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Engineering Manual

Effective Date: August 15th, 2005 Index


Ref. No. Topic Page

Sunrise Resorts & Nile Cruises

Area of Guide : Mission Statement


1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Objective & Welcome Budget Control Inventory / Loss Control Work Order Contracts Lighting Heating Cooling HV AC Distribution Refrigeration Domestic Water Power Distribution Preventive Maintenance Repair Log Ken Fix It While You Were Out Safety Tag Lock Out Water Treatment Property Damage Exhibit Service Fire Notice 2 3 5 7 8 10 11 12 13 14 16 17 19 22 24 25 27 29 31 33

Area of Guide : Administration

Area of Guide : Energy Management

Area of Guide : Maintenance Area of Guide : Programs

Area of Guide : Systems

Area of Guide : Fire Notice

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Engineering Manual
Effective Date: August 15th, 2005 Sunrise Resorts & Nile Cruises

Area of Guide: Mission Statement


Subject Applicable Forms 1. 1.1. Objective & Welcome Ref. No. 1

Objective & Welcome Objective To provide each guest with a guest room and public areas that have excellent eye appeal, with all furnishings and systems in perfect working order to provide maximum comfort, security and satisfaction. Welcome Welcome to SunrisE Resorts & Nile Cruises and especially Engineering Department. As you can see from our Objective, this Department is instinctive orientated for Guest Service. Our goal is to provide our prestigious guest and our staff with a safe and healthy Environment and enjoyable place of work. To achieve this, as well as we will provide the necessary skills to contribute the genuine quality of our guest experience with both direct and indirect contact and in the event of an emergency, our guests and our staff will proceed speedily and efficiently in professional ways. As you are Engineer will pass through a process of training in Guest Contact Skills as well as a variety of forms of Fire and Life Safety Procedures. Some of you will receive condensing training, from inside and outside sources, to ensure that you are capable of delivering top quality and professional service to our guests and fellow employees. You will find, in the months ahead, that there will be times that your work load increases and long hours are worked. You will need to have the dedication necessary in the hospitality industry to feel a sense of achievements when overcoming hurdles that you will encounter along the way. You will also find, however, that we will operate as a team, giving support where necessary and in turn, receiving support when required. We, in SunrisE Resorts & Nile Cruises, believe in advancement for our employees, both in personal skills as well as technological skills. We will strive to improve your knowledge, both in your chosen profession as well as in other technologies in our department. In return, we will expect your loyalty and commitment to our name, our guests and to your colleagues.

1.2.

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Area of Guide: Administration


Subject Applicable Forms 2. 2.1. Budget Control Ref. No. 2

Budget Control Purpose To establish budget preparation and control guidelines for Engineering Department expenditures. Standards The Chief Engineer has to implement Budget Control guidelines in accordance with the following procedures as well as with any policies issued by the Accounting Department. o The Chief Engineer will prepare the Property Operations Fiscal Budget o The monthly budget has to be forecasted and variances explained where required o The Chief Engineer will maintain an expense tracking system in order to control the monthly budget o Monthly utility accruals are to be developed by the Chief Engineer o All expenses will be coded to the appropriate Property Operations account number by the Chief Engineer o Any expense charged to the Property Operations budget must be approved by the Chief Engineer Procedures The Annual Energy and Repair and Maintenance Fiscal Budgets are to be developed by the Chief Engineer. o The following information has to be obtained (the data and information in this list is essential to accurately forecast anticipated costs): Marketing Plan Energy and R & M chart of accounts Energy, R&M budget spread sheet forms Prior year & year-to-date actual budget history Projected occupancy and food covers Energy Consumption Analysis Report Anticipated utility rate increases Annual service contract expenses Anticipated contract labor expenses Projected costs of parts and materials needed to maintain the property Anticipated cost of R & M projects In-house labor rates plus budgeted increase

2.2.

2.3.

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Area of Guide: Administration


Subject Applicable Forms Budget Control Ref. No. 2

o The projected budget expenses for each account has to be spread throughout the twelve month period, using the data above, and then submitted to the Accounting Department for the General Manager's approval o The Chief Engineer has to develop a workable control mechanism whereby potential red flag budget items are identified as they occur and will be communicated to the General Manager and the Financial Controller on a weekly basis. This is to monitor and action red flag items as they occur. o A monthly or 60-90 day forecast has to be developed, explaining in detail any anticipated variance to the budgeted amounts. This forecast has to be submitted to the Accounts Department as the forecast is based on current figures and may vary from the budget. o Utility accruals have to be developed monthly. Accruals are determined by calculating the actual utility consumption to date and projecting the consumption for the remaining period. Accruals are determined by savings on the budget. o All monthly expenses have to be verified against the Financial Reporting System which has to be submitted to the Chief Engineer for review. Errors noted have to be corrected by the Accounting Department the following month. Note: Incorrect postings can result in an over budget situation. o Any expense charged to Property Operation has to be reviewed and approved by the Chief Engineer prior to posting by the Controller's Department. o No outside contractors, repairmen, service representatives or spare parts and material should be contracted and / or ordered by any Department without prior knowledge and approval by the Chief Engineer. Approval is required as these costs might not be budgeted for.

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Area of Guide: Administration


Subject Applicable Forms 3. 3.1. Inventory / Loss Control Ref. No. 3

Inventory / Loss Control Standards o All parts and supplies will be stored in secure areas (under Engineering Department control) o A minimum par stock of critical parts and supplies will be established and maintained o It is the responsibility of the Chief Engineer, or his designee, to control and issue inventory o No spare parts or supplies are to be removed from the property. Procedures o To prevent theft of parts and supplies, a secure storage area must be provided in the maintenance area for spare parts and supplies. A secure area consists of a locked room, cage or storage cabinet. o To neatly arrange and identify parts and supplies, shelves or bins should be used for parts and supplies within the storage area to provide uniformity and organization. All bins / shelves will be labeled with appropriate identification. The area must be neat and tidy at all times. o To avoid misuse of parts and supplies, access to spare parts and supplies must be restricted to Engineering Department employees only. Storage areas have to be locked when not in use. o A minimum par stock of critical parts and supplies that must be on hand for daily operation should be established. Availability and vendor delivery times will be the determining factors in establishing minimum par stocks. Excess inventories are to be avoided whenever possible. o Written inventories are to be maintained to identify vendors, pricing and parts numbers, descriptions and maximum and minimum quantities. o A parts and supplies inventory has to be conducted regularly, to ensure availability when needed, also to compare spares used and spares purchased o All Engineering Department employees will be held responsible for maintaining adequate inventories by informing the Chief Engineer or his designee when parts / supplies are getting low o Spare parts and / or supplies are the property of the Hotel and are never to be removed from the property. This would constitute theft. o Parts and supplies have to be purchased through vendors with whom SunrisE Resorts & Nile Cruises has purchasing agreements to ensure that best prices are obtained (where applicable) o When selecting vendors, delivery by the vendor has to be considered to minimize sending personnel off-property.

3.2.

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Subject Applicable Forms Inventory / Loss Control Ref. No. 3

o It is recommended that the parts inventory be computerized. If you have purchased a computerized maintenance management program, it has to be incorporated in this policy. Optimize efficiency through the use of technology.

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Area of Guide: Administration


Subject Applicable Forms 4. 4.1. Work Order Contracts Ref. No. 4

Work Order Contracts Standards o Work Order Contracts must be used for all contracted labor o The Work Order Contract Summary report has to be completed monthly o The Summary report has to be maintained on file Procedures o Any work performed within the Hotel by outside contractors which is expensed to Property Operation must be issued by Work Order Contract. Purchase orders are not to be used for outside labor to avoid confusion with normal purchase requests. o The monthly Work Order Contract Summary has to be completed for each fiscal month to track monthly and year to date expenses (see Ref. No. 4.3.) o The monthly summary has to be utilized as an aid in monitoring your monthly R & M expenses, developing the annual R & M budget and analyzing Department staffing (i.e. skill level, number of employees). o The Monthly Work Order Summary has to be maintained in department files o It is recommended that the Work Order Contract Summary be maintained on a computer program. Monthly Work Order Summary To collect details necessary for tracking and payment. The Monthly Work Order Summary contains of the following: o Date of issue: the date the contract is issued o Contractor: name of contractor company o Cost: includes all labor, materials, taxes and delivery costs associated with the contract o Reason: a brief description of the work o Total Cost: add total cost for the month for all work order contracts

4.2.

4.3.

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Area of Guide: Energy Management


Subject Applicable Forms 5. 5.1. Lighting Ref. No. 5

Lighting Standards o The property must follow the Lighting Standards outlined in the procedures o Economically justified energy capital projects are to be pursued for inclusion in the 5 Years Capital Plan o Utilities: company initiated energy audits and incentive programs are to be taken as an opportunity for reducing energy consumption o Guest comfort must be a major consideration in the implementation of an Energy Management Program Procedures All the following Procedures are designed to save energy or to eliminate nuisance in Public Areas by constantly having to change bulbs using scaffold. The following Lighting Standards have to be implemented: o A light meter must be purchased so that illumination levels can be measured when required o Guest room lamps are to be 220 volts unless it is a special case (halogen 12 volts). A minimum 60 watt candle for reading areas and 100 watt candle at desk areas must be maintained o Multi-level lamps [3 ways] are to be avoided since the efficiency of a single level lamp is higher per watt than multi-level lamps, and the purchase cost is lower o Extended service lamps are to be used only in special cases where shorter lamp life is a problem, such as in areas which require scaffolding or outside labor to be replaced by normal lamp o Elliptical reflector [ER] lamps are to be used in baffled high hat down lights or other fixtures that trap a high percentage of the light output. Note: A 75 watt ER30 or 120 watt ER40 will replace a 150 watt R30 or 300 watt R40 respectively. o Fluorescent lamps are to be used for general lighting in all BOH areas, mechanical/electrical rooms, offices and exit stairwells o Compact fluorescent flood lights are to be used as replacements for incandescent down lights where applicable, i.e. public circulation areas. Note: A 75 watt incandescent bulb can be replaced with a 13 watt fluorescent o Incandescent exit sign bulbs are to be converted to fluorescent lamps if feasible o Fluorescent 35 watt tubes are to be used as replacements for all 40 watt fluorescent tubes

5.2.

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Area of Guide: Energy Management


Subject Applicable Forms Lighting Ref. No. 5

o Trim line T8 energy saving fluorescent lamp is to be used where applicable o Electronic fluorescent ballasts are to be used where economically justified o The housekeeping Department is to be instructed to turn off guest room lights upon completion of daily room cleaning o Lights are to be turned off in all areas not in current use, at the close of business hours and / or during periods of inactivity (such as: meeting rooms, restaurants, lounges, kitchens, laundry, maids rooms and offices.etc.) o Decorative exterior lights, which are not required for safety or security, are to be turned off at 2am (or earlier) and remain off during daylight hours o Energy management computers, timers and / or photoelectric cells are to be used to control lighting where applicable

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Area of Guide: Energy Management


Subject Applicable Forms 6. 6.1. Heating Ref. No. 6

Heating Standards o The property must follow the Heating Standards outlined in the procedures o Economically justified energy capital projects are to be pursued for inclusion in the 5 Years Capital Plan o Utilities: company initiated energy audits and incentive programs are to be taken as an opportunity for reducing energy consumption o Guest comfort must be a major consideration in the implementation of an Energy Management Program Procedures These procedures are designed to save energy by reducing consumption of electricity and diesel. The following Heating Standards should be implemented: o The Housekeeping Department must set guest room temperatures to 20 degrees maximum and turn fan speed control to low upon completion of daily room cleaning o The Housekeeping Department must close guest room curtains and / or sheers upon completion of daily room cleaning; AC has to be switched off o Convention services must close meeting room curtains during periods of inactivity o Back of House Areas are to be maintained at 21 degrees maximum o All areas with defined hours of operation must have power saving device or time clocks installed (in the areas without BMS such as shops, health club, etc.) o Heating equipment fuel burners are to be cleaned and adjusted and combustion controls calibrated by a qualified contractor at least once per year o A water treatment program must be maintained on closed-loop hot water heating systems. Water treatment is vital to reduce scale buildup and clogging of pipe work thereby reducing the efficiency of the equipment and increasing costs. o The chemical treatment service representative is to inspect primary heating equipment during major overhauls in order to determine the effectiveness of the water treatment program o Filters on all fan coil units, heat pumps, incremental units and air handlers must be changed and / or cleaned as required; dust and dirt in filters will reduce their efficiency and increase costs

6.2.

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Area of Guide: Energy Management


Subject Applicable Forms 7. 7.1. Cooling Ref. No. 7

Cooling Standards o The property must follow the Cooling Standards outlined in the procedures. o Economically justified energy capital projects are to be pursued for inclusion in the 5 Years Capital Plan o Utilities: company initiated energy audits and incentive programs are to be taken as an opportunity for reducing energy consumption o Guest comfort must be a major consideration in the implementation of an Energy Management Program Procedures These procedures are designed to save energy by reducing consumption of electricity and water. The following Cooling Standards should be implemented in the cooling season: o The Housekeeping Department must set guest room temperatures to 23 degrees minimum and set fan speed control to low upon completion of cleaning o The Housekeeping Department must close guest room curtains and / or sheers upon completion of cleaning o Convention services must close meeting room curtains during periods of inactivity o Back of House Areas must be maintained at 25 degrees minimum o All areas with defined hours of operation are to have power saving device or time clocks installed (in the areas without Building Management System such as shops, Health Club etc.) to shut down air handling equipment

7.2.

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Area of Guide: Energy Management


Subject Applicable Forms 8. 8.1. HV AC Distribution Ref. No. 8

HV AC Distribution Standards o Each property must follow the HV AC Standards outlined in the procedures o Economically justified energy capital projects are to be pursued for inclusion in the 5 Years Capital Plan o Utilities: company initiated energy audits and incentive programs are to be taken as an opportunity for reducing energy consumption o Guest comfort must be a major consideration in the implementation of an Energy Management Program Procedures These procedures are designed to save energy by reducing consumption of electricity, diesel and / or water. The following HV AC Standards should be implemented: o The hours of fan and pump operation should be evaluated and reduced where possible o All cooling and heating coils and fin tube convectors must be cleaned as required o Steam traps must be checked for proper operation on a regular basis. A contact pyrometer is preferably to be purchased. o Thermal insulation must be repaired and / or replaced immediately where torn or missing on ductwork, piping and equipment o Outside air dampers are to be interconnected with fan / motor starters to open and close according to start and stop operation o At the close of business hours, utilities in the kitchen and laundry (i.e. hot water etc.) have to be shut off if possible (especially exhaust fans in the kitchen) o Housekeeping has to switch off the AC upon entering a guest room (as it will be activated by their power saving tag) o Temperature control systems must be inspected and calibrated on an annual basis. A control contractor should be utilized. o Locking (tamper proof) thermostat covers must be provided in all public and employee areas

8.2.

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Area of Guide: Energy Management


Subject Applicable Forms 9. 9.1. Refrigeration Ref. No. 9

Refrigeration Standards o Each property must follow the Refrigeration Standards outlined in the procedure o Economically justified energy capital projects are to be pursued for inclusion in the 5 Years Capital Plan o Utilities: company initiated energy audits and incentive programs are to be taken as an opportunity for reducing energy consumption o Guest comfort must be a major consideration in the implementation of an Energy Management Program Procedures o Door seals on walk-in and reach-in refrigerator / freezers have to be regularly checked for air leakage and replaced when required to prevent heat from entering the refrigerator / freezer. o Spring loaded self closers must be installed on all refrigerator / freezer doors to prevent the doors being left open o Refrigerator / freezer compressor temperature and pressure controls have to be set no lower than necessary for the application, or as required by local code o The operating temperature of each refrigerator / freezer is to be clearly marked adjacent to the thermometer to make sure the unit is operating correctly o The lights are to be turned off in all refrigerator / freezers when not in use. Light timers and electrical and / or magnetic door switches should be installed where required. Lights create heat and use energy. o Evaporators and condensers are to be cleaned as required to optimize operation of the unit

9.2.

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Area of Guide: Energy Management


Subject Applicable Forms Domestic Water Ref. No. 10

10. Domestic Water 10.1. Standards o The property must follow the Domestic Water Standards outlined in the procedures. o Economically justified energy capital projects are to be pursued for inclusion in the 5 Years Capital Plan o Utilities: company initiated energy audits and incentive programs are to be taken as an opportunity for reducing energy consumption o Guest comfort must be a major consideration in the implementation of an Energy Management Program 10.2. Procedures The following procedures are designed to reduce water consumption by reducing water bills as well as electricity bills. o The hot water in the guest rooms must be maintained at 49 degrees maximum to avoid accidents Note: in the water source the temperature must exceed 50 degree for Health & Safety reasons o The hot water in the laundry and kitchen must be maintained at 71 degrees maximum. If oxygen bleach is used the laundry temperature must be 73 degrees o Thermal insulation must be repaired and / or replaced where torn or missing on piping, valves, tanks and other equipment. Loss of heat through poor insulation increases energy costs. o Bathroom shower heads must have a flow rate of 11 liters per minute maximum o Bathroom lavatory aerators must have a flow rate of 6 liters per minute maximum o If the toilet flushing capacity is greater than13 liters, a water limiting device has to be installed o All toilet / urinal flush valves are to be retrofit with low flow diaphragms if they are not the water saver type o Drip feed type landscape irrigation is to be used wherever possible. Spray type sprinklers are to be minimized, both flow and hours of operation. o Water wash downs of clusters' corridors, diving center and loading docks (receiving area) are to be minimized o Hosing down kitchen floors is not an acceptable cleaning procedure. Alternative cleaning methods have to be used i.e. scrubbing machines. o Running water in a sink is not to be used to defrost food o Guest room glassware should not be washed in the guestrooms. Ensure glasses are collected and cleaned in the dishwasher machine. Version 2
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Area of Guide: Energy Management


Subject Applicable Forms Domestic Water Ref. No. 10

o Laundry washing machine water levels are to be periodically checked to ensure they are set properly o It is the responsibility of Department Heads to ensure any leaks or drips are reported immediately

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Area of Guide: Energy Management


Subject Applicable Forms Power Distribution Ref. No. 11

11. Power Distribution 11.1. Standards o Each property must follow the Power Distribution Standards outlined in the procedures o Economically justified energy capital projects are to be pursued for inclusion in the 5 Years Capital Plan o Utilities: company initiated energy audits and incentive programs are to be taken as an opportunity for reducing energy consumption o Guest comfort must be a major consideration in the implementation of an Energy Management Program 11.2. Procedures o Equipment not in use at the close of the business day, such as office equipment, booster heaters and rotary toasters have to be shut off to reduce unnecessary energy consumption o Power factor correction capacitors are to be reviewed and maintained to have the highest power factor percentage ( 90 to 95 ) o The Chief Engineer must be aware of electric demand charges and work toward reducing wherever possible o All doors and windows in air conditioned areas must remain closed to reduce energy costs from the chillers and / or boilers. Losing chilled and / or heated air increases energy consumption. o Electricity consumption must be monitored on a daily basis so that corrective action, if necessary, can be taken immediately (to quickly attend to any area where consumption is abnormally high) o An Energy Consumption Analysis must be prepared monthly to compare to budget and with the target of consumption reduction where possible

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Area of Guide: Maintenance


Subject Applicable Forms Preventive Maintenance Ref. No. 12 Weekly Schedule Sheet (12.1) Repair Log Data Sheet (Ref. No. 13.1) Repair Log Record Sheet (Ref. No. 13.2)

12. Preventive Maintenance 12.1. Standards o Each piece of equipment is to be serviced in accordance with the manufacturer's specifications and local operating conditions o Preventive maintenance functions have to be entered on the Preventive Maintenance Weekly Schedule Sheets (12.1) and spread equally over a 52 week period, so that maintenance is performed every week o Preventive Maintenance Weekly Schedule Sheets (12.1) have to be signed by the Engineering Mechanic, dated and filed as proof of program compliance 12.2. Procedures The following procedures are designed to reduce down time by minimizing mechanical failure, reduce operating costs by improving efficiency, extend the life of the equipment and maintain safety conditions. o In order to ensure that each piece of equipment is serviced according to the manufacturer's specifications, the Repair Log Data Sheet (Ref. No. 13.1) must be completed prior to developing the Preventive Maintenance Program o From the Repair Log, compile a list of all equipment, respective equipment numbers, preventive maintenance functions and time intervals. This information is to be entered on the Repair Log Data Sheet (Ref. No. 13.1) o It is important that the work load is spread evenly over a 52 week period, so that preventive maintenance is performed every week. By shifting the function time intervals horizontally, excessive work loads one week and minimum work loads on other weeks can be avoided. The number of spread sheets required is determined by the property size and the number of pieces of equipment included within the preventive maintenance Schedule. o When the spread sheets have been completed and reworked to maximize efficiency, the Weekly Schedule Sheets (12.1) can be completed o Each piece of equipment to be serviced on week 1 is taken from the respective spread sheet and entered on a Weekly Schedule Sheet (12.1). Equipment name, identification number and specific maintenance functions to be performed are to be entered. Week 2 up to 52 is as week 1. Multiple Weekly Schedule Sheets (12.1) will be necessary for most weeks. It is recommended that the completed Weekly Schedule Sheets (12.1) be inserted in clear plastic sheet protectors, and the entire program stored in a three ring binder. These sheets are the Master Sheets. Version 2
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Area of Guide: Maintenance


Subject Applicable Forms Preventive Maintenance Ref. No. 12 Weekly Schedule Sheet (12.1) Repair Log Data Sheet (Ref. No. 13.1) Repair Log Record Sheet (Ref. No. 13.2)

o Each week, the corresponding annual numerical Weekly Schedule Master Sheet is to be photocopied. This copy is to be called the Sub-Master. The name of the employee responsible for completing the work is to be entered on the Sub-Master. Multiple copies of Sub-Masters may be required, which depends on the number of persons assigned to complete the work. o As each piece of equipment is completed, the employee enters his initials and the date of completion on the Sub-Master. Any additional work performed and / or needed is to be noted on the Sub-Master and a work request ticket written. The completed Sub-Master Weekly Schedule Sheet is then returned to the Chief Engineer, along with any work request tickets written. o The Chief Engineer is to review each returned Sub-Master sheet to ensure the Preventive Maintenance has been completed and to note any additional work performed or work which requires scheduling at a later date. Any work performed above and beyond Preventive Maintenance has to be entered in the Repair Log Record Sheet (Ref. No. 13.2; see Ref. No. 13 for details). o The Sub-Masters have to be filed in a dated binder and retained for one year in the Engineering Office. At the end of this year, the binders have to be put in permanent storage and kept for legal purposes. o It is recommended that the Preventive Maintenance Program be computerized using the above mentioned formats. If you have purchased a computerized maintenance management program, it should be used for this policy.

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Area of Guide: Maintenance


Subject Applicable Forms Repair Log Ref. No. 13 Repair Log Data Sheet (13.1) Repair Log Record Sheet (13.2)

13. Repair Log 13.1. Standards o A Repair Log Data Sheet (13.1) will be completed for each piece of equipment serviced by the Engineering Department o Replacement parts and labor repair costs associated with the repair of each piece of equipment have to be recorded on the Repair Log Record Sheet (13.2) o A Master Copy of the Repair Log Data and Record Sheets will be maintained and kept current o The Repair Log is to be reviewed annually 13.2. Procedures The following procedures are designed to provide an equipment inventory index and cost breakdown history of all major equipment. The Repair Log should be used as the basis in determining if a piece of equipment should be replaced. o This Policy is to be set up prior to developing the Preventive Maintenance Program as information needed will be extracted from the Repair Log Data Sheets (13.1) see Ref. No. 12 for details o A list of all equipment serviced by the Engineering Departmenthas to be compiled o A Repair Log Data Sheet (13.1) has to be completed for each piece of equipment from the list stated above o The Repair Log Data Sheet is completed as follows: Service: List service provided such as compressed air, exhaust, hot water etc. Type Machine: Describe equipment; such as hot water boiler, supply fan, laundry dryer etc. Equipment I.D. No.: The equipment identification number is taken from the Equipment Schedule which is developed by the design engineers Location: State the specific area in which the equipment is located, such as main mechanical room, roof, etc. Serial No.: List the serial number, as identified by the equipment manufacturer Model No.: List the model number, as identified by the equipment manufacturer Brand Name: The name of the equipment manufacturer Date Purchased: The date the equipment was put into service (if available) Purchase Cost - The equipment cost at the time of purchase (if available) Version 2
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Area of Guide: Maintenance


Subject Applicable Forms Repair Log Ref. No. 13 Repair Log Data Sheet (13.1) Repair Log Record Sheet (13.2)

Preventive Maintenance Procedure: The functions and time intervals Function: The specific maintenance items to be performed, as recommended and / or specified by the equipment manufacturer Interval - The corresponding maintenance time frames for each specific function, such as weekly, monthly, etc. Special Instructions: Instructions of a specific nature particular to the equipment, such as: caution, automatic start, fan controlled by fire alarm, electrical disconnect is located in adjacent room, supply fan is interlocked with the exhaust fan and both must be re-started, etc. Specifications: All applicable data pertaining to the equipment, such as: Voltage - voltage in volts, Amperage - current in amps, Phase - number of phases Pressure: Operating pressure in Kpa Horsepower: Power developed expressed as HP RPM: Revolutions per minute Drive: The method of power transmission such as belt drive, gear, direct etc. Fuse: Type and size Lubrication: Type of oil, grease, etc. as specified by the equipment manufacturer Filters: Type and number Fluids: The working fluid of the system such as hydraulic oil, refrigerant, etc. o Note: When complex machinery is involved, it may be necessary to list additional information on the back of the Repair Log Data Sheet (13.1). An example would be a laundry washer using both a primary and a secondary drive system. In this case, primary specifications should be listed on the front page, and the information concerning the secondary systems on the second page. It is almost important to list as much information concerning the equipment as possible. o A Repair Log Record Sheet (13.2) must be maintained for each piece of equipment for which a Repair Log Data Sheet has been completed. o The Repair Log Record Sheet is completed and maintained as follows: Equipment ID No.: The equipment identification number Date: The date during which repairs were made Work Performed: A description of work performed including parts and / or materials repaired and / or replaced Hours: Total hours required to complete the repair Version 2
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Area of Guide: Maintenance


Subject Applicable Forms Repair Log Ref. No. 13 Repair Log Data Sheet (13.1) Repair Log Record Sheet (13.2)

Cost, Material: The cost of material and / or parts used to complete a repair Cost, Labor: The labor cost associated with a repair Cost to Date: The combined total cost to date for material and labor for all repairs completed The Repair Log Record Sheet (13.2) is not to include costs associated with Preventive Maintenance. Ensure that all outside labor and materials are included in addition to in-house labor and materials. It is recommended that the Repair Log Data Sheets (13.1) be inserted in clear plastic sheet protectors and stored in a three ring binder. The Repair Log Record Sheet (13.2) is to be kept adjacent to its companion data sheet within the binder. The Repair Log Sheets have to be reviewed annually to determine the following: Effectiveness of the Preventive Maintenance Program Quality of replacement parts Potential for equipment replacement due to the cost breakdown history It is recommended that the Repair Log System be computerized using the above stated formats. If you have purchased a computerized maintenance management program, it is used to incorporate this policy.

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Area of Guide: Programs


Subject Applicable Forms Ken Fix-It Ref. No. 14 Ken Fix-It Monthly Summary Report (14.1) While You Were Out Card (14.2)

14. Ken Fix-It 14.1. Standards o A Ken Fix-It mobile maintenance cart will be stocked with required spare parts and materials and appropriate hand tools for daily use by the Ken Fix-It Mechanic o The Ken Fix-It Mechanic will inventory the cart weekly o The Ken Fix-It check lists will be used for guest rooms and public areas o Twenty five percent of all guest rooms will be inspected and deficiencies corrected monthly o All public areas will be inspected and deficiencies corrected monthly o The Chief Engineer is to inspect 10% of the completed Ken Fix-It guest rooms and the public areas monthly o The Ken Fix-It Summary Report (14.1) will be completed monthly 14.2. Procedures The following Procedures are designed to promote guest satisfaction by ensuring that guest rooms and public areas are maintained in excellent condition and working order: o Each property is to purchase a mobile maintenance cart to be used as a portable workshop / tool bench. The cart must have the following characteristics: Large wheels to allow mobility over carpets, door sills Ample storage space such as drawers and parts pockets, so that it can be organized for maximum efficiency Locks to prevent theft of parts and materials A brake so that it remains stationary when used as a work bench Approximate size of the cart is to be 450mm [W] x 900mm [L] x 925mm [H] o The Ken Fix-It cart has to be stocked with spare parts and materials that typically might be used to maintain the guest rooms and public areas o It is the responsibility of the Ken Fix-It Mechanic to inventory the cart weekly to ensure that it is fully stocked and to advise the Chief Engineer of parts and materials that need to be purchased as stocks are depleted o The Ken Fix-It tool list has to be used as a guideline in purchasing the necessary hand tools which are to be maintained on the cart o The Chief Engineer must develop a comprehensive Ken Fix-It Check List for the rooms and public areas

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Area of Guide: Programs


Subject Applicable Forms Ken Fix-It Ref. No. 14 Ken Fix-It Monthly Summary Report (14.1) While You Were Out Card (Ref. No. 15.1)

o A Monthly quota of 25% (minimum) of the guest rooms must be completed. The quota will ensure that every guest room is completed three times per year o The Ken Fix-It Mechanic has to use a Ken Fix-It Check List for each room and check each item inspected and / or repaired o A "While You Were Out" Card (refer to Ref. No. 15) has to be completed by the Ken Fix-It Mechanic if the guest room was occupied but the guests not inside during his check o The guest contact areas have to be inspected monthly. The Ken Fix-It Mechanic will use a Public Area Ken Fix-It Check List and check each item inspected and / or repaired. o As a rule of thumb, one full time Ken Fix-It Mechanic is required per 250 rooms. This position is a full time position; therefore, the Ken Fix-It Mechanic is not to be used for other work unless in an emergency situation o At the start of each week, the Chief Engineer will provide the Ken Fix-It Mechanic with a list of rooms to be completed. The rooms which have been completed are to be tracked to ensure that there is no duplication of rooms (until the entire hotel has been completed). o Any noted deficiency requiring an excessive amount of time to repair, or beyond the Ken Fix-It Mechanics ability is to be noted on a work request ticket and returned to the Chief Engineer. Major problems have to be communicated by phone to the Engineering Department to ensure that they are handled expeditiously o It is the Ken Fix-It Mechanics responsibility to leave the room clean and in perfect order after completion of any work performed o The Chief Engineer has to inspect 10% (minimum) of the recently completed guest rooms and all public areas throughout the course of each month. Any deficiencies noted are to be brought to the attention of the Ken Fix-It Mechanic. This will help to ensure that the program is working properly and identify further training needs. o At the end of each week, the Ken Fix-It Mechanic has to provide the Chief Engineer with the completed Check Lists. At the end of each month, the completed Public Area Check List must be submitted. o At the end of each month the Chief Engineer has to complete the Ken FixIt Monthly Summary Report. A copy of the report must be maintained on file. o If you have purchased a computerized maintenance management program, it is used for issuing, tracking and monitoring this policy

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Area of Guide: Programs


Subject Applicable Forms While You Were Out While You Were Out Card (15.1) Ref. No. 15

15. While You Were Out 15.1. Standards o The "While You Were Out" Card (15.1) has to be used by all departments o The card has to be completed by an Engineering Department member when any repair is performed in an occupied guest room 15.2. Procedures The following procedures are designed to reassure guests when authorized hotel personnel have been in their guest room to make repairs during their absence. o The Chief Engineer will maintain a supply of "While You Were Out" Cards (15.1) and ensure they are readily available within the maintenance work shop area o It is the responsibility of each department member assigned to house call or sent to a guest room for repairs, to have cards in their possession o Upon completion of a repair in an occupied but vacant guest room, the card has to be fully completed and left prominently displayed within the room so that the guest, upon his / her return, will know an authorized hotel employee has entered their room o The Ken Fix-It Mechanic will also use the "While You Were Out" Card (15.1) as part of the Ken Fix-It Program if the room is occupied but vacant (refer to Ref. No. 14) o Spot checks are to be performed by the Chief Engineer, or designee, to ensure the policy is adhered to

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Area of Guide: Programs


Subject Applicable Forms Safety Tag Lock Out Safety Tag (16.1 as example) Ref. No. 16

16. Safety Tag Lock Out 16.1. Standards o Safety tags and mechanical lockouts have to be issued to each member of the department o Safety tags and mechanical lockouts are to be affixed to equipment (disconnected valves, etc.) prior to repairs and installations o Safety tags and mechanical lockouts are to be removed by the originator or the Chief Engineer only in an emergency situation o Employees are to be given a copy of this procedure and trained in its use at least annually o Safety tags and mechanical lockouts have to be used by outside contractors also 16.2. Procedures The following Procedures are designed to prevent injury or loss of life due the inadvertent start-up of equipment or systems being repaired, maintained or installed o Safety tags and mechanical lockouts with non-identical keyed padlocks have to be issued to each member of the Engineering Department. A supply of safety tags has to be readily available within the maintenance work shop area. A typical safety tag, as our example attached to this manual, can be purchased through an electrical supply company. o Before commencing any work that requires shutting off electrical circuit breakers, disconnects, or closing of water, steam or gas valves, and any equipment which stores energy, the Engineering Department member must attach a signed and dated safety tag and mechanical lockout. This will prevent the inadvertent start-up of equipment or system, which could result in personal injury or loss of life. o After the equipment has been affixed with a safety tag and mechanical lockout, the department member will attempt to start the equipment, in order to ensure it has been properly immobilized o Extreme caution is to be exercised in order to ensure zero mechanical state has been achieved. As an example, equipment which is hydraulic or pneumatic may need to be reenergized. o If more than one department member is working on the same equipment or system, each member must attach his respective safety tag and mechanical lockout

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Area of Guide: Programs


Subject Applicable Forms Safety Tag Lock Out Safety Tag (16.1 as example) Ref. No. 16

o Only after the work has been completed, the safety tag and mechanical lockout is to be removed by the originator. The Chief Engineer may also remove the tag and lockout in emergency situations, but only after it has been thoroughly determined to be safe to do so. Removal by any other person is forbidden. o Department employees are to be given a copy of this procedure and trained in its proper use at least annually. Training documentation must be maintained on file. Documented procedure training must be provided for employees, other than Engineering Department, who are working in areas affected by equipment, i.e. laundry and kitchen. o If outside contractors are working within the property, the Department must perform all safety tag lockout procedures before turning over equipment to the contractor. The contractor must place his tag and lockout over the Department's tag and lockout. o Ensure that any new equipment, purchased or overhauled, can accommodate mechanical lockouts o This Policy is mandatory and is to be strictly adhered to

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Area of Guide: Systems


Subject Applicable Forms Water Treatment Ref. No. 17

17. Water Treatment 17.1. Standards o The services of a Water Treatment Company will be retained o The Water Treatment Company must supply required chemicals and all other services identified in the Procedure o Closed loop water systems analysis tests will be conducted and recorded weekly and water chemistry will be adjusted accordingly 17.2. Procedures The following procedures are designed to extend the life of piping systems and related equipment through protection against corrosion, scale build-up and microbiological growth and reduce operating costs by improved efficiency. o The contracted service company will supply the required chemicals: Closed System Corrosion Inhibitor: A buffered boron nitrate corrosion inhibitor will be used o The service company has to provide the following additional services: A monthly (minimum) service visit during which all treated systems have to be analyzed and daily / weekly chemical log sheets reviewed. A field service visit report detailing findings and recommendations must be prepared. Tests have to include closed-loop systems Training of operating personnel in the proper chemical test procedure and instruction on the proper handling of chemicals in terms of safety and government regulations, including Material Safety Data Sheets (MSDS) refer to Health & Safety Manual for details Provide chemical test kit equipment and chemical log sheets for all applicable systems Representation chiller for inspection or overhaul. A field service inspection report is to be prepared detailing the effectiveness of the treatment program together with any recommendations. Technical assistance for any water treatment problem upon request A quarterly chemical analysis of all treated systems performed in the service company's corporate testing laboratory Material Safety Data Sheets [MSDS] for all chemicals furnished and responsibility for removal of any surplus and / or waste chemicals from the property, which has to be in line with local law A drum and / or container disposal plan or a mini-portal feed system (disposable drums are not used)

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Area of Guide: Systems


Subject Applicable Forms Water Treatment Ref. No. 17

o The Chief Engineer will ensure that the following is performed: Conduct weekly analytical tests on the closed loop chilled water and hot water systems and adjust the water chemistry accordingly. The test is to determine the concentration of corrosion inhibitor The results of all the above tests and chemical adjustments made have to be entered in a chemical log specifically designed for the purpose. The log sheets are supplied by the water treatment service company. Recommendations by the water treatment service company are implemented and complied with Copies of all reports developed by the water treatment service company have been maintained in department files o Storage, handling and disposal of chemicals is subject to environmental health protective measures, including secondary containment. Ensure that chemicals stored within the same containment area are compatible with each other. Refer to Health & Safety Manual for details. o On-demand eye wash stations must be installed in the vicinity of chemical feed equipment

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Area of Guide: Systems


Subject Applicable Forms Property Damage Property Damage Report Form (18.1) Ref. No. 18

18. Property Damage 18.1. Standards o The policy applies to all damage which exceeds LE 250 and is not classified as normal wear and tear o The Chief Engineer must determine whether or not the damage could have been prevented by proper training and / or supervision o The Chief Engineer has to establish the cost for repair and / or replacement o A Damage Report Form must be submitted to the General Manager for approval, and a copy sent to the head of department responsible o The Financial Controller has to allocate cost to the responsible department 18.2. Procedures The following procedures are designed to curtail abuse of equipment and property by assessing repair expenses to the responsible department. This will increase employee sensitivity to costs, and a net result in reduced operating expenses. o The Chief Engineer has to assess the damage and determine if it is normal wear and tear or the result of employee abuse, improper training or lack of supervision o If the repair and/or replacement exceeds $ 50 and it is determined that the damage was preventable, the Chief Engineer is to complete a Property Damage Report Form (17.1) o The Property Damage Report Form has to be completed as follows: Damaged Equipment / Property: Description of item(s) damaged Date Damage Reported Location of Damage: Area of Hotel / Property where damage occurred, i.e. laundry, kitchen, ballroom etc. Description / Details of Damage: Concise, accurate description of damage to item(s) or area(s) Estimated Cost of Repair / Replacement: Enter cost estimation, including material and labor; enter estimated replacement cost if item needs to be replaced Cause of Damage: Indicate the cause of damage, if it can be determined; otherwise, describe probable cause. Also include comments such as: has similar damage occurred previously?, was there proper training or supervision?, was incident preventable?; discussion with Department Head, etc.

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Area of Guide: Systems


Subject Applicable Forms Property Damage Property Damage Report Form (18.1) Ref. No. 18

o After completing the above, both the Department Head and the Chief Engineer will sign the report and submit it to the General Manager for review and approval o After repairs and / or replacement work is completed, the actual total cost (including material, labor and outside contractors) has to be entered on the report o The Property Damage Report (18.1) is then submitted to the Financial Controller, for signature and allocation of expense to the responsible department o In case the damage requires immediate attention, work should be completed and the Property Damage Report (18.1) completed at a later date o The Chief Engineer must ensure that R&M is not charged with the associated costs, and if repairs are completed prior to the General Manager's approval, the costs have to be recovered to the R&M budget o A copy of each Property Damage Report (18.1) has to be maintained in the departments files

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Area of Guide: Systems


Subject Applicable Forms Exhibit Services Ref. No. 19

19. Exhibit Services 19.1. Standards o An Exhibit Services Form is to be developed by the Chief Engineer o It is the responsibility of the Sales and F&B Department to ensure the Exhibit Services Form is completed and distributed to the Chief Engineer at the earliest possible time o The Chief Engineer will schedule the exhibit services set-ups based on the completed Exhibit Services Forms o A 25% late charge will be assessed to those clients which request additional services at the last minute, except for banquets o Engineering labor associated with exhibit services will be recovered to the budget 19.2. Procedures The following Procedures 1 through 11 are designed to provide special services and utility requirements for exhibitors, groups, meeting planners, vendors or individuals and ensure that the charges for such events are documented o The Chief Engineer will develop an Exhibit Services Form tailored to the hotel's specific needs (according to facilities) o A competitive price review of local hotels has to be conducted at least annually for services provided and the form updated accordingly o Sales & Marketing have to use this form exclusively and will review in detail the available services and associated costs with the client. They will complete the form and distribute to Engineering, Accounting and the customer. o In the event the exhibit service costs are waived, the form must still be completed in order for the Engineering Department to provide the requested client services. o The waiving of any exhibit service charges, whether for business reasons or charitable events, must be approved by the General Manager, in addition to the Director of Sales and Marketing or the Director of Food and Beverage. A copy of the waiver approval has to be sent to the Financial Controller's office and the Chief Engineer. o Timely completion and submission of the form to the Engineering Department is necessary; 10 days prior is recommended. This will promote guest satisfaction by ensuring that the Department has adequate time to prepare for the function. o The Engineering Department will develop by conventions, groups or persons name a list of those clients who require services so that they can be properly scheduled Version 2
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Area of Guide: Systems


Subject Applicable Forms Exhibit Services Ref. No. 19

o The Chief Engineer or designee is responsible to ensure that each client has received the agreed upon services and only those for which payment has been made o For exhibitors requesting additional services at the last minute or during a set-up, an additional exhibit services form must be completed and a late charge of 25% over regular rates shall be applied. It is the responsibility of the Sales or F&B Department to update the form and distribute. o Labor associated with exhibit services, both straight and overtime rates, including benefits, are chargeable to the client. The actual payroll costs have to be recovered to the Property Operations Budget. o At the same time as the Exhibit Services Form is completed, the customer has also to receive the following information: Fire Safety Policies / Regulations for Exhibitions; Emergency Plan Exhibitor rules such as: Forbidden items to be fixed to walls or ceilings, all electrical equipment to be properly grounded etc. o Engineering Department will co-ordinate with F&B Department concerning necessary constructions, lighting etc.

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Area of Guide: Fire Notice


Subject Applicable Forms Fire Notice Refer to Health & Safety Manual for details Ref. No. 20

Upon arrival: Please check the position of: your nearest emergency exit, escape routes, fire fighting & alarm equipments (extinguisher, manual call point, detector & fire plan in your room) If you notice any of the following in your room please report us immediately: wiring loose, missing fire extinguisher or smoke detector flashing If you hear the sounder or discover a fire in your accommodation: Do not panic Raise it up to warn other guests Leave at once through the nearest escape route Ensure the door is closed behind you Do not use the lift Do not re-enter the building before advised

PLEASE REMEMBER DO NOT SMOKE IN BED

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