Indoor Air Quality PLAN

IAQ - Indoor Air Quality Management Plan

Purpose

Property Management strives to provide all building occupants with an environment that maintains acceptable indoor air quality. The Indoor Air Quality (IAQ) Management Plan is designed to protect the health and safety of building occupants and decrease exposure to indoor air contaminants.

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All employees are required to follow the procedures outlined in this plan. Any deviations from this plan must be immediately brought to the attention of the Program Administrator.

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Scope

This plan applies to all buildings; managed, owned, leased, or regularly occupied by RJL Property Management employees or tenants. The plan outlines RJL Property Management response to IAQ reports, building maintenance standards and employee communications.

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Plan Responsibilities

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Management. Property Management is responsible for providing the tools and resources necessary to implement this program, and for ensuring that the provisions in this program are being followed by the Program Administrator. ?

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Program Administrator. The Property Manager is the Program Administrator who is responsible for the following:

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·????????Send notice to tenants annually of their responsibilities in the plan outlined below.

·????????Addressing IAQ concerns and issues from building occupants, management, and the public

·????????Conducting annual building walk-through assessments

·????????Reviewing new construction and renovation projects for IAQ concerns

·????????Ensuring the Maintenance, Housekeeping and Safety and Security departments have a copy of the plan

• Scheduling employee training and ensuring new hires receive reporting instructions
• Periodically reviewing the plan and updating as needed

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Engineers/Housekeeping. All Property Management Engineers and Housekeeping employees will:

·????????Attend IAQ Management Plan training

·????????Follow all IAQ Management Plan requirements

·????????Perform preventative maintenance as per the plan

Occupants/Tenants. All tenants and tenant employees will:

·????????Not smoke on company property

·????????Read all IAQ Management Plan materials

·????????Report IAQ concerns to their supervisor, management, or Program Administrator

·????????Not use pesticides, air fresheners, scented candles, scented personal care products or other scented materials (sensitized individuals should alert their supervisor or the Program Administrator to situations that trigger symptoms)

·????????Report spills immediately

·????????Not bring animals (except service animals) into the building

·????????Not eat or drink outside the break room

·????????Discard all waste in the appropriate containers

·????????Not use portable air-cleaning or ozone-generating devices

Annual Assessment

An annual IAQ assessment of all buildings managed by Property Management will be performed by the Program Administrator. The walk-through assessment will include evaluations of:

·????????Building exterior

·????????Indoor spaces

·????????Air-handling units

·????????Air distribution

·????????HVAC component systems

Results of the annual assessments will be recorded in the form located in Appendix A.

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IAQ Reporting

All employees should report IAQ concerns to their supervisor, manager, or the Program Administrator. The individual receiving the IAQ concern will document it using the IAQ Report Form in Appendix B. The Program Administrator will interview the person reporting an IAQ concern to gather as much information as possible. All personal information will remain confidential. All documents related to IAQ concerns will be retained on file with the Program Administrator. Confidentiality concerns should be reported to the Program Administrator or to a Human Resources manager.

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IAQ Investigations

All IAQ concerns will be investigated by the Program Administrator. The Program Administrator will use the Occupant Interview Form (Appendix C) to describe:

·????????The nature of the concern

·????????When the issue occurs

·????????The building occupant’s symptoms and health effects

·????????Conditions at the time of symptoms such as odors, weather or what they were doing

·????????Location of the problem

Once the information is gathered from the building occupant(s), an investigation will be conducted to identify the potential source(s) of the issue. If the Program Administrator determines there is a need for testing based on the interview and visual inspection, it will be performed by 3rd party environmental contractor near the property in question.

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The extent of the investigation will be based on the information previously collected. Data collection and testing will be performed by the 3rd party environmental contractor, and results will be evaluated and compared to recognized acceptable guidelines and standards. If a source is determined, a remediation plan will be created. All parties involved will be notified of the progress and if/when the issue has been remediated.

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For all IAQ issues, the HVAC system will be inspected to ensure that acceptable outside air is being incorporated and that the condition of air supplies, returns and exhausts promotes efficient air distribution to all occupants and isolates or dilutes contaminants. The airflow patterns and air velocity in occupied zones will be assessed and possible exterior contamination sources such as vehicle exhausts, maintenance and construction operations will be investigated. The Program Administrator will use the checklists at https://www.epa.gov/iaq/largebldgs/i-beam/forms.html to guide each of these assessments.

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IAQ Emergencies

Property Managers Unforeseen circumstance such as a hazardous material spill, complaints of severe headaches, sudden nausea/dizziness, strong combustion odors, sewer spill, gas leak, multiple reports of breathing difficulties or respiratory irritation and legionnaires or TB diseases diagnosis will require immediate emergency action.

If an emergency IAQ situation occurs and local or building-wide evacuation is necessary to protect employees and visitors, we will follow Property Management Emergency Preparedness Plan.

Building Maintenance

Preventive maintenance plays a major role in maintaining the quality of air by ensuring that the building systems are operating effectively and efficiently. Property Management’s building Engineers and maintenance personnel will perform the following inspections and maintenance to prevent IAQ issues. Engineers and Maintenance staff will use the checklists in this PLAN to guide each of the inspections and maintenance activities.

Daily??

·????????Alarms on BAS

·????????Alarms on Equipment interface screens

Monthly Inspections

·????????Air handling equipment

·????????Boilers

·????????Condensing equipment

Quarterly Inspections

·????????Filter replacements (at least a MERV 8)

·????????Fans and motors

·????????Diffusers and grilles

·????????Chiller

·????????CAV/VAV boxes

·????????Controls calibration

Semi-annual Inspections

·????????Coil cleaning

·????????Condensing equipment maintenance

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Annual

·????????Bearing maintenance

·????????Boiler cleaning

·????????Chiller maintenance

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Any issues identified during inspections or maintenance will be prioritized. All remedial actions will be recorded.

Housekeeping

Housekeeping is an important element of an effective IAQ Management Plan. Property Management uses a 3rd party housekeeping and janitorial contractor to perform housekeeping. This Contractor is responsible for ensuring the following:

·????????Outside entrance areas will be cleaned twice a day.

·????????Entrance mats will be vacuumed daily, and water will be extracted. Mats will be replaced as needed.

·????????Carpeted areas will be vacuumed daily using a vacuum with a beater bar and steam cleaned annually.

·????????Hard-floor areas will be damp mopped daily.

·????????Lint-free dust cloths will be used.

·????????Aerosol products will be used only on an as-needed basis.

·????????Cleaning products will be pH neutral if possible.

·????????All trash will be removed from the building daily.

·????????Restroom fixtures will be sanitized daily.

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New Construction/Renovations

The Program Administrator will be part of the design team on all new construction or renovation projects including:

·????????Project planning and documentation

·????????Site planning and design

·????????Building and HVAC design

·????????Materials evaluation and selection

·????????Monitoring construction

·????????Renovation activities

·????????Oversight of HVAC commissioning

The Program Administrator will ensure that the indoor air is not polluted during construction or renovation activities. During all renovations, restoration or repair activities, the building occupants will be protected from airborne contaminants that may be disturbed, generated or released (ex. toxic substances such as asbestos, lead, pesticides, heavy metals, mold, cement dust, paint vapors, and roof tarring vapors).

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COVID-19 Workplace building HVAC protocol

Operation of the property, includes necessary sanitation, assessment, and maintenance of building systems, including; heating, ventilation, and air conditioning (HVAC) systems during an airborne pandemic.

·????????The maximum amount of fresh air will be brought into the workplace, air recirculation should be limited, and ventilation system should be properly used and maintained.

·????????The HVAC system should run 24 hours per day so fresh air will be constantly introduced into the building.

·????????A procedure is in place to safely remove and dispose of HVAC filters in a safe manner to mitigate against any potential contamination of the common areas using disinfection techniques and extra PPE.

·????????Elevator Ventilation should be on and working as recommended

·????????Ionization or UV lighting should be considered for areas with known COVID patients

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IAQ Plan Communication

Property Management has created a procedure for communicating with building occupants regarding IAQ issues in a prompt and consistent manner.

General Information. Information on the IAQ Management Plan, how to report IAQ concerns and the Program Administrator’s contact information will be communicated annually to building occupants. All new employees will also be provided with this information within the first week of employment.

Scheduled Building Activity. Information on building maintenance activities will be communicated by e-mail to all affected building occupants and posted in common areas. The notification should be posted at least 24 hours prior to any activity that may affect the air quality within the building (i.e., pesticide use, painting, dust-producing activities).

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IAQ Plan Training

The Program Administrator will perform annual and periodic training sessions as part of the IAQ Management Plan. Maintenance, Housekeeping, Safety and Security personnel will conduct training on their aspects of the plan. Training will consist of the following:

·????????Annual assessments

·????????Reporting of IAQ issues

·????????IAQ investigation participation

·????????IAQ emergencies

·????????Building maintenance expectations

·????????IAQ communications

All training will be recorded in the Employee Training Record located in Appendix D.

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Periodic Plan Review

The IAQ Management Plan will be reviewed annually by the Program Administrator. This review will address:

·????????Changes to the building

·????????Changes in operations

·????????Maintenance procedures

·????????Changes in occupants

·????????Plan priorities

The annual review will be submitted to senior management using the form in Appendix E.

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Record Retention

Property Management will maintain IAQ Maintenance Plan training records for 3 years. All program records will be kept by the Program Administrator.?