3 Facilities Management Flashcards
The overall objectives of a maintenance program include:
- Implementing and accomplishing the owner’s objectives
- Increasing resident/tenant satisfaction and retention rates
- Reducing operating costs
- Optimizing the property’s physical capabilities
- Increasing the property’s value
- Providing for the safety of tenants, residents, visitors and employees
Physical inspections are a primary method used to evaluate a property’s condition and equipment as well
as being the first step to develop a plan to address any issues. Some other areas to regularly inspect include:
- Roof – look for ponding water, debris and holes
- Parking lots – look for trash, abandoned vehicles, pavement alligatoring, loose gravel and potholes
- Front entrance – look for trash, cracked windows, trip hazards and cleanliness
- Exterior facades – look for cracked windows, loose or cracked concrete, failed caulking, water infiltration points and hazards from anything falling off the building
There are at least four primary objectives to consider prior to any inspection:
- What will be inspected
- What is the frequency of the inspection
- Who will conduct the inspection
- How will the results be reported and implemented
In order to generate the list of what will be inspected, a thorough walk-through of the property and all of
the areas related to its mechanical, electrical, telephone, and fire/life safety equipment needs to be
conducted.
The next consideration is to decide who will conduct the inspection(s) and how the results will be reported and implemented. The manager should consider:
- If the inspections can be conducted by in-house maintenance staff
- If the inspection requires any special equipment, such as refrigerant recovery unit or hydraulic personnel lift. These items may need to be rented or purchased
- If the equipment requires special technical expertise to evaluate, such as training with an infrared camera
- If a third party is needed to certify the equipment’s proper operation, such as a fire alarm operation test or fire extinguisher inspection
Next, it is very important to document each inspection and to retain that information. The reports should identify at least the following:
- Who conducted the inspection
- When was the inspection performed
- What was inspected
- What were the results
- Are there any recommendations as a result of the inspection
Next, it is important to develop a clear and thorough specification for the contractors to bid on. This is
frequently called a ______ ____ _____ or _ _ _.
Request for Proposal or RFP
A RFP typically includes:
- Specify the scope of the service requested
- How it is to be performed
- Frequency (monthly, quarterly, semi-annually)
- Special requirements
- Acceptable work hours
- Timetable to complete
- Insurance requirements
- Deadline for submission
- Number of personnel to be provided
- Warranty period
- A place for the contractor to provide their price
- References
The _______ _______ is one of the critical benchmarks in determining whether to move forward with a specific project. The _______ ________ is the cost to implement the energy saving method divided by the
money saved.
Payback Period
Cost to implement energy saving method/money saved = Payback Period
If it costs $1500 to purchase and install energy saving light bulbs and ballasts and they are projected to save $500 per year, what is the Payback Period?
Cost to implement energy saving method/money saved =
Payback Period
$1500/$500/yr = 3 years
There are four categories related to maintenance:
Curative, Deferred, Routine and Preventive
It involves fixing or repairing something after it has already broken. An example would be fixing a broken sink faucet.
Curative Maintenance
It is an ordinary maintenance item that is not performed at the time when a problem is discovered. For example, when the manager notices some minor paint peeling in a stairwell, but delays hiring a painter until more painting work is needed.
Deferred Maintenance
It relates to the cleaning and upkeep that is needed every day. An example is vacuuming the carpet in the building hallways.
Routine Maintenance
It is a planned activity that is routinely performed with the intention of extending the useful life of the building and its equipment. It also helps protect the property from unforeseen risks or potential equipment failures, can reduce the likelihood of costly emergency services,
and may increase tenant satisfaction.
Preventive Maintenance
Property managers should also periodically evaluate the property’s insurance coverage, limits and premiums.
Typical insurance coverage that should be considered includes:
- Fire Insurance – provides coverage in case of fire
- Extended coverage – provides coverage from specific perils such as windstorm, hail, explosion, smoke and water damage
- Boiler and machinery – protects from loss when major equipment fails
- Bodily injury – protects against loss due to liability arising from injury or death on the insured’s property
- Fidelity bonding – protects against the dishonest acts of an individual.
- Property damage – protects against liability for damage to other people’s property that occurs on the insured’s property
- Workers compensation – protects employees who are injured on the job
