BOP Program Statement 4200.13 § 8

a. Responsibility

The Bureau has a substantial investment in the physical plant of its institutions. It is the Facilities

Department’s responsibility to maintain these physical plants to ensure maximum life cycle use

and to ensure the reliability of the various systems and components.

The Facilities Manager must develop a Maintenance, Inspection, and Testing Program. This

4200.13 5/7/2026 PROPERTY OF US GOVERNMENT 9

program must comply with all applicable Bureau policies, National Fire Protection Association

(NFPA) standards, manufacturer recommendations, industry standards, and applicable federal,

state, or local codes and regulations.

b. Definitions

1) Asset or Maintenance Worthy Item (MWI) is a physical asset, system, or component

of a building that requires regular maintenance, inspection, or repair to maintain operational

efficiency, safety, and functional integrity throughout its intended lifespan. Additionally, an

asset or MWI is more cost effective to maintain than to replace. All assets must have

permanently affixed identification.

2) Preventive Maintenance (PM) Work Orders are utilized to establish the applicable

procedure and frequency to maintain a specific piece of equipment or asset group.

3) Planned Event (PE) Work Orders are utilized to establish the applicable procedure and

frequency to maintain a system not identified as an asset and/or conduct an inspection or test.

A PE can also be created as a reminder to complete a particular procedure.

c. Preventive Maintenance, Inspections, And Test Procedures

Each institution must use CMMS to schedule and track preventive maintenance, inspections, and

test activities in accordance with Facilities Management Operational Standards posted on the

FMB page of the Bureau’s intranet site.

The responsible department’s cost center manager should purchase materials necessary for repairs

incurred on food service and laundry equipment. The Facilities Department will maintain and

purchase materials necessary for repairs incurred on equipment replaced through the B&F

project process unless other arrangements are made and locally agreed to in writing by the

applicable department head.