{
"sop_number": "409.04.19",
"old_code": "IVL01-0018",
"title": "Food Service Equipment",
"division": "Executive",
"topic_area": "409 Policy-GCI Food Service",
"effective_date": "2004-09-01",
"summary": "This policy establishes procedures for GDC facilities to acquire, maintain, and manage food service equipment. It requires wardens and food service directors to submit annual equipment budgetary requests by March 15, maintain detailed maintenance records for all equipment, and conduct quarterly preventive maintenance inspections through Regional Food Service Maintenance Advisors. The policy ensures equipment is properly installed according to manufacturer specifications, extends equipment lifespan through preventive care, and requires central office approval for repairs exceeding $500 or when local maintenance funds are depleted.",
"key_topics": [
"food service equipment",
"equipment maintenance",
"preventive maintenance",
"equipment acquisition",
"equipment repair",
"food service operations",
"refrigeration equipment",
"convection ovens",
"maintenance records",
"equipment assessment",
"facility operations",
"budgetary requests",
"equipment replacement",
"maintenance log",
"cooler repairs",
"freezer repairs",
"equipment inventory"
],
"cross_references": [],
"content": "|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**`Functional Area: `**
`CORRECTIONS DIVISION/`
`FACILITIES OPERATIONS`|**`Reference Number: `**
`IVL01-0018`|**`Revises`**
**`Previous`**
**`Effective Date:`**
`12/15/02`|\n|**`Subject:`**
`Food Service Equipment`|||\n|**`Authority:`**
`Donald / Adams`|**`Effective Date:`**
`9/01/04`|`Page`**`1`**` of`
**`11`**|\n\n```\nI. POLICY:\n\n A. To outline to the Wardens/Superintendents and Food\n Service Directors standard procedures for the replacement\n and/or acquisition of Food Service equipment essential\n for the efficient and economical operation of each\n feeding unit in GDC.\n\n B. To provide methods for documentation of maintenance and\n repairs of all equipment in the Food Service department\n of each facility in GDC.\n\n C. To extend the useful life of equipment through\n preventative maintenance.\n\n D. Once the local Facility Food Service repairs and\n maintenance funds (615) have been depleted, prior\n approval from Central Office must be obtained prior to\n ordering parts or repair work.\n\n E. Any transfer of food service equipment will be approved\n by the Regional Food Service Maintenance Advisors, State\n Food Service Administrator, or the Food and Farm Services\n Manager and accompanied by the appropriate paperwork.\n Transfers to the Central Food Service Equipment Warehouse\n in Milledgeville must be accompanied by completed\n paperwork initiated by the facility. NO transfers of\n equipment will be made without completed paperwork.\n\n F. All requests for preventive maintenance on GDC Food\n Service equipment will be sent to maintenance in the form\n of a written work request.\n\n```\n\n|Functional Area:
CORRECTIONS DIVISION/
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`FACILITIES OPERATIONS`|`Effective Date:`
`9/01/04`|`Reference Number:`
`IVL01-0018`|\n\n\n```\n G. Any changes made to the kitchen and equipment must be\n made through the Regional Food Service Maintenance\n Advisor.\n\n H. Any freezer/cooler repairs and/or repairs over $500.00\n must be approved by your Regional Food Service\n Maintenance Advisor.\n\n I. A Copy of the Preventive Maintenance Assessment Report\n should be on file (Attach 2).\n\nII. APPLICABILITY:\n\n All Food Service units purchasing or procuring equipment for\n installation and use.\n\nIII. RELATED DIRECTIVES:\n\n ACA Standards: 3-4302\n\nIV. DEFINITIONS:\n\n Maintenance Record - A record of equipment problems and\n corrective actions taken in repair of plant assets.\n\nV. ATTACHMENTS:\n\n Attachment 1 - Equipment Maintenance Log\n\n Attachment 2 - Equipment Assessment Form\n\nVI. PROCEDURE:\n\n A. Food Service Equipment\n\n 1. All budgetary requests for Food Service equipment\n will be prepared in January of each year. This\n request must be completed and into Food and Farm\n Services, Central Office, by March 15 of each year.\n Food Service and Maintenance Advisors are available\n to assist in preparing budgetary requests, if\n needed.\n\n```\n\n|Functional Area:
CORRECTIONS DIVISION/
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`CORRECTIONS DIVISION/`
`FACILITIES OPERATIONS`|`Effective Date:`
`9/01/04`|`Reference Number:`
`IVL01-0018`|\n\n\n```\n a. When the Annual Operating Budget (AOB) is\n received from the budget office, equipment\n needs will be prioritized based on the\n facility's request.\n\n b. Facility\u2019s prioritized list will be further\n prioritized based on statewide Food Service\n equipment needs.\n\n 2. The equipment schedule must include the following.\n\n a. Complete name, make, and model of equipment\n item.\n\n b. Size and electrical and/or fuel data.\n\n c. Estimated cost.\n\n d. Justification for needs of equipment and\n purpose.\n\nB. Receipt and Installation Procedures\n\n 1. Upon receipt of new equipment, you must contact your\n Maintenance Advisor to insure installations are done\n in accordance with the factory's installation\n procedures (for warranty purposes).\n\n 2. Upon receipt of any equipment items, a receiving\n report will be completed and forwarded to Food and\n Farm Services, Central Office.\n\n 2. Upon receipt and installation of equipment in the\n feeding unit, a maintenance record will be prepared\n for the new and/or used replacement equipment. The\n local Food Service Director will keep on file, in\n the Food Service Office, maintenance records for\n each item of equipment in the feeding unit (See\n Attachment #1). The maintenance record will contain\n the following information.\n\n a. Name of the item of equipment.\n\n b. Date of purchase.\n\n```\n\n|Functional Area:
CORRECTIONS DIVISION/
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`CORRECTIONS DIVISION/`
`FACILITIES OPERATIONS`|`Effective Date:`
`9/01/04`|`Reference Number:`
`IVL01-0018`|\n\n\n```\n c. Manufacturer\u2019s Model and serial numbers of\n equipment.\n\n d. GDC serial number.\n\n e. Date of preventive maintenance performed on\n equipment.\n\n f. Information concerning repairs - date reported\n to maintenance department, date repaired,\n action taken, parts used and related costs for\n repairs.\n\n 3. This information can be used to justify replacement\n and/or acquisition of essential equipment and\n promote efficiency in the operations of each feeding\n unit.\n\nC. Preventative Maintenance\n\n 1. The Regional Food Service Maintenance Advisor will\n conduct a quarterly inspection on all GDC Food\n Service Equipment and give instructions on equipment\n operating procedures to maintain equipment in good\n working order.\n\n 2. The Regional Food Service Maintenance Advisor will\n also provide a list of deficiencies and suggestions\n on the quarterly Food Service Equipment Assessment\n (See Attachment #2) for preventative care on food\n service equipment and leave copies of the assessment\n with the Food Service Director, Business\n Manager/Deputy Warden of Administration, and Warden\n of the facility.\n\n 3. Below is a list of guidelines that is recommended\n for preventative maintenance care and will be used\n as a check list by the food service maintenance\n advisor when conducting inspections of equipment for\n repair or replacement.\n\n 4. Refrigeration Assessment to be checked every 30\n days, except where indicated.\n\n```\n\n|Functional Area:
CORRECTIONS DIVISION/
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`FACILITIES OPERATIONS`|`Effective Date:`
`9/01/04`|`Reference Number:`
`IVL01-0018`|\n\n\n```\n a. Check condition and operation of components and\n for missing parts or exposed wires.\n\n b. Lubrication of all moving parts.\n\n c. Cleaning of condenser coil. (Inspected every 30\n days, cleaned as needed.)\n\n d. Cleaning of evaporator coils.\n\n e. Check door gaskets for proper seal.\n\n f. Check units for frosting.\n\n g. Check temps for proper setting.\n\n h. Check sight glass for moisture and proper\n servicing.\n\n i. Check overall appearance of equipment and that\n units are operating properly (daily).\n\n5. Food Service Equipment Assessment - Convection Ovens\n every 30 days, except where indicated.\n\n a. Check ovens for proper door adjustments.\n\n b. Check ovens for air leaks and bad door gaskets.\n\n c. Check for proper use and cleaning of units.\n\n d. Oil all moving parts as needed.\n\n e. Check for missing parts and overall appearance\n (daily).\n\n6. GRILLS TO BE CHECK EVERY 30 DAYS (except where\n indicated)\n\n a. Check all thermostats for proper operation.\n\n b. Check for exposed wires and gas lines.\n\n c. Check overall appearance of unit and that unit\n is operating properly (daily).\n\n```\n\n|Functional Area:
CORRECTIONS DIVISION/
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`FACILITIES OPERATIONS`|`Effective Date:`
`9/01/04`|`Reference Number:`
`IVL01-0018`|\n\n\n```\n7. MIXERS TO BE CHECK EVERY 30 DAYS (except where\n indicated)\n\n a. Check plantore units for proper grease or oil\n levels.\n\n b. Check all grease fittings and grease as needed.\n\n c. Check for proper adjustments of belts.\n\n d. Oil as needed.\n\n e. Check for worn gears.\n\n f. Check to see if the unit is operating properly.\n\n g. Check for missing/broken parts and overall\n appearance of unit (daily).\n\n8. SLICERS TO BE CHECK EVERY 30 DAYS (except where\n indicated)\n\n a. Check for cleaning of unit daily.\n\n b. Check for proper oiling and greasing of unit.\n\n c. Check that unit is being used for intended\n purpose only.\n\n d. Check to see if the unit is operating properly.\n\n e. Check for missing/broken parts and overall\n appearance.\n\n f. Make sure blade remains sharp.\n\n9. PROOFER TO BE CHECKED EVERY 30 DAYS (except where\n indicated)\n\n a. Drain daily.\n\n b. Check for missing parts and properly working\n controls (daily).\n\n```\n\n|Functional Area:
CORRECTIONS DIVISION/
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`FACILITIES OPERATIONS`|`Effective Date:`
`9/01/04`|`Reference Number:`
`IVL01-0018`|\n\n\n```\n c. Check for any kind of abuse to unit.\n\n10. SKITTLES TO BE CHECKED EVERY 30 DAYS (except where\n indicated)\n\n a. Check for water leaks. Check for exposed wires.\n\n b. Check overall appearance (daily).\n\n c. Inspect for missing parts and check to see if\n unit is operating properly.\n\n11. KETTLES TO BE CHECK EVERY 30 DAYS (except where\n indicated)\n\n a. Check all grease fittings and grease if needed.\n\n b. Check safety controls on all steam cooking\n equipment.\n\n c. Check for water leaks.\n\n d. Check for broken or missing parts.\n\n e. Check overall appearance and that unit is\n operating properly (daily).\n\n f. Check water level every 30 days.\n\n12. DISHWASHER TO BE CHECKED EVERY 30 DAYS (except where\n indicated)\n\n a. Check for lime build-up.\n\n b. Check for water leaks.\n\n c. Check for exposed wires.\n\n d. Check for proper temperatures.\n\n e. Check for missing parts and oil all moving\n parts.\n\n```\n\n|Functional Area:
CORRECTIONS DIVISION/
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`FACILITIES OPERATIONS`|`Effective Date:`
`9/01/04`|`Reference Number:`
`IVL01-0018`|\n\n\n```\n f. Check booster heaters for leaking and proper\n operation.\n\n g. Check all seals.\n\n h. Check overall appearance and that unit is\n operating properly (daily).\n\n i. Check that all safety devices are in operation.\n\n13. DISPOSERS TO BE CHECKED EVERY 30 DAYS (except where\n indicated)\n\n a. Check for wear and proper operation.\n\n b. Check overall appearance and that unit is\n operating properly (daily).\n\n14. CHOPPERS TO BE CHECKED EVERY 30 DAYS (except where\n indicated)\n\n a. Grease or oil as needed.\n\n b. Check for worn gears.\n\n c. Check overall appearance and that unit is\n operating properly (daily).\n\n15. Serving lines to be checked every 30 days, except\n where indicated.\n\n a. Check thermostats for proper operation.\n\n b. Check temps on serving line.\n\n c. Check for missing parts, appearance of unit,\n and that unit is operating properly (daily).\n\n16. Tilt Skillet to be checked every 30 days, except\n where indicated.\n\n a. Grease or oil as needed.\n\n```\n\n|Functional Area:
CORRECTIONS DIVISION/
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`FACILITIES OPERATIONS`|`Effective Date:`
`9/01/04`|`Reference Number:`
`IVL01-0018`|\n\n\n```\n b. Check for worn gears.\n\n c. Check for missing parts.\n\n d. Check appearance of unit and if unit is\n operating properly (daily).\n\n 17. Ice Machines to be checked every 30 days except\n where indicated.\n\n a. Check appearance of unit and check for\n sanitation of unit.\n\n b. Cleaning of condenser coils.\n\n c. Cleaning of evaporator plate and check for lime\n build-up or scale.\n\n d. Check for exposed or damaged electrical cords\n or wiring.\n\n e. Check bin for rusting.\n\n f. Check bin door for gaskets and that door closes\n properly.\n\nD. Maintenance for Gemini Ovens - To be checked every 30\n days.\n\n 1. Make sure all safety devices are in good operation.\n\n 2. Lubrication:\n\n a. Hinge, door - heat resistance grease\n\n b. Lock, including rods - heat resistance grease\n\n c. Lock edge, top - heat resistance grease\n\n d. Lock edge, bottom - heat resistance grease\n\n e. Cradle power parts - heat resistance grease\n\n f. Chain - oil\n\n```\n\n|Functional Area:
CORRECTIONS DIVISION/
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`FACILITIES OPERATIONS`|`Effective Date:`
`9/01/04`|`Reference Number:`
`IVL01-0018`|\n\n\n```\n3. Checking of worn gear unit:\n\n a. Check the gaskets and refill with oil if\n necessary. The gear unit contains 0.25 liters\n (15 cu in) and the oil must not be mixed.\n\n b. Use one of these types of oil:\n\n BP Energol SGR 150\n\n Castrol Alpha SN 6\n\n Herrman Syntheso D 150 EP\n\n Mobil Glygoyle 22\n\n Mol. - Alloy XTO Medium\n\n Nynas NP 797\n\n Shell Tivela Oil WA\n\n Texaco Synlube SAE 90\n\n4. Maintenance Every 12 Months - checking and\n adjusting:\n\n a. Expander bolt in floor.\n\n b. Packing in joints\n\n c. Packing in door frame\n\n d. Packing under door\n\n e. Door Lock mechanism\n\n f. Lightning, including cables\n\n g. Draining\n\n h. Tensioning of connections\n\n i. Damper function\n\n j. Limit positions\n\n```\n\n|Functional Area:
CORRECTIONS DIVISION/
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`CORRECTIONS DIVISION/`
`FACILITIES OPERATIONS`|`Effective Date:`
`9/01/04`|`Reference Number:`
`IVL01-0018`|\n\n\n```\n k. Chain positions\n\n l. Solenoid valve\n\n m. Cradle bearing\n\n n. Function check\n\n o. Checking of ambient temperature\n\n5. Cleaning every 30 days or as needed:\n\na. Floor\n\n b. Window\n\n a. Fluorescent Tube\n\n b. Fan Wheel\n\n e. Motors\n\n6. Check Rotating Ovens every 30 days:\n\n a. Check the heat exchanger for cracks.\n\n b. Check for carbon tracking inside and outside of\n the oven.\n\n c. Check the oven sight glass for cracks (Gemini\n ovens only).\n\n d. Check that burner package is installed\n properly, and all piping is secure and is not\n leaking.\n\n e. Check to see if the draft inducer is installed\n and working.\n\n f. Check and see if the flue and exhaust pipe is\n installed properly.\n\n g. Check all wiring in and around heat exchanger.\n\n7. Check if unit is operating properly and all control\n lights are operating properly.\n\n```\n\n|Functional Area:
CORRECTIONS DIVISION/
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`9/01/04`|`Reference Number:`
`IVL01-0018`|\n\n```\nVII. RETENTION SCHEDULE:\n\n```\n\n\n\n\n\n```\nAttachments 1 and 2 of this SOP will be kept locally for one\nyear in an active file and five years in an inactive file,\nthen destroyed.\n\n```",
"word_count": 2083,
"powerdms_url": "https://public.powerdms.com/GADOC/documents/105524",
"url": "https://gps.press/sop-data/409.04.19/",
"attachments": [
{
"number": 1,
"title": "Equipment Maintenance Log - Food and Farm Services",
"word_count": 327,
"url": "https://gps.press/sop-data/409.04.19-att-1/"
},
{
"number": 2,
"title": "Equipment Assessment Form - Food Services",
"word_count": 1331,
"url": "https://gps.press/sop-data/409.04.19-att-2/"
}
]
}