supply Survey.

This application is used to complete surveys on work completed by Trades and Contractors.

Log into this online application with your ID and password

DSF engineers can login to access Contract and School information.

Login to enter and view work requests

View training course information and register for training

The SchoolStat system is a multi-modular application supporting the administration and conduct of facility inspections and the processing and presentation of inspection data.

SchoolStat FAQs

What are SchoolStat’s features, functionality and benefits?

The SchoolStat system is a multi-modular application supporting the administration and conduct of facility inspections and the processing and presentation of inspection data.

The Inspection Administration Module permits effective and efficient scheduling of 10 full-time inspectors, ensuring assignments are of uniform size, travel time between sites is minimized and inspectors are rotated across the city.

The tablet-based Data Collection Module enables the mobile collection of multiple data streams (questionnaire responses, free text entry, digital imagery) and their integration into seamless inspection records. These records are subsequently transferred into a central database, reviewed for administrative completeness and stored.

The Scoring Module takes inspection data collected through questionnaire responses and synthesizes them into numerical scores by a series of algorithms. These scores allow comparison of different facilities across time and space, and analysis of causal factors. Scores are further rolled up across facilities to enable analysis of managerial effectiveness, resource allocation etc.

Finally, the SchoolStat website provides users with the ability to review both scores and underlying inspection observations (including text comments and digital photographs) using hyper-linked drill downs. Moreover, data may be reviewed with multivariate queries, downloaded for further analysis or e-mailed directly from the web site.

What business problem does SchoolStat solve?

SchoolStat is a program created to conduct periodic, non-technical, visual inspections of all school facilities. Other programs in the New York City Department of Education exist to provide detailed technical information regarding school facilities, however there was an unmet need for non-technical information, i.e., how the results of our facility maintenance and operations efforts appear to engaged, objective visitors who are not trained facilities professionals. Moreover, in the past the only operational information available regarding the state of our facilities was either anecdotal or subjective or inferential and retrospective. SchoolStat, however, provides data (not anecdotes), uniformly, on all sites, 3-4 times each year, with the results of each inspection available for review and action in near-real time.

Information technology is absolutely essential to the SchoolStat program - managing an inspection program of this scope and scale would be difficult and effective analysis of inspection results impossible, without it. The nominated application is the means by which SchoolStat inspection data is collected and processed in order to provide current, actionable intelligence regarding the state of facilities across the +1,000 sites where New York City public schools are located.

How has the business process been improved as a result of SchoolStat?

While SchoolStat's initial deployment is relatively recent, its impact has been both immediate and far-reaching.

The potential of this program to help drive improvement in the condition of our facilities is enormous and being realized daily, as conditions in facilities across the city may now be and are readily compared. Managers have vastly increased visibility of the conditions of the facilities in their charge and, as has been noted previously, the data available to them is updated continuously and made available in near-real time. The program has fostered increased accountability as senior managers review their subordinates' scores and, moreover, a healthy sense of competition and pride among managers as their facilities' scores are visible to their peers.

In addition to increasing overall managerial effectiveness, inspection data can be used for more detailed analysis. For example, the incidence of specific deficiencies may be analyzed both within sites, between sites, across time or in combination. Such analyses can guide technical decisions concerning maintenance and custodial methods and materials. Whereas in the past such analyses depended on discrete studies, SchoolStat now provides an on-going source of objective data.

The possibilities are immense and will only grow as a data time series is built.

What has been the economic benefit of SchoolStat?

The primary aim of the SchoolStat project is to provide current, objective data regarding the condition of our school facilities. This data is not intended to help us either spend less or avoid spending more at the macro level, but to raise our schools' facility conditions to the highest possible level given available resources.

Thus, the total economic benefit of this project doesn't derive from cost savings or cost avoidance, but from assistance in spending what we have as wisely as possible, through improving managerial oversight and guiding resource allocation.

Who benefits from the use of SchoolStat?

The ultimate beneficiaries of this project, of course, are the schoolchildren attending New York City's public schools: they, and the Department of Education's school-based professionals, benefit from the improved facility conditions resulting from use of SchoolStat-collected data.

The most direct beneficiaries of the project, however, are the managers within the Division of School Facilities who use the SchoolStat system to improve the operations and maintenance of the facilities under their stewardship. They benefit both from the SchoolStat project's data and from the use of the application presenting that data.

Finally, the most direct beneficiaries of the application alone are the administrators and inspectors of the SchoolStat unit, whose tasks would be tremendously more onerous if the nominated application were not available to assist them.

Who do I contact with a question?

Please contact Gaindaa Sawh at either (718) 707-4308 or GSawh@schools.nyc.gov

This application is used to enter and review Custodians time and leave information
Download the User Guide

Download Additional Reference Guides

Log into this online application with your ID and password

Accessing contact numbers for DSF personnel

Log into this online application with your ID and password

Download:

Log into this online application with your ID and password

Below is the link to the on-street parking placard allocations, sorted by Community School District and then by Building ID Code. The placards will become effective on Tuesday November 1, 2016 are specific to the building's authorized on-street parking spaces (marked by signs that read No Parking School Days 7AM to 4 PM Department of Education) and cannot be used for travel between schools and other DOE facilities.

The placards will be delivered to the Custodial Engineers, who in turn will deliver them to the principal(s). The principal(s) will sign a receipt signaling their acceptance of the placards. Once the new placards are effective, the expired placards should be collected and returned by the Custodial Engineer to DSF's Deputy Director of Facilities.

The distribution/use of the on-street parking placards remains unchanged from last year. Each school principal can retain one placard for his/her exclusive use with the remainder pooled and issued daily on a first-come, first-served basis to all school employees. If a parking space is available, a staff member will park, retrieve a placard from the front office and place it in his/her vehicle. At the end of the school day, the placard will be returned to the office for the next day's use.

With regard to off-street parking spaces (i.e. parking lot spaces), it is the responsibility of the principal(s) to determine the appropriate number available on the grounds of their building and to design a suitable placard for use in these spaces. The first-come, first-served approach will apply to the off-street spaces as well. . If a principal does not require an on-street or offstreet placard, it must become part of the general pool and cannot be assigned to another individual.

Please remember that parking staff vehicles in off-street locations cannot interfere with the maintenance and operation of the schools, including the need to provide physical fitness activities and recreation to our students.

For schools in campus settings, proportional allocations based on enrollment have been calculated. However, the placards can be combined into one pool if all of the schools in the campus agree.

Log into this system with your ID and password

This application is used to enter, review and approve Contractors payroll information

This application is used by the Water Treatment Unit, Custodian Engineers and Building Managers to monitor daily water quality at designated NYC school buildings.

This application is used by the EHS, Water Treatment Unit, Custodian Engineers, Deputy Director of Facilities, and Director of Facilities to log/view water flushing information.

The Facility Information System (FIS) is a central repository for Building Information, Team Contact, and Custodian and DDF Assignments

The Office of Space Planning is dedicated to providing all students with the adequate and appropriate instructional space required to achieve their fullest academic potential. We are committed to a process of space assessment and planning that is transparent, equitable, and unbiased.

The Office of Space Planning is the Chancellor's designee in the allocation of space in all educational and administrative facilities.

The Dust Mop Application will help facilitate the dust mop and mat program. The application will help to improve payment processing, place all data in one location, and allow the Office of Materials Management to oversee the program.

This application is to allow Custodian Engineer to track and record all lead paint in all DOE classrooms designated as Pre-K, KG, 3K, D75 and LYFE center rooms.

This application enables DDF, DF to record and update the inventory of carbon monoxide detectors in school buildings.

This application enables Custodian Engineers, Directors and Deputy Directors of Facilities to record and update the status of a school's ventilation system.

Staff Development
Training Registration Apps

This application enables DSF employees to request training on various software applications. Employees can request training for themselves or for a group of employees. Additionally, employees who register for training will get a system-generated meeting request with the date, time, and location of the training. To submit a request for training click on the Training Registration Application link.

MS training
Microsoft Window 2010 Reference Guides

Excel 2010

Outlook 2010

lcgms training
LCGMS Training Guide
safety training
Annual Custodial Safety Training


 Right to Know BBP Documents
Human Resources
Labor Relations

Labor Relations

Labor Relations
Hr Faqs

Frequently Asked Questions

What kinds of jobs are available as DSF? How do I find out about them? How do I apply?

Skilled Trades:
The Division of School Facilities employs various skilled trade mechanics. Some of the civil service titles include electricians, plumbers, steamfitters, and carpenters. Most of the employees are hired from civil service lists. The following web site details civil service examinations for the current fiscal year: http://www.nyc.gov/html/dcas/html/home/home.shtml

It is suggested that you refer to this web site every July to review the upcoming civil service examinations and apply if you qualify.

If a vacancy occurs within the skilled trade work force, the Division of School Facilities is required to hire from an active civil service list. If no civil service list exists, the position can be hired provisionally, of which a posting for the job will be issued. The position can be posted to this web site. So please check back frequently to review current job openings.

Administrative and Managerial positions:
All administrative and managerial positions for the DOE can be accessed at the following web site: http://schools.nyc.gov/Offices/DHR/CareerOpportunities/

What if I want a job as a Custodial Helper?

Please visit the New York City School Support Services web site to learn about recent job listings:
https://nycsss.org/

Where can I find out about benefits? (Medical/ Disability/Worker’s Compensation)
What about retirement benefits?

The following web site is where you can find information pertaining to the Board of Education’s Retirement System: http://www.nycbers.org/
You will find information on how to enroll in BERS and information pertaining to the Tax Deferred Annuity Program (TDA), loan information, and various BERS publications.

Programs & Initiatives

Sustainability Initiative

Health & Safety

Standing Water

The Division of School Facilities has developed a Standing Water Management Plan to mitigate risks associated with diseases that are caused by mosquitoes. The Plan outlines the best practices and procedures to be followed by Custodian Engineers and Building Managers, to avoid ponding before a rain event and abate standing water 48-72 hours after a rain event, or other operational activities that can lead to standing water.

This Plan complies with the NYC Department of Health and Mental Hygiene’s (DoHMH) regulation (Title 24: Department of Health and Mental Hygiene - New York City Health Codes - Title IV: Environmental Sanitation› Part B: Control of Environment› Article 151: Rodents, Insects and Other Pests. Click here for NYC Rules) governing standing water.

For additional information please visit the DoHMH website at:http://www1.nyc.gov/site/doh/health/health-topics/zika-virus.page

Cooling Tower Water Management Plan

This plan provides specific guidelines and requirements that will ensure the clean and safe operation and maintenance of the cooling towers associated with the school’s cooling system to prevent and minimize the risk of Legionella contamination.

Local Law 12

The New York City Department of Education monitors and addresses environmental concerns in or adjacent to NYC school buildings involving groundwater, ambient air, gas, soil, soil gas, and dust which may affect students and staff occupying NYC school buildings.

AHERA - Asbestos

Asbestos Hazardous Emergency Response Act requires public and private non-profit primary and secondary schools to inspect their buildings for asbestos-containing building materials.

In 1986, the Asbestos Hazard Emergency Response Act (commonly referred to as AHERA) was signed into law. The Environmental Protection Agency (EPA) has published regulations that require schools subject to AHERA to:

  • Perform an original inspection and periodic re-inspections every 3 years for asbestos containing material
  • Develop, maintain, and update an asbestos management plan and keep a copy at the school
  • Provide yearly notification to parent, teacher, and employee organizations regarding the availability of the school's asbestos management plan and any asbestos abatement actions taken or planned in the school
  • Designate a contact person to ensure the responsibilities of the local education agency are properly implemented
  • Perform periodic surveillance of known or suspected asbestos containing building material
  • Provide custodial staff with asbestos awareness training

Training

Useful links

Related Documents

PCB's

In recent years, EPA has learned that caulk containing polychlorinated biphenyls (PCBs) was used in many buildings, including schools built between 1950 and 1978. Although this is an important issue, the potential presence of PCBs in school buildings of this age can be addressed in part by implementing Best Management Practices (BMPs).

Water Testing

The purpose of this program is to ensure, to the extent feasible, that the water use for consumption in New York City’s (NYC) public schools meet the Federal acceptable lead in drinking water level of equal or less than 0.020mg/L (< 0.020mg/L) set by the United States Environmental Protection Agency (EPA) – Lead in Drinking Water in Schools and Non- Residential Buildings (EPA 812-B-94-002 April 1994).

  • Lead in Drinking Water Program for New York City Public Schools

    This program manual demonstrates how the water use for consumption in NYC’s public schools will be tested and how lead contamination problems will be addressed if found. In addition, this program manual outlines the interim preventive measures that the NYC Department of Education (DOE) is taking to reduce the potential of lead in drinking water exposure to its building's occupants. Furthermore, this manual provides procedures under which the test results will be reported and made available to students, parents, teachers, school principals and custodian engineers.
    This program manual is intended for use by school officials and personnel responsible for the maintenance and/or safety of the DOE facilities and by the DOE consultants and laboratories performing the water sampling and analysis.
    Lead in Drinking Water Program for New York City Public Schools Manual (pdf)

  • Lead Poisoning Prevention Program

    The mission of the Lead Poisoning Prevention Program of the NYC Department of Health and Mental Hygiene (DOHMH) is to prevent and control childhood lead poisoning.
    Visit the New York City Department of Health and Mental Hygiene's Lead Poisoning Prevention Program page by clicking on the link below:
    The NYC Department of Health and Mental Hygiene: The Lead Poisoning Prevention Program

  • Potable Water Sampling Protocol For Lead Concentration in New York City Board of Education Elementary School Buildings

    This Elementary School Sampling Protocol (hereinafter the “protocol”) is based on EPA Guidance 812-B-94-002, dated April 1994, Lead in Drinking Water in Schools and Non-Residential Buildings (hereinafter, the “EPA Guidance”). The purpose of this Protocol is to collect, analyze and measure the concentration of lead in potable water in New York City Board of Education (NYCBOE) Elementary School Buildings. Initially, the Elementary School Sampling Protocol will be used to sample drinking water outlets at elementary schools that were not investigated as of May 31, 2002.
    The NYC Department of Health and Mental Hygiene: The Lead Poisoning Prevention Program (pdf)

  • Potable Water Sampling for Lead Concentration Sample Collection Form

    Potable Water Sampling for Lead Concentration Sample Collection Form (pdf)

  • Do not drink from this faucet signage

    Do not drink from this faucet signage (pdf)

Dust Control

The New York City Department of Education (DOE) is committed to providing a safe and healthy work environment for its employees, contractors and subcontractors, as well to the students, teachers, school staff and to all those who utilizes their school buildings.


Standard Operating Procedures (SOPs) are being implemented by the DOE in order to ensure its commitment to providing a safe and healthy work environment and compliance with all applicable rules and regulations when Asbestos Containing Building Material (ACBM) and Lead-Based Paint (LBP) are disturbed. These SOPs are effective immediately and are designed to avoid any improper removal or disturbance of ACBM and/or LBP. These new procedures are to be followed by any individual who is going to perform any work in a NYC school building that will impact in any way any of the existing building materials.


Click on the link to view the Standard Operating Procedures for Dust control

Mold Remediation

Guidelines for the remediation/cleanup of mold and moisture problems in schools.

On May 7, 1993, the New York City Department of Health (DOH), the New York City Human Resources Administration (HRA), and the Mt. Sinai Occupational Health Clinic convened an expert panel on Stachybotrys atra in Indoor Environments. The purpose of the panel was to develop policies for medical and environmental evaluation and intervention to address Stachybotrys atra (now known as Stachybotrys chartarum (SC)) contamination. The original guidelines were developed because of mold growth problems in several New York City buildings in the early 1990's. This document revises and expands the original guidelines to include all fungi (mold). It is based both on a review of the literature regarding fungi and on comments obtained by a review panel consisting of experts in the fields of microbiology and health sciences.

For more information, please visit New York City Department of Health & Mental Hygiene.


Mold Remediation in Schools and Commercial Buildings
Concern about indoor exposure to mold has been increasing as the public becomes aware that exposure to mold can cause a variety of health effects and symptoms, including allergic reactions. This document presents guidelines for the remediation/cleanup of mold and moisture problems in schools and commercial buildings; these guidelines include measures designed to protect the health of building occupants and remediators.

For more information, please visit The United States Environmental Protection Agency.

Pest Control

Bed bugs can be found in many public places. Although people can unknowingly carry bed bugs with them into a school building, schools are not a friendly environment for bed bugs to live and reproduce.

The Department of Education is committed to identifying pests, providing thorough inspections of schools, and having licensed pest control specialists treat rooms as appropriate. The Bed Bug Information Kit contains instructions about submitting a suspected bed bug for identification and information about inspections and treatment provided by the DOE Pest Management Unit.,

If a specimen found in a school is confirmed by the Pest Management Unit to be a bed bug, principals may notify parents using the letter in the Kit, which is also available in Bengali, Chinese, French, Haitian-Creole, Korean, Russian and Spanish.

For more information:

If the DOE Pest Management Unit finds that a school is infested (bed bugs living and reproducing in an area), parents of all the students in the building will be notified and DOE will provide the appropriate treatment in the affected school areas.

Mercury Removal

By federal law, it will be illegal to export elemental mercury from the United States after the end of 2012

Visit the Environmental Protection Agency (EPA) for additional information on:

Mercury Removal in Schools:

SchoolStat

The SchoolStat system is a multi-modular application supporting the administration and conduct of facility inspections and the processing and presentation of inspection data.

SchoolStat FAQs

What are SchoolStat’s features, functionality and benefits?

The SchoolStat system is a multi-modular application supporting the administration and conduct of facility inspections and the processing and presentation of inspection data.

The Inspection Administration Module permits effective and efficient scheduling of 10 full-time inspectors, ensuring assignments are of uniform size, travel time between sites is minimized and inspectors are rotated across the city.

The tablet-based Data Collection Module enables the mobile collection of multiple data streams (questionnaire responses, free text entry, digital imagery) and their integration into seamless inspection records. These records are subsequently transferred into a central database, reviewed for administrative completeness and stored.

The Scoring Module takes inspection data collected through questionnaire responses and synthesizes them into numerical scores by a series of algorithms. These scores allow comparison of different facilities across time and space, and analysis of causal factors. Scores are further rolled up across facilities to enable analysis of managerial effectiveness, resource allocation etc.

Finally, the SchoolStat website provides users with the ability to review both scores and underlying inspection observations (including text comments and digital photographs) using hyper-linked drill downs. Moreover, data may be reviewed with multivariate queries, downloaded for further analysis or e-mailed directly from the web site.

What business problem does SchoolStat solve?

SchoolStat is a program created to conduct periodic, non-technical, visual inspections of all school facilities. Other programs in the New York City Department of Education exist to provide detailed technical information regarding school facilities, however there was an unmet need for non-technical information, i.e., how the results of our facility maintenance and operations efforts appear to engaged, objective visitors who are not trained facilities professionals. Moreover, in the past the only operational information available regarding the state of our facilities was either anecdotal or subjective or inferential and retrospective. SchoolStat, however, provides data (not anecdotes), uniformly, on all sites, 3-4 times each year, with the results of each inspection available for review and action in near-real time.

Information technology is absolutely essential to the SchoolStat program - managing an inspection program of this scope and scale would be difficult and effective analysis of inspection results impossible, without it. The nominated application is the means by which SchoolStat inspection data is collected and processed in order to provide current, actionable intelligence regarding the state of facilities across the +1,000 sites where New York City public schools are located.

How has the business process been improved as a result of SchoolStat?

While SchoolStat's initial deployment is relatively recent, its impact has been both immediate and far-reaching.

The potential of this program to help drive improvement in the condition of our facilities is enormous and being realized daily, as conditions in facilities across the city may now be and are readily compared. Managers have vastly increased visibility of the conditions of the facilities in their charge and, as has been noted previously, the data available to them is updated continuously and made available in near-real time. The program has fostered increased accountability as senior managers review their subordinates' scores and, moreover, a healthy sense of competition and pride among managers as their facilities' scores are visible to their peers.

In addition to increasing overall managerial effectiveness, inspection data can be used for more detailed analysis. For example, the incidence of specific deficiencies may be analyzed both within sites, between sites, across time or in combination. Such analyses can guide technical decisions concerning maintenance and custodial methods and materials. Whereas in the past such analyses depended on discrete studies, SchoolStat now provides an on-going source of objective data.

The possibilities are immense and will only grow as a data time series is built.

What has been the economic benefit of SchoolStat?

The primary aim of the SchoolStat project is to provide current, objective data regarding the condition of our school facilities. This data is not intended to help us either spend less or avoid spending more at the macro level, but to raise our schools' facility conditions to the highest possible level given available resources.

Thus, the total economic benefit of this project doesn't derive from cost savings or cost avoidance, but from assistance in spending what we have as wisely as possible, through improving managerial oversight and guiding resource allocation.

Who benefits from the use of SchoolStat?

The ultimate beneficiaries of this project, of course, are the schoolchildren attending New York City's public schools: they, and the Department of Education's school-based professionals, benefit from the improved facility conditions resulting from use of SchoolStat-collected data.

The most direct beneficiaries of the project, however, are the managers within the Division of School Facilities who use the SchoolStat system to improve the operations and maintenance of the facilities under their stewardship. They benefit both from the SchoolStat project's data and from the use of the application presenting that data.

Finally, the most direct beneficiaries of the application alone are the administrators and inspectors of the SchoolStat unit, whose tasks would be tremendously more onerous if the nominated application were not available to assist them.

Who do I contact with a question?

Please contact Gaindaa Sawh at either (718) 707-4308 or GSawh@schools.nyc.gov

Improvement Projects

New York City Public School Principals now have the power to choose and gain access to more resources for enhancing public school facilities through a partnership with The Division of School Facilities.
How can New York City Public School Principals make improvements to their schools?
About Market Maker Projects

The Division of School Facilities partners with schools to ensure all New York City public schools are safe and welcoming environments for student learning. This partnership involves two work streams: general maintenance and improvement projects.

General maintenance includes the day-to-day operations of the facility and repair or replacement of equipment due to normal wear and tear of the operating components of the building’s facility and grounds. This work stream is generally led by the school-based Custodian Engineer or Building Manager in consultation with the Principal and the school’s Deputy Director of Facilities. These functions are funded out of the Division of School Facilities' general operating budget; additional funding is not required from the school.

Improvement projects are initiatives not necessary for the general maintenance of the building but rather involve optional work which enhances or improves the facility. These projects are determined by the principal and funded solely from the school's discretionary budget. Given the challenging and time-consuming nature of managing a construction project which includes developing a scope of work and cost estimate as well as ensuring health, safety, labor law and building code regulations are being followed the Division of School Facilities is prepared to help schools initiate and manage these projects for them. DSF calls this program the Market Maker program.

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 payment

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).

Market Maker Process for DOE Schools
  • Request a consultation
    Schools interested in exploring optional school improvement projects should contact their Custodian Engineer, Building Manager and/or school’s Deputy Director of Facilities (DDF).

    The Custodian Engineer, Building Manager, or DDF will enter the work request into the Division of School Facilities’ Maintenance Management System to initiate the request.
  • Work with a DSF Contract Manager
    A DSF Contract Manager will visit the school to develop, a scope of work, cost estimate and timeline for the project based on the school’s initial request and budget.
  • As many of these improvement projects include increasing the use of energy through the installation of air conditioning, smartboards or other technology it is important to remember that before any of these projects are performed DSF’s Office of Sustainability must first approve the project. The school’s DDF will assist in making this request to this Office.
  • Review and approve the project
    Once the DSF Contract Manager provides a scope of work and cost estimate, the principal reviews it for final approval.

    If the principal determines the school cannot afford to fund the project at the current time the quote will be honored by DSF through the end of the fiscal year.
  • Purchase Order Issued
    Once the project has been approved, the principal uses FAMIS to issue a purchase order to the Division of School Facilities (DSF) to pay for the project using the following process:

    • Schedule funds in Galaxy, almost always in object code 0676
    • Log into FAMIS
    • Go to Purchasing
    • Go to Contracted
    • Click on the NON-LIST-LINK and generate a PO to DSF using Vendor Code FAC000001 (Vendor Name: “Facilities Enhancements” ). Schools will go thru the same process to generate a PO to DSF as they would go through to generate a PO to any other contracted external professional services vendor except schools do not need to obtain competitive bids in order to generate a PO to DSF.
  • Schools cannot fund this project using grant money or funds emanating from the Department’s reimbursable codes (U /A 481/482) as DSF does not have the ability to access those accounts.
    • Once the PO is approved by the principal and/or its Network, DSF is electronically notified it has been given a PO and the Division’s Maintenance team can begin work.

      If assistance is required to generate the Purchase Order, schools should contact their Network leader for budget and accounting or DSF’s Finance office.
  • Work begins
    Once DSF receives the PO it authorizes DSF’s contractor to begin the project.
  • Approve the finished work
    After the work has been completed, the contract manager approves the vendor’s application for payment and pays the vendor using the funds provided to DSF by the school through its Purchase Order to DSF.
Charter Schools Partner with DSF

Charter Partnering with DSF for an Improvement

  • Request a consultation
    Charter Organizations interested in exploring optional school improvement projects should contact their Custodian Engineer, Building Manager and/or school’s Deputy Director of Facilities (DDF). The Custodian Engineer, Building Manager, or DDF will enter the work request into the Division of School Facilities’ Maintenance Management System to initiate the request.
  • Work with a DSF Contract Manager
    A DSF Contract Manager will visit the school to develop, a scope of work, cost estimate and timeline for the project based on the school’s initial request and budget.
    • As many of these improvement projects include increasing the use of energy through the installation of air conditioning, smartboards or other technology it is important to remember that before any of these projects are performed DSF’s Office of Sustainability must first approve the project. The school’s DDF will assist in making this request to this Office.
  • Review and approval of the project
    Once the DSF Contract Manager provides a scope of work and cost estimate, if you want the work to be done, you will need to enter a request for approval for the work into the Charter Work Request Application. Work in your areas may trigger Charter Matching requirements which have to be planned and budgeted for by the Department. Your request must be approved by the Office of Space Planning, the Director of Facilities, and the Chancellor before work can be done.

    The quote will be honored by DSF through the end of the fiscal year, which should be more than sufficient time for the approval process.
  • Deposit Check
    Once the project has been approved, you will need to contact Mark David, DSF’s Director of Finance at (mdavid@schools.nyc.gov) to discuss payment terms and conditions.
  • Work begins
    Once DSF receives payment, it authorizes DSF’s contractor to begin the project.
  • Approve the finished work
    After the work has been completed, and the contract manager approves the vendor’s application for payment, you will be billed for the outstanding balance of any project costs.
DOE/Charter Schools Partner with Third Party Contractor

Work with contractors through third party agreements

Third Party Agreements are for work which will be performed under the supervision of an individual selected by the responsible school or organization, and where the work will be done by a contractor selected by the school/organization and where the contractor does not have a direct contract for the work issued by the Department. The School or Organization (or others such as the school's Parents Association or a non-profit organization) will fund the project and is solely responsible for paying the contractor(s) for the work.

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 with appropriate documentation of adherence to the 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.

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.

You must have a full description of the work to be done. The scope of work submitted should reference the materials or equipment to be used (manufacturer's make and model for example). We strongly suggest that you and your contractors review the approved items for the type of work being done. These may be checked by going to the New York City School Construction Authority website at: http://www.nycsca.org/Business/WorkingWithTheSCA/Design/Pages/Specifications.aspx

Your 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. You 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 are also subject to prevailing wage payment requirements for work in a City owned building or property. This is the position of Corporate Counsel based on the Appellate Court decision in the Pyramid Development case.

The process is outlined below:

  • The process begins when the school or organization initiates a third party request in the application. See link below to start a request.
  • You will be asked for information on your organization, what work you want to have done, the locations where work will be done, the contractor who will do the work, the cost of the work, whether the work will change the use of the space or the grade using the space, etc.
  • Your request will be routed for the required approvals to: The principal of the school in which the work will be done and after approval by the Principal to the Director of Facilities and (if change of use/grade is requested) to the Director of Space Planning.
  • Once approved, your request will be checked with regard to and approvals will be entered for items such as:
    • Contractor information including licenses, liens, previous issues with other City Agencies
    • Whether the contractor has appropriate and required insurance
    • To make sure your contractor is aware of the specific requirements of the Dust Control Protocol established for the safety of students and staff
    • Presence of ACM and/or LBP that will be disturbed by the work to be done
    • Materials being installed meet or exceed the Department’s minimum quality requirements for the items to be installed
  • You may be asked for additional information that we need to review your request. You will be notified and reminded if you have not gotten back to us with the information we need.
  • Once all the approvals are in place, you will be sent a copy of the final agreement which you will need to have signed and returned to DSF before work can start.

DOE and Charter Schools on the DOE Network click hereTo submit an Initial Request.
Charter Schools not on the DOE Network click here To submit an Initial Request

RESO A Capital Eligible Projects

Certain large projects may be eligible for capital funding. These projects include large auditorium renovations, library renovations, laboratory upgrades, and playground improvements among others. These projects are selected by your local City Council representative or your Borough President and funded through the capital program of the NYC School Construction Authority. Since the capital program for schools is a five year program, projects of this type, which enhance the learning experience, and improve the esthetics of your school are a good fit for RESO A projects as the capital program is driven by capacity needs, infrastructure needs, and specific programs. Below is a link to the NYC School Construction Authority’s very informative RESO A site. Once a RESO A project is awarded the funds flow to the SCA and depending on size and complexity of the project (generally less than $500,000 where formal plans are not required) the DSF may perform the work for the school and the SCA.

http://www.nycsca.org/Community/Programs/Pages/ResolutionA.aspx

Featured Improvement Projects

Below is a list of the most popular school improvement projects. The prices listed are only approximations to help determine if a particular project might be within range of the school’s budget. Actual prices will depend on the size of the school and project requirements. The contract manager will help the school determine the actual price during an initial school visit(s).

Air-conditioning

Cool things off by adding window-unit air conditioners. Request a site visit so that a facilities expert can analyze the electrical and mounting requirements for your facility, provide a price estimate, and make arrangements for proper installation. Prices generally fall into two categories.

Prices:

Basic installation without additional electrical requirements. (Replacement of existing units) $900 TO $1400, per unit
Complex installation including new electrical wiring. $900 to $1400, per unit, plus cost of $2500 for installing dedicated electric circuit(s)
Please note: The prices listed are only approximations to help determine if a particular project might be within range of the school’s budget. Actual prices will depend on the size of the school and project requirements. The contract manager will help the school determine the actual price during an initial school visit(s).

In rare cases, some schools are located in electrical grids that can not support air conditioners.
Auditoriums

Before the curtain drops on next year’s student performances, give your school’s auditorium a face lift with new curtains and auditorium seats. The Facilities team will help purchase and install stage curtains and rigging that meets all safety regulations. Auditorium windows can also be fitted with curtains to block out distracting lights. If the auditorium chairs are beginning to show their age, then schools might consider replacing all seats or sections of seats as the school budget permits.

Prices:

Seats—All Schools $265 per seat
Curtains and Drapes—Elementary School $20,000 to $30,000
Curtains and Drapes—Elementary School with windows $30,000 to $45,000
Curtains and Drapes—Junior High School $40,000 to $60,000
Curtains and Drapes—Junior School with windows $50,000 to $75,000
Curtains and Drapes—High School $60,000 to $80,000
Curtains and Drapes—High School with windows $90,000 to $110,000
Please note: The prices listed are only approximations to help determine if a particular project might be within range of the school’s budget. Actual prices will depend on the size of the school and project requirements. The contract manager will help the school determine the actual price during an initial school visit(s).
Display Boards

Forget about dusty erasers and add new dry-erase or bulletin boards to classrooms, hallways, and other display areas.

Prices:

Dry-erase board 4'x 8' $750 each
Bulletin Boards 4'x 8' $650 each
Please note: The prices listed are only approximations to help determine if a particular project might be within range of the school’s budget. Actual prices will depend on the size of the school and project requirements. The contract manager will help the school determine the actual price during an initial school visit(s).
Floors

School facility teams will continue to provide general maintenance and repair of school floors. However, refinishing floors is a school improvement project that can substantially enhance the school environment. Give your facility new life by adding carpet, replacing vinyl tile, or refinishing hardwood floors.

Prices:

Classroom refinishing $2.50 per square foot
Gymnasium refinishing $2.50 to $3.00 per square foot
Auditorium Stage refinishing $2,000 to $8,000
Vinyl flooring with underlay $5 per square foot
Commercial grade carpet $40 per square yard
Allegro Dance Floor $22.50 per square foot
Please note: The prices listed are only approximations to help determine if a particular project might be within range of the school’s budget. Actual prices will depend on the size of the school and project requirements. The contract manager will help the school determine the actual price during an initial school visit(s).
Gymnasiums

Help students lock away textbooks, gym socks, and other personal property by installing new lockers. Don’t spruce up the locker room and forget about the fans. Also, consider installing comfortable new bleachers to keep the home crowd cheering.

Prices:

Interior lockers $280 each
Interior Bleachers $155 per seat
Wall Padding $8 per square foot
Please note: The prices listed are only approximations to help determine if a particular project might be within range of the school’s budget. Actual prices will depend on the size of the school and project requirements. The contract manager will help the school determine the actual price during an initial school visit(s).
Lighting and Electrical

Increase safety and energy efficiency with electrical improvement projects. Brighten up hallways and transform spaces in need of lights or replace old lighting systems with new more energy efficient models. Add roof and perimeter lighting to increase building security as well. Get the students to class on time with hard-wired clocks. Expand the school PA system to include modular systems in the cafeteria, gym, or other public spaces.

Prices:

Electrical Outlets (1-9) $2,000 each
Classroom Fixtures $300 each
Hallway/Stairway Fixtures $275 each
Security Lighting (Roof) $20,000 and up
Single Face Clocks $500 each
Double Face Clocks $800 each
PA System Survey needed to determine price.
Please note: The prices listed are only approximations to help determine if a particular project might be within range of the school’s budget. Actual prices will depend on the size of the school and project requirements. The contract manager will help the school determine the actual price during an initial school visit(s).
Painting

School wall paints are generally refreshed every five years, but maybe a school wants to show school spirit with a special new color or the new English teacher no longer likes the nature murals left on the classroom walls by the last science teacher. Schools can opt for special painting improvement projects.

Prices:

Classroom Ceiling $1,650
Classroom Complete $2,500
Corridors/Stairways $2.50 per square foot
Elementary School Gymnasium $15,000
Elementary School Cafeteria $10,000
Elementary School Auditorium $15,000
Junior High School Gymnasium $25,000
Junior High School Cafeteria $15,000
Junior High School Auditorium $25,000
High School Gymnasium $40,000
High School Cafeteria $25,000
High School Auditorium $50,000
Please note: The prices listed are only approximations to help determine if a particular project might be within range of the school’s budget. Actual prices will depend on the size of the school and project requirements. The contract manager will help the school determine the actual price during an initial school visit(s).
Playgrounds, Surfacing and Flagpoles

Fight childhood obesity and let students burn off some pent up energy on new and improved playground equipment. Schools that are not already slated for playgrounds as capital improvements through the School Construction Authority might consider sprucing up the school yard with some new additions and/or "poured" rubber playground surfacing.

Prices:

Poured in place rubber playground surfacing $18 per square foot
40' Fiberglass Flagpole $7,500
50' Fiberglass Flagpole $8,500
60' Fiberglass Flagpole $9,500
Please note: The prices listed are only approximations to help determine if a particular project might be within range of the school’s budget. Actual prices will depend on the size of the school and project requirements. The contract manager will help the school determine the actual price during an initial school visit(s).
Restrooms

Improve restroom facilities by replacing fixtures and tiles or execute a complete makeover.

Prices:

Elementary School conversion $20,000 to $30,000
Junior High School conversion $40,000 to $60,000
High School conversion $60,000 to $80,000
Toilet Partitions $1,900 each
Please note: The prices listed are only approximations to help determine if a particular project might be within range of the school’s budget. Actual prices will depend on the size of the school and project requirements. The contract manager will help the school determine the actual price during an initial school visit(s).

Contact DSF
  • For processing issues email Mark David, DSF’s Finance Director(MDavid@schools.nyc.gov 718-349-5794) or Mel Chaiken, DSF’s Controller(Mchaike@schools.nyc.gov 718-610-0257)
  • For operational questions go to your school's main contact person, the Deputy Director of Facilities (DDF). You can find out your DDF by entering your school's Building ID (not org ID) on DSF's web site.

Building Operator Certification Training Programing

Introduction
A Message from John Shea, DSF Chief Executive
The DOE is committed to reducing the energy consumption in our schools. Lowering our fossil fuel and electricity usage not only saves the City money, but even more importantly it creates a cleaner, healthier learning environment for our children. One of the most effective ways to reduce energy consumption in our school buildings is through the proper use and timely maintenance of the mechanical and electrical systems and equipment by the building operating staff.

This is why we are offering the Level I Building Operator Certification (BOC) Course. The BOC Course will cover HVAC systems, electrical systems, energy data and its use in operations, energy audits, integrated energy-related maintenance practice and indoor air-quality over a 30-week period. All training will be conducted at the DSF building at 44-36 Vernon Boulevard in Long Island City.

We have partnered with the IUOE, CUNY, and the Department of Citywide Administrative Services to develop a successful learning opportunity. We are very pleased to offer this certification program, and look forward to working with the building based staff in all the five boroughs to manage our school buildings in a more efficient and healthy manner.

A Message from Michael Bobker of the CUNY Building Performance Lab
The Building Operator Certification (BOC) is increasingly recognized as the leading credential in energy management and indoor environmental quality. As the New York City-authorized training provider for BOC, the CUNY Building Performance Lab has worked with the Division of School Facilities throughout the Summer of 2010 to customize a training program tailored to the needs of NYC DOE staff. While even this 90-hour program will not allow enough time to cover every topic in as much depth as we would like, I am confident that the participants will walk away from every session having learned one or two important new pieces of information and prepared to make change happen in their schools. Ultimately, the proof is in the pudding, and we hope to see the trainee's armed and motivated to make important operational changes that will enhance the school facilities’ performance. Along with CUNY’s School of Professional Studies, we look forward to providing this training over the coming two years.
Class Schedules
Please click here to view the Class Calendar

BOC Training for NYC public school custodial engineers two course sequence:
  • Building Systems: An Energy & Operations Perspective (Weeks 1-15)
  • Principles of Energy Management and Green Building Practices (Weeks 16-30)

Overview course description
Introduction to building systems, especially as related to energy use and the quality of the indoor environment. Focus on equipment and system functions, thermal comfort, lighting and air quality, understanding of building loads and their implications for optimized building control. Class and facility-based practical projects emphasize system observations, documentation, and testing for operational assessment and improvement. Use of EnergyStar Portfolio Manager and associated tools are emphasized for improved management of energy and water.
Instructional Team
  • Project Director: Patrick Dail, CUNY School of Professional Studies
  • Lead Instructor: Peter J. Weisner, CEM, LEED GA
  • Instructors: Peter M. Gorry, RPA / Asit Patel, CEM / Robert Bryce, RA
  • Instructional Supervisor: Michael Bobker, MS, CEM, Director CUNY Building Performance Lab
  • Office Hours: instructors will be available by appointment after classes (lunch and end of day)
Texts:
  • IUOE Indoor Air Quality Solutions for Stationary Engineers
  • Herzog, Peter Energy Efficient Operation of Commercial Buildings
  • BOC Handbooks - 105, 107
  • FEMP O&M Best Practices, release 3.0
Overall course desription:
The course’s learning objectives focus on the ability of building operators to pro-actively manage energy, water and indoor environmental quality within a planned maintenance framework.
  • Understand building mechanical and electrical systems, configurations and operating conditions and their implications for energy and indoor environmental quality (IEQ).
  • Identify, plan and implement improvements in operations and maintenance, especially as they relate to energy and the indoor environment.
  • Participate and communicate effectively in organizational processes for physical plant performance planning and improvements
  • Work quantitatively with energy and water data, system performance indicators and measures of IEQ.
  • Manage IAQ practices and conditions
  • Use on-line and web-based tools and resources

More specific Learning Objectives are associated with each section of the course and each class session.

CERTIFICATION: Building Operator Certification – Level 1
This 30 week, two-course sequence satisfies the training requirement of the nationally recognized BOC-Level 1.
  • Requirements and grading
    • Practical Projects (2) 40% (P = satisfactory work as evaluated by instructors)
    • Exams (6) 45% (P = 60%)
    • Attendance & Participation 15% (80% attendance is required minimum)
  • Assignments
    • Reading assignments should be completed for the class with which they are listed. The reading shown, for example, for week 2 should be completed before the week 2 class session. The instructor will be assuming that you have read the material.
    • Practicum Projects Two practical projects are required; one project for each 15-week course. Development of schematics and building data collection are emphasized; full detail of project requirements is provided separately. The projects should be based on the building with which the student is directly involved. A progress submission on the project is due at the end of every course module, ie – every 5th week.
    • Hand-held Instruments and Data-loggers will be demonstrated and used in class. They are available for loan for use in your facility in connection with your projects. Instruments must be signed out from the program office and must be returned and checked back in to the program office no more than two weeks from sign-out. DO NOT loan instruments to others; the person signing out an instrument will be held responsible for it.
    • Class Slides used in classes are to help you follow the lectures. They provide an outline and key points but do not contain everything that may be discussed in class. The slides will be available to you on the class website.

Weekly topics and reading assignments (30 weeks)
wkTopicIn-classReading
Building Systems: An energy and operations perspective
ASustainable High Performance Facilities: Maintaining The Learning Environment
1 Course Intro and Overview Dimensions of Building Performance & Why They Matter
2 Site Conditions and Mapping Identifying and documenting building and site conditions. Measurements with handheld instruments. Surveys

Exercise: site sketch with measurement and conditions notes
  • BOC 105 Handbook - pages 1 to 16
  • Herzog Chapter 1,2
  • US EPA IAQ Tools for Schools
  • See Additional Links for Further Learning below: Indoor Air Quality
3 Dimensions of Sustainability: Measuring Performance Working with rating systems, benchmarking and baselines of building performance

Exercise: Water Efficiency, calculating end-use and calibrating against meter readings
Demonstration: Data Loggers – video
4 Planned Maintenance Maintenance approaches & techniques —

Exercise/Discussion: Group review of Projects in context of annual planning – improvements in energy, heating, water, IE
  • IUOE text, Indoor Air Quality Solutions — Chapter 10
  • Recommended: FEMP Chapters 5 and Chapters 6
5 School Designs & New Technologies What to expect in HVAC, lighting, and renewable energy systems. How solar energy systems work.

Section Exam
Progress Project due
BLighting and Electric Power
6 Lighting Technology and Control Technology basics and energy

Exercise: Fixture wattage and spreadsheet lighting schedule
7 Lighting Quality and Maintenance Recognizing key elements for visual comfort, satisfaction and productivity

Exercise: Light level measurement
8 The Building Electrical System Basic electrical characteristics and typical system components, layouts and preventive maintenance.

Exercise: Electric System Schematic + PM
  • BOC 107 Handbook
9 Motors, On-site Generation and Demand Mgt Exercise: Group review of project work Motor construction and maintenance, on-site generation and managing peak demand.

Exercise: Considering what causes peaks and what can be controlled
10 Refrigeration & Air Conditioning Fundamental refrigeration principles and energy–related maintenance for common equipment

Section Exam
Progress Project due
CHeating & Ventilation
11 Loads and Building Dynamics How equipment is sized, how buildings respond and implications for operations

Exercise/Discussion: How do you determine your start-up and shut-down?
  • No reading assignment. Advise you get a jump on considering your project.
12 Boilers and Efficiency Key drivers of central plant efficiency

Exercise: Boiler room visit with survey form
13 Heating Distribution Managing distribution, even when not all the controls are working

Exercise: Steam distribution schematic (2nd boiler room visit)
14 Controls Control basics, terminology, principles. Sequences of Operation. Working with pneumatics and with DDC.

Exercise: Group review of projects.
  • IUOE chapter 12, 13

    Recommended: FEMP 9.11 (in the pdf, on the left column, click on "9.3 Steam Traps")
15 Ventilation and Air Distribution Systems How is ventilation air provided? What kinds of systems and quantities?

Exercise: Ventilation air quantity

Section Exam
Course project due
  • IUOE chapter 7 & 11
Principles Of Energy Management And Green Building Practices
AMaintenance For Indoor Air And Environmental Quality
16 Indoor Air Quality Sources and pathways. IAQ criteria, standards and regulations.

Exercise: Readings, project and survey
  • IUOE IAQ textbook Chapters 5, 7 & 11; IAQ Tools for Schools – Articles 1 to 5
17 IAQ Measurements What kinds of practices and measurements to maintain good IAQ and to troubleshoot?

Exercise: CO2 and other measurements
  • IUOE IAQ textbook Chapters 2, 3, 6 & 9;
    Recommended NECHPS O&M Guide pp 57-64 (see Schools Resources Bibliography for weblink)
18 IAQ / IEQ Protocols Documentation and communication

Exercise: IAQ Case Studies and Group review of projects
  • IUOE IAQ textbook Chapters 1, 4, 5 & 15
19 Maintenance Management Are we good maintenance managers?

Exercise:Planning preventive maintenance with lists and spreadsheets

Exercise:self-assessment using CIBSE tool
  • IUOE IAQ textbook Chapter 10; FEMP chapters 5 & 6
20 PM Targets for Improvement What might realistic PM improvement targets look like?

Exercise:integrating PM targets into the Annual Plan process

Section Exam
Progress Project due
  • Study for exam!
BEnergy Data, Benchmarking and Analytics
21 Energy sources & units Working with energy data

Exercise: Fuel-to-btu conversion and creating benchmarks
22 Performance Benchmarking How ESPM benchmarking works.

Exercise: Interpreting normalized data and ESPM computer lab
  • ESPM website: Overview, Benchmarking Starter, Source Energy, How the Rating System Works
23 Load Profiles & Trends What are load profiles and what can we tell from them over time?

Exercise: ESPM computer lab
  • Herzog chapters 4, 5
24 System Level Energy Usage Calculating consumption of systems and major equipment

Exercise: End-use allocation
  • Herzog chapters 4, 5 + Appendix B
25 Energy Improvement Targets What we can see about opportunities

Exercise: End-use allocation

Section Exam
Progress Project due
  • Herzog chapter 6
    Sample O&M Improvement Plan
CEnergy Improvement Processes
Energy Audits, Capital Projects & Retro-Commissioning
26 Energy Audits — Purpose, process, and calculations Purpose, process and calculation procedures of the energy audit

Demo: Audit calculations
27 Characterizing RCx and ECM projects Qualitative condition descriptions and basic quantification

Exercise: Boiler and heating improvement
28 Reading and using the energy audit report Steps and tips on using a full audit report.

Exercise: Goals from O&M and energy audit reports for goals into Annual Plan
29 Accepting Capital Projects Exercise: Group review of Projects Operating Manuals and energy specs.

Exercise: What you will look for in energy project hand-off
30 Closing Class Have we become better maintenance managers?

Section Exam
Course project due
Additional Links for Further Learning
Documents & Forms

Click the title to see the detail...

Custodial Circulars
Circular No.SubjectDate Issued
4 – 2020/21 Vacancies Announcement, Application for Transfer10/30/2020
3 - 2020/21 Personal Protective Equipment (PPE) Distribution Program10/9/2020
2 – 2020/21 Building Ventilation and Domestic Water System Readiness9/25/2020
1 – 2020/21 OFFICE OF BUILDING SERVICES CIRCULAR NO. 1 – 2020/218/25/2020
6– 2019/20 FY 2020 YEAR-END ADJUSTMENTS6/29/2020
5– 2019/20 FISCAL YEAR 2021 SUBMISSION SCHEDULE6/29/2020
4– 2019/20 FY 2021 CUSTODIAL SUPPLY PROGRAM6/29/2020
3 - 2019/2020 OPERATION AND MAINTENANCE PROCEDURES (O&M) OF DETERIORATED LEAD-BASED PAINT1/27/2021
2 – 2019/20 OFFICE OF BUILDING SERVICES CIRCULAR NO. 2 – 2019/2010/9/2019
1-2019/20 Office of Building Services Circular NO. 1-2019/208/23/2019
4 - 2018/19 OFFICE OF BUILDING SERVICES CIRCULAR NO. 4 – 2018/196/27/2019
3 - 2018/19 OFFICE OF BUILDING SERVICES CIRCULAR NO. 3 – 2018/196/27/2019
2 - 2018/19 ADDENDUM TO BUILDING SERVICES CIRCULAR NO. 2 – 2018/194/29/2019
1-2018/19 OFFICE OF BUILDING SERVICES CIRCULAR NO. 1 – 2018/1910/18/2018
7 - 2017/18 OFFICE OF BUILDING SERVICES CIRCULAR NO. 7 - 2017/186/28/2018
6 - 2017/18 OFFICE OF BUILDING SERVICES CIRCULAR NO. 6 - 2017/186/28/2018
5-2017/18 OFFICE OF BUILDING SERVICES CIRCULAR NO. 5 – 2017/186/27/2018
4-2017/18 Fiscal Year 2019 Custodial Operating Building Budgets6/20/2018
3 – 2017/18 OFFICE OF BUILDING SERVICES CIRCULAR NO. 3 – 2017/184/19/2018
2–2017/18 Modification of Current Custodial Spending Patterns3/20/2018
1-2017/18 Vacancies Announcement, Application & Addendum9/7/2017
9 - 2016/17 FY 2018 Custodial Supply Program6/28/2017
8 - 2016/17 FY 2018 Submission Schedule6/27/2017
7 - 2016/17 2017 Fiscal Year End Adjustment (Addendum)6/27/2017
7 - 2016/17 2017 Fiscal Year End Adjustment6/27/2017
6-2016/2017 Vacancies Announcement, Application & Addendum4/20/2017
5 – 2016/17 Closing of HSBC Accounts3/20/2017
2016/17 Addendums attached to Building Services Circular 4-2010/11 Addendum to Building Services Circular NO. 4-2010/111/17/2017
4 -2016/17 Circular No. 4 – 2016-1711/30/2016
3-2016/17 Vacancies Announcement, Application & Addendum10/6/2016
2-2016/17 Vacancies Announcement, Application & Addendum9/9/2016
1–2016/17 Custodial Employee Transition to NYC School Support Services, Inc8/11/2016
9-2015/16 Cancellation of New York State Insurance Fund Workers’ Compensation Accounts6/28/2016
8-2015/16 Hourly Wage Rate for Newly Hired Local 32BJ Cleaners6/28/2016
7-2015/16 Total FY 2017 Supply Allocation (Includes Toolbox)6/30/2016
6-2015/16 Employment Transitioning of Custodial Employees6/22/2016
5-2015/16 Amendment to dust mop service expenditure and PO1/PO2 procedures after separation from DOE service1/29/2016
3-2015/16 YEAR-END ADJUSTMENT OF COMPENSATION12/3/2015
4-2015/16 P.O. #2 YEAR-END GUIDELINES12/3/2015
2 – 2015/16 Vacancies Announcement, Application & Addendum10/22/2015
1-2015/16 Office of Building Services Circular7/2/2015
5 – 2014/15 Vacancies Announcement, Application & Addendum5/7/2015
4 -2014/15 Vacancies Announcement, Application & Addendum2/12/2015
3 - 2014/15 P.O. #2 YEAR-END GUIDELINES12/8/2014
2 - 2014/15 YEAR-END ADJUSTMENT OF COMPENSATION12/5/2014
1A - 2014/15 ADDENDUM TO BLDG SERVICES CIRCULAR NO. 1 - 2014/1510/17/2014
1 - 2014/15 Vacancies Announcement, Application & Addendum10/14/2014
6 – 2013/14 FY 2015 CUSTODIAL SUPPLY PROGRAM6/19/2014
5 - 2013/14 Vacancies Announcement & Addendum3/20/2014
4 - 2013/14 P.O. #2 YEAR-END GUIDELINES12/11/2013
3 - 2013/14 YEAR-END ADJUSTMENT OF COMPENSATION12/10/2013
2 - 2013/14 FUEL OIL – OPERATIONAL PROCEDURES10/10/2013
2 - 2011/12 NYC SAFE HANDLING OF UNIVERSAL & ELECTRONIC WASTE 6/18/2013
4 - 2012/13 Vacancies Announcement, Application & Addendum3/28/2013
3 - 2012/13 P.O. #2 YEAR-END GUIDELINES12/10/2012
2 - 2012/13 Year End Adjustment of Compensation12/9/2012
1 - 2012/13 Vacancies Announcement, Application & Addendum10/5/2012
7 - 2011/12 CUSTODIAL SUPPLY PROGRAM9/25/2012
6 - 2011/12 PCB Caulk Best Management Practices for NYC School5/3/2012
5 - 2011/12 Vacancies Announcement2/22/2012
4 - 2011/12 P.O. #2 YEAR-END GUIDELINES12/8/2011
3 - 2011/12 YEAR-END ADJUSTMENT OF COMPENSATION12/7/2011
2 – 2011/12 NYC Safe Handling of Universal & Electronic Waste8/31/2011
2 - 2011/12a NYC Safe Handling of Universal & Electronic Waste 8/31/2011
2 - 2011/12b Universal Waste Label for Batteries & Mercury Cont8/31/2011
1 - 2011/12 Vacancies Announcement and Application8/18/2011
6–2010/11 Custodial Supply Program6/22/2011
5-2010/11 Reduction of Custodial Building Allocations6/16/2011
4-2010/11 T-12 Ballast Inspection Protocol4/11/2011
7-2009/10 Vacancies Announcement and Application4/16/2010
3-2009/10 FDNY Interior fire alarm C OF F code changes12/11/2009
4-2009/10 Year End Adjustment of Compensation12/11/2009
5-2009/10 P.O. #2 Year-end guidlines12/11/2009
6-2009/10 Reduction of Custodial Building Allocations12/11/2009
1-2009/10 Reduction in Maintenance Painting Allowance8/12/2009
2 - 2008/09 Year end adjustment of compensation12/11/2008
3 - 2008/09 PO2 year end guidelines and schedule of compensati12/11/2008
7 - 2001-02 Standard Operating Procedure Manual for Purchasing11/17/2008
7 - 2007/8 Reductions in Custodial Building Allocations & Eme7/8/2008
6 - 2007/08 Custodial Supply Program FY08-097/7/2008
7 – 2006/07 Custodial Supply Program FY07-086/27/2008
5 - 2007/08 Polychlorinated Biphenyls PCBs5/23/2008
5.1 - 2007/08 Monthly Building Caulking Inspection Form5/23/2008
1.1 - 2007/08 Vacancies (Addendum)10/9/2007
1 - 2007/08 Vacancies10/4/2007
3-1997/98 Correct Use and Display of the Flag of The United 12/20/2006
4-2006/07 Year End Adjustment of Compensation12/14/2006
5-2006/07 P.O.#2 Year End Guidelines12/14/2006
3-2006/07 Light Bulb Recycling Program plus Attachments11/2/2006
1-2006/07 Vancancies Circular #1 2006-0710/6/2006
1-2006-07-addendum Addendum to Vacancies Circular #1 2006-0710/6/2006
2-2006/07 Reduction In Custodial Building Allocation10/5/2006
13 - 1999/00 Fingerprinting / Chancellor's Regulation C-105 / A7/18/2006
7 - 2005/06 Custodial Supply Program6/15/2006
6 - 2005/06 Vacancies3/23/2006
5 – 2005/06 P.0. #2 Year-End Guidelines12/15/2005
4 - 2005/06 Year End Adjustment of Compensation12/15/2005
3 - 2005/06 Changes To Emergency Notification System and Emerg12/15/2005
6 - 2004/05 Fire Extinguisher Inspection/Certification3/25/2005
4 – 2004/05 Vacancies12/17/2004
3 – 2004/05 Year-End Adjustment of Compensation12/16/2004
2 – 2004/05 P.O. #2 Year-End guidelines / Schedule of compensa12/15/2004
1 – 2004/05 Custodial supply program7/1/2004
8 – 2003/04 Con Edison meter reading schedule2/12/2004
7 – 2003/04 Year-End Adjustment of compensation12/18/2003
6 – 2003/04 P.O. #2 Year-End Guidelines12/17/2003
5 – 2003/04 P.O. #18 Submissions12/3/2003
4 – 2003/04 Ordering Fuel11/20/2003
3 – 2003/04 Work Request Procedures10/23/2003
2 – 2003/04 Reduction in building allocations10/9/2003
1 – 2003/04 Custodial Supply Programs7/3/2003
11 - 2002/03 Air Conditioners / Maintainance Checks / Summer En5/22/2003
10 - 2002/2003 Window Belts and Window Anchor Bolts / Dust Contro4/10/2003
8 - 2001/02 Daily Fire Safety Inspections2/27/2002
25 - 2000/01 Fire Safety - Combined Circulars6/21/2001
3 - 2000/01 Fire Safety Guidelines8/29/2000
20 - 2000/01 Custodian Engineer Responsibility For Fire Safety 4/5/2000
15 - 1998/99 Control Valves For Sprinkler And/Or Standpipe Syst1/7/1999
15 - 1996/97 Building Safety Check/Energy Sign-In Sheets/Arrest1/27/1997
14 - 1995/96 Cleaning/Testing & Documentation Requirements For 12/11/1995
17 - 1990/91 Fire Drills/Fire Safety/Shelter Drills/Suggested P10/17/1990
29 - 1988/89 City-Wide Policy Concerning Locking of Exits12/12/1988
Exterior Building Maintenance Manual
  • Prepared by Hoffman Architects, which has generously permitted our use under its copyright, this comprehensive- and highly useful - guide to exterior envelope and component systems includes inspection checklists should you wish to print the checklist before looking at the system/component.

    In addition, for easy reference, we have separated the manual itself into its major system chapters: Introduction and Chapter One, The Roof, Exterior Walls Masonry, Exterior Walls Curtain Walls, Windows, Exterior Doors, and Caulking.
  • Introduction to the Exterior Building Maintenance Manual

    By Hoffman Architects, 500 Fifth Avenue, New York, NY 10110

    The document that follows was prepared with one target audience in mind – a person with some building maintenance experience who would review the exterior envelope and component systems. The desire was for those individuals to have a common framework and basis for what to look at and report as potential problems with a goal of preventing small problems from expanding.

    We have broken this manual out into its component parts in two different ways.

    We have separated the Inspection Checklists to make it easier should you wish to print the checklist before looking at the system/component.

    Please click on the link below to download the desired checklist in PDF form:

    In addition, to make it easier for users, we have separated the manual itself into its major system chapters.
    Please click on the chapter link below to download the desired chapter in PDF form:

    This will allow users to readily review and/or print out only those sections they need. A Custodian Engineer should, for example, take along a copy of the specific Section (with the checklist) when doing a review of the roof or the masonry. A review of the information in the section will help the CE know what the problems are and will assist on how to report the problem. Similarly other users may take a copy of the specific section when they are looking at a WOT submitted by the CE to assist in determining how to correct the problem.

    The entire manual may be downloaded by clicking here: Exterior Building Maintenance Manual (1997) (Please note: very large download.)

Service Contract Requests

We have now posted Service Contract Request forms for Fire Alarms and HVAC systems, in Excel, along with instructions. Custodians should fill out the forms and email them as an attachment to: needservicecontract@schools.nyc.gov

DSF Emergency Notification Form
Plant Operations (PO) Forms
DSF News
The NYC DOE Office of Sustainability is excited to announce the release of our 2019-2020 Sustainability Annual Report. The report captures the DOE's progress towards sustainability targets set forth by mayoral policies and other agency-relevant goals during the fiscal year. In 2019-20, a year that was very challenging and different from the last, DOE made substantial gains in achieving sustainability targets. Highlights include:

• Reduced greenhouse gas emissions 13% in the last year and 27.8% since 2008

• DOE Zero Waste program celebrated five years, reaching over 355,000 students in 562 schools!

• Highest compliance rate to-date (88%) for designation of 1,610 Sustainability Coordinators!

• Pivoted to create virtual resources, including Keepin’ Sustainability Alive Inside series that attracted over 1,000 participants in Spring 2020

• Laid the groundwork for the formation of a NYC DOE Climate Education Leadership Team, a “for teachers, by teachers” coalition to help advance organizational, local, regional, and national efforts

Looking ahead, we plan to continue to deepen our commitment to relevant and meaningful engagement with all school stakeholders.

The success of our schools and office is made possible and enhanced by your support. We are grateful and humbled to work alongside you all. Thank you for all you do!

To view the report in its entirety, click here!
The Department Of Education (DOE) Office of Sustainability proudly awarded $717,224 in grants to schools in all five boroughs via two grant opportunities: our 5th annual Sustainability Project Grant and our first ever Custodial Supply Grant.

The Custodial Supply Grant was made to support schools with increasing efficiencies in buildings and operations amidst high demands on equipment and staff. Custodians were allowed to apply for supplies (not money) from either or both of the following categories:
• Waste and Recycling Materials (including Tilt Trucks) up to $5,000 value
• Energy Conservation Supplies to support Local Law 33 up to $7,500 value

Grant Highlights:
• Sustainability Project Grant award: $385K to 98 schools
• Custodial Supply Grant award: $333K to 59 school buildings
• Highest Demand/Most Rewarded Category: 61 projects in Gardens & Outdoor Learning ($258K)
• Both grants provided funding support to improve building energy ratings under Local Law 33/95


Historically, grant funding was made possible by revenue from the DOE’s Demand Response Program, however this year support was needed for essential facilities projects and supplies in this pandemic year. A contribution from the Mayor’s Office of Sustainability and funds awarded from the Department of Citywide Administrative Services-Division of Energy Management’s ExCEL Program made both grant opportunities whole and possible for our schools.

Since 2016, the DOE Office of Sustainability has provided over a million dollars in grants to over 400 DOE schools! They plan to continue this grant and provide many more opportunities in the future.
Mr. Joseph Lazarus has been selected as the Senior Director of Facilities for the Division of School Facilities (DSF). In this role, Joseph’s primary responsibility will be creating consistency among, and continuing to improve upon our custodial and maintenance processes. Joseph will also handle the external facing role formerly held by Sal Calderone and will oversee the DSF field management teams. Joseph has held positions of increasing responsibility at DSF, including Custodian Engineer, Deputy Director of Facilities and Director of Facilities. We all look forward to continuing to work with Joseph and feel free to reach out to him with any field management related concerns.

Please join us in congratulating Joseph on his new position. We look forward to continuing our great work under his leadership.
In order to cut energy consumption and carbon emissions in NYC by 2050, all buildings over 10,000 sf, including schools, will now have an Energy Efficiency Rating label displayed near public entrances.

The labels indicate a rating (A-D) and score (1-100) scores, are determined by a school building’s physical assets, operations, energy utility data, and reported business activity. Please note that these ratings are not indicators of academic achievement or building safety, they reflect energy efficiency as compared to K-12 building's of similar size across the country.

Placards will look like the sample below. Score and grade will be printed based on the building’s data from calendar year 2019.

Important notes:

- Scores/grades are NOT an indicator of building safety, cleanliness, or academic achievement

- This compliance period is based on data from Calendar Year 2019

- Placards must be posted by 10/31/20 through 10/31/21

- Failure to display the placard could result in a $1,250 fee per violation

- ALL buildings >10,000 square feet on a campus (e.g. mini-buildings, annexes) must have placards posted near each public-facing entrance

For more information on Local Law 33/95, including a 1-pager and a searchable spreadsheet for your school’s 2019 rating (letter grade and score), see this Google Drive. To find out more about the DOE’s energy management and sustainability efforts, please see the 2019 Annual Sustainability Report. Feel free to reach out to the Office of Sustainability with questions!
The Custodian Supply Grant allows Custodians to apply for supplies (not money) from either or both of the following categories:

•  Waste and Recycling Materials (including Tilt Trucks) up to $5,000 value

•  Energy Conservation Supplies to support Local Law 33 up to $7,500 value

**CE’s may only request items from a curated list. Details are in the application, DUE Friday, Nov 20 @ 11:59 pm.

If Custodians have questions or need assistance completing the application process, the Office of Sustainability is hosting a Custodian Grant Workshop next Thursday 11/5/20 at 8:30 a.m. Join here: tinyurl.com/supplytraining (no registration required). Please contact TCopeland@schools.nyc.gov with any grant questions.
In celebration of Climate Week NYC we are pleased to announce that 15 original artwork pieces from the NYC DOE Office of Sustainability’s 9th annual Energy Conservation Artwork Contest are currently in rotation on the 1,700 LinkNYC kiosks in all five boroughs until Sunday, October 4, 2020. LinkNYC is a communication network, bringing free public Wi-Fi to millions of New Yorkers and visitors.

Hundreds of students from all five boroughs and all grade levels submitted artwork! Each winner will receive an iPad Mini. In the past calendars were produced with the winning pieces of artwork and then disseminated throughout the DOE. This year we have chosen a digital path and are excited about the digital adaptation of this contest to share the message of energy conservation with all New Yorkers.

To find a LinkNYC kiosk near you, check out LinkNYC’s “Find a Link” page on their website.

Check out each of the contest winners below, and email us a picture if you see any in your travels!

Many thanks to all the students who submitted artwork and a huge congratulations to the 15 winners!

Name    Grade    School    Borough

Alexis     5th grade     NEST+m     Manhattan

Angelica     3rd grade     P.S. 10     Brooklyn

Anna     11th grade     Brooklyn Tech HS     Brooklyn

Audrey     3rd grade     P.S. 166     Manhattan

Bianca     9th grade     Queens Transition Center     Queens

Cassandra     11th grade     The Jim Thorpe School     Bronx

Jalizuha     5th grade     P.S. 121 Throop School     Bronx

Leon     2nd grade     P.S. 8     Staten Island

Maya     5th grade     P.S. 10 Fort Hill     Staten Island

Nicole     11th grade     Brooklyn Tech HS     Brooklyn

Osayamen     8th grade     I.S. 318     Bronx

Sana    10th grade     Eleanor Roosevelt HS     Manhattan

Suhaan     2nd grade     P.S. 119     Queens

Yu Xin     11th grade     Brooklyn Tech HS     Brooklyn

Zayca     5th grade     NEST+m     Manhattan

If you see any of these amazing pieces on your daily travels throughout NYC, take a picture and email it to our group to use with your name and location! Use this LINK to access the artwork of the students as it appears on the LINK NYC kiosks.
On Wednesday, August 17, 2020 Chancellor Richard Carranza, Mayor Bill de Blasio and Telemundo Spanish news station visited P.S. 167 in Brooklyn. Deputy Director of Facilities (DDF) David Figueroa Jr. gave the above referenced people a tour of the school, explained the cleaning and Personal Protection Equipment (PPE) process. He also described what the Division of School Facilities (DSF) was doing to ensure our schools have a safe opening for the current school year. In addition to all this, he then conducted an interview in Spanish with the Telemundo news reporter explaining the school process.

DSF is proud of our staff, proud of our buildings and we are proud to be recognized for all our staffs’ hard work and continued dedication during these challenging times.

It was a huge success! See photos here.
Within the walls of Lincoln High School in south Brooklyn is one of the Department of Education (DOE) Regional Education Centers (REC). This center has approximately 150 students registered. Ms. Renan Ebeid is the Assistant Principal of Abraham Lincoln High School (HS) and is the Supervisor who runs the education program at this site. The Division of School Facilities (DSF) Deputy Director of Facilities (DDF) Anthony Miano and the custodial staff under Custodian Engineer Alan Wagner have done a magnificent job creating a warm, welcoming and healthy location for our students to attend. As REC site locations were consolidated and realigned to meet city demand, Mr. Miano and the custodial staff took it upon themselves to go above and beyond by going to the closed sites to retrieve toys and classroom supplies for the students who attend the Abraham Lincoln HS REC. On behalf of the students, educators and all of us at DSF we thank you for putting the needs of the students first as you always do.

Anyone who visits the site comments on how meticulously the site is kept. The classrooms are beautiful and clean. Our custodial staff ensures that the building is safe and properly cleaned so everyone who sets foot in the building has a healthy space to work or be educated. Thank you to our custodial staff, the site educators and everyone else who work so hard to keep this REC safe and properly running.

Please click here to view more pictures.
Summer is the perfect time for outdoor fun, but it’s also the perfect time to go green! Small actions can add up to big impact! Check out this short, fun video featuring the NYC DOE Sustainability Team. In it, they give you tips on how to keep sustainability alive this summer!

Share this video along with this compiled list of tips to stay green during the summer months.
The DCAS Division of Energy Management recently held its Quarterly Agency Energy Forum, giving DOE an opportunity to highlight recent citywide efforts to reduce energy use in our buildings. COVID-19 has and will continue to present many complex challenges in our daily lives; however, it has also presented a new opportunity to optimize building operations and systems for maximum impact. Joe Chavez from the Energy Management Team represented the exemplary work of his team and Custodian Engineers around the City that is being used to guide all other agencies.

With goals to reduce wasted energy and to create cost savings that are critical to the financial recovery of NYC during and post-COVID-19, Custodian Engineers investigate and monitor energy loads via the EnerTrac portal and real-time meters. The approach is to identify specific and practical operational adjustments (e.g. equipment scheduling, reduced lighting and RTU usage, etc.) that are possible during this unprecedented decrease in building occupancy.

DOE buildings have been able to reduce energy consumption nearly 35% since the beginning of COVID-19 closures! It is not just reduced occupancies that drive this significant change, it is effective load management, operational support, and data monitoring. This is the most significant change seen across the City agencies.

Thank you to all the Custodian Engineers for proactively tackling energy efficiency, to Directors and Deputy Directors of Facilities for supporting their efforts, and to the Energy Managers who work hard to optimize all buildings operations and systems. The teams make the difference!

1,439 --- Total DOE Facilities

1,017,114 --- Total Electricity in MWh (FY 19)

359 --- Total Electricity Accounts with RTM***

-34% --- Peak Electricity change for Facilities w. RTM since COVID-19

***Real Time Metered sites account for ~40% of DOE electricity usage
During this time of remote learning and social distancing, the NYC DOE Office of Sustainability is hosting a bi-weekly lecture series, ‘Keepin’ Sustainability Alive Inside’. Each session will feature different expert scientist from a variety of top-tier universities such as Lamont-Doherty Earth Observatory, Columbia University and Yale. Join us on Friday, May 29 for a day of fun and learning! If you would like to receive updates from the DOE Office of Sustainability, email sustainability@schools.nyc.gov.
In its second year, rFUTURE is a once-in-a-lifetime experience for NYC public school students and an innovative first for the DOE thanks to a partnership between the Office of Sustainability, Clean Green Music Machine and TAPCo in the Bronx. rFUTURE was developed specifically to empower high school student artists to become leaders and influence the trajectory of their communities towards social, environmental, and economic sustainability. The program provides young activists with the space and the tools they need to lead us all in creating a better world.

In January, seven amazingly talented student artists from five DOE high schools were selected from a competitive pool of applicants to participate. To celebrate their mentorship and the end of the school year, students were preparing to perform on Earth Day (April 22) at Lincoln Center, however due to the restrictions of COVID-19 their live performances will now be held virtually!

Tune in on Thursday, May 28th at 6:00pm at rfutureshow.com/livestream to see and hear the next generation of musical change-makers from our hard-hit city – #NYStrong. Hosted by climate activist and hip hop artist Xiuhtezcatl Martinez the night will also include student-produced video vignettes of the creative process and a special student guest performing original spoken word. Come support and be inspired by these amazing young talented students! This is a family friendly event open to all! RSVP HERE!
Last month Chancellor Richard Carranza visited one of the Department of Education (DOE) Regional Enrichment Center in Brooklyn, NY. His visit was focused on thanking staff and showing his appreciation to one and all.

The Chancellor spent time at REC 133 on April 27th. This site has 60 enrolled students with approximately 40 students daily. He visited with the School Food staff, classroom staff, medical staff, School Safety and the custodial staff. He thanked each group individually and the staff truly felt appreciated.

His visit was led by one of the center's students, an eight year old boy. This young man took the Chancellor to a Google classroom session and went through the social distancing protocols with the Chancellor as well.

This visit was fulfilling to both the Chancellor and all building occupants as well. We would like thank Principal Heather Foster Mann, Site Administrators Debra Tasioudis, Glenda Esperance and Tzongjin Lee, and our Brooklyn North DSF staff for ensuring everyday within this center is successful and safe.

Please click here to view more pictures.
Governor Cuomo recently announced the “New York State on PAUSE” plan. Under that plan, he recommended that individuals 70 and older, those with compromised immune systems and those with underlying illnesses stay home and take other precautionary measures to reduce their chances of exposure to COVID-19. In line with these recommendations, DOE strongly encourages you to stop reporting to work sites. You will continue to be paid during this time and your days away from work will not be charged to your annual or sick leave balances (unless you are taking a sick or annual day). While this is not mandatory, it is highly recommended and advised.

Your health and safety are paramount to the Division of School Facilities and we value your hard-work, flexibility and diligence during these trying times.

Should you have any questions about this matter, please contact either your supervisor or Deputy Director of Facilities.
Amidst traditional and modern manufacturing companies at the Brooklyn Navy Yard, you can find the Brooklyn Steam Center; which is a revolutionary education space. It is an innovative career and technical training hub for juniors and seniors from eight partner high schools. These students are immersed in one of the following high demand fields, Computer Science, Design and Engineering, Construction Technology, Culinary Arts and Hospitality and Film and Media. Inside the facility there is a professional kitchen, a professional sound booth, and a true professional fabrication center.

This 30,000 square foot space had a ribbon cutting ceremony just over a year ago. Funding for this space came from the NYC Department of Education (DOE) and the Office of Brooklyn Borough President Eric Adams. In order to get the space up and running, the DOE Division of School Facilities (DSF) worked tirelessly to ensure the newly constructed space was clean and fully stocked. Days before opening DSF staff were bringing in truckload after truckload of materials, equipment and even foods to stock the culinary refrigerators. This involved a mass coordination by the school’s Deputy Director of Facilities, Carmine Franzese who ensured this all ran smoothly and was completed prior to opening.

After running for over a year, this program and facility are still being touted as ground breaking and hopefully it is paving the way to a new method of educating and preparing our future industry leaders. When students complete this program they receive industry specific certifications and they are prepared with experience, connections and portfolios allowing them to pursue work in their chosen field. We at DSF are proud to be a part of such an amazing program and we commend our Brooklyn North Staff for their tireless work ensuring that the facilities run smoothly. We hope to be a part of more programs like this in the future.

Please click here to view more pictures.
On Tuesday, March 3, 2020, The Staten Island Chamber of Commerce joined forces with the NYC Department of Education (DOE), local colleges, universities and companies to host the 6th Annual CareerCon at St. John’s University in Staten Island. Our very own Division of School Facilities’(DSF) staff were in attendance, along with New York City School Support Services (NYCSSS) to speak with students about the many wonderful opportunities that are available within DSF and throughout the entire DOE.

CareerCon is an innovative career fair designed to introduce students to new possibilities for their career path in the labor market providing business owners, government agencies and hiring managers an opportunity to meet and foster partnerships with our students. Moreover, it can develop into work-based learning opportunities; including career talks, job shadowing programs, and internships for our students!

This event was the best yet in that we had 900 students and over 95 vendors participate. This was truly a memorable experience for both the students and our staff that were in attendance.
The Division of School Facilities is committed to keeping our schools and workplaces safe, supportive, and free from discrimination. In celebration of our diversity and the value we place on inclusivity, DSF observed Respect For All week by hosting multiple events aimed at fostering community building practices across the Division. To kick off the week, employees shared baked goods with one another while discussing what kindness and what being an ally means from their perspective. Tuesday brought a refresher on combating bullying in our schools/workplaces with a focus on Departmental rules and regulations. On Wednesday, our staff was asked to emphasize inclusivity within their teams, and Thursday centered on LGBTQ pride and acceptance. The week culminated with National No One Eats Alone Day where employees were encouraged to bring their lunch into the conference room, wear a name tag and share a meal together.

Thank you to all who participated and made Respect For All week a meaningful and memorable experience.

Please click here to view the pictures from this event, which were taken by our very own Jeremy Figueroa.
Tucked in on the 1st floor of a building on the Staten Island Petrides campus is an amazing new sanctuary for some of our youngest learners. Bridge Preparatory Charter School is a new school that welcomed 1st and 2nd graders this year. The school is focused on literacy and is geared to help students who struggle with literacy to gain the skills and confidence to meet their full academic potential.

The Staten Island Borough President’s office was instrumental in securing funds and paving the way for this to be approved. Upon approval, DSF’s Staten Island Facilities team was given an extremely small amount of time to convert a storage space into an entire facility for this wonderful new charter school. Under the tutelage of Deputy Director Nirmala Ramsundar the storage area was not only converted into usable space, but into an amazing welcoming space that invites our students to learn and grow while feeling safe and nurtured. Our Staten Island team worked tirelessly to remove a massive amount of debris, having floor tiles installed, painting and restructuring the space, all in an effort to meet this extremely tight deadline to have the space ready for the beginning of the school year. They went above and beyond and succeeded in the most amazing way possible. Upon entering the space you walk into an open area that invites the students to gather and read. As you walk down the halls there are painted decals encouraging students to move and interact along their path.

We are thankful to our Staten Island team, under the leadership of Director Anthony Salvadore for working diligently to create such an phenomenal new and embracing space for our young children. Without this Teams efforts, this space would not have been completed on time or as beautifully.

Please click here to view more pictures.
The Office of Sustainability and Solar One recently hosted two Energy Efficiency Trainings for teachers and school-based Sustainability Coordinators. Attendees engaged in Solar One energy activities that can they can take back to the classroom, and went on a boiler room tour to learn how the building is heated. A boiler room tour is a great way for the school and/or Green Team to connect with their CE and learn about all of the ways energy is used in their building. If you’re a CE who is interested in taking a group on a boiler room tour, or if you have questions or concerns, please contact sustainability@schools.nyc.gov.

Please click here to read more about this story.
What better way to teach and learn about school sustainability than to use a real school as the setting! On Tuesday, November 5, the Office of Sustainability held its first school-based training at P.S. 90 – The Magnet School for Environmental Wellness. Located in the Coney Island section of Brooklyn, this school’s community was heavily affected by Hurricane Sandy. Participants learned the mechanics of building operations and school culture and how sustainability can be an integral part of both.

The morning started with an inspirational welcome from Principal Hawkins, followed by a very informative Q & A from Sustainability Coordinator Marc Rolla and members of the school’s Green Team. Participants then attended three different workshops that inspired them to bring the topic of climate change and sustainability into their curriculum. Custodian Engineer Anthony Gallo took groups on a boiler tour and then discussed how to engage students around energy efficiency and data. Keith Grossman, DOE’s Director of Emergency Management discussed how the DOE prepare schools buildings for unexpected disasters and emergencies such as hurricanes. The training was well received by all who attended!

We also want to congratulate P.S. 90 for being the top scorer (based on number of points achieved) of our first S.E.E.D. Certification pilot program during the 2018-2019 school year!

Please click here for more pictures.
Congratulations to the six Division of School Facilities’ staff that were recognized as Energy Champions at the 2019 DCAS Energy Recognition Ceremony on October 23rd! The Energy Champion award was created to honor City employees for their excellence in energy efficient building practices, and these five Energy Champions do an outstanding job of supporting DOE’s energy efficiency goals.

William Hall Jr.
Custodian Engineer at Q620, the Thomas Edison Vocational High School
Bill Hall Jr. has worked at the Department of Education (DOE) for more than 20 years, and during this time, he has proven himself to be an environmental steward. William is an environmental steward that loves what he does, and his dedication and impact are apparent when you walk his school with him. DOE is honored to recognize William as its Queens Borough Energy Champion.

Michael Finneran
Custodian Engineer at K291, Roland Hayes I.S. 291
Michael Finneran is the Custodian Engineer at Roland Hayes I.S. 291 in Brooklyn. He currently holds licenses as a Stationary Engineer and as a Refrigeration Machine Operator. DOE recognizes Mike Finneran as its Brooklyn Borough Energy Champion, a man who is a self-motivated and a hands-on engineer, who has gone above and beyond to advance his knowledge and skill in building optimization, to mentor additional staff, and to implement energy reduction plans and energy saving measures in multiple buildings.

Juan Otero
Custodial Engineer at X240
During his four years in the Department of Education (DOE), Juan has shown dedication to taking care of his building and its occupants. Juan is a dedicated, courteous, and effective Custodial Engineer who is an asset in the City's drive for energy efficient building operation, and as such, he is recognized as DOE’s Bronx Borough Energy Champion.

Jimmy O’Keefe
Custodial Engineer at R006, P.S. 6 Corporal Allan F. Kivlehan School
A custodial engineer at P.S. 6 Corporal Allan F. Kivlehan School, Jimmy O’Keefe works hard to keep his building in tip-top shape. Jimmy works hard each day, and he maintains the building equipment in peak condition. DOE is proud to honor Jimmy as the Staten Island Borough Energy Champion.

David Di Giacomo
Custodial Engineer at M833, the High School of Economics and Finance
In David Di Giacomo’s work at the High School of Economics and Finance, several thoughtful and innovative measures have been taken to maintain optimal systems performance in the 60-year-old facility. David Di Giacomo exemplifies the model Department of Education Energy Champion who shares his knowledge of mechanical systems operations and takes measures to maintain and optimize the performance of an aging facility, and DOE is proud to honor him as its Manhattan Borough Champion.

Ramesh Narayan
Building Management System Controls Technician, Division of School Facilities
Through his technical knowledge, energy management mindset, and customer service, Ramesh Narayan has contributed greatly to facility energy management throughout the Department of Education (DOE) portfolio. Ramesh has made many contributions to the Division of School Facilities’ facility energy management programs and projects. He has a valuable combination of technical knowledge and skill – second only to his high level of customer service. DOE is fortunate to have someone of Ramesh's talent and character. The Department is proud to honor him as the Division of School Facilities’ Energy Champion.

Please click here to read more detailed information about the amazing work these winners have contributed to DOE.
Nestled next to PS 312 in south Brooklyn is a beautiful, almost hidden oasis. The Genovesi Environmental Study Center is a Department of Education space that provides engaging environmental science programs for students at all grade levels. This 7,000 square foot learning center, sits on over an acre of beautiful grounds and is home to:

• over 200 living organisms

• four dynamic learning labs

• a fully equipped biotechnology lab

• an outdoor learning space with pond habitat and urban garden, and

• a greenhouse laboratory

The Division of School Facilities has been instrumental in transforming this space into the amazing learning center that it currently is. Our staff managed and directed the project to rebuild the greenhouse laboratory using energy efficient glass. Our unit also oversaw the layout and installation of pavers and picket fencing throughout the beautiful outdoor space creating a path for students and visitors to easily explore the pond, garden and open-air areas. Attached are pictures showing some before and after photos.

Currently the Brooklyn South skilled trades team and custodial team work continuously to ensure the maintenance of the exterior of this site. The roof is quite unique, requiring extra attention to ensure that water, debris or snow does not build up to create a flooded area. Recently, the entire interior space was painted to provide a bright and clean learning environment.

At the Center, students get hands-on environmental science and STEM instruction. The highly trained staff help students explore the urban habitats around them and become stewards for the environment. These programs are age- and grade-appropriate and aligned to the NYC Science Scope and Sequence and the Common Core Learning Standards. DSF is always committed to ensuring learning spaces are clean, safe and welcoming. We are pleased to help maintain such an amazing and unique space for the students of New York City.
October is National Breast Cancer Awareness Month and a chance to raise awareness about the importance of detecting breast cancer early. On October 18th, 2019, there were many staff at Vernon Blvd who wore pink to work in support of this important cause and 80 of us joined together for a photo event in honor of the occasion. Pink breast cancer ribbons were distributed to all who participated to commemorate the event.

Breast Cancer is the most common cancer in women worldwide. Although rare, men can also be diagnosed with the disease. The lifetime risk of getting breast cancer in the U.S. is about 1 in 8 and 1 in 1000 for men. Most breast cancers are found in women over 50 years of age but it also affects younger women. About 10% of breast cancer in the U.S. are found in women younger than 45 years old. Interestingly enough, research shows only 5-10% of breast cancers are hereditary. Currently there is not sufficient knowledge on the causes of breast cancer so early detection through screening remains the cornerstone of breast cancer control as it can help detect breast cancer early when it’s easier to treat.

Everyone knows someone who has been affected by this disease. So how can WE all make a difference in this fight? By spreading the word about taking steps to detect breast cancer early. EARLY DETECTION, although not a cure, WILL save lives. Please spread the word to your family and friends so we can all help control this very devastating disease.
We are pleased to share that one of our Deputy Director of Facilities (DDF), Sunita Mahabir was highlighted as the fourth We Are DOE feature employee. This central article series will showcase some of the many unsung heroes who help keep the largest school system in the country running daily. Please take a moment to read the article and congratulate Sunita when you do see her in the office!

https://morningbellnyc.com/2019/we-are-doe-sunita-mahabir-deputy-director-of-facilities/
Customer Service Week (October 7 – 11, 2019) is an international celebration of the importance of customer service and of the people who serve and support customers on a daily basis. We at DSF serve all school based personnel and students every day. Practical and simple solutions to everyday customer interactions are included in this convenient handout. We encourage everyone to continue providing the best service possible and to use the attached pocket guide as a reminder when you find yourself in a challenging customer service scenario.

http://intranet.opt-osfns.org/dsf/dsf2012/referenceDoc/forms/cts_Pocket_Binder.pdf
The Division of School Facilities is proud to inform you that our Director of Sustainability, Meredith McDermott was featured as the “Employee Spotlight” in last month’s Inside Central newsletter. The Inside Central newsletter highlights outstanding personnel in the NYC DOE and is now a monthly occurrence. Please take a moment to read the article and don’t hesitate to stop by to say hello to Meredith on the 5th floor.
The SchoolStat unit is an independent assessment group established in 2005 consisting of eight Quality Assurance Inspectors who conduct bi-annual standardized evaluations of maintenance and cleanliness conditions at 1,300+ NYC school buildings. Inspections are non-technical and visual, and they focus on cleanliness, repair and fixture deficiencies.

The team, headed by a lead inspector, examines our school buildings throughout the year, sometimes navigating through inclement weather to meet deadlines on time. SchoolStat has positively affected DSF in countless ways, from allowing the division to push back on $70 million dollars in proposed budget cuts, to being featured in a presentation at the National Facilities Management and Technology (NFMT) Expo in Baltimore, Maryland by DSF’s CEO, Mr. John T. Shea.

In 2009 the team’s responsibilities expanded to include “special projects” that support other units in DSF as well as outside entities by performing surveys and collecting data specific to each group. One special project delivered by the team was assessment documentation to secure federal and private funding to repair damages caused by Hurricane Sandy from the Federal Emergency Management Agency (FEMA) and Nike, Inc.

Over the years, the number of inspectors decreased from twelve to eight while the units’ workload increased. Each inspector stepped up and took on more responsibilities without fail and their extra hard work and dedication played a significant role in ensuring that operations ran smoothly. The original team members who’ve been with the unit since 2005 are Nikolaje Vukan (team leader), Dmitriy Mordkovich, Halina Grabos, Marquis Williams, Phillip Parisi, Rangiu Bridglal and Roosevelt Brown. The newest team member, Richard Sharma, has been with the unit for one year.

DSF is very proud of the team’s accomplishments in helping to support the field operations borough teams in managing the conditions of our school buildings, giving the students of the city a comfortable and safe environment to learn and grow.

Please click here for more pictures.
Mr. Philip Napolitano has been selected as the Director of Field Operations. In this role, Phil’s responsibilities are the management of Custodial Operations including the contract between the DOE and NYC School Support Services Inc. (NYCSSS), the Custodial Budget Unit, the Custodial Supply Program, Custodian Engineer vacancy lists, as well as building assignments. Phil will also provide oversight of the Contractor Permit Unit, Fleet Services Unit and Trucking Department. Phil has held positions of increasing responsibility at DSF, including Custodian Engineer, Deputy Director of Facilities, and Director of Facilities Management.

Please join us in congratulating Phil on his new position here at DSF.
As part of the mission to promote women into positions of leadership, Women in Management Employee Resource Group (formerly Women in Facilities Management) congratulates Nicole Kyprios as the recipient of the first annual Refrigeration Machine Operator Scholarship.

Nicole Kyprios began her career with the Department of Education, within the Division of School Facilities (DSF) at the age of nineteen. Over thirteen years, Nicole served in various roles within (DSF) before becoming the building manager at Tweed Courthouse.

After a year she accepted a new role within the Division of Space Management where she currently serves as a Director of Citywide Support. Acquiring the Refrigeration Machine Operation (RMO) license will further support the progression of Nicole’s career as a woman in management.

The 2019 Refrigeration Machine Operator Scholarship has an estimated value of $3,000.

Join us in congratulating Nicole Kyprios and many thanks to all who have applied for this scholarship.

To become a member of Women in Management, please send an email to WIFM@schools.nyc.gov
The Division of School Facilities (DSF) recently held Building Management System (BMS) training for 74 Custodian Engineers at its Vernon Boulevard headquarters on June 6th, 7th, and 13th. Led by DSF – Controls Technician Ramesh Narayan, the five sessions featured expert instruction, a comprehensive curriculum, and a participatory learning environment. Training was designed to provide Custodian Engineers with the skills necessary to monitor and diagnose issues related to their building’s heating, ventilation, and air conditioning (HVAC) systems. Instruction also provided Custodian Engineers with skills and techniques to schedule their HVAC systems to operate efficiently. A building operations staff trained in BMS best practices enables DSF to reduce both energy use and related greenhouse gas (GHG) emissions in line with NYC climate goals. DSF hopes to build upon this experience and develop a continuing BMS educational program to support our Custodian Engineers.

Please click here for more pictures.
On Saturday June 1st, DSF staff assisted to kick off the 3rd Annual Staten Island NYC DOE Borough Office Soap Box Derby. The event featured rock walls, face painting, music and food trucks for all attendees to enjoy.

DSF staff provided the necessary service of fixing and transporting students and their “race cars” throughout the day. The custodial staff spent two full days setting up this magnificent event. Our staff even helped in the creation of 2 Soap Box Derby cars. We would like to extend a huge thank you to our skilled trades and custodial staff who helped make this event a huge success. Without you this event could not have happened! Please click here to view pictures from this fun filled day.

Please click here for more pictures.
The Division of School Facilities was honored to participate in the B.L.E.N.D. Career Pathways & Resources Fair on April 5th, 2019 which took place at the Tweed Courthouse in Manhattan. The B.L.E.N.D. Employee Resource Group (ERG) in collaboration with the Division of Human Capital’s Office of Organizational Development and Effectiveness (ODE) organized this event to promote B.L.E.N.D.’s goal of creating more diversity and equitable opportunities for Black, Latino and people of color. This event connected various teams and offices across the division and aligned with the Chancellor’s priorities of Develop People and Advance Equity Now. Moreover, it allowed staff to learn more about various programs and opportunities available throughout the Department of Education. Many DSF staff participated and we will definitely be participating in the future. Thank you to everyone who helped make the event a huge success!

Click here to see some pictures from this spectacular event.
Our Water Treatment Intern Lutfia Khaleque wrote a lovely article about the Division of School Facilities Internship Program. We are proud to have hosted Lutfia and all the past interns who have participated over the years. Please read below for Lutfia’s piece about our program.

Division of School Facilities Internship Program

The Division of School Facilities (DSF) has diligently participated in the New York City Department of Education (NYC DOE) Career and Technical Education (CTE) Internship Program for approximately 6 years now, providing students with an outlet to advance their career aspirations. On March 22nd, 2019, DSF concluded a successful Spring Internship season with 24 CTE high school students—both boys and girls—from across the five boroughs. DSF strives to provide students with an equal opportunity workplace environment “where the students gain knowledge of different areas of the trade, such as electric, carpentry, heating, ventilation, and air-conditioning,” said DSF Intern Coordinator Stephanie Hertz Kane. She also emphasized the important soft-skills of punctuality and professional etiquette that CTE students are able to master and cannot generally learn from textbooks. Additionally, when asked about his experience at DSF, Oscar Santos, a Spring 2019 DSF Intern, explicitly stated, “I would recommend this internship to other CTE students because you are able to learn about things that you will probably never learn like energy management and how you could save energy in your own school,” reinforcing the fact that this internship is beneficial for all NYC CTE high school students. DSF should be proud of all the students that they have helped throughout this valuable experience over the course of many years—and years to come.
The Division of School Facilities is proud to inform you that our Chief Administrative Officer, Diana Ferrer- Schwartz was featured as the “Employee Spotlight” in last month’s Inside Central newsletter. The Inside Central newsletter highlights outstanding personnel in the NYC DOE and is now a monthly occurrence. Also highlighted in the March 2019 issue was our Employee Resource Group Women In Facilities Management (WIFM) for their outstanding work. DSF is proud of all of those recognized and thanks them for all of their hard work and dedication!

Please take a moment to read the articles and don’t hesitate to stop by to say hello to Diana on the 5th floor or to ask how to join WIFM.

The NYCDOE LeadDOE emerging leadership development program was established to cultivate the next generation of leaders by developing high-performing, learning oriented leaders across the NYCDOE Central Offices.

LeadDOE participants successfully attended eight sessions along with pre-session assignments while juggling busy professional and personal responsibilities, all aimed at taking leadership skills to the next level. They have dedicated their time and effort to hone in their leadership skills and become better leaders. The Division of School Facilities is proud to announce that one of our staff members successfully completed this program and was honored at the Tweed building on Tuesday March 19, 2019. Please take a moment to congratulate Athnasios Guirguis, Senior Mechanical Engineer from our Boiler Compliance Unit.
On Thursday, March 14, 2019 DSF celebrated Pi Day with a plethora of pies. Pi Day was created to celebrate the mathematical constant known as Pi-the ratio of the circumference of a circle to its diameter-which is approximately 3.14159. Thus, Pi Day is observed on March 14th since 3, 1, and 4 are the first three digits of π (Pi). Staff baked or brought in a huge variety of delicious pies, from pizza to cherry to banana cream! It was a nice opportunity to share a delicious snack and mingle with staff from all areas of DSF. Here are some photos from our delicious event!

Thank you to all who took part in the event. Please click here for more pictures.
Mohamed Hemida and Eric Basson visited Leaders High School last week to discuss DSF’s lead testing process. This topic aligned with the 11th grade class’s current curriculum. They met with the 11th grade science classes and the visit was a huge success. Please read below for the amazing praise and thanks they received from the students’ teacher:
“Thank you for visiting our Chemistry class last week. The visit went wonderfully. Our students learned a lot from how you both clearly explained your roles within the DOE, how you test our water, and how you problem solve in your day-to-day. Our students were excited to show that they are attentive and like to ask probing, complex, and professional questions! Students told me they especially appreciated how you spoke about how you got to where you are in your careers and what a day in your job is like. We are thankful that you both took the time out of your busy schedules to come to our classes and bridge the gap between Chemistry and the real world.”
On Wednesday March 6, 2019, CareerCon was held for Staten Island’s NYC students at St John’s University campus. CareerCon is a career fair that introduces students to various career pathways in our labor market. It also provides business owners, hiring managers and government agencies an opportunity to foster partnerships that can develop into work-based learning opportunities, including career talks, job shadowing programs, and internships for our students. This year 12 DSF staff members from various units participated. Staff spoke with many students about the opportunities available within our division and throughout the entire Department of Education. The experience was wonderful for both the students and our staff in attendance.

Click here for additional photos.
We’re pleased to announce the release of our 2017-18 Annual Report. The report describes the DOE’s progress towards sustainability targets set forth by mayoral policies, such as OneNYC, and other agency-relevant goals during the 2017-18 fiscal year.

In 2017-18, the DOE made substantial gains in achieving our sustainability targets. Here are a few highlights:

• Provided 2,100 standardized cafeteria recycling stations to 1,200 school buildings.

• Solar installations on 36 schools generated over 10 megawatts of solar energy.

• Added 5,634 high-efficiency bathroom fixtures across NYC schools with funding from the NYC DEP.

• Impacted 13,711 students and staff members through DOE direct outreach.

Looking ahead, the Office of Sustainability seeks more opportunities to further integrate sustainability practices across our organization both within facilities and the classroom. Thank you for your continued support of the Office of Sustainability!
February is American Heart Health Month and on February 14, 2019, DSF hosted its 1st annual picture taking event to bring attention and awareness to the prevalence and severity of heart disease in the U.S. We asked everyone to wear red and distributed red and white ribbons to show support. (We chose the date to celebrate Valentine’s Day too!). Being able to identify risk factors associated with heart disease and provide effective treatments have proven to be the most effective way of attacking this malady.

Heart disease is the leading cause of death for men and women in the United States. Every year, 1 in 4 deaths are caused by heart disease and the myth that heart disease is more common among men than women is just that, a myth. In fact, women’s rate of heart problems is generally comparable to men, but women are less likely to recognize the danger. While the condition is currently the leading cause of death among women globally, women do not consider themselves at high risk for heart disease and are less likely to address the risk factors.

While the statistics are staggering, the good news is that heart disease is often preventable. We can all take simple steps to reduce our risk like making physical activity part of our daily routine, stopping smoking and choosing spices over salt to flavor our foods. Healthy choices coupled with regular checkups to manage existing conditions can significantly reduce, if not eliminate, your risk of heart disease. So, please spread the word to your families and friends.

Thank you to all who took part in this event. Please click here to see the larger picture.
At a press conference given on January 30, 2019 by Council Member Costa Constantinides and members of the de Blasio administration, they announced that six schools in District 22 will be equipped with solar panels. This project is part of a citywide effort for a cleaner and greener environment. Constantinides who represents District 22 made the announcement at I.S 141 Steinway School which is among the first schools receiving solar panels later this year. The project is funded by the Department of Citywide Administrative Services - DCAS, Councilman Constantinides, Council Speaker Corrie Johnson and Queens Borough President Melinda Katz. Our Chief Executive Officer, John T. Shea, was present to represent the Division of School Facilities and to report that this program is citywide with 66 projects currently. DSF hopes to expand this one day to all schools that could house solar panels.

AKTINA TV Report with Elena Maroulleti. For more information visit, www.aktinatv.com

Thanks and here’s the link: https://youtu.be/sfpJg6zCi_Q
Mr. Salvatore Calderone has been appointed as the Executive Director of Facilities of the Division of School Facilities. This position reports directly to the CEO, and oversees a diverse portfolio including the oversight of day-to-day operations of all DOE facilities; representing DSF with other divisions, agencies and unions; and coordinating a wide variety of citywide initiatives. Sal has held positions of increasing responsibility at DSF, including Deputy Director of Facilities, Deputy Director of Field Operations and Director of Field Operations. Prior to working at DSF, Sal worked at the Department of Sanitation.

Please join us in congratulating Sal on his new position. We look forward to continuing our great work under his leadership.
We are proud to announce that on December 28th, 2018, after a yearlong process, Matilde Males, Administrative Assistant in Special Projects, took her oath to become a citizen of our great nation.

Matilde’s story is quite interesting and the epitome of the American dream. Speaking no English, Matilde emigrated from Ecuador to the United States in 1985 working for the Consul General of Ecuador as nanny to his young child, residing in San Francisco, CA. After two years, she moved to New York City where she worked in sales, importing handmade crafts from her home country. After raising four children and learning a new language, she enrolled at Plaza College in Queens graduating in 2014 with a Bachelor’s degree in Business Administration. Working as a temp in the customer service area for the Department of Health, she transitioned quickly to the Department of Education working in School Foods and the Office of Pupil Transportation ultimately accepting a position with the Division of School Facilities in 2017 where she continues to advance her career. We are honored to have her on our team, continuing to remind us that hard work, determination and perseverance can make dreams come true.

Please join us in congratulating Matilde on this very wonderful accomplishment.

Click here to view more pictures.
Keith Grossman, the Director of the Office of Emergency Management, was the keynote speaker at the Resiliency and Green Infrastructure training hosted by the Division of School Facilities - Office of Sustainability. Keith shared a “behind the curtain” view of how the DOE responds to urgent situations in order to keep our students and staff safe. He also discussed the intersections between his office and DOE Sustainability to create resilient systems that address new threats caused by climate change. We thank Keith Grossman for making the training a success!

Please click here to view the bigger pictures.
On November 28th, 2018, the Department of Citywide Administrative Service (DCAS) announced important updates to the City’s Vision Zero Safe Fleet Transition Plan (SFTP) at the 5th Annual Vision Zero Fleet Forum at Queens Theatre in Flushing Meadows Corona Park. Highlights of the plan include requirements on high vision trucks and driver alert systems for light duty vehicles. During this presentation, DSF’s Director of Facilities Management, Philip Napolitano, and Deputy Director, Louis Fevola, were recognized by DCAS Commissioner, Lisette Camilo for their valuable insight and input as members of the City’s Safe Fleet Transition Plan Specifications Team. Please take a moment to congratulate Philip Napolitano and Louis Fevola on their efforts to make our City’s streets safer.

Please click here to view the bigger picture.
The Division of School Facilities has over 300 buildings that are currently enrolled in the Demand Response Program (DR). These buildings are committed to reducing a pre-set amount of electricity (kW) when called upon by the electrical grid operator (NYISO) in order to prevent a brownout or blackout.

These events usually happen during hot summer or cold winter days when buildings have air conditioners or heaters, as well as lighting and mechanical equipment, at full use. The DOE earns revenue for participating in the Demand Response Program and reinvests that money back into energy efficiency building upgrades, Sustainability Grants, and other Sustainability initiatives for our schools. The winter 2018-2019 Demand Response (DR) season started November 1st and will end April 30th, 2019.

Click HERE to see if your school building participates in the Demand Response Program. We need your help to reduce your electricity use during DR events. Learn more about how you can help Save the Grid.

Questions? Contact DemandResponse@schools.nyc.gov
A Senior at the University of Maryland; heavyweight Youssif Hemida earned a silver medal after a second-place finish in the 125 KG bracket at the U23 World Championships in Bucharest on Sunday. Hemida ended the weekend with a 3-1 record in his first international competition. We at DSF are extraordinarily proud of his accomplishments and wish him the best in all future endeavors!

Please click here for photos.
On Monday November 5, 2018, the DOE Office of Sustainability organized an educational tour of Sims Municipal Recycling Center. DSF staff and DOE Educators toured the facility and watched state-of-the-art equipment sort New Yorker’s metal, glass, plastic and cartons. NYC operates the largest curbside recycling program in the United States and Sims is the processor of 100% of the metal, glass and plastic collected by the NYC Department of Sanitation throughout the five boroughs. The facility processes up to 800 tons of recyclables per day! Register here to join us for more DSF Office of Sustainability tours of New York City’s Environmental Landmarks.

Please click here for photos from the tours.
In honor of Breast Cancer Awareness month, DSF hosted its 3rd annual picture taking event on October 26th, 2018 to support the fight against this disease that impacts so many people. Employees were encouraged to Wear Pink to Work and pink ribbons were distributed to show support. We are so pleased to see the number of participants increase each year indicating more and more people are aware of how early detection can minimize treatment and ultimately save precious lives. The turnout was so huge, the photo could barely capture the entire group. Nonetheless, we would like to thank all those who participated in making this event so successful!

Click here to view the big picture.
In the fall of 2017, a group of DSF staff called the LIC Walkers took part in the Organization Development (ODU) Walking Challenge. One of the goals of the challenge/competition was to encourage staff to become more active and make healthier choices in their daily lives. The challenge began on Monday, November 6, 2017 through Sunday, December 17, 2017. We ended the challenge on December 12, 2017 at 5:36 PM with steps totaling 450,889. We exceeded the 420,000 steps required and earned seventh place out of 41 teams. In the spring of 2018, we began another challenge/competition on Monday, April 23, 2018 through Friday, June 1, 2018. This challenge gave us a snapshot of some of the many botanical gardens in the US. We finished early on May 14, 2018 by completing the required 430,000 steps that landed us in second place out of 46 teams.

Healthy life choices and celebrating with other walkers from around the world, the LIC Walkers will step into the fall 2018 wellness challenge (Strive to Thrive) filled with a renewed optimism, and motivation towards claiming first place status.

Click here to see some memorable moments.
Women in Facilities Management (WIFM) is an Employee Resource Group (ERG) created to offer a pathway for women to enter and advance in the field of operations, including facilities management. The WIFM ERG provides both professional and personal development growth opportunities, facilitates networking, access to senior leadership, and much more! Send an email to WIFM@schools.nyc.gov to join the WIFM update list or to learn more. All are welcome!

Please click here to view the picture in full screen.
The Division of School Facilities had a wonderful Summer Internship Program which hosted more than 35 DOE Career and Technical Education High School students throughout the 5 boroughs. These students were able to work full days with our wonderful trade staff in the field. The students worked with electricians, carpenters, plumbers, our Energy Managers, our HVAC team and with our Custodian Engineers. With each cohort we see this internship program growing and expanding. We have students who find this program so rewarding that they clamor to be part of the program again. One of our many talented interns, Kamilah Roberts is a 2 time DSF intern with the Brooklyn South carpenters team. Kamilah exhibits the work ethic and dedication that we foster at DSF and pass along to our interns. Please click here to see Kamilah in action during the Summer Internship Program.

I want to thank all of DSF for the effort put into this internship program. Thank you for making the past semesters a success. Here’s to an even more successful Fall Internship Program!

Please click here to see Kamilah in action during the Summer Internship Program.
On June 21st, 2018, DSF’s own Chief Executive Officer, John T. Shea completed a six month mentoring initiative as a mentor through the Journey Program. The Organizational Development Unit’s Journey Program is an employee mentoring program created to help launch the next wave of leadership at the DOE. The program supports the expansion of professional knowledge, skills, and abilities in all areas of career development at the DOE by helping to strengthen employee relationships, foster collaboration, and cultivate diverse leadership from within the organization.

The program seeks to honor the skills, knowledge and passions of experienced employees who have successfully navigated the DOE to make positive contributions to the NYC school system; and develop internal leaders by providing an opportunity for career and leadership development in a safe and dynamic space, through mentoring partnerships.

DSF is proud to have one of our own participate in such a valuable and progressive program. Please take a moment as we honor John for taking time from his already busy professional responsibilities to help others become better leaders within the Department.
Mrs. Ferrer-Schwartz has been selected as Chief Administrative Officer. This position will oversee a varied portfolio of projects, some of which include working closely with the Executive Team on all human capital and performance management issues, providing oversight in all operating units i.e. all HR, new needs, and other financial and administrative topics, and ensuring that DSF promotes a diverse and supportive workplace. Diana is familiar with the DOE in that she has held positions of increasing responsibility including, Office of Equal Opportunity Senior Investigator, Senior Impartial Hearing Litigator for Impartial Hearing-Special Education Office, Deputy Director in the Office of School Health, Interim Director in the Office of School Health, and Director of Parking Permits and Compliance, DSF. Prior to joining the DOE, she worked at the Kings County District Attorney’s Office where she worked in various capacities i.e. Criminal Prosecution Unit, Narcotics, Crime Prevention and lastly Legal Recruitment. Diana considers herself to be a resourceful, proactive networker who resolves complex issues through innovative thinking by building strategic alliances. She holds a Bachelor’s Degree in History and Political Science from Pace University and a JD from Touro College Jacob D. Fuchsberg Law Center.
On Friday, May 18, the Office of Sustainability held its second annual Sustainability Showcase in Downtown Brooklyn! The event celebrates school efforts, innovations and dedication to sustainability across grades, individuals, topics, and facilities.

Leadership awards were given to twenty individuals in a wide array of roles: Teachers, Sustainability Coordinators, school leadership/administration, Field Support Center leads, Cleaners, Custodian Engineers, Division of School Facilities leadership, and School Food. For the first time, a panel discussion with experts was held on the topic of Food and Sustainability to provide a forum to discuss food service strategies, operations, and policies in NYC and schools. The expert panel included: Margaret Brown (Natural Resources Defense Council), Barbara Turk (Mayor’s Office), Stephen O’Brien (NYCDOE SchoolFood and Urban School Food Alliance) and Pam Koch (Teachers College). Showcase participants heard directly from leading authorities and asked questions about a complex topic.

The Student Sustainability Expo was a huge success! Fifty-two schools from all five boroughs showed off projects and exchanged ideas. Projects ranged from High School for Fashion Industries’ (M600) examination of the significant amount of waste generated in fashion design and manufacturing, to vermicomposting, creative reuse, 3-D models of green infrastructure, and so much more!

Six workshops offered an opportunity to investigate and share ideas about a current topic. High school students from Coro NYC’s Youth Leadership Academy facilitated a workshop for other students, teachers, and partners-very exciting! Our first workshop on Ocean Plastics also kicked off a collaborative campaign to reduce plastic use and pollution in partnership with National Wildlife Federation, Cafeteria Culture, and National Park Service. The day concluded with raffle prizes made possible by partner donations including five $1,000 grants for future sustainability projects!

The event was a remarkable collection of inspiring things happening at schools. THANK YOU to everyone who contributed and participated, and for all that you’re doing to bolster greater sustainability in classrooms, operations, and communities. Check out News 12 Brooklyn’s video highlight about the Showcase! You can sign up here for notification about the 2019 Sustainability Showcase!

Please click here for photos and a list of winners from this amazing event!
The NYCDOE LeadDOE emerging leadership development program was established to cultivate the next generation of leaders by developing high-performing, learning oriented leaders across the NYCDOE Central Offices.

LeadDOE participants successfully attended eight sessions along with pre-session assignments while juggling busy professional and personal responsibilities, all aimed at taking leadership skills to the next level. The Division of School Facilities is proud to announce that one of our staff members successfully completed this program and was honored at the Tweed building on May 3rd, 2018. Please take a moment to congratulate Meredith McDermott -Director of Sustainability.

Click here for photos.
On April 3, 2018, the Office of Sustainability hosted the Annual Demand Response Awards Ceremony to thank all CEs and DDFs who participate in the Demand Response program. Sustainability also awarded the top 19 performing CEs with $350k to be used for energy efficiency materials and upgrades in their buildings.

For full story and award pictures, click here.
On April 19, 2018 the Department of Education held a ribbon cutting ceremony to unveil the new Borough President’s Hall of Science at the Staten Island Petrides Complex. This wonderful new educational space includes hands on exhibits for all students to explore and a vast space upstairs to allow the students to work on an array of science projects. The ribbon cutting was attended by our new Chancellor Richard A. Carranza, who helped open the new space. We are thankful to Borough President James Oddo, Executive Director of the Staten Island Field Support Center Kevin Moran, Director of Facilities for Staten Island Anthony Salvadore and the Division of School Facilities Skilled Trades staff who helped turn this magnificent concept into a reality. Please enjoy these photos of this new and wondrous educational space for the children of the City of New York.

Click here to view pictures.
We at the Division of School Facilities are always proud to highlight the outstanding work performed by our behind the scenes staff. At K020, we are honored to be able to show students an authentic learning experience by allowing them to tour the boiler room. Our Custodian Engineer, Anthony Falco and our Fireperson Mr. Garcia have gone above and beyond by providing tours of this space. This is truly an example of what a community of learners is all about. We applaud Principal Lena Johnson-Barbera for taking the lead in creating a unique opportunity to incorporate technical education into her students’ lives and allowing School Facilities staff to participate. Please watch this clip as Channel 12 news covers this amazing learning experience: http://brooklyn.news12.com/story/37658187/whats-cool-at-school-ps-20-boiler-room-tour
The Division of School Facilities Sustainability Unit is inviting all our staff to create their own energy sticker design. These stickers will be printed and distributed to all DOE buildings, and are great energy conservation reminders when placed next to light switches and equipment. Designs can be submitted by email, regular mail, or hand delivered to our Energy Coordinator Lisa Williams by May 4th. Additional details are available in the attached flyer. Three winners will be selected. Thanks to all who participate!

Click here for the flyer.
DOE Office of Sustainability is proud to announce the release of our annual report for fiscal year 2017. The report is an overview of sustainability programs and partnerships, including DSF facility work. Featured sections include information pertaining to energy and climate, waste, water, green infrastructure, and environmental education, as well as compliance with local laws and Chancellor’s Regulations.

Click here to learn more.
On Monday February 26, 2018, CareerCon was held for NYC students at St John’s University campus in Staten Island. CareerCon is a career fair that introduces students to various career pathways in our labor market. It also provides business owners, hiring managers and government agencies an opportunity to foster partnerships that can develop into work-based learning opportunities, including career talks, job shadowing programs, and internships for our students. This year 12 DSF staff members from various units attended to speak with students about the many opportunities available within our division and throughout the entire Department of Education. The experience was wonderful for both the students and our staff in attendance.
On November 15, DSF’s own Maria Kurylyk was recognized for outstanding performance by DCAS, winning the City’s only “Energy Analyst of the Year” award!!

Maria works within the Office of Sustainability, where she handles all utility meter issues and associated data for all DOE buildings. She works closely with the SCA to ensure that utility services are set up for new schools and additions.

In order to support growing school sustainability efforts, Maria also created an Energy Dashboard for DSF staff to communicate monthly about energy consumption at all levels: building, borough, and agency-wide. As the City expands its energy programs and places more stringent use guidelines on municipal buildings, the Energy Dashboard is meant to serve as a tool to better engage staff and inform energy use patterns, trends, and opportunities.

Meredith McDermott, Director of Sustainability, said “We are so proud of Maria’s accomplishment. She is an excellent task-master! She puts her head down and gets to work, but is also always willing to dive in to team tasks. For example, if we need to get Student Energy Calendars to schools, Maria manages the assembly line and churns out more than anyone in less time. When it comes time to feed teachers at our trainings, Maria works her magic behind the scenes to make it happen. She is an absolute force and the Office of Sustainability is proud to have her on our team. This award is well-deserved and we wish her the biggest congratulations!”

Congratulations to Maria Kurylyk on this wonderful award and achievement!
October is National Breast Cancer Awareness Month; a chance to raise awareness about the importance of early detection of breast cancer. On October 20th, 2017, DSF employees were encouraged to Wear Pink to Work to increase awareness of the disease, support research, remember those who have passed and honor survivors. Together we can make a difference in this fight against the disease.

Students from the John Wayne Elementary Green Team were proud to talk about their school being a NYC Solar School on Tuesday, September 19th to kick off Climate Week (September 18th-22nd). Principal Elsa Nunez, teacher Dora Schaffer, the Green Team, and parents talked to City Officials about activities in their school to reduce energy consumption and to promote their solar photovoltaic (PV) project to other students and the community. The 104 kW system can provide enough power to light up over 7,000 compact fluorescent lights (CFL) that have a 60 watt equivalent. These panels were installed in March 2016 and help to reduce P.S. 380’s annual electricity usage (kWh) by 16%, a greenhouse gas (GHG) emission reduction equivalent to the carbon sequestered by 972 trees grown for 10 years. These solar panels will save over $27 thousand per year in reduced electricity costs.

The Solar Schools PV Project, led by the DCAS Energy Management Division in partnership with the Department of Education, has installed Solar PV systems on the roofs of 35 schools, with another 106 projects to be completed over the next few years.

Click here to watch this video to learn more about Mayor de Blasio’s OneNYC solar goal.
Residing under the Division of School Facilities, the Emergency Management Unit (EMU) is responsible for the planning of the agency’s resources and responses during large scale emergency events. The EMU also works closely with various divisions within the DOE, government agencies, and the private sector to ensure that our planning and trainings are consistent with the policies set by the City. Our Emergency Operations Center monitors citywide events for any potential impact on schools and disseminates information to the appropriate authorities. Members of our Team serve as liaisons and represent our agency in citywide planning and response activities. We also serve as the 24 hour point of contact for OEM’s Watch Command. The EMU also works on Disabilities and Access and Functional Needs (DAFN) projects and strategies and are currently making facilities more accessible to everyone in shelters.

August 1st through November 30th is the coastal storm season for the New York City region so members at the EMU created a bulletin board highlighting the importance of being ready and prepared during an emergency.

September is National Preparedness Month. The September bulletin underlines the role the NYC Department of Education play when preparing for an emergency. Also highlighted are DOE partners during an emergency. Click here to see bulletins on full screen.

You can view the updated board on the 5th floor at 44-36 Vernon Blvd, Long Island City, NY 11101. For more information on being prepared for a disaster:

Click Ready New York
Click New York State Homeland Security and Emergency Services
Click FEMA National Preparedness Month

If you have any questions, please contact the Emergency Management Unit at 718-610-0100, or Email us emu@schools.nyc.gov
The Office of Sustainability is proud to announce that all DOE schools will be outfitted with complete Cafeteria Recycling Stations this Fall! All Recycling Stations will be delivered to schools by September 11, 2017.

As cafeterias generate a majority of school waste, the Cafeteria Recycling Station provides a great opportunity for schools to reenergize student participation and increase recycling efforts!

Our office encourages staff to have conversations with students and colleagues about sustainability practices. In order to facilitate these discussions, please review the Zero Waste School Guide. Click here to view.

For more information on Cafeteria Recycling Stations, see the sustainability website here.
The NYCDOE LeadDOE emerging leadership development program was established to cultivate the next generation of leaders by developing high-performing, learning-oriented leaders across the NYCDOE Central Offices.

LeadDOE participants successfully attended rigorous eight sessions along with pre-session assignments and speaker series, while juggling their busy professional and personal responsibilities. They have dedicated their time and effort to hone in their leadership skills and become better leaders. The Division of School Facilities is proud to announce that two of our staff members successfully completed this program and were honored at the Tweed building on June 11th, 2017. Please take a moment to congratulate Philip Napolitano -Director of Facilities Management Services and Mohamed Hemida – Deputy Director of Environmental Health and Safety. Click here here for photos.
DSF recently held a Customer Service training for some of our field staff and it was a big hit. Practical and simple solutions to everyday customer interactions were discovered. We are pleased to share the following pocket guide with everyone. We hope you use these effective tips to aid you in your everyday work interactions.

Click here to preview and download the pocket guide.
On May 18th, 2017, the Chancellor’s Recognition of Excellence Award ceremony was held at the Tweed Courthouse. The event celebrated and honored 21 custodial staff employees to recognize their amazing accomplishments and dedication to their jobs. Staff recognized were Custodian Engineers (Local 891), Firepersons (Local 94) and Handypersons/Cleaners (Local 32BJ). The Honorees were commended by Chancellor Carmen Fariña, Deputy Chancellor Elizabeth A. Rose and CEO of the Division of School Facilities John T. Shea for their amazing impact ensuring our school buildings are well maintained and run efficiently day in and day out. Over 100 hundred family members, peers and colleagues attended to support and honor these exemplary staff members. The Division of School Facilities is proud to have these individuals work within our schools. The custodial staff members honored were: Melvin Tiburcio, Andrija Markic, Esteban Nieves, Frank Costanzo, Maciej Wojewoda, Fabio Acosta, George Sesack, Joe Indelicato, Marianne Kiernan, Gregory Sutton, Maynard Engram, Valerie Alvarez, Karen Ferraro, Nelson Nunez, Jason Ortiz, Omar Thompson, Joe Garguilo, Juan Henriquez, Christie Tronolone, Frank Monaco, and Mary Cordero

Click here to view award recipients.
Please join Chancellor Fariña and the DOE Office of Sustainability for the 1st Sustainability Showcase! All DOE staff are invited to attend this event (pending prior supervisory approval) on Monday, May 22 from 8:30 a.m. to 3 p.m. at UFT headquarters, 52 Broadway, 2nd floor.

This event celebrates school efforts, actions, innovation and dedication to sustainability across grade levels, topics and leadership. Participants will survey the extraordinary things that students, teachers, administrators, building staff and partner organizations are working on to pave the way to greater school sustainability. The Sustainability Showcase will include an expo, awards, Green Team video contest, workshops and raffle prizes. You can register online here.

For a full screen view and printable version of the Sustainability Showcase flyer, click here
The New York State Legislature recently passed a bill (A10740/S8158) which requires the NYS Department of Health to develop regulations to require all school districts and boards of cooperative educational services (BOCES)—collectively, “schools”—to test all potable water outlets for lead contamination, and to take responsive actions. Governor Cuomo signed the proposed legislation, and the DOH adopted emergency regulations, titled Lead Testing in School Drinking Water -10 NYCRR Subpart 67-4 (Subpart 67-4), on September 6, 2016. The legislation includes all buildings owned or leased by a school.

Click Lead in School Drinking Water Frequently Asked Questions to review.
The Department of Citywide Administrative Services (DCAS) held their 2nd Annual Agency Top Demand Response Program Contributors Recognition Ceremony last week. One DOE Custodian Engineer (or Fireman) from each borough was recognized for excellent performance during the Summer 2016 Demand Response Program. They received a certificate from the DCAS Commissioner and Deputy Commissioner for curtailing significant electricity usage during peak hours, helping to relieve strain on the electric grid and preventing brownouts/blackouts around the City. The following staff were recognized at the ceremony: Michael Andrews from X362, Ioannis Galatulas from K422, Robert Baker from Q208, Timothy Thompson from R058 and Cesar Robles from M005. Join us in congratulation their outstanding performance. Click here to view pictures.

The Office of Sustainability is thrilled to have sponsored the installation of 46 new Water Refilling Stations citywide. Thirty –five DOE schools will receive the Elkay EZH20 Bottle Filling Station by Spring 2017. Supplying NYC students with these units promotes healthy beverages habits while reducing waste from single-use plastic bottles. These units also support the city’s Water Management Initiative and achievements toward the ‘Zero Waste by 2030’ goal.

Funding for this program was made possible through the DOE’s participation in the City’s Demand Response Program that curtails energy usage in DOE buildings during critical periods of peak demand on the electrical grid. To learn more about Demand Response and how your efforts earn money for our schools, click here , or visit schools.nyc.gov/ sustainability/ under "Resources" for Energy.


After successfully completing a 14 week internship program, the Winter 2016-2017 class of DSF interns were celebrated at the Department of Education’s Headquarters. In front of family, friends, school staff, co-workers and supervisors, Deputy Chancellor Elizabeth Rose congratulated all our students on setting an example within the City’s Career and Technical Education (CTE) Schools. She went on to praise not only their work ethic and dedication, but signaled out the importance of the “soft skills” they had attained by taking part in the program. She also highlighted how essential it is for CTE schools to form partnerships with industry associates that allowed for students to test the knowledge learned in the classroom with hands-on experience.

A few of our students presented about their internship experience, and expressed a great desire to be part of this program during the anticipated Summer 2017 program.

Click here to view some of the graduates.
The Office of Sustainability is pleased to announce $115,000 in new grants awarded to fifteen (15) DOE schools! The first of its kind, the awarded projects were selected from a competitive pool of 94 submissions from schools across all five boroughs.

Seven schools, ranging from elementary to high school, were awarded $5,000, while eight schools received $10,000 towards their school’s sustainability project. Some of the funded projects include: A Solar Powered Storm Water Irrigation System; an Edible Garden; a Water bottle refilling station and a Sustainability Education through the Arts program.

We plan to continue this grant and provide many more opportunities in the future. Congratulations to all the winners and thank you to all who applied!

The full list of the 2016 grant winner are currently listed on the Office of Sustainability website.

Click here to see the grant winners.

The K12 Facilities Forum leadership retreat for heads of facilities occurred this weekend. It was an intimate forum for the nation’s leading school districts to explore innovations in planning, design, construction and operations. Across the country, school districts continue to deal with numerous challenges: limited resources, deteriorating buildings, rapid advancements in technology, and an aging workforce. The program featured a healthy balance of thought-provoking talks and small group discussions.

Our CEO John Shea along with the SCA’s President & CEO Lorraine Grillo attended and presented on Water Testing Issues and how we address these.

See photo here.
Michael Gusek, Custodian Engineer at M154 was honored by DCAS on October 25th as the 2016 DOE Energy Champion. DCAS annually awards one person from each of the major municipal agencies as the Energy Champion. An Energy Champion is someone at the facility level who has day-to-day responsibility for operating one or more facilities in an energy efficient manner.

In the past 3 years, Mr. Gusek has reduced his electric demand by 40% and his electrical usage by 55%. He reduced his heating consumption by 13% and he achieved an overall energy reduction of 23%. He has made these achievements by performing his own boiler maintenance. The boilers are original to the building, which were installed in 1963 and are immaculately maintained. With his painstaking attention to detail of the maintenance of his boiler plant, he has prevented the boilers from having blown a single boiler tube in 19 years. His log books are impeccably neat, well organized and up to date. His supervisors describe him as having great attention to detail, his building kept in mint condition and being avid about the maintenance of the facility. We are pleased to see other agencies recognizing all the hard work our facilities staff do on a daily basis. Congratulations to Mr. Gusek on this wonderful award and achievement!

Click here to view additional photos.
Our Women in Facilities Management (WIFM) members organized a group of Division of School Facilities (DSF) employees to attend a Career Fair which took place at Energy Tech HS on Monday, October 17, 2016. The staff also participated in the Women in STEM networking event that followed. Both were a huge success and a very rewarding experience for both the students of the school and our team of DSF presenters. Our WIFM group plans to attend more of these types of fairs and events throughout the school year!

Click here to view photo in full screen.
On Friday October 21, 2016 to show support for the fight against breast cancer, DSF employees wore pink to work in support of our family, friends and colleagues who have been impacted. Together we can reach an incredible goal in building awareness since early detection is the best prevention possible.

Click here to view photo.
The Division of School Facilities, in partnership with the Career and Technical Education (CTE) office, offers students from CTE schools the opportunity to work with skilled tradespersons in a hands-on learning environment. Our goal is to help students learn how to enter into various trade fields. Two interns from our first intern group have made our agency proud by being accepted to the United Brotherhood of Carpenters and Joiners apprenticeship program. This is a shining example of how this program truly impacts our students’ lives. Congratulations to former interns Joed Diaz and Zimzam King, and to the entire DSF and CTE community who made this internship a reality.

Click here to view their United Brotherhood of Carpenters and Joiners ID.
The Division of School Facilities (DSF) proudly collaborates with the Department of Environmental Protection (DEP) on a joint project to install low-flush toilets throughout our buildings. Utilizing DEP funding (totaling over $33 Million through Fiscal Year 2017) and the Department of Education’s Job Order Contract, DSF expects approximately 30,000 fixtures to be replaced. This type of collaboration between agencies allows the City to accomplish massive projects which could not be achieved without this kind of partnership.

It is estimated this project will result in saving 4 million gallons of water per day. In addition, the old porcelain fixtures are crushed and prepared to create an oyster reef in Jamaica Bay. This venture allows us to show our students a real world connection to our sustainability message; which we consider a wonderful thing!

Click here to view a video showing the benefits of this outstanding program.
The Division of School Facilities has developed a Standing Water Management Plan to mitigate risks associated with diseases that are caused by mosquitoes. The Plan outlines the best practices and procedures to be followed by Custodian Engineers and Building Managers, to avoid ponding before a rain event and abate standing water 48-72 hours after a rain event, or other operational activities that can lead to standing water.

This Plan complies with the NYC Department of Health and Mental Hygiene’s (DoHMH) regulation (Title 24: Department of Health and Mental Hygiene - New York City Health Codes - Title IV: Environmental Sanitation› Part B: Control of Environment› Article 151: Rodents, Insects and Other Pests. Click here for NYC Rules) governing standing water.

For additional information please visit the DoHMH website at:https://www1.nyc.gov/site/doh/health/health-topics/zika-virus.page

Click here to review Standing Water Management Plan.
On Tuesday May 10th, 2016, the 2015 Mayor’s Customer Service Excellence Award Ceremony was held at Manhattan Surrogate Court to acknowledge selected individuals from across City government who exemplify exceptional customer service values. This ceremony also specially recognized safe drivers who have been making NYC’s streets safer through a continued focus on the Vision Zero program.

One of this year’s honorees was Richie Andersen from the Division of School Facilities, Trucking Department. Richie has been driving DSF’s heavy duty trucks for The Division of School Facilities has developed a Standing Water Management Plan to mitigate risks associated with diseases that are caused by mosquitoes. The Plan outlines the best practices and procedures to be followed by Custodian Engineers and Building Managers, to avoid ponding before a rain event and abate standing water 48-72 hours after a rain event, or other operational activities that can lead to standing water.

This Plan complies with the NYC Department of Health and Mental Hygiene’s (DoHMH) regulation (Title 24: Department of Health and Mental Hygiene› New York City Health Codes> Title IV: Environmental Sanitation› Part B: Control of Environment› Article 151: Rodents, Insects and Other Pests. Click here for NYC Rules) governing standing water.

For additional information please visit the DoHMH website at:
One of this year’s honorees was Richie Andersen from the Division of School Facilities, Trucking Department. Richie has been driving DSF’s heavy duty trucks for over 12 years without a vehicular accident. Please join me in congratulating Richie on his special recognition. Pictured with Richie are Deputy Chancellor, Elizabeth A. Rose and Director of Facilities Management Services, Philip Napolitano.

Click here to view another picture of Richie Andersen at the Award Ceremony
On April 20th, 2016, the Chancellor’s Recognition of Excellence Award Ceremony was held at the Tweed Courthouse to celebrate and honor twenty one school custodial staff for their exemplary work and accomplishments.

Those recognized were Custodian Engineers (Local 891), Firepersons/Building Managers (Local 94) and Handypersons/Cleaners (Local 32 BJ). The custodial staff were nominated by their supervisors, representing the best from all seven borough teams. The honorees were recognized and praised by Chancellor Carmen Fariña, Deputy Chancellor Elizabeth A. Rose and CEO of the Division of School Facilities John T. Shea for their wonderful efforts and contributions in maintaining the city’s school buildings. Guest speakers Robert J. Troeller of Local 891 and Shirley Aldebol of Local 32BJ also addressed the honorees with warm congratulatory messages.

The event was attended by over 100 people including family, friends and colleagues of the honorees and representatives from the three local unions. The event proved to be an ideal way of highlighting these exceptional individuals.

The custodial staff honored at the ceremony were: Sultan Alkatabi, Thomas Bickerton, Alfred Cataudella, Robert Crumb, Kristen D'Alessio, Adriano DeLeon, Steven Dinapoli, Dennis Dominguez, Silvia Duran, Elio Garita, Jillian Gonzalez, Jesus Guerrero, Deborah Lapponese, Marilyn Middleton, Frank Pedretti, Jonathan Ranzie, Steven Reider, Daniel Rivera, Gerardo Rodriguez, Stephen Sigler & Michael Smith. Click here to view
On November 4th, 2015 DCAS Energy Management held its Annual Energy Recognition Ceremony to celebrate leadership in energy management at the New York Botanical Garden. Approximately 100 people attended the ceremony from a variety of City agencies, cultural institutions and libraries. Awards were given to Energy Champions from nine (9) city agencies to recognize their excellence in implementing building management practices that reduce energy consumption and greenhouse gas (GHG) emissions.

Adele McGreal, the DOE Energy Champion and Custodian for PS 102 in the East Bronx, was selected by the Division of School Facilities for her many successes in working towards energy efficiency. Some examples of her accomplishments include the improvement of the facility's HVAC system, the implementation of a preventive maintenance plan, and a low cost/no cost lighting upgrade utilizing funding from the Demand Response program.

Awards were also given to an Energy Manager of the Year, Omer Cabuk of DSF for his outstanding contributions in reducing energy consumption and GHG emissions. While one Energy Champion is nominated by each agency, Omer was selected out of all agency Energy Managers citywide for his particular achievements. He has consistently proven himself to be worthy of this award through the quality of his work, the professional manner in which he conducts himself, and the consistent way he goes above and beyond in all facets of developing, organizing and implementing an agency energy management program.
In 2012 the Department of Education announced that P.S. 62 in Staten Island would be the first ‘Net Zero’ school in the state of New York. On September 10, the Katherine Grimm School of Leadership and Sustainability, named after the former Deputy Chancellor, opened their classroom doors.

Housed in a brand-new, uniquely designed 68,000-square-foot building, the classrooms, which will eventually house 444 students in pre-K through fifth grade, were built with windows facing directions that will catch the most sunlight and avoid excessive use of electric lights. The ceilings are shaped to push sunlight into the rooms and the walls are insulated so it lets very little air out. With a host of additional ‘green’ features like motion-sensor energy-efficient indoor lighting, and a precast concrete building envelope which acts as a rain screen, the school will use 50 percent less energy than a typical school building.

The school building will also serve as a hands-on learning laboratory for its students, allowing educators to integrate their surroundings into lessons about sustainability, innovation and the importance of preserving and protecting our environment. Students will also contribute directly through physical exercise by riding stationary bicycles that actually produce energy for the building. Outdoor gardens and a greenhouse in the second-floor courtyard will produce food for the cafeteria, not only helping children make healthy food choices but also teaching them about life cycles in nature.

In addition to its regular classrooms and sustainability nodes, the Kathleen Grimm School features art and music facilities, a science lab, gymnasium, a library, an outdoor playground, a running track and pathways around the property that encourage walking and feature displays that teach students about the environment.

Click here to view architectural renderings of the Katherine Grimm School of Leadership and Sustainability.
The Division of School Facilities (DSF), led by CEO John Shea, was awarded the 2015 Institutional Energy Management of the Year Award by the Association of Energy Engineers (AEE) at the World Energy Engineering Congress.

This honor, in recognition of DSF's pioneering energy conservation training program, highlights New York City's focus on reducing citywide energy consumption in municipal-owned buildings. By shifting organizational focus to energy reduction and enhancing indoor environmental quality, DSF has positioned themselves as US leader in building management systems. DSF's training program goes beyond capital improvements and instead embraces organizational change on a larger level. Attendees of the DSF training program earned numerous certifications (National Building Operator Certification and Indoor Air Quality Certifications from the International Union of Operating Engineers and the United States Environmental Protection Agency), allowing them to better serve the needs of the buildings they manage.

Click here for a picture of John Shea, speaking from the AEE Event podium.
Deputy Mayor Richard Buery and Michaela Daniel from the Office of the Mayor pay a visit to the new Universal Pre-K Center at 1139 Coney Island Avenue. Also on hand were officials from the School Construction Authority, Division of Early Childhood Education, and Nicholas DelBianco, Deputy Director of Facilities.

The facility and students were decked out in pink in honor of Women’s Health. The visitors enjoyed their interactions with both students and staff. They were impressed by the students' openness and confidence to engage in conversations and play, and their hesitancy to share their pizza. One student told the Deputy Mayor that she was going to tell her mother as she does not talk with strangers.

The Deputy Mayor was particularly impressed with the enthusiasm, passion, caring and knowledge exhibited by both the students and their teachers.

Thank you to the staff of Coney Island for their display of professionalism as members of the Community School District 22 Pre-kindergarten team. Click here to view additional pictures from the visit.
The new Beacon High School building has a new mural on display, courtesy of the creative works of the students attending Beacon High School. Click here to view the full display.

If the picture slide does not display on your computer, click here to view.
The Office of Sustainability held its first Sustainability Summit on Friday, July 24 which drew over 100 eager participants, consisting of sustainability coordinators, teachers, custodial engineers and partners, all committed to improving sustainable efforts within the NYC school system. The objective of the summit was to provide an instructional and networking environment for participating individuals to share best practices, resources, and build stronger relationships.

The day-long event, began with a welcome address, given by DSF’s CEO John Shea, followed by the keynote address, given by Afsana Akter and Amosh Neupane, both alumni of the Alliance of Climate Education (ACE) and Global Kids program. Their powerful keynote address, shared their personal stories of climate activism and how climate change has impacted their homelands.

Afsana spoke of the effect climate change has had on Bangladesh, where she was born: “I grew up in Bangladesh where the effects of climate change are destroying people’s way of life. Sea level rise and severe tropical storms continue to intensify. People are losing their homes”. Amosh who is from Nepal, spoke about his love for nature “We are the perpetrators of the slow, painful demise of our planet. Who will speak for the Himalayas and the Dead Sea? Who is going to project the voices of the dolphins and the plovers? Who is going to advocate for the voiceless, the ones being subjugated? I will.” said Amosh. They closed their address by asking their peers to join them in taking action for a cleaner future.

Held at The Walton Educational Campus in the Bronx, the summit provided a variety of partner sponsored expo tables and workshops. Each 50 minute workshop focused on guiding educators and staff on how to seamlessly integrate sustainability initiatives into schools across all curriculum subject areas and within operations.

The summit concluded with the first Sustainability Excellence Awards, which recognizes outstanding individuals and teams for excellence in environmental leadership and contributions to the DOE’s Sustainability Initiative.

Let’s congratulate this year’s award winners and thank them for making DOE facilities a more sustainable place to learn and work.

Outstanding Sustainability Coordinator • Phil Richford, P.S. 197 • Danny Steiner, Bronx Theatre High School

Outstanding Facility Staff • Luciano Paone, Charles Weng School - Elementary

Outstanding Principal • Rosemarie Nicoletti, Kings Highway Academy - Elementary

Outstanding Student Green Team • P.S. 57 Green Team, Hubert H. Humphrey Elementary School • M.S. 74 Green Team, Nathaniel Hawthorne Middle School Extreme Green Team, John F. Kennedy High School

Outstanding School Event • The Big Lift Contest, P.S. 130 – Hernando De Soto Elementary School • Stuyvesant High School’s Annual Earth Day Fair, Stuyvesant High School

Click here to view additional pictures of the event.
The Department of Sanitation (DSNY) promotes a healthy environment through efficient management of the City’s solid waste, and environmentally sound long-range planning for handling the City’s recycling and garbage. To help encourage students the Golden Apple Awards reward NYC public schools grades K–12 with cash prizes for implementing innovative and exemplary programs in recycling, waste prevention, and cleanup and beautification.

The annual competition includes three main contests: Super Recyclers, honoring model school recycling programs; Reduce & Reuse, recognizing innovative waste reduction practices; and Team Up to Clean Up, which encourages students to clean up and beautify their schools and neighborhoods.

On Monday, June 22, DSNY’s Commissioner, Kathryn Garcia; Manhattan Borough President Gale Brewer; GrowNYC Recycling Champions Program Manager, Thaddeus Copeland and DSF’s Chief Executive Officer, John Shea, met with the 2015 Super Recyclers Citywide Winner, P.S.130 Hernando De Soto, located in Lower Manhattan. P.S. 130 also won GrowNYC Recycling Champions “Big Lift” contest, a contest that challenges participating schools to weigh all of their waste from classrooms, offices, and cafeterias, once a week for four weeks.

With the efforts of the school’s Green Team, students implemented a new effective recycling program, and displayed results of their weekly classroom checkups on a bulletin board. They increased involvement with workshops, newsletters, and morning announcements.

To view additional pictures of the students at P.S. 130 click here. To view the complete list of winners please visit the website by clicking here.
After successfully completing a 13 week internship program, the inaugural class of DSF interns were celebrated at the Department of Education’s Headquarters. In front of family, friends, school staff, co-workers and supervisors, Deputy Chancellor Elizabeth Rose congratulated all 20 students on setting an example within the City’s Career and Technical Education (CTE) Schools. She went on to praise not only their work ethic and dedication, but signaled out the importance of the “soft skills” they had attained by taking part in the program. John Shea, CEO of DSF, highlighted how essential it is for CTE schools to form partnerships with industry associates that allowed for students to test the knowledge learned in the classroom with hands-on experience. Speaking of his own start in facilities management, Mr. Shea spoke about the types of careers available to the next generation of graduates. Click here to view some of the graduates.
We're hosting a Sustainability Summit on July 24, 2015 at the Walton Educational Campus. Click here and select the slide 2 bar for all the details.
Employee Resource Group (ERG) Co-leaders Meryl Labella and Linda Green attended the Meet the ERGs - Unconscious Bias Workshop hosted by the DOE’s Office of Equal Opportunity and Diversity Management. Unconscious Bias was introduced as the mental shortcuts our brains take to help us make decisions quickly. Following this wonderful workshop, they introduced other attendees to the Women in Facilities Management (WIFM) ERG and provided their experiences on forming this type of group. Other WIFM members in attendance were Kimberley Coke, Rana Roberts, Maria Kurylyk, Kimberly DeVine and Eliza Brenman.

Click here to view photo in full screen
On Wednesday, April 29, The Bronx Director of Facilities Anthony Salvadore and members of his Bronx Team had a meet and greet with the Office of School Food Service Managers.

The organizer was Cherise Tafe, Bronx Regional Director of School Food. As stated by Anthony Salvadore, “…the meet and greet was to better understand our roles and responsibilities working as a team in resolving many issues that impact both sides of our operation. The meeting was very interactive, informative and successful….”
On Tuesday, April 14th the Office of Sustainability held its annual Demand Response Award Ceremony. Held at the DOE’s Division of School Facilities, awards were given to Custodian Engineers who oversee facilities participating in the Demand Response Program and exceeded performance during Summer 2014.

Click here for full story.
The Division of School Facilities, in partnership with the Career and Technical Education (CTE) office, has begun offering students from CTE schools the opportunity to work with skilled tradespersons in a hands-on learning environment.

Interns, who were chosen after a rigorous interview process, work in the areas of carpentry, plumbing, electrical, HVAC or Energy Management. Over a seven week period the 21 interns will take the lessons learned in the classroom and apply them to real world scenarios. This type of environment will enable participants to better understand the jobs they’ve studied and test the skills learned through CTE programs.

Click here to view the pictures.
During their Black History Month celebration, the Riverton Street Charter School (RSCS) presented Board Member Linda Green with its Visionary Award, in appreciation of her vision and limitless effort in creating an exemplary institution and effectively leading and sustaining the RSCS learning community.

Linda has been a member of the board of the directors since 2011. The Board of Directors is comprised of dedicated civic and community leaders who volunteer their time and energy to help ensure that Riverton Street Charter School is challenging each child to achieve. Riverton Street Charter School, founded in 2010 in St. Albans, Queens, is a free public charter school offering Full Day K-7 (adding 8th grade in the fall of 2015). The RSCS credo is simple: Set high-standards, make expectations clear, provide meaningful instruction, and watch children excel academically. At RSCS every student is given the tools for success, in and out of the classroom. With a commitment to work, good citizenship, and personal responsibility students experience a safe, secure environment where learning and achievement can thrive.

Click here to view the Riverton Street Charter School website
Chancellor Fariña, along with other high ranking officials from the DOE, recognized sixteen custodial staff employees for their exceptional work at a ceremony on March 9th. Those recognized were Custodial Engineers (Local 891), Firepersons (Local 94) and Handypersons/Cleaners (Local 32BJ).

Nominated by their supervisors, these individuals represent the best from all five boroughs. This was the first time the Chancellor’s Recognition of Excellence Award has been given to a group of individuals. Highlighting outstanding custodial staff at the Division of School Facilities will now be an annual occurrence. The sixteen employees were individually praised by John Shea, CEO of the Division of School Facilities, and had the opportunity to meet Chancellor Fariña and Deputy Chancellor Elizabeth Rose. With family and friends in attendance, this ceremony was the perfect setting to honor those who work tirelessly maintaining the city’s school buildings.

Click here to view the pictures.
In partnership with the NBA, the city’s Department of Education plans to reach 1 million youth in all five boroughs over All-Star weekend. In addition to hosting basketball and fitness clinics in 100 schools on February 13th, the Division of School Facilities (DSF) has worked with the NBA to refurbish 10 indoor basketball courts across the city. This work highlights DSF’s central mission and brings needed updates to some of the city’s finest schools. Please see attached article for more details: click here
The Office of Enterprise, Development and Support is pleased to introduce its Staff Development web page. The web page contains a directory of updated instructional and informational manuals available for your use. The manuals cover several Microsoft Office 2010 applications, including basic Excel, Word and Outlook. All manuals are available for viewing online, or printing via the DSF Staff Web Page. Each manual has a cover page and table of content. You can click on the links in the table of contents to navigate to the various topics. Also available are instruction guides for all our PassPort Portal/J users. These guides were created specifically for custodian engineers/building managers, contract managers, skilled trade mechanics, and Accounts Payable and other DSF staff.

Additionally, our newly revised Training Registration Application is now available for use. This application allows DSF staff to electronically request training for individual, or group training sessions for one of the many course offerings and sub topics. All requests for training must be approved by a manager or supervisor. This application will be the main medium for requesting, registering and notifying staff of just about every training session offered by DSF.

Please review and take advantage of all training provided by DSF.
Ms. Meryl LaBella has been selected as the Director of Special Projects. This position reports directly to the CEO, and will oversee a varied portfolio including our SchoolStat program, and our relationship with other New York City agencies such as the Parks Department, the Department of Transportation, and Cultural Affairs, to name a few. Meryl has been with DSF as the Deputy Director of Procurement for five years, and has a strong facilities management background from the private sector prior to her city service.
Mr. Philip Napolitano has been selected as the Director of Facilities Management Services. In this role, Phil’s primary responsibility will be the oversight of our Facilities Management Services (FMS) vendors, TEMCO and ABM. These companies provide outsourced cleaning and maintenance services to approximately 140 buildings in the Department’s portfolio. Phil will also have responsibilities related to our moving contract, our vehicle fleet, and our Vernon Boulevard warehouse operation. Phil has held positions of increasing responsibility at DSF, including Cleaner, Handyperson, Custodian Engineer, and Deputy Director of Facilities. Most recently, he was assigned as the point person for PCB issues for the DOE.
Click here to read letter from the Commissioner of the NYC Department of Health and Mental Hygiene to Chancellor Fariña.
Ottavio Lamantia, Custodian Engineer for the Grace Dodge Career and Technical Education High School (X660) in the Bronx, wins the DOE 2014 Energy Champion Award.

Click here to read the full announcement.
In partnership with DCAS, the DOE is holding a building energy competition during winter 2014/2015. One winner will be selected from each borough. A Custodian Engineer at each winning school can select a maintenance repair or an energy retrofit project related to HVAC/Lighting of his/her choosing up to $10,000. The deadline to sign up for this competition is October 27th, Monday COB.

Click here to view.
Mayor de Blasio announced a major investment in solar power at City schools, funding 24 installations as part of the administration’s new green buildings plan (One City, Built to Last), tripling the amount of solar currently planned on City-owned buildings, and marking another step forward as the City works to dramatically reduce its contributions to climate change. Click here to read the full announcement.
John Shea, CEO of DSF, received the award at a ceremony at the World Energy Engineering Congress in Washington D.C. on September 30th. The conference, in its 37th year, highlights outstanding work being done in the energy field.
As recognition of the great work being done in NYC schools by sustainability coordinators, various organizations have awarded their efforts. Vicki Sando was named a Trailblazing Teacher by the Center for Green Schools, one of only six teachers nationwide to be honored for her creativity in bringing sustainability education to the classroom. As part of the reward, Ms. Sando will receive tools to further support her mission of teaching sustainability to her students.

Daniel Steiner received the Bronx Council for Environmental Quality (BCEQ) “Keeping it Reel” Formal Environmental Educator Award, as nominated by his Principal, Charles Gallo. The BCEQ is a non-profit dedicated to leaving the Bronx with “better air, land, and water quality than we have at present.” As part of that goal the organization works with schools to educate students on the importance of environmental issues facing their community.

Nathaniel Wright, a teacher at Bronx Design and Construction Academy, was awarded the Presidential Innovation Award for Environmental Educators (PIAEE). The White House Council on Environmental Quality, in partnership with the U.S. Environmental Protection Agency, recognizes “outstanding K-12 teachers who employ innovative approaches to environmental education and use the environment as a context for learning for their students.” Nathaniel was selected based on the work done with students including a green roof, lessons on food production and urban ecosystems, Urban Heat Island Effect and working with architectural students on sustainable building designs.

The NYC Department of Education is extremely proud of these three individuals and all the other sustainability coordinators working to bring green curriculum to the classroom!
After a year that saw tremendous growth for the city’s Sustainability Initiative, the annual Golden Apple Awards were given out to schools that showed exceptional results in recycling, reuse and clean up challenges. On hand to present the awards was DSNY Commissioner Kathryn Garcia and CEO of DSF John Shea. To read further about the great work being done in our schools, click here
Through the DOE's organic collection program the City has been collecting food waste in cafeterias and converting it into compost, rather than sending it to landfills. Once converted to compost it can be sold to landscapers, turned into natural gas or donated to parks across the five boroughs. Sustainability efforts by the DOE are changing the way we recycle and reuse in schools on a daily basis.
On November 20th John Shea, CEO of DSF, will be representing DOE on a panel discussion centered on small companies with great ideas that hope to gain the attention of large organizations. This discussion will give valuable insight and knowledge to small business operators and bring attention to the partnerships fostered between the public and private sectors. For more information please select the following link here.
On October 28th five DSF employees were honored by Deputy Chancellor Grimm to thank them for the great work they engage in on behalf of New York City schools and students. The honorees were Vincent Sisto (Custodial Engineer), Parmanand Ramphal (Bronx Borough Contract Manager), Lililya Shames (Deputy Director of Optimization), Meryl LaBella (Deputy Director of Procurement) and Harry Torkelsen (Borough Contract Manager). DSF is proud of all those recognized and thanks them for all their hard work and dedication.
To the DSF Team: As the school year moves forward, I wanted to take a moment and thank each of you for the exemplary effort you gave to ensure that our schools were ready for our 1.1 million students this fall. The work DSF does behind the scenes is crucial in allowing students to reach their potential in the classroom. I believe that our team is better than ever at meeting the needs of a city as demanding and diverse as New York.

Since 2002, we have opened 654 new schools to better serve our students. Many of those buildings were damaged by Superstorm Sandy. As we approach the one year anniversary of Sandy, the ingenuity that was shown by our entire department exemplifies the best that public service has to offer. Never in the history of DSF had one event affected the entire organization so drastically. It was inspiring to watch this past year as DSF helped to rebuild our facilities.

Our Sustainability Initiative has been a trailblazer in City government. New partnerships and programs aimed at meeting the goals of PlaNYC have allowed DSF to push forward on the Mayor’s environmental vision. This year begins our partnership with DSNY to promote composting in 200 schools, with the goal of all schools composting within three years. We continue to work with the Parks Department to ensure that every New Yorker is within a ten minute walk of a park. These programs, along with others for energy conservation, ecology, and green curriculum, show the level of importance the City of New York places on making the city a greener place to work, live and attend school.

In the coming year we will continue our progress in improving the way facilities are managed, repaired and modernized. Through partnerships with both city agencies and private organizations, we will hold fast to sustainability goals set out in PlaNYC, allowing our schools to become a model for other major urban school districts.

It is only when we work together that our goals can be accomplished. I look forward to the challenges ahead knowing that we will face them as a team, and continue to support our children in getting the education they deserve.

Many thanks,

John Shea, CEO Division of School Facilities
This report located here tells what parents, teachers, and students said about learning conditions at the High School for Energy and Technology which is sponsored by the Division of School Facilities.
In this article published on the Facilitiesnet website, John Shea and other FMXcellence winners share how they made a big impact on a large portfolio. John specifically speaks about the use of the SchoolStat application which uses data-driven analysis to target problem areas in schools. To read the full article CLICK HERE.
Linda Green, JD, MPA, Chief Administrative Officer at the DSF has once again been asked to participate on the "Diverse Career Opportunities for Your Law Degree” Panel which will be held on Tuesday, July 23rd at 6pm at Akin Gump Strauss Hauer & Feld LLP.

This event is part of the Thurgood Marshall Summer Law Internship Program, which provides legal internship opportunities and development programs for inner-city high school students interested in pursuing a career in law. More information about the program is available at: CLICK HERE.
DSF would like to congratulate Deputy Director of Facilities Joe Lazarus who has been named one of the six 2013 Sloan Public Service Award winners. As Deputy Director of Facilities for Community School District 3, Joseph Lazarus oversees 50 Manhattan public schools located in 30 different buildings to ensure that 4 million square feet of school space is safe, clean and warm for teachers and students.

For over 38 years, the Fund has recognized City employees at all ranks and levels of government through its Sloan Public Service Awards, widely regarded as the Nobel Prizes of City government. This program annually honors six outstanding civil servants whose work performance and commitment to the public transcend not merely the ordinary but the extraordinary, day after day and year after year. In honoring these winners, the Fund also acknowledges the contributions of the many thousands of dedicated public servants who, with integrity and devotion, perform the work that keeps this complex city running. CLICK HERE. to view the video.
Dear Friends, I'd like to sing the praises of our Solar One educators and staff, whose work, dedication and considerable talent have made our Green Design Lab™ a stunning success. But don't take my word for it. The Wall Street Journal found the Green Design Lab™ so exciting they ran a feature article on it in the paper today. You can read the article as a PDF HERE. In fact, the Journal gave us double coverage, with a wonderful online video of our one-of-a-kind program: WATCH IT HERE.

Last year we tested the Green Design Lab™, our in-depth environmental education program that shows students how to green their school, in 10 NYC public schools. It quickly caught fire and will be in 30 public schools this year. These 30 schools will compete for $30,000 in prizes. The winners will be the top 3 to show the biggest reduction in electricity use (kW hours). Facing tough budget cuts, schools are taking our Energy Challenge very seriously. Please read the Journal's report on our Green Design Lab™, I'm positive you'll find it informative and inspiring- we really appreciate the wonderful work that journalist Sophia Hollander did on this piece. And many, many thanks to everyone who has supported our effort to green schools, lower their energy bills and improve our students' STEM (science, technology, energy and math) skills.

Sincerely,

Chris Collins
Executive Director
The New York State Office of General Services (OGS), under the leadership of Governor Andrew M. Cuomo, is pleased to provide this website for use by institutions and the general public. Its purpose is to offer facility managers, school administrators, educators, parents, and citizens a wealth of free information and tools to promote adoption of effective green cleaning practices, leading to healthier indoor environments
click here to watch the video.
Click here to see ten really great employee traits that any good employer should recognize and reward instantly.
Click here to read the Settlement Agreement.
This article, click here, published by the New York Times in January of 1939, highlights the DOE’s construction of schools during the New Deal era. This expansion was the largest of its kind up to that point and showed NYC’s commitment to providing state of the art facilities to students throughout the five boroughs. It’s easy to see that many of the actions taken by DSF today mirror those from the city’s past.
April 1st marked the start of Earth Month and DSF is celebrating! All through the month of April, schools will be learning about environmental stewardship and protecting our earth. On Earth Day, The JFK Campus and Bronx Theater High School will be holding workshops in composting, planting, tree identification, wetland restoration, and solar lighting. Other schools will hold similar events on Earth Day to celebrate protecting and reusing earth’s resources.

There are also many things YOU can do to protect our planet! Try bringing a reusable mug for coffee and reusable bags to the grocery store. These little changes make a big difference in protecting earth’s resources. At home, make sure you turn off electronics when you’re done, print double sided on paper, and change your lightbulbs to energy saving compact fluorescents. Shopping in your local community, recycling, and composting your food scraps are amazing ways you can contribute to Earth Month.

To view full screen version of the Earth Month Poster, Click here.

Also check out our bulletin board on the 5th floor to find out more ways you can protect the planet!
The International Facility Management Association (IFMA) and the IFMA Foundation are proud to announce the release of “Waste: A Comprehensive Guide to Waste Stream Management,” the latest free publication in the “Sustainability ‘How-to’ Guide Series” which provides facility managers with workable solutions to minimize waste.

“To recycle an old cliché, waste not, want not,” said Marina Badoian-Kriticos, sustainability director at IFMA. “The modern facility manager is under tremendous pressure to do more with less. One way to accomplish this is by managing the waste stream to reduce the amount of waste in the built environment. Waste flow management is one of the most profound examples of sustainable practices saving money, improving productivity and benefiting the triple bottom line for organizations around the world.”

Waste is defined loosely as the useless consumption or expenditure of resources. This not only encompasses the popular understanding of waste (in terms of energy and garbage), but wasted time and effort as well. Waste stream management is the process of tracking resources from the beginning to the end of their existence. Below is an excerpt from the executive summary of the guide:

This guide covers the use of resources from harvest through manufacture/production, transportation, use and disposal of materials. It discusses environmentally preferred purchasing programs, life cycle assessment and various disposal methods. It explains rapidly renewable resources, embedded energy, virtual water, package design, the effect of materials on indoor environmental quality, recycling, document destruction and landfills. It focuses on the four “Rs” — reduce, reuse, recycle and rethink — in managing resources and the waste products derived from them. Finally, the guide will show how managing resources throughout a product’s life cycle will save time and money.

Among the subjects covered in the free guide are:
• Best practices for conducting a waste audit
• A guide for environmentally preferred purchasing
• Best practices to reduce, reuse, recycle and rethink
• Tips for making the business case for waste reduction
• Detailed case studies

The peer-reviewed guide was co-written by Bill Conley, IFMA Fellow, CFM, SFP, FMP, CFMJ, LEED AP and Sharon Jaye, D.Ed., SFP.

Bill Conley has more than 35 years of experience in facility management. He has managed facilities for VeriFone, Hewlett-Packard and SCAN Health Plan, and has served as managing director of the LEED®/Sustainability Development Group for Pacific Building Care (PBC). He is past president of the Orange County (U.S.) Chapter of IFMA as well as the Facility Management Consultants Council and has served on the IFMA board of directors. He is a director on the board of OC IFMA and is a member of IFMA’s sustainability committee. He currently practices as a facility management/sustainability consultant through his own company, CFM2.

Sharon Jaye is the director of sustainability at the New York City Department of Education Division of School Facilities. She has a bachelor’s degree in business administration from Clayton State University, a master’s degree in project management from the University of Wisconsin Platteville and a doctorate of education in educational leadership from Argosy University. She holds Sustainability Facility Professional accreditation through IFMA and currently serves on IFMA’s sustainability committee.

“Waste: A Comprehensive Guide to Waste Stream Management,” is available here online. free of charge. In total, 14 publications from the “Sustainability ‘How-to’ Guide Series” are available here online. The IFMA Foundation produced the guide in partnership with the IFMA Sustainability Committee.

Established in 1990 as a nonprofit 501(c)(3) corporation, the IFMA Foundation works for the public good to promote educational opportunities and research for the advancement of facility management. The IFMA Foundation is supported by the generosity of the facility management community, including IFMA members, chapters, councils, corporate sponsors and private contributors who are united by the belief that education and research improve the facility management profession.
Three New York State Schools were named among the Second Annual U.S. Dept. of Education Green Ribbon Schools.

U.S. Secretary of Education Arne Duncan, together with White House Council on Environmental Quality Chair Nancy Sutley and Environmental Protection Agency Acting Administrator Bob Perciasepe announced that three New York schools – Crompond School, PS 057 Hubert H. Humphrey School and Rye Country Day School – are among the 14 districts and 64 schools named 2013 U.S. Department of Education Green Ribbon Schools. New York State is among 29 states and D.C. with schools receiving the second annual awards.

U.S. Department of Education Green Ribbon Schools is a federal recognition program that launched in September 2011. Selected schools are honored for their exemplary efforts to reduce environmental impact and utility costs, promote better health, and ensure effective environmental education, including civics and green career pathways.

Crompond School, Yorktown, NY lives up to its motto "Always Responsible, Never Excuses" with emphasis on individual responsibility and environmental consciousness including participation in the Ford Challenge to create a future car model that reduces the carbon footprint. PS 057 Hubert H. Humphrey School, Staten Island, NY provides students with project-based learning centered around environmental education including energy conservation, climate change, ecological restoration, composting, recycling and gardening. Rye Country Day School, Rye, NY provides a multi-faceted program focusing on energy and resource reduction, recycling, environmental activities, campus gardening, and community education.

"The Board of Regents and I congratulate the Crompond School, PS 057 Hubert H. Humphrey School and Rye Country Day School," said State Education Commissioner John B. King, Jr. "These three schools have demonstrated exemplary efforts to ensure a sustainable and 'green' school environment and the students, faculty and staff of each school deserve to be recognized for their work."

"Today’s honorees are modeling a comprehensive approach to being green," said U.S. Secretary of Education Arne Duncan. "They are demonstrating ways schools can simultaneously cut costs; improve health, performance and equity; and provide an education geared toward the jobs of the future. In fact, the selected districts are saving millions of dollars as a result of their greening efforts. And the great thing is that the resources these honorees are using are available for free to all schools."

The 2013 Green Ribbon School honorees include 54 public schools and 10 private schools. In addition, 14 districts were honored for the first-ever District Sustainability Award. The public schools include seven charter, five magnet and four career and technical schools. The schools serve various grade levels, including 40 elementary, 23 middle and 19 high schools, with several schools having various K-12 configurations, from 29 states and the District of Columbia. Over half of the 2013 honorees serve a student body more than 40 percent of which is eligible for free and reduced price lunch. The list of all selected schools and districts, as well as their nomination packages, can be found here. A report with highlights on the 78 honorees can be found here.

"Preparing students for success in the 21st century economy begins in our schools. The schools and districts being honored today are modeling the best practices in reducing environmental impact and cutting costs, creating a healthier learning environment, and providing students with an education geared toward the jobs of the future," said Chair of the White House Council on Environmental Quality Nancy Sutley.

"EPA is proud to join the Department of Education in recognizing our nation's U.S. Department of Education Green Ribbon Schools for their remarkable efforts to create healthier learning spaces and educate students on the importance of environmental protection," said EPA Acting Administrator Bob Perciasepe. "U.S. Department of Education Green Ribbon Schools are not only cutting costs thanks to energy-saving practices and use of more efficient technology, but they're also reducing instances of pollution-related illnesses like asthma, a leading cause of student absence. The students who attend these schools are better prepared than ever to become the next generation of environmental stewards and bring about a healthier, more sustainable future."
To the DSF Team:

With spring right around the corner, I thought I would take the time to recap the past few months here at the Division of School Facilities. It’s been a very important and dynamic time for New York City, and the Department of Education in particular.

With a new city government come new goals that directly impact the jobs we do on a daily basis. It gives our team the chance to highlight the great work we do on behalf of the children throughout the five boroughs. One of my responsibilities is advocating for the needs of each individual within DSF, which allows you to reach the high standards set by our department. This is a task that I take seriously and will continue to do going forward.

This winter season has been particularly harsh on school buildings. It seems like every day brought another record setting temperature, snowstorm or a combination of the two. However, I never doubted for a moment that our buildings would be well maintained, accessible and ready for learning. That is a testament to the hard work done by all involved.

Recently launched was the latest version of our Sustainability Newsletter. We are now reaching more partners than ever before and constantly re-thinking the way the DOE approaches sustainability. Additionally, our Emergency Operations Center here at Vernon Boulevard is nearing completion. This will allow us to become more proactive in monitoring external events that could have potential impacts to buildings, giving us an added advantage when faced with emergency scenarios.

In the last few months we’ve also initiated a new on-boarding process, worked with various departments to test panic buttons in every school and are currently overseeing custodial Coastal Storm Training. All of these tasks are in addition to the day-to-day responsibilities that make up our mission.

I am looking forward to what the next few months will bring for the city and our department. As long as we continue to live up to our standards, I have no doubt that we will continue to thrive.

Many thanks for all that you do every day on behalf of the students in New York City.

Regards,

John Shea, CEO Division of School Facilities
Click here to see how the Sustainability Initiative is working to build an eco-friendly school.
A doughnut shop worker decided to share his views on printing receipts by writing out a customized message on each slip of paper.

A Reddit writer known as “buckwheatwaffle” said he felt he was giving too many receipts that were simply a waste of paper. So he included a little note for each customer — a quote from comedian Mitch Hedberg.

“'I bought a donut and they gave me a free receipt for the donut. I don't need a receipt for a donut,” the receipt reads. “I give you money and you give me the donut, end of transaction. We don't need to bring ink and paper into this. I can't imagine a scenario that I would have to prove that I bought a donut.”

The worker believes printing a receipt for each doughnut is a waste of paper and energy. The worker — who claims to work for a Chicago store — later wrote that his boss even found humor in his quest to spread awareness.

BY Melanie Greenwood / NEW YORK DAILY NEWS / Wednesday, April 30, 2014, 9:15 AM
On Monday, June 16th a kick-off celebration was held at Q650 - The High School for Construction Trades, Engineering and Architecture (HSCTEA) - to commemorate the installation of vacancy sensors. This year, through Solar One's Cleantech program, HSCTEA students had the opportunity to explore building performance and energy efficiency through a series of classroom activities and building audits. Two HSCTEA 11th grade Engineering students, Ashaki Gumbs and Scander Garcia, went a step further, taking the data from the building audits to write a report, which outlined how upgrades to school lighting could save energy and lower the school’s carbon footprint. Their report was submitted to the DOE Division of Facilities Sustainability Office. As a result, DSF funded a $95,000 vacancy sensors installation project in all classrooms and offices. The project was funded using revenue generated through DOE’s Demand Response Program, an initiative to curtail electric consumption during peak electric demand when utility grids are threatened by brownouts and blackouts. At Monday's event DSF technical staff and contractors discussed the project and its impact on the school community with HSCTEA Principal, Lakeisha Gordon, and Assistant Principal, Steven Wynn. Solar One’s Sarah Pidgeon presented Gumbs and Garcia with the Student Achievement Award for outstanding work in energy efficiency and sustainability. These dedicated students look forward to participating in future sustainability efforts at HSCTEA and continuing their education in engineering.
The New York Times highlights the DOE’s efforts to compost school food citywide. Since the start of the program, in 2012, the program has expanded dramatically and plans to reach all five boroughs this fall. Click here to read the article.



With the Holiday season fast approaching, I want to take a moment to reflect on our Division's past year; and what a year it has been!

We’ve had a lot of changes and events take place, from a historic transition of our Custodian Engineers, to a massive undertaking to test water in all our buildings, to a Presidential Election Day where many of our schools served as polling sites. Through it all, our staff has made sure that day in and day out our buildings are impeccably maintained, providing a clean, safe environment for all, especially for the children of NYC.

Because of the dedication from each and every one of you, DSF’s operation is a constant source of pride for myself and the DOE. During this festive time of year, I want to personally say Thank You to the entire staff and your families. I am grateful for all the hard work that is done on a daily basis and appreciate it more than you may know.

Please carve out some well-earned time this Holiday season to celebrate and enjoy your family and friends. From my family to yours – HAPPY HOLIDAYS!
Women in Facilities Management (WIFM) is an Employee Resource Group (ERG) created to offer a path for women to enter and advance in the field of operations including facilities and facilities management. The WIFM ERG provides both professional and personal development growth opportunities, facilitates networking, access to senior leadership, and much more! Please join us for the first members meeting of the 2018/2019 school year on Tuesday, September 25th from 10 am to 11:30 am. We will meet on the 5th floor in room 523. All are welcome! We hope to see you there!
Operations & Maintenance
Operations & Maintenance

Introduction

"The New York City Department of Education is committed to providing safe, healthy, and comfortable learning and working environments in the most efficient and environmentally responsible manner possible. We value efforts that reduce energy consumption and greenhouse gas emissions. The implementation of an effective operations and maintenance plan for each of our buildings is necessary for us to honor this commitment. The plan for each building will define measures that will ensure compliance with our objectives. All students and staff will be empowered to take action whenever necessary to reduce energy usage." --John T. Shea- CEO Division of School Facilities

The Operations and Maintenance (O&M) section offers guidance and strategies for ensuring facilities are well maintained and able to promote learning, making occupants feel comfortable, as well as enhance learning and productivity by providing proper indoor environment quality. Operations and Maintenance practices also ensure facilities plant and equipment are in a good state of repair, reliable and available for use during occupancy.

Optimizing equipment and operational efficiency provide opportunities for reducing energy costs and increasing energy efficiency in schools, regardless of age. O&M programs can also successfully maintain school buildings while reducing energy costs up to 20%.

The section is intended to provide information and tools necessary to implement an effective Operations and Maintenance Plan for New York City school and administrative buildings without significant investments. An energy-efficient O&M program, conducted in a cost-effective manner, can save the City of New York up to $60M-$70M a year on energy bills. Combined with energy savings, an effective O&M Program also assists in reducing Green House Gas Emissions and promotes Sustainability for future generations. The City of New York has committed to reduce 80% of its Green House Gas Emissions by the year 2050-http://www.nyc.gov/html/dcas/downloads/pdf/misc/press_release_greenhouse_gas.pdf

It is imperative that all school and administrative buildings implement and effective Operations and Maintenance Plan to assist the City of New York to meet its goals.

Custodian Engineers and Building Managers are encouraged to contact their Borough Energy Manager/Deputy Director of Optimization to develop and implement their building specific O&M Plan.
Operations & Maintenance Resources

Resources

Training Webinars
LinkDescriptionDate Modified
view Victory Electrostatic Sprayer8/26/2020
view Victory Electrostatic Sprayer PDF8/26/2020
view AC Maintenance Part 111/8/2017
view AC Maintenance Part 211/8/2017
view Boiler Feedwater Treatment Fundamentals11/8/2017
view SK3 Window Mockup11/8/2019
view Steam System Operations and Maintenance11/8/2017
Maintenance Checklists (Printer-friendly)
LinkDescriptionDate Modified
view Plumbing Systems PM Checklists2/4/2015
view An appendix of all preventative maintenance (PM) forms2/4/2015
view Boiler Maintenance Checklist11/8/2017
view Cooling Systems PM Checklists1/13/2016
view Door Alarms2/5/2021
view Electrical Systems PM Checklists2/4/2015
view General Equipment (i.e. Pool, Fire Protection, Façade, BMS) PM Checklists2/4/2015
view Hot Water Heaters PM Checklists2/4/2015
view PO 7 Daily Fuel Tank Inspection Logs (for underground storage tank (UST) inspections)1/22/2016
view PO 8 Monthly Fuel Tank Inspection Log. Generally used for above ground storage tank (AST) inspections.1/22/2016
view Steam Systems PM Checklists2/4/2015
Heating System Resources
LinkDescriptionDate Modified
view Heat Timer Controls Presentation11/8/2017
view NYC Heating Season Guidelines 2019-20209/25/2019
Water Management Resources
LinkDescriptionDate Modified
view Municipal Separate Storm Sewer System – MS47/26/2019
view Standing Water Management Plan7/26/2019
Building Management Systems (BMS) Resources
LinkDescriptionDate Modified
view Fundamentals of DDC Controls (Honeywell)12/19/2014
view Fundamentals of DDC Controls (T.A.C.)12/19/2014
view SCA Controls Specifications (as of 10/2016)12/19/2014
view SCA Sequence of Operations (as of 10/2016)12/19/2014
view Vendor Presentation Slide Deck: History of BMS systems; Introduction to DDC controls12/19/2014
view Vendor Presentation Slide Deck: SOC Navigation, Scheduling, Sequence of Operations12/19/2014
Building Design Resources
LinkDescriptionDate Modified
view SCA Design Specifications11/9/2017
view SCA Presentation: Building Design Criteria12/19/2014
Reference Guides
LinkDescriptionDate Modified
view Abatement Standard Operating Procedures_V56/25/2020
view Operations and Maintenance Plan Reference Guide Final6/20/2019
O&M Manuals
LinkDescriptionDate Modified
view Aerco Benchmark 1500 - 2000 Boilers12/17/2019
view CLEAVER-BROOKS12/17/2019
view GORDON PIATT12/17/2019
view IC Burner M/series12/17/2019
view Iron Fireman Burner12/17/2019
view Johnston “J” Burner12/17/2019
view Jonson Burner12/17/2019
view Power flame Burner12/17/2019
view Webster Burner JB1-JB2-JB312/17/2019
view Webster Burner JBFX/HDFX12/17/2019
Frequently Asked Questions

Click the question to get the answer...

What Are We Responsible For?

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.

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.

How do schools get repairs done?

The Division of School Facilities partners with schools to ensure all New York City public schools are safe and welcoming environments for student learning. This partnership involves two work streams: general maintenance and improvement projects.

General maintenance includes the day-to-day operations of the facility and repair or replacement of equipment due to normal wear and tear of the operating components of the building’s facility and grounds. This work stream is generally led by the school-based Custodian Engineer or Building Manager in consultation with the Principal and the school’s Deputy Director of Facilities. These functions are funded out of the Division of School Facilities' general operating budget; additional funding is not required from the school.

Improvement projects are initiatives not necessary for the general maintenance of the building but rather involve optional work which enhances or improves the facility. These projects are determined by the principal and funded solely from the school's discretionary budget. Given the challenging and time-consuming nature of managing a construction project which includes developing a scope of work and cost estimate as well as ensuring health, safety, labor law and building code regulations are being followed the Division of School Facilities is prepared to help schools initiate and manage these projects for them. DSF calls this program the Market Maker program.

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 payment

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).

How can DOE School make Market Maker improvements?
  • Request a consultation
    Schools interested in exploring optional school improvement projects should contact their Custodian Engineer, Building Manager and/or school’s Deputy Director of Facilities (DDF).

    The Custodian Engineer, Building Manager, or DDF will enter the work request into the Division of School Facilities’ Maintenance Management System to initiate the request.
  • Work with a DSF Contract Manager
    A DSF Contract Manager will visit the school to develop, a scope of work, cost estimate and timeline for the project based on the school’s initial request and budget.
  • As many of these improvement projects include increasing the use of energy through the installation of air conditioning, smartboards or other technology it is important to remember that before any of these projects are performed DSF’s Office of Sustainability must first approve the project. The school’s DDF will assist in making this request to this Office.
  • Review and approve the project
    Once the DSF Contract Manager provides a scope of work and cost estimate, the principal reviews it for final approval.

    If the principal determines the school cannot afford to fund the project at the current time the quote will be honored by DSF through the end of the fiscal year.
  • Purchase Order Issued
    Once the project has been approved, the principal uses FAMIS to issue a purchase order to the Division of School Facilities (DSF) to pay for the project using the following process:

    • Schedule funds in Galaxy, almost always in object code 0676
    • Log into FAMIS
    • Go to Purchasing
    • Go to Contracted
    • Click on the NON-LIST-LINK and generate a PO to DSF using Vendor Code FAC000001 (Vendor Name: “Facilities Enhancements” ). Schools will go thru the same process to generate a PO to DSF as they would go through to generate a PO to any other contracted external professional services vendor except schools do not need to obtain competitive bids in order to generate a PO to DSF.
  • Schools cannot fund this project using grant money or funds emanating from the Department’s reimbursable codes (U /A 481/482) as DSF does not have the ability to access those accounts.
    • Once the PO is approved by the principal and/or its Network, DSF is electronically notified it has been given a PO and the Division’s Maintenance team can begin work.

      If assistance is required to generate the Purchase Order, schools should contact their Network leader for budget and accounting or DSF’s Finance office.
  • Work begins
    Once DSF receives the PO it authorizes DSF’s contractor to begin the project.
  • Approve the finished work
    After the work has been completed, the contract manager approves the vendor’s application for payment and pays the vendor using the funds provided to DSF by the school through its Purchase Order to DSF.
How can DOE School make Third Party improvements?

Third Party Agreements:

  • What is a Third Party Agreement?
    Third Party Agreements are for work which will be performed under the supervision of an individual selected by the responsible school or organization, and where the work will be done by a contractor selected by the school/organization and where the contractor does not have a direct contract for the work issued by the Department. The School or Organization (or others such as the school's Parents Association or a non-profit organization) will fund the project and is solely responsible for paying the contractor(s) for the work.
  • Why is a Third Party Agreement needed?
    Contractors working in our buildings need to be licensed (where required), have appropriate insurance for the protection of the Department, know our requirements for Dust Control and safety, use materials that are equal to or better than our standards, and follow all code requirements. The Third Party process and final agreement assures that these requirements are known and agreed to by your selected contractor.
  • Why is Funding Source information needed?
    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 with appropriate documentation of your adherence to the 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.
  • Why is the type of work required?
    Where required by code, the contractor performing the work must have a license for the work and be identified 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.
  • Why is the full scope and description of the work needed?
    You must have a full description of the work to be done. The scope of work submitted should reference the materials or equipment to be used (manufacturer's make and model for example). We strongly suggest that you and your contractors review the approved items for the type of work being done. These may be checked by going to the New York City School Construction Authority website In addition, The Chancellor has issued regulations regarding environmental sustainability in our schools. If electrical installations, upgrades or other projects are proposed that will increase the power consumption in the building, an energy plan will be required to show how the potential energy increase will be offset by school conservation measures to insure that there is no net increase of energy use in the building.
  • Why is it necessary to identify a Contract Manager?
    Your contractors must pay the prevailing rate for the trade doing the work. By law the party engaging a contractor on prevailing wage must designate someone to be 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.
    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.
  • What is the Third Party Process?
    The process is outlined below:
    • The process begins when the school or organization initiates a third party request in the application. See link below to start a request.
    • You will be asked for information on your organization, what work you want to have done, the locations where work will be done, the contractor who will do the work, the cost of the work, whether the work will change the use of the space or the grade using the space, etc.
    • Your request will be routed for the required approvals to: The principal of the school in which the work will be done and after approval by the Principal to the Director of Facilities and (if change of use/grade is requested) to the Director of Space Planning. Once approved, your request will be checked with regard to and approvals will be entered for items such as:
      • Contractor information including licenses, liens, previous issues with other City Agencies
      • Whether the contractor has appropriate and required insurance
      • To make sure your contractor is aware of the specific requirements of the Dust Control Protocol established for the safety of students and staff
      • Presence of ACM and/or LBP that will be disturbed by the work to be done
      • Materials being installed meet or exceed the Department’s minimum quality requirements for the items to be installed
      • If the project will potentially increase the energy use in the building, the request will also be routed to the DSF Director of Sustainability.
    • You may be asked for additional information that we need to review your request. You will be notified and reminded if you have not gotten back to us with the information we need.
    • Once all the approvals are in place, you will be sent a copy of the final agreement which you will need to have signed and returned to DSF before work can start.
    • After work is completed, you will be required to forward us a signed “Certificate of Completion” which can be found on the last page of the Standard Agreement.
  • To submit an Initial Request click here
How can Charter Schools make Third Party improvements?

Charter Third Party Agreements:

  • What is a Third Party Agreement?
    Third Party Agreements are for work which will be performed under the supervision of an individual selected by you and your Charter Organization, and where the work will be done by a contractor selected by your Charter Organization and where the contractor does not have a direct contract for the work issued by the Department. The Charter will fund the project and is solely responsible for paying the contractor(s) for the work.
  • I already have to enter a request for approval of the work, why do I need a Third Party Agreement too?
    If you have submitted a request using the existing .pdf submittal process, and you want to select and manage the contractor performing the work for you, then DSF needs to be sure that Contractors working in our buildings are licensed (where required), have appropriate insurance for the protection of the Department, know our requirements for Dust Control and safety, use materials that are equal to or better than our standards, and follow all code requirements. The Third Party process and final agreement assures that these requirements are known and agreed to by your selected contractor. If you use the new on-line application, the request for work and the Third Party submittal share the same data entry screens and there is no need to enter a separate request.
  • Why is Funding Source information needed?
    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 with appropriate documentation of your adherence to the 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.
  • Why is Funding Source information needed?
    If the work is funded by public (school or district) funds, then the work must be solicited in accordance with public bidding procedures with appropriate documentation of your adherence to the procedures. Where the source of funds for the work to be performed comes from private sources, vendor selection is not subject to the SOPM requirements for solicitation of bids.
  • Why is the type of work required?
    Where required by code, the contractor performing the work must have a license for the work and be identified in the submittal. When the work requires filing with the Department of Buildings or other City agency, the Charter is responsible for engaging and paying for the services of the registered professional to design and file the work.
  • Why is it necessary to identify a Contract Manager?
    Your contractors must pay the prevailing rate for the trade doing the work. Corporate Counsel, based on the Appellate Court decision in the Pyramid Development case, has informed us that Charter Schools are subject to prevailing wage payment requirements for work in a City owned building or property.

    By law the party engaging a contractor on prevailing wage must designate someone to be 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. 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.
  • What is the Third Party Process?
    The process is outlined below:
    • The process begins when the school or organization initiates a third party request in the application. See link below to start a request.
    • You will be asked for information on your organization, what work you want to have done, the locations where work will be done, the contractor who will do the work, the cost of the work, whether the work will change the use of the space or the grade using the space, etc.
    • Your request will be routed for the required approvals to: The principal of the school in which the work will be done and after approval by the Principal to the Director of Facilities and (if change of use/grade is requested) to the Director of Space Planning. Once approved, your request will be checked with regard to and approvals will be entered for items such as:
      • Contractor information including licenses, liens, previous issues with other City Agencies
      • Whether the contractor has appropriate and required insurance
      • To make sure your contractor is aware of the specific requirements of the Dust Control Protocol established for the safety of students and staff
      • Presence of ACM and/or LBP that will be disturbed by the work to be done
      • Materials being installed meet or exceed the Department’s minimum quality requirements for the items to be installed
      • If the project will potentially increase the energy use in the building, the request will also be routed to the DSF Director of Sustainability.
    • You may be asked for additional information that we need to review your request. You will be notified and reminded if you have not gotten back to us with the information we need.
    • Once all the approvals are in place, you will be sent a copy of the final agreement which you will need to have signed and returned to DSF before work can start.
    • After work is completed, you will be required to forward us a signed “Certificate of Completion” which can be found on the last page of the Standard Agreement.
  • Charter Schools on the DOE Network click hereTo submit an Initial Request
    Charter Schools not on the DOE Network click hereTo submit an Initial Request
How do I report a problem?

Immediate emergencies, especially life threatening emergencies, or those involving urgent, time-critical issues of health and safety should always be reported to 911.

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.

A tree or its branches look like they may fall, what should I do?

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.

Custodian Engineers Update
update

Custodian Engineers Update

  • Please review the DSF Lead Based Paint training materials in anticipation of the Paint Film Visual Winter 2021 inspection cycle which will begin Tuesday, January 19th and run until the end of February. This includes Non-Abatement Operation and Maintenance (O&M) Procedures and Lead Awareness Training (links below) to repair deteriorated lead-based paint as outlined in Circular No. 3 - 2019/20 - Operation and Maintenance Procedures (O&M) of Deteriorated Lead-based Paint. Link to Standard Operating Procedures Link to training Please contact your Deputy Director of Facilities if you have any questions or concerns regarding the training.
  • Attached please find information from NYCSSS regarding EPay “timekeeping best practices”. As a reminder all NYCSSS payroll functions switched to EPay beginning December 18th, 2020. All questions regarding this memorandum are to be directed to NYCSSS at payrollhelp@nycsss.org

Please click the link to view Custodian Engineers Update in PDF format.

CUSTODIAN ENGINEERS GATEWAY