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Full Description

A guide for designers, maintainers, building owners and operators, and facilities managers.

This guidance is intended for the benefit of all those involved in the operation and maintenance of engineering services. It is an update of the original version of this document which was published in 2000 as Guide to Ownership, Operation and Maintenance of Building Services.

Principal areas of revision relate to legislation that has occurred since the first edition, the impact of climate change and subsequent need to address energy use and building performance.  A list of definitions has been included as section 1.2. Chapter 6 has been rewritten, based on CIBSE Guide F: Energy efficiency in buildings.  Chapter 7 has been expanded to include information from CIBSE Knowledge Series KS4: Understanding controls and CIBSE Guide H: Building control systems.

Chapter 10 has been developed further on O&M manuals. A more detailed consideration of risk assessment and risk management has been provided in chapter 11. Chapter 12 now contains a more comprehensive list of indicative maintenance and utilities costs. Additional information and revisions to the table of plant life expectancies in chapter 13 make it more comprehensive and useable. Chapter 16 covers the wide range of legislation applicable to building operation.

The intention has been to identify current good practice and address topics of particular interest and relevance to those involved at all levels in engineering services maintenance. This includes designers, manufacturers, installers, maintainers, building owners, occupiers and operators, professional advisers and specialist providers. It is not expected that the reader will read the publication from cover to cover; rather that it will be used for reference and guidance as needs arise.

Maintenance is not the most glamorous aspect of engineering and much of it is focused on preventing failure rather than creating something tangible. It is, however, becoming more analytical and numerically based, including dealing with failure probabilities, management of resources, determining redundancy within systems and minimising risk.

This document is intended to bring maintenance into a sharper focus by helping building and property operators become more aware of their responsibilities and duties. It will also help services designers to appreciate their role in providing installations that are safe, economic to maintain and operate, and capable of giving satisfactory perform­ance over their full lifespan.

Contents

1         Introduction 

1.1          Scope and structure
1.2          Definitions 

2         Guidance for building services designers

2.1          Designers' responsibilities
2.2          Advising and guiding the client
2.3          Clients' requirements
2.4          Installation
2.5          Design parameters
2.6          First-year operation and maintenance requirements 
Appendix 2.A1: Design guide to maintainable buildings

3         Maintenance techniques and their applications

3.1          Management of maintenance
3.2          Options
3.3          Types of maintenance
3.4          Establishing a maintenance policy
3.5          Choice of maintenance strategy
3.6          Main principles of a planned maintenance system
3.7          Typical range of maintenance services 
Appendix 3.A1: Example maintenance policy review

4         Maintenance contracts

4.1          Contract details
4.2          Components of contract documents
4.3          Types of contract
4.4          Tender and award of maintenance contracts
4.5          Practical difficulties
4.6          Contract management
Appendix 4.A1: Sample questionnaire for use at pre-qualification stage

5         Maintenance strategy and inspection frequencies

5.1          Maintenance strategy
5.2          Clients' requirements: a policy
5.3          Control of maintenance
5.4          Operating oversized plant
5.5          Plant maintenance frequencies
5.6          Inviting maintenance tenders
5.7          Adjustment of maintenance frequencies
Appendix 5.A1: Statutory documentation for buildings
Appendix 5.A2: Statutory regulations affecting plant services requirements

6         Energy efficiency and maintenance

6.1          Gaining an overview
6.2          Legislation and codes of practice
6.3          Investing in energy efficiency            
6.4          The energy efficient brief
6.5          Renewables
6.6          Fuel selection
6.7          Combined heat and power
6.8          Metering
6.9          Lighting
6.10        Heating and hot water 
6.11        Electrical power
6.12        Controls  
6.13        Refrigeration systems 
6.14        Energy policy 
6.15        Checking energy consumption 
Appendix 6.A1: Energy benchmark data     

7         Controls for building services 

7.1          Purpose of controls
7.2          Maintenance requirements
7.3          Routine maintenance checks 
7.4          Building management systems 
7.5          Upgrading control systems
7.6          Need for training

8         Commissioning and testing

8.1          Commissioning management      
8.2          Summary of commissioning requirements   
8.3          Commissioning manager and commissioning specialist responsibilities  
8.4          Documentation
8.5          Designer's checklist 
8.6          System characteristics
8.7          Fine tuning 
8.8          Repeat testing and commissioning
8.9          Controls and building management systems
8.10        Decommissioning and mothballing 

9         Handover procedures

9.1          Preparation 
9.2          Commissioning
9.3          Inspections 
9.4          User training
9.5          Occupant training 
9.6          Tools, spares and keys 
9.7          Handover information
9.8          Equipment warranties
9.9          Sectional completion and beneficial occupation
9.10        Defects liability
Appendix 9.A1: Documentation to be held by building owner/occupier at handover       

10       Operation and maintenance information

10.1        The importance of o&m manuals 
10.2        Health and safety file 
10.3        Content
10.4        Manufacturers' literature 
10.5        Computer-based information systems 
10.6        Maintenance management systems
10.7        Updating
10.8        Preparation 

11       Risk assessment and management procedures

11.1        Assessing the risks   
11.2        Business risks
11.3        Design and installation risks 
11.4        Operation and maintenance risks
11.5        Disposal risks
11.6        Dependency modelling 
11.7        System resilience
11.8        System redundancy
11.9        Supporting the business  
11.10      Availability data
Appendix 11.A1: Overall risk checklist 
Appendix 11.A2: Operational risk checklist

12       Owning and operating costs  

12.1        Cost data 
12.2        Benchmarking 
12.3        Cost data attributes  
12.4        Levels of information    
12.5        Utilisation of labour 
12.6        Backlog of maintenance 
12.7        Data priorities 
12.8        Cost predictions for new buildings and designs
12.9        Simple accounting techniques 
12.10      Life cycle costs

13       Economic life factors and end of economic life 

13.1        Background  
13.2        Predicting future life of existing plant 
13.3        Variation factors
13.4        Applications
Appendix 13.A1: Indicative life expectancy factors  

14       Maintenance audits  

14.1        Audit document
14.2        Audit details  
14.3        Scoring system
14.4        Recording comments
14.5        Audit procedure
Appendix 14.A1: Maintenance audit checklist for building services 

15       Condition surveys  

15.1        Types and frequency 
15.2        Thermal imaging 
15.3        Consistency of information 
15.4        Classifying priorities
15.5        Data collection
15.6        Updating information 
15.7        Future developments

16       Legislation, compliance and good practice    

16.1        Legislation  
16.2        Requirements for inspection and testing
16.3        Sources of maintenance guidance
Appendix 16.A1: Compliance requirements

17       Health and comfort  

17.1        Indoor air quality
17.2        Thermal comfort influences
17.3        Air distribution systems
17.4        Modifications to existing buildings
17.5        Recommended assessment schedules    

18       Training

18.1        Management 
18.2        Competency 
18.3        Training policy statement 
18.4        Identification of training needs 
18.5        Training plan 
18.6        Means of provision
18.7        Environment 
18.8        Certification 
18.9        Evaluation
18.10      Records

References