A Simple Maintenance Plan
for HVAC Equipment
business solutions
INTRODUCTION
R egular maintenance
is important for your
facility’s heating,
Regularly scheduled maintenance of
your facility’s heating, ventilating and
ventilating and air air conditioning (HVAC) equipment is
conditioning (HVAC) essential to efficient operation
equipment to help you throughout the equipment’s life. In
save money, time and addition, regular maintenance can
energy; to extend the provide you, your employees and your
life of your equipment; customers with several benefits:
and to improve its
reliability. • It can increase comfort and reduce
complaints about temperature and
air quality.
• It can increase equipment reliability
and can reduce or eliminate
expenses associated with lost
production from preventable
equipment breakdowns.
• It can improve safety.
• It can save substantial amounts of
money by eliminating energy
waste.
THE MAINTENANCE PLAN
Every facility owner should have a
maintenance plan for HVAC
equipment. However, maintenance
requirements for buildings vary. A
large, complex facility may require one
or more full-time maintenance people.
Large facilities such as hospitals may
have elaborate, computerized
maintenance software for tracking
maintenance actions.
Smaller, less complex facilities can use a
written maintenance plan. If you do
Bringing you even more…
not have a working plan, a simple,
four-step procedure for developing one
is outlined below.
Step 1 – Organize a Maintenance
Information File and Determine
the HVAC Equipment’s Present
Condition
Your maintenance file should include:
• A list of all equipment in the
building and its location and date
of manufacture;
• For each piece of equipment, the
manufacturer’s nameplate data,
including name, model number,
serial number, operating
specifications and size; and
• A comprehensive list of the
maintenance tasks recommended
by the manufacturer.
Determine the equipment’s present
condition by preparing a simple
diagram of the system and noting the
condition of all equipment
components. Include with this diagram
a list of all past problems experienced
with the equipment. Use Table A as an
example to help you determine the
equipment’s condition and problem
areas.
Table A - Some Common HVAC Maintenance Problems and Solutions (always follow the manufacturer’s
recommended procedures)

EQUIPMENT PROBLEM SOLUTION

Blower • Low air flow Clean if dirty; check direction of

rotation and correct wiring if needed
• Noise Check bearings
• Sluggish turning Check lubricant
Boiler • Scale deposits on water side Remove scale; check water softening
system
Chiller • Leaks Repair
Compressor • Excess vibration Check Mountings
• Cold crankcase heater during Check for lubrication problems
compressor operation
Cooling Tower • Scaling Remove by chipping or by proper
chemicals
• Cold water too warm Check fans and pumps, clean louvers
• Excessive water drift Check drift elimination, metering orifices
and basins; check for over-pumping
Damper • Blocked or linkage disconnected Check damper controls; clean and
overhaul
Ductwork • Open joints Repair with duct tape
• Loose insulation Replace or attach firmly
Filter • Clogged Replace or clean
Grillwork • Low airflow Remove and clean; check for blockage
from equipment
Heat Pump • Low heat output Check outside unit and blower for
cleanliness
Check thermostat
Check refrigerant charge
Pump • Hot water pump is cold Check direction of flow; inspect valves
(or vise versa)
Thermostat • Temperature reading inaccurate Calibrate
• Leaks water or oil from mounting Check control lines

Step 2 – Prepare a List of Maintenance Actions

Using the manufacturer’s recommended maintenance tasks and the list of past equipment problems, prepare
a list of maintenance actions. Use Table B as a guide.

Table B - Some Suggested Maintenance Actions

ACTION FREQUENCY
Blowers
• Inspect belts for alignment and tension Annually
• Inspect pulley wheels Annually
• Inspect for grease and dirt build-up, lubricate bearings Annually
Boilers
• Check temperature and pressure Daily
• Clean tubes and heating surfaces As needed
Table B, continued
ACTION FREQUENCY
Boilers (con.)
• Check water gauge Daily
• Perform flue gas analysis Monthly
• Remove scale Annually
Chillers
• Clean condenser and oil cooler Annually
• Calibrate controls Annually
• Inspect valves and bearings Annually
Cooling coils
• Brush, clean with soap and water Quarterly
• Clean drip pan and drain When needed
Compressors
• Check oil levels Monthly
• Check for refrigerant leaks Monthly
• Replace drive belts Annually
Condenser
• Clean fan Annually
• Brush coils Monthly
Controls, pneumatic
• Calibrate thermostats Semiannually
• Examine control tubing for leaks Monthly
Cooling towers
• Clean suction screen Weekly
• Inspect for leaks Semiannually
Dampers
• Check for proper movement Quarterly
• Clean with brush Semiannually
Ductwork
• Inspect and refasten loose insulation Semiannually
• Check and repair leaks Semiannually
Fans
• Check and clean fan blades Semiannually
• Check fan belts for proper tension and wear Monthly
Filters, Air
• Replace When dirty, or monthly
• Check for gaps When replacing
Gauges
• Check readings As needed
• Check calibration Annually
Grillwork
• Remove dirt and debris Monthly
• Check air direction Monthly
Motors
• Lubricate bearings When needed
• Check alignment Semiannually
• Check mountings Semiannually
Pumps
• Check lubrication Monthly
• Examine for leaks Semiannually
Thermostats
• Check calibration Annually
Timeclocks
• Reset After power outages and time
changes (if necessary)
• Check and clean Annually

Step 2 – Prepare a List of
Maintenance Actions
Using the manufacturer’s
recommended maintenance tasks
and the list of past equipment
problems, prepare a list of
maintenance actions. Use Table B
as a guide.
Step 3 – Prepare a
Maintenance Schedule
Once you have made a list of all
maintenance actions, you can
develop a detailed maintenance
schedule. This schedule can be a
set of schedule sheets with
maintenance items arranged
according to physical location.
The schedule sheet should have
the following columns:
• Equipment item
• Equipment location
• Date and time of day when
maintenance is to be done
FOR MORE INFORMATION
Tacoma Power can help you
establish your own maintenance
plan for HVAC or other electrical
equipment. Call 253-502-8363 for
more information.
• Brief description of
maintenance to be done
• Several columns showing the
dates that the maintenance is
completed
The schedule sheets can be
arranged in a separate three-ring
binder and can be put in a
convenient location along with
the maintenance information file.
Step 4 – Implement the
Maintenance Schedule
Once the maintenance schedule is
prepared, be sure to fully
implement it.
3628 South 35th Street
(South 35th Street and Union Avenue)
Tacoma, WA 98409
www.tacomapower.com
E-mail: power@ci.tacoma.wa.us
This information is correct as of October 1999.
Changes in programs and services may be made
without notice.
1171 10/99