Facilities Preventive Maintenance

By peter.cholakis@verizon.netWhy LEAN Construction Matters

Facilities Preventive Maintenance requires the following information to minimize downtime and unscheduled maintenance and repairs.

  • Installed model and features of each system.
  • Manufacturer’s schedule for routine preventive maintenance, inspections, condition monitoring (predictive tests) and adjustments required to ensure proper and economical operation and to minimize repairs. Provide instructions stating when the systems should be retested. Provide manufacturer’s projection of preventive maintenance workhours on a daily, weekly, monthly, and annual basis including craft requirements by type of craft. For periodic calibrations, provide manufacturer’s specified frequency and procedures for each separate operation.  Define the anticipated time required to perform each of each test (workhours), test apparatus, number of personnel identified by responsibility, and a testing validation procedure permitting the record operation capability requirements within the schedule. Provide a remarks column for the testing validation procedure referencing operating limits of time, pressure, temperature, volume, voltage, current, acceleration, velocity, alignment, calibration, adjustments, cleaning, or special system notes. Delineate procedures for preventive maintenance, inspection, adjustment, lubrication and cleaning necessary to minimize repairs. Repair requirements must inform operators how to check out, troubleshoot, repair, and replace components of the system. Include electrical and mechanical schematics and diagrams and diagnostic techniques necessary to enable operation and troubleshooting of the system after acceptance.
  • Include potential environmental and indoor air quality impacts of recommended maintenance procedures and materials
  • Lubrication Data-Include the following preventive maintenance lubrication data, in addition to instructions for lubrication required, including a table showing recommended lubricants for specific temperature ranges and applications, charts with a schematic diagram of the equipment showing lubrication points, recommended types and grades of lubricants, and capacities, lubrication Schedule showing service interval frequency.
  • Cleaning Recommendations-Provide environmentally preferable cleaning recommendations. Provide the manufacturer’s recommended procedures and instructions for correcting problems and making repairs for the installed model and features of each system. Include potential environmental and indoor air quality impacts of recommended maintenance procedures and materials
  • Troubleshooting Guides and Diagnostic Techniques-Provide step-by-step procedures to promptly isolate the cause of typical malfunctions. Describe clearly why the checkout is performed and what conditions are to be sought. Identify tests or inspections and test equipment required to determine whether parts and equipment may be reused or require replacement
  • Wiring Diagrams and Control Diagrams-Provide point-to-point drawings of wiring and control circuits including factory-field interfaces. Provide a complete and accurate depiction of the actual job specific wiring and control work. On diagrams, number electrical and electronic wiring and pneumatic control tubing and the terminals for each type, identical to actual installation configuration and numbering.
  • Repair Procedures-Provide instructions and a list of tools required to repair or restore the product or equipment to proper condition or operating standards.
  • Removal and Replacement Instructions-Provide step-by-step procedures and a list of required tools and supplies for removal, replacement, disassembly, and assembly of components, assemblies, subassemblies, accessories, and attachments. Provide tolerances, dimensions, settings, and adjustments required. Use a combination of text and illustrations.
  • Spare Parts and Supply Lists-Provide lists of spare parts and supplies required for repair to ensure continued service or operation without unreasonable delays. Special consideration is required for facilities at remote locations. List spare parts and supplies that have a long lead-time to obtain.
  • Repair Work-Hours-Provide manufacturer’s projection of repair workhours including requirements by type of craft. Identify, and tabulate separately, repair that requires the equipment manufacturer to complete or to participate
  • Real Property Equipment-Provide a list of installed equipment -information usually listed on manufacturer’s name plate, include, as applicable, the following for each piece of equipment installed: description of item, location (by room number), model number, serial number, capacity, name and address of manufacturer, name and address of equipment supplier, condition, spare parts list, manufacturer’s catalog, and warranty.
  • Warranty Information-List and explain the various warranties and clearly identify the servicing and technical precautions prescribed by the manufacturers or contract documents to keep warranties in force. Include warranty information for primary components of the system. Provide copies of warranties.
  • Extended Warranty Information-List all warranties for products, equipment, components, and sub-components whose duration exceeds one year. For each warranty listed, indicate the applicable specification section, duration, start date, end date, and the point of contact for warranty fulfillment. Also, list or reference the specific operation and maintenance procedures that must be performed to keep the warranty valid. Provide copies of warranties.
  • Personnel Training Requirements-Provide information available from the manufacturers that is needed for use in training designated personnel to properly operate and maintain the equipment and systems.
  • Testing Equipment and Special Tool Information-Include information on test equipment required to perform specified tests and on special tools needed for the operation, maintenance, and repair of components. Provide final set points.
  • Testing and Performance Data-Include completed prefunctional checklists, functional performance test forms, and monitoring reports. Include recommended schedule for retesting and blank test forms. Provide final set points.
  • Field Test Reports and Manufacturer’s Field Reports-Provide a copy of Field Test Reports and Manufacturer’s Field Reports submittals documented with the required approval.
  • Contractor Information-Provide a list that includes the name, address, and telephone number of the General Contractor and each Subcontractor who installed the product or equipment, or system. For each item, also provide the name address and telephone number of the manufacturer’s representative and service organization that can provide replacements most convenient to the project site. Provide the name, address, and telephone number of the product, equipment, and system manufacturers
  • SCHEDULE OF OPERATION AND MAINTENANCE DATA PACKAGES- The type of O&M data needed for any product, system, or piece of equipment depends upon the complexity of that item. If not, specify the appropriate Data Package number in the technical section using the Data Package Number from the choices 1 through 5 as follows: below. Data Package 1 is typically used for architectural items requiring simple but specific maintenance and replacement; for example, acoustical ceiling, floor tile or carpeting system. Data Package 2 is used for an item that is less simple; for example, an item having a motor and some sequence of operation such as a refrigerated drinking fountain. Data Package 3 is used for a complex piece of equipment, having a specific troubleshooting sequence, but one which does not require an operator on watch, for example, HVAC temperature controls. Data Package 4 is used for an extremely complex piece of equipment, having an extensive sequence of operation, a complex troubleshooting sequence and one requiring frequent operator attention; at least for start-up and shutdown. Examples of this case would be small boilers and small diesel generator sets. Data Package 5 is used for electrical equipment, components or systems on which wiring, and control diagrams are needed for operation, maintenance or repair. Examples of this case are 400 Hz frequency converters, annunciator panels and cathodic protection systems.
  • Provide the O&M data packages specified in individual technical sections. The information required in each type of data package follows:
    • Data Package 1 a. Safety precautions and hazards b. cleaning recommendations c. Maintenance and repair procedures d. Warranty information e. Extended warranty information f. Contractor information g. Spare parts and supply list
    • Data Package 2 a. Safety precautions and hazards b. Normal operations c. Environmental conditions Lubrication data e. Preventive maintenance plan, schedule, and procedures cleaning recommendations g. Maintenance and repair procedures h. Removal and replacement instructions i. Spare parts and supply list j. Parts identification k. Warranty information l. Extended warranty information m. Contractor information
    • Data Package 3 a. Safety precautions and hazards b. Operator prestart c. Startup, shutdown, and post-shutdown procedures d. Normal operations e. Emergency operations f. Environmental conditions g. Operating log h. Lubrication data i. Preventive maintenance plan, schedule, and procedures j. cleaning recommendations k. Troubleshooting guides and diagnostic techniques l. Wiring diagrams and control diagrams m. Maintenance and repair procedures n. Removal and replacement instructions o. Spare parts and supply list p. Product submittal data q. O&M submittal data r. Parts identifications. Warranty information t. Extended warranty information u. Testing equipment and special tool information v. Testing and performance data w. Contractor information x. Field test reports
    • Data Package 4 a. Safety precautions and hazards b. Operator prestart c. Startup, shutdown, and post-shutdown procedures d. Normal operations e. Emergency operations f. Operator service requirements g. Environmental conditions h. Operating log i. Lubrication data j. Preventive maintenance plan, schedule, and procedures k. Cleaning recommendations l. Troubleshooting guides and diagnostic techniques m. Wiring diagrams and control diagrams n. Repair procedures o. Removal and replacement instructions p. Spare parts and supply list>q. Repair work-hours r. Product submittal data s. O&M submittal data t. Parts identification u. Warranty information v. Extended warranty information w. Personnel training requirements x. Testing equipment and special tool information y. Testing and performance data z. Contractor information . Field test reports
    • Data Package 5 a. Safety precautions and hazards b. Operator prestart c. Start-up, shutdown, and post-shutdown procedures d. Normal operations e. Environmental conditions f. Preventive maintenance plan, schedule, and procedures g. Troubleshooting guides and diagnostic techniques h. Wiring and control diagrams i. Maintenance and repair procedures j. Removal and replacement instructions k. Spare parts and supply list l. Product submittal data m. Manufacturer’s instructions n. O&M submittal data o. Parts identification<p. Testing equipment and special tool information q. Warranty information r. Extended warranty information s. Testing and performance data t. Contractor information u. Field test reports v. Additional requirements for HVAC control systems