BOP Program Statement 4200.13 § 1

This updated edition establishes a comprehensive framework for effective management,

operation, and maintenance, of all agency-controlled assets. Additionally, this edition

incorporates management policy for the Bureau’s Construction and Environmental Review

Section, Mobile Home Sites and Staff Housing, and Staff Memorials. This edition makes

changes reflecting new laws and regulations and consolidates Bureau directives regarding

physical plant maintenance and operations.

a. Program Objectives.

■ Institutions will be designed, constructed, and maintained to meet the physical and

functional needs of the Bureau of Prisons (Bureau).

■ Applicable building codes and operational and regulatory standards will be met in Bureau

facilities.

■ Oversight and master planning for physical plant maintenance and construction programs

will be managed to protect the agencies’ assets.

■ The agency’s capital investments will be preserved through program accountability,

standardized reporting, and workforce training.

■ Strengthen the Bureau’s management of internal controls over new construction, and help

minimize costs, increase efficiency, and maintain quality control.

■ Define the Federal Bureau of Prisons’ minimum requirements for establishing sites for

staff-owned and -occupied mobile homes.

b. Institution Supplement. This program statement requires the following institution

supplements:

■ Procedures for monthly controlled operational testing of the Perimeter Detection System,

reporting procedures for notifications of security system outages, and the extent of inmate

labor that may be used on telecommunication or security electronics (see Chapter 3).

■ Procedures on required use of fleet cards, procedures for issuing vehicles, procedures for

dispensing fuel after hours, and procedures on reporting accidents (see Chapter 5).

■ Procedures to establish an Energy Conservation Committee, department head and duty

officer observation practices related to energy conservation, employee awareness, and

incentive award programs for energy conservation (see Chapter 4).

■ Mobile home sites and staff housing procedures for institutions approved for such

programs.

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CONTENTS

Chapter 1. Facilities Administration and Organization......................................................... 1-4

ADMINISTRATION.................................................................................................................... 1-4

Chapter 2. Work Programming, Scheduling, and Reporting................................................ 2-5

GENERAL PROCEDURES........................................................................................................... 2-5

WORK PROGRAMMING COMMITTEE (WPC).............................................................................. 2-5

WORK ORDERS ($25,000 OR LESS).......................................................................................... 2-5

WORK ORDERS GREATER THAN $25,000................................................................................. 2-5

MODIFICATIONS OF EXISTING FACILITIES................................................................................ 2-6

BUILDINGS AND FACILITIES (B&F) PROJECTS.......................................................................... 2-6

ARCHITECT-ENGINEER (A&E) SERVICES............................................................................... 2-7

PREVENTIVE MAINTENANCE AND INSPECTIONS...................................................................... 2-8

REPORTING............................................................................................................................. 2-9

FEDERAL PRISON INDUSTRIES (FPI) / UNICOR WORK............................................................ 2-9

Chapter 3. Facilities Systems..................................................................................................... 3-1

AUTOMATED SYSTEMS............................................................................................................ 3-1

TELECOMMUNICATIONS SYSTEMS AND ELECTRONIC EQUIPMENT............................................ 3-2

PERIMETER DETECTION SYSTEMS........................................................................................... 3-3

MECHANICAL SYSTEMS AND POWER PLANT OPERATIONS...................................................... 3-4

ELECTRICAL SYSTEMS............................................................................................................ 3-5

PLUMBING SYSTEMS............................................................................................................... 3-6

HVAC AND BUILDING AUTOMATION SYSTEMS...................................................................... 3-6

Chapter 4. External Code Compliance..................................................................................... 4-1

LIFE SAFETY/FIRE PROTECTION............................................................................................... 4-1

ENVIRONMENTAL...................................................................................................................... 4-2

ACCESSIBILITY........................................................................................................................ 4-3

ENERGY/WATER CONSERVATION AND GREENHOUSE GAS....................................................... 4-4

HISTORIC PRESERVATION........................................................................................................ 4-5

Chapter 5. Vehicle Fleet............................................................................................................. 5-1

GENERAL PROCEDURES........................................................................................................... 5-1

VEHICLE ACQUISITION AND REPLACEMENT............................................................................. 5-2

UNICOR................................................................................................................................ 5-3

VEHICLE TAGS........................................................................................................................ 5-4

VEHICLE DISPATCHING............................................................................................................ 5-5

FLEET CARDS.......................................................................................................................... 5-6

VEHICLE MAINTENANCE AND REPAIR..................................................................................... 5-7

ACCIDENT REPORTING............................................................................................................ 5-8

BUS MAINTENANCE................................................................................................................. 5-9

Chapter 6. Design and Construction Standards for New Institution Development............ 6-1

INTRODUCTION....................................................................................................................... 6-1

GENERAL POLICIES AND PROCEDURES.................................................................................... 6-2

APPLICABLE BUILDING CODES, REGULATIONS, STANDARDS, AND LAWS.............................. 6-3

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INITIATION AND APPROVAL OF PROJECTS.............................................................................. 6-4

NAMING BUREAU PROPERTY PROCEDURES............................................................................ 6-5

PROCUREMENT AND CONTRACT SUPPORT.............................................................................. 6-6

PROJECT FILE DOCUMENTATION............................................................................................. 6-7

STAFF MEMORIALS................................................................................................................. 6-8

PROJECT FILE DOCUMENTATION............................................................................................. 6-7

Chapter 7. Mobile Home Sites, Staff Housing......................................................................... 7-1

INTRODUCTION....................................................................................................................... 7-1

NEEDS ASSESSMENT/COMPLIANCE WITH NATIONAL ENVIRONMENTAL POLICY ACT............ 7-2

CONSTRUCTION STANDARDS.................................................................................................. 7-3

RENTAL RATES....................................................................................................................... 7-4

HOUSING COMMITTEE............................................................................................................ 7-5

OPERATING STANDARDS......................................................................................................... 7-6

Chapter 1. FACILITIES ADMINISTRATION

1. ADMINISTRATION

The Facilities Management Branch (FMB), under the general direction of the Assistant Director

of the Administration Division, is responsible for coordination, oversight, and policy

development for Facilities Management activities at all Bureau-controlled facilities. The Chief,

FMB will issue an organizational structure to determine responsibilities at all levels.

a. Employee Meetings. The Facilities Department at each institution will hold employee

meetings and document them as directed by the Chief, FMB.

b. Employee Training. FMB in coordination with the Employee Development Department will

determine discipline specific training for Facilities Management staff.

Inmate Workers. Each inmate must be provided job specific training and given copies of work

rules, safety requirements, and other applicable requirements.

Certain functions have been, and will continue to be, the responsibility of each individual

foreman or detail supervisor. Inmates will not be given the sole responsibility for:

■ The preliminary planning and laying out of work for future projects, including the steps

needed to accomplish them.

■ The interpretation of blueprints or specifications.

■ The determination of work procedures when they affect other inmates or employees.

■ The substitution of materials or the estimating of materials for size, type, or quantity

without review.

■ The checking of other inmate work for quality and/or quantity against standard criteria.

■ The completion of work on a project without employee supervisory review.

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Chapter 2. WORK PROGRAMMING, B&F PROJECTS, AND MAINTENANCE.

1. GENERAL PROCEDURES

The Facilities Manager is responsible for planning, scheduling, and reporting construction and

maintenance activities in accordance with this manual. All directives and Facilities Management

Operational Standards are available on the FMB page of the Bureau’s intranet site.