CIBSE Guide M - Maintenance Engineering and Management - A Guide for Designers, Maintainers, Building Owners and Operators, and Facilities Managers

172 Pages·2008·1.9 MB·English

by  Ken J.

Maintenance engineering
and management
A guide for designers, maintainers,
building owners and operators, and
facilities managers
CIBSE Guide M
The rights of publication or translation are reserved.
No part of this publication may be reproduced, stored in a
retrieval system or transmitted in any form or by any means
without the prior permission of the Institution.
© February 2008 The Chartered Institution of Building
Services Engineers London
Registered charity number 278104
ISBN 978-1-903287-93-4
This document is based on the best knowledge available at
the time of publication. However no responsibility of any
kind for any injury, death, loss, damage or delay however
caused resulting from the use of these recommendations can
be accepted by the Chartered Institution of Building Services
Engineers, the authors or others involved in its publication.
In adopting these recommendations for use each adopter by
doing so agrees to accept full responsibility for any personal
injury, death, loss, damage or delay arising out of or in
connection with their use by or on behalf of such adopter
irrespective of the cause or reason therefore and agrees to
defend, indemnify and hold harmless the Chartered
Institution of Building Services Engineers, the authors and
others involved in their publication from any and all liability
arising out of or in connection with such use as aforesaid
and irrespective of any negligence on the part of those
indemnified.
Typeset by CIBSE Publications Department
Printed in Great Britain by Page Bros (Norwich) Ltd., Norwich,
Norfolk NR6 6SA
Contents
1 Introduction 1-1
1.1 Scope and structure 1-1
1.2 Definitions 1-3
References 1-5
2 Guidance for building services designers 2-1
2.1 Designers’ responsibilities 2-1
2.2 Advising and guiding the client 2-2
2.3 Clients’ requirements 2-2
2.4 Installation 2-4
2.5 Design parameters 2-4
2.6 First-year operation and maintenance requirements 2-5
References 2-5
Appendix 2.A1: Design guide to maintainable buildings 2-6
3 Maintenance techniques and their applications 3-1
3.1 Management of maintenance 3-1
3.2 Options 3-2
3.3 Types of maintenance 3-2
3.4 Establishing a maintenance policy 3-4
3.5 Choice of maintenance strategy 3-5
3.6 Main principles of a planned maintenance system 3-6
3.7 Typical range of maintenance services 3-6
References 3-6
Bibliography 3-6
Appendix 3.A1: Example maintenance policy review 3-7
4 Maintenance contracts 4-1
4.1 Contract details 4-1
4.2 Components of contract documents 4-2
4.3 Types of contract 4-3
4.4 Tender and award of maintenance contracts 4-5
4.5 Practical difficulties 4-7
4.6 Contract management 4-10
References 4-11
Bibliography 4-11
Appendix 4.A1: Sample questionnaire for use at pre-qualification stage 4-12
5 Maintenance strategy and inspection frequencies 5-1
5.1 Maintenance strategy 5-2
5.2 Clients’ requirements: a policy 5-3
5.3 Control of maintenance 5-4
5.4 Operating oversized plant 5-4
5.5 Plant maintenance frequencies 5-5
5.6 Inviting maintenance tenders 5-6
5.7 Adjustment of maintenance frequencies 5-6
References 5-6
Bibliography 5-6
Appendix 5.A1: Statutory documentation for buildings 5-7
Appendix 5.A2: Statutory regulations affecting plant services requirements 5-8
6 Energy efficiency and maintenance 6-1
6.1 Gaining an overview 6-2
6.2 Legislation and codes of practice 6-3
6.3 Investing in energy efficiency 6-3
6.4 The energy efficient brief 6-3
6.5 Renewables 6-4
6.6 Fuel selection 6-4
6.7 Combined heat and power 6-5
6.8 Metering 6-5
6.9 Lighting 6-5
6.10 Heating and hot water 6-6
6.11 Electrical power 6-7
6.12 Controls 6-7
6.13 Refrigeration systems 6-7
6.14 Energy policy 6-7
6.15 Checking energy consumption 6-8
References 6-8
Bibliography 6-8
Appendix 6.A1: Energy benchmark data 6-9
7 Controls for building services 7-1
7.1 Purpose of controls 7-1
7.2 Maintenance requirements 7-2
7.3 Routine maintenance checks 7-3
7.4 Building management systems 7-3
7.5 Upgrading control systems 7-4
7.6 Need for training 7-5
References 7-5
Bibliography 7-6
8 Commissioning and testing 8-1
8.1 Commissioning management 8-1
8.2 Summary of commissioning requirements 8-2
8.3 Commissioning manager and commissioning specialist 8-2
responsibilities
8.4 Documentation 8-3
8.5 Designer’s checklist 8-4
8.6 System characteristics 8-4
8.7 Fine tuning 8-4
8.8 Repeat testing and commissioning 8-5
8.9 Controls and building management systems 8-6
8.10 Decommissioning and mothballing 8-6
References 8-7
Bibliography 8-7
9 Handover procedures 9-1
9.1 Preparation 9-1
9.2 Commissioning 9-2
9.3 Inspections 9-3
9.4 User training 9-4
9.5 Occupant training 9-4
9.6 Tools, spares and keys 9-4
9.7 Handover information 9-5
9.8 Equipment warranties 9-5
9.9 Sectional completion and beneficial occupation 9-5
9.10 Defects liability 9-5
References 9-6
Bibliography 9-6
Appendix 9.A1: Documentation to be held by building owner/occupier 9-7
at handover
10 Operation and maintenance information 10-1
10.1 The importance of O&M manuals 10-1
10.2 Health and safety file 10-1
10.3 Content 10-2
10.4 Manufacturers’ literature 10-2
10.5 Computer-based information systems 10-2
10.6 Maintenance management systems 10-3
10.7 Updating 10-3
10.8 Preparation 10-3
References 10-3
Bibliography 10-3
11 Risk assessment and management procedures 11-1
11.1 Assessing the risks 11-1
11.2 Business risks 11-2
11.3 Design and installation risks 11-3
11.4 Operation and maintenance risks 11-4
11.5 Disposal risks 11-5
11.6 Dependency modelling 11-5
11.7 System resilience 11-5
11.8 System redundancy 11-5
11.9 Supporting the business 11-6
11.10 Availability data 11-6
References 11-6
Bibliography 11-6
Website 11-6
Appendix 11.A1: Overall risk checklist 11-7
Appendix 11.A2: Operational risk checklist 11-8
12 Owning and operating costs 12-1
12.1 Cost data 12-1
12.2 Benchmarking 12-2
12.3 Cost data attributes 12-3
12.4 Levels of information 12-3
12.5 Utilisation of labour 12-5
12.6 Backlog of maintenance 12-6
12.7 Data priorities 12-6
12.8 Cost predictions for new buildings and designs 12-6
12.9 Simple accounting techniques 12-8
12.10 Life cycle costs 12-13
References 12-13
Bibliography 12-14
13 Economic life factors and end of economic life 13-1
13.1 Background 13-1
13.2 Predicting future life of existing plant 13-2
13.3 Variation factors 13-3
13.4 Applications 13-4
References 13-6
Bibliography 13-7
Appendix 13.A1: Indicative life expectancy factors 13-8
14 Maintenance audits 14-1
14.1 Audit document 14-1
14.2 Audit details 14-2
14.3 Scoring system 14-3
14.4 Recording comments 14-3
14.5 Audit procedure 14-3
References 14-4
Appendix 14.A1: Maintenance audit checklist for building services 14-5
15 Condition surveys 15-1
15.1 Types and frequency 15-2
15.2 Thermal imaging 15-3
15.3 Consistency of information 15-3
15.4 Classifying priorities 15-4
15.5 Data collection 15-5
15.6 Updating information 15-6
15.7 Future developments 15-6
References 15-7
Bibliography 15-7
16 Legislation, compliance and good practice 16-1
16.1 Legislation 16-1
16.2 Requirements for inspection and testing 16-4
16.3 Sources of maintenance guidance 16-6
References 16-6
Appendix 16.A1: Compliance requirements 16-7
17 Health and comfort 17-1
17.1 Indoor air quality 17-1
17.2 Thermal comfort influences 17-3
17.3 Air distribution systems 17-4
17.4 Modifications to existing buildings 17-5
17.5 Recommended assessment schedules 17-6
References 17-7
Bibliography 17-7
18 Training 18-1
18.1 Management 18-1
18.2 Competency 18-1
18.3 Training policy statement 18-2
18.4 Identification of training needs 18-2
18.5 Training plan 18-3
18.6 Means of provision 18-3
18.7 Environment 18-4
18.8 Certification 18-4
18.9 Evaluation 18-4
18.10 Records 18-4
References 18-4
Index I-1
1-1
1 Introduction
1.1 Scope and contents Summary
1.2 Definitions This chapter provides a general introduction to the Guide and outlines its scope and contents.
References
Building services engineers provide the internal environ- from cover to cover; rather that it will be used for
mental conditions that enable business processes to reference and guidance as needs arise.
function at an optimum level while providing comfort
conditions for occupants to achieve their maximum Maintenance of engineering services within the UK
performance potential. This is reflected in the CIBSE’s represents an annual business value conservatively
motto: ‘For the greater comfort of mankind’. The estimated at some £7 billion. Maintenance is not the most
engineering services that provide this comfort need to be glamorous aspect of engineering and much of it is focused
properly operated and maintained throughout their on preventing failure rather than creating something
lifespan, which could extend to more than 30 years, to tangible. It is, however, becoming more analytical and
ensure that they continue to perform efficiently and numerically based, including dealing with failure
viably. probabilities, management of resources, determining
redundancy within systems and minimising risk.
This guidance is a continuation of work by the CIBSE
This document is intended to bring maintenance into a
Maintenance Task Group and is intended for the benefit of
sharper focus by helping building and property operators
all those involved in the operation and maintenance of
become more aware of their responsibilities and duties. It
engineering services. It is an update of the original version
will also help services designers to appreciate their role in
of this document which was published in 2000 as Guide to
ownership, operation and maintenance of building services(1). providing installations that are safe, economic to maintain
and operate, and capable of giving satisfactory perform-
Principal areas of revision relate to legislation that has
ance over their full lifespan.
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(2). 1.1 Scope and structure
Chapter 7 has been expanded to include information from
CIBSE Knowledge Series KS4: Understanding controls(3) The scope of each chapter of this Guide is summarised as
and CIBSE Guide H: Building control systems(4). Chapter 10 follows:
has been developed further on O&M Manuals. A more — Chapter 1: Introduction describes the objectives of
detailed consideration of risk assessment and risk maintenance and outlines the scope and content of
management has been provided in chapter 11. Chapter 12 the Guide. A list of definitions is provided.
now contains a more comprehensive list of indicative
— Chapter 2: Guidance for building services designers is
maintenance and utilities costs. Additional information
particularly aimed at designers and identifies the
and revisions to the table of plant life expectancies in
areas that need to be taken into account from the
chapter 13 make it more comprehensive and useable.
earliest concept stage. Clients should also read this
Chapter 16 covers the wide range of legislation applicable
section as it emphasises matters that will need to
to building operation.
be resolved and may need their commitment.
Trouble-free use of the engineering services is a
The Task Group has tried to avoid duplicating infor- key objective of any property operator both in
mation that is available elsewhere. Where information terms of economic, reliable performance and
already exists, the reader is provided with a comprehen- ensuring that legislation is complied with. The
sive reference rather than repeating the work of others. needs of the client are also discussed and emphasis
is given to the importance of the designer fully
understanding what the client expects to achieve.
The intention has been to identify current good practice
and address topics of particular interest and relevance to — Chapter 3: Maintenance techniques and their appli-
those involved at all levels in engineering services cations: some of the techniques of maintenance
maintenance. This includes designers, manufacturers, have become complex and sophisticated, although
installers, maintainers, building owners, occupiers and opportunities for applying the full range within
operators, professional advisers and specialist providers. It engineering services are often limited. This
is not expected that the reader will read the publication section gives an overview of the techniques to
1-2 Maintenance engineering and management
provide a general introduction and basic under- — Chapter 11: Risk assessment and management
standing of terminology and application. procedures: part of any system design, installation
and operation is the acknowledgement that there
— Chapter 4: Maintenance contracts looks at the
will be areas of risk, extending up to the final
contractual aspects of maintenance, covering types
disposal stage. This is addressed, and the section
of contract, their content, legal details that
includes a comprehensive assessment of how
influence which option to select, and how
different risk activities relate to the risk categories
occupiers and property operators can ensure that
of business, design, operation and disposal. It also
the contract intent is being achieved.
addresses dependency modelling and system
redundancy.
— Chapter 5: Maintenance strategy and inspection
frequencies: the maintenance strategy influences
— Chapter 12: Owning and operating costs gives a
design decisions and therefore needs to be
detailed introduction to all aspects of cost manage-
established before the start of detailed design.
ment including types of cost data, bench marking,
When the property and its services become fully
levels of information, cost prediction, budget
operational, the maintenance strategy must be
control and investment appraisal. Indicative costs
implemented and any revisions carefully assessed
for maintenance and utilities for a range of
to determine the impact of any such changes on
buildings is provided
original design decisions. The section discusses
this and the ongoing control of maintenance. — Chapter 13: Economic life factors and end of economic
life: possibly the most frequent question related to
The provision of regular servicing and main-
engineering plant and equipment is ‘how long will
tenance will sustain the operating efficiency and
this last?’ or ‘how long should this last?’ The
prolong the effective life of the engineering plant.
answers will depend on criteria such as the
The chapter covers optimising the frequency,
standard of maintenance, the severity of use and
sources of detailed work schedules, statutory
the degree of reliability required. Chapter 13
requirements and adjusting the frequency of
provides guidance and includes a comprehensive
attendance.
table of plant and equipment with details of life
expectancies.
— Chapter 6: Energy efficiency and maintenance
provides guidance on energy efficiency aspects of
— Chapter 14: Maintenance audits: having accepted
operating and maintaining, based on information
the installation, produced a maintenance contract,
(1)
in CIBSE Guide F: Energy efficiency in buildings .
agreed service frequencies and identified the full
cost of ownership, the property operator or
— Chapter 7: Controls for building services: the
occupier may require that the performance of the
performance of any engineering installation will
maintenance provider be assessed. Chapter 14
be directly related to the equipment that regulates
offers a standard approach using objective criteria
and controls its operation. Chapter 7 provides a
that, for example, can give a year-on-year com-
source of reference and guidance to this specialist
parison.
area, including the purpose of controls, main-
tenance requirements, BMS and upgrading control — Chapter 15: Condition surveys: at any time during
systems. the life of a property it can be useful to assess the
condition of the building or its engineering
— Chapter 8: Commissioning and testing: immediately
services. The chapter covers the types of survey
following installation, a crucial stage is com-
techniques including thermal imaging and
missioning and testing; this ensures that the
methods of recording information.
design intent is, or can be, achieved in practice.
Procedures that need to be implemented for this to — Chapter 16: Legislation, compliance and good
be successful are described. practice: the legislation applicable to the operation
of buildings and their engineering services
— Chapter 9: Handover procedures addresses the
continues to expand and ensuring compliance is a
handover of a fully functional, completed instal-
growing concern to building operators. This
lation to the client. It identifies the point when the
section attempts to identify and summarise the
client accepts responsibility for security, insurance,
current position. However with the constantly
operation and maintenance, and other contractual
changing situation as more requirements are
obligations triggered at that time. Also listed is
established, this can only provide an overview of
information to be passed to the client and which
key legislation relevant to building services, it
forms part of the Health and Safety File.
cannot be fully comprehensive and is not
intended to identify every item of legislation or
— Chapter 10: Operation and maintenance information:
code of good practice.
having put the services into operation, a key
element towards long-term satisfactory per-
— Chapter 17: Health and comfort considers the
formance is the availability of detailed and
relationship between the internal environment of a
comprehensive operation and maintenance infor-
building, the health, safety and welfare of its
mation. The importance of such information has
occupants, and how the engineering services
been reinforced by the Construction (Design and
influence these factors. The guidance concentrates
(5)
Management) Regulations 2007 and the
on air quality and thermal conditions, but also
subsequent requirement for such information in
covers other aspects of occupant comfort.
(6)
the Building Regulations . Information on the
content, preparation and updating of the docu- — Chapter 18: Training: it is essential to ensure that
mentation is provided. maintenance engineers keep their skills up to date,
Introduction 1-3
continue to be aware of safety and health matters, Chartered engineer (CEng)
develop individuals to maximum potential and
help promote participation, ownership and A member of a chartered engineering institution who is
belonging in a job that can be remote from the concerned with the progress of technology through
direct employer. Chapter 18 provides compre- innovation, creativity and change; who is competent by
hensive information, including identification of virtue of appropriate education, training and relevant
needs, budgets, methods of provision and certifi- experience; who is able to analyse and develop solutions to
cation. engineering problems; who makes contributions to the
development of engineering science and assumes personal
Given the potential interest of this Guide to all involved responsibilities as the occasion demands for specific
in building operation and maintenance, it is difficult to engineering matters.
define the expected readership. Table 1.1 gives a general
indication of where particular readers may find infor- Client
mation of most value.
The person responsible for the running and maintenance
Table 1.1 Guide to relevance of chapters of a building who has responsibilities under the CDM
(5)
Regulations , who may or may not be the legal owner;
Readership Chapter/section
the legal owner’s agent or representative; or the building
Property owners, occupiers and operators All chapters occupier. The client will be the person to whom a
Designers 2, 3, 6 –11, 12, 15, 16, 17 professional advisor will report , and who will be able to
order maintenance works to be carried out, or:
Installers 5, 6–10, 12, 16, 17
Manufacturers 2, 5–9, 10, 11, 12, 13, An organisation that specifies needs and procures facilities
16, 17 services by means of a facility management agreement.
Note: the client has a general and/or key function in all
Commissioning engineers 2, 6, 7, 8–10, 16, 17
stages of the relationship with the service provider (BS EN
Maintenance providers/specialists All chapters 15221-1(7)).
Professional advisers All chapters
Commissionability
The extent to which the design and installation of the
1.2 Definitions building services facilitates capability of commissioning,
or:
Benchmarking The ability of a system to be commissioned satisfactorily
(8)
(CIBSE Commissioning Code M ).
The process of measuring performance (including price)
of facilities services and comparing the results internally
or externally (BS EN 15221-1(7)). Commissionable system
A system designed, installed and prepared to specified
Beneficial occupation
requirements in such a manner as to enable satisfactory
Also referred to as ‘partial possession’. The term given to commissioning to be carried out (CIBSE Commissioning
early occupation of the works by the client where the Code M(8)).
contract does not include a specific provision for this.
Commissioning
Breakdown maintenance
The advancement of an installation from static completion
The operation of restoring an item to fulfil its original
to working order according to specified requirements.
function after failure in its performance.
Commissioning engineer
Budget
A plan expressed in money terms, prepared and approved The person undertaking the commissioning procedure
(9) (8)
prior to the budget period and may show income, (CIBSE Commissioning Codes B and M ).
expenditure and the capital to be employed.
Commissioning management
Buildability
The planning, organisation, co-ordination and control of
The extent to which the design of a building and its
commissioning activities (CIBSE Commissioning Codes
engineering services facilitates ease of construction. (9) (8) (10) (11)
B , M , R , W ).
Business focused maintenance
Commissioning specialist
The prioritisation of maintenance aligned to the core
business activities taking into account business risk, The person responsible for setting the installation to
resilience and performance of plant installations to ensure work, and regulating and balancing it to achieve the
that the function of the business is optimised. specified performance, or:
The firm (or person) appointed to carry out specified
Capital expenditure (CAPEX)
duties in connection with commissioning engineering
The cost of acquiring, producing or enhancing fixed services in accordance with a commissioning specification
(8)
assets. (CIBSE Commissioning Code M ).