BIE2016

BUILDING MAINTENANCE AND

SERVICES

Introduction
to
Maintenance
-Overview
Yasmin Mohd Adnan 2023
 OVERVIEW OF COURSE
MAINTENANCE
MANAGEMENT
➢ Significance of Maintenance
Management
➢ Functions of Maintenance
Management
➢ Definition of Maintenance
Management
➢ Classification of Maintenance
➢ Maintenance Approaches
➢ Components and Elements for
Maintenance
MAIN BUILDING SERVICES
➢ Water & Sewerage
➢ Electrical
➢ Mechanical
➢ Building Security Systems/ Fire Alarm
Systems/ Building Control/Systems/
Intelligent Building Features
➢ Housekeeping-Cleaning, Pest Control
BUILDING DEFECTS
➢ The factors of Influence
➢ Causes
➢ Remedies
➢ Preparation of Defect Report
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 Importance of Maintenance
Within the ambit of work as a Property Manager, he
has to know:
➢ Managing the Investment.
➢ Managing the Building – maintenance, building
services and building audit
➢ Managing the Tenancies.
➢ Managing the Finance.
➢ Managing the Property Information
➢ Others – Safety, Security & Emergency and Marketing
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 Importance of Maintenance
Malaysian Property Management Standards
(second edition 2016)
Standard 5 – Maintenance Management
- Essential building to be kept in good condition and
facilities in an optimum operable state
- Comprehensive maintenance management programme
of a property cover the following areas:
➢Corrective Management
➢Planned Maintenance
➢Service Providers
- Maintenance Management should be incorporated into the
Standard Operating Procedure to ensure consistent delivery
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MAINTENANCE MANAGEMENT
 Maintenance History
1. In the period of pre-World War II, people thought
of maintenance as an added cost to the
building/plant which did not increase the value of
finished product.

Therefore, the maintenance at that era was

restricted to fixing the unit when it breaks because
it was the cheapest alternative
 Maintenance History

2. During and after World War II at the time when

the advances of engineering and scientific
technology developed, people developed other
types of maintenance, which were much
cheaper such as preventive maintenance.

In addition, people in this era classified

Maintenance as a function of the production
system
Maintenance History

-Term terotechnology
Development of

introduced.
Maintenance

-Recognition of need to
present equipment
failures.
-Models for preventive
maintenance developed.

-Increased awareness of:

Fix the equipment -Environment
when it breaks -Safety
-Quality
-Need for reliable equipment.
-Reduction in costs.

Pre-World War II Post-World War II 1980 Onwards Time

Maintenance History
(Adapted From Shenoy, Bhadury 1998)
 Maintenance History
3. Nowadays, increased awareness of such
issues as environment safety, quality of
product and services makes maintenance one
of the most important functions that contribute
to the success of the industry.

World-class companies are in

continuous need of a very well organised
maintenance programme to compete world-
wide.
 • Property owners normally make an effort to keep maintenance expenditure to a
minimum, ignoring or misunderstanding the adverse long term effect of such
decisions.

• Neglect of maintenance has accumulative results with rapidly increasing

deterioration of the Fabric and Finishes of a building accompanied by harmful
effects on contents and occupants.

• In Western countries, over one-third of the total output of the construction

industry is devoted to maintenance of buildings, just to keep buildings in
satisfactory condition.

Why Maintain Buildings???
Buildings not maintained will cease to fulfill their intended functions.
 Wear and tear set in immediately after buildings are constructed.
 Individual components eventually fail, in turn causing damage to other
components; for example, internal water damage due to a leak in a roof.
 Failing components have to be repaired or a building's ability to protect against
foul weather, to keep safe equipment and furniture, etc. will eventually be lost.
 Regular Maintenance, attending to defects while they are still minor, is the most
cost-effective strategy for providing well functioning buildings and will reduce
operating costs.
 Why Maintain Buildings - Significance

 Buildings not maintained have a limited life span. Maintenance

can prolong their useful life almost indefinitely. Replacement
will be required less often, resources will be conserved and the
environment protected. Still, buildings might need to be
replaced for reasons such as obsoleteness, changes in space
requirements, etc.

 A poorly maintained building is usually a poor working

environment likely to reduce the staffs job motivation.
Maintenance helps to create conditions that are not
uncomfortable or directly harmful to staff, other users and
equipment- essential for an efficient and satisfying working
environment. And, it will boost an institution's public image.
 Maintenance

 All actions necessary for retaining an item, or restoring to it, a serviceable

condition, include servicing, repair, modification, overhaul, inspection and
condition verification
 Increase availability of a system
 Keep system’s equipment in working order
 Maintenance
• In general, Maintenance means to hold, keep, sustain or
preserve the building or structure to an acceptable standard.
• Acceptable standard is defined as one which sustains the Utility
and Value of the facility.
• The question of what is an acceptable standard? is a matter of
conjecture and is generally subjective.
• Each owner or tenant will have to establish his own standards
based on many factors, such as:

➢ Usage of building
➢ Anticipated life
➢ Availability of capital, materials and manpower
➢ Change in Usage and personal
➢ Business prestige.
 Question?

▪ Why do we need maintenance?

▪ What are the outcomes of doing
maintenance?
▪ What are the outcomes of not doing
maintenance?
▪ What are the benefits of maintenance?
Maintenance Objectives

PLANT

Maximising Production Reduce Breakdowns

M
A
Minimising Energy Usage I Reduce Downtime
N
T
Optimising Useful Life of E Improving Equipment
Equipment N Efficiency
A Improving Inventory
Providing Budgetary
N Control
Control C
Optimising Resources E Implementing Cost
Utilisation Reduction

Maintenance Objectives
PRINCIPAL CRITERIA INFLUENCING THE
DECISION TO CARRY OUT MAINTENANCE
These could be listed as follows:

1. Costs
2. Age of property
3. Availability of Physical resources
4. Urgency
5. Future use
6. Social considerations
Purpose of Maintenance

▪ Attempt to maximise performance of

production equipment efficiently and
regularly
▪ Prevent breakdown or failures
▪ Minimize production loss from failures
▪ Increase reliability of the operating
systems
Functions of Maintenance Management

maintain the building and facilities to an appropriate

and acceptable standard at reasonable cost

with minimum inconvenience to the occupier so as

to please the tenants/occupiers as well as

to preserve the physical condition of the property

with minimum operating expenses and improving the
owner’s margin of profit
Definition of MAINTENANCE MANAGEMENT

Definition of Building Maintenance

 Work undertaken in order to keep, restore or improve every
facility, i.e. every part of a building, services and
surroundings to a currently accepted standard and to sustain
the utility and the value of the facility

British Standard Definition British Standard Glossary of terms (3811:1993) :

 Combination of all technical and administrative actions
intended to retain an item in or restore it to a state in which
it can perform its required function
 and definition by others
MAINTENANCE MANAGEMENT
Definition of Building Maintenance

 Chartered Institute of Building – Work undertaken in order to keep,

restore or improve every facility, i.e. very part of a building, its
services and surrounds, to an agreed standard, determined by the
balance between need and available resources
 MAINTENANCE MANAGEMENT – OVERALL PERSPECTIVE

To maintain
value of To control process of
investment obsolescence
PURPOSE IN
MANAGING To present a
THE pleasing and
To ensure safety PROPERTY
and comfort to attractive
occupants appearance and
facade

To maintain conditions of building so that it

can perform its function
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Types of Maintenance
 Maintenance may be classified into four categories:
 (some authors prefer three categories- scheduled and preventive
maintenances are merged)

 Corrective or Breakdown maintenance

 Scheduled maintenance
 Preventive maintenance
 Predictive (Condition-based) maintenance Preventive
maintenance
 MAINTENANCE MANAGEMENT - Classification

VARIOUS CLASSIFICATION (BS 3811: 1964):

• Planned Maintenance – maintenance that organised and
carried out with forethought, control and the use of records
to predetermined plan

• Preventive Maintenance – carried out at predetermined or to

other prescribed criteria and intended to reduce the
likelihood of an item not meeting an unacceptable condition

• Running Maintenance – can be carried out whilst an item is

in service
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 MAINTENANCE MANAGEMENT

CLASSIFICATION OF MAINTENANCE (Ahmad Ramly, 2002)

Maintenance Classification

Planned Maintenance Unplanned Maintenance Preventive Maintenance

Planned Planned
Preventive Corrective
Maintenance Maintenance

Emergency
Running Shutdown Shutdown Emgy Maintenance
Maint Maint Maint Maint

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Types of Maintenance
MAINTENANCE

PLANNED UNPLANNED
MAINTENANCE MAINTENANCE
(PROACTIVE) (REACTIVE)

EMERGENCY BREAKDOWN

PREDECTIVE PREVENTIVE IMPROVEMENT CORRECTIVE

MAINTENANCE MAINTENANCE MAINTENANCE MAINTENANCE

STATISTICAL CONDITION - DEFERRED REMEDIAL

ENGINEERING DESIGN - OUT
- BASED BASED
SERVICES

Shutdown Maintenance

WINDOW RUNNING ROUTINE OPPORTU- SHUTDOWN SHUTDOWN SHUTDOWN

NITY PREVENTIVE IMPROVEMENT CORRECTIVE
 MAINTENANCE MANAGEMENT

Five Main Maintenance areas

• Main Fabric : Wall, Floor, Windows etc.

• Internal Finishes : Redecoration of Walls , Ceilings
• Specific Features : Repair to Entrance Door, Shop Windows
• Non technical Services – Housekeeping, Landscaping
• Engineering Service :
i) Electrical & Gas
ii) Air conditioning & Ventilation
iii) Lift, Escalator, Mechanical Equipment
iv) Fire Precaution, Sprinkler, Fire Detection System, Fire
Extinguisher, Hose Reel, Hydrant
v) Special Equipment – Kitchen Equipment

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 Managing Maintenance
Inventory of Building Stock

 Maintenance managers need to have good knowledge of the buildings,

site installations and land making up their building stock. They need basic
data on matters such as location, size, age, construction materials, etc. If
not existing, such an inventory should be established as a matter of
priority.

 Routines should also be established continuously to update and

supplement these data whenever buildings or site installations are altered
because of repair or construction work.
 Managing Maintenance

Monitoring of Condition

 The monitoring of buildings' condition through on-site

inspections is a time-consuming activity and therefore, the
inspections should be carefully planned, to avoid any waste of
time and money. Inspection time schedules which show when
individual institutions will be inspected should be prepared and
distributed to concerned parties, so that the inspector gets full
access to all parts of the institution.

 Inspections have to be carried out early enough to allow time

for the analysis and the completion of all other planning work
before the beginning of the new maintenance period.
 Managing Maintenance

Monitoring of Condition

 It is an advantage to have one - or a few, well coordinated -

inspectors to do inspections in an area or region, to make sure that
the same standards are applied when assessing the seriousness of
defects in different buildings.

 When inspecting a building, the condition of components should be

classified systematically. A coding system should be devised and
used to classify the condition of all components

 When assessing the condition of a particular component, not only

that component should be considered, but also the other
components that could be damaged as a result of the first one not
being attended to.
Problems in Maintenance

 Lack of management attention to

maintenance
 Little participation by accounting in
analyzing and reporting costs
 Difficulties in applying quantitative
analysis
 Difficulties in obtaining time and cost
estimates for maintenance works
 Difficulties in measuring performance
Problems Exist Due To:

 Failure to develop written objectives

and policy
 Inadequate budgetary control
 Inadequate control procedures for
work order, service requests etc.
 Infrequent use of standards
 To control maintenance work
 Absence of cost reports to aid
maintenance planning and control
system
BUILDING
SERVICES
 MAIN BUILDING SERVICES

• Water & Sewerage Systems

• Electrical Systems
• Mechanical Systems
• Security and Safety Systems
• Housekeeping
• ICT & Telecommunications Systems
• Other Services (Commercial) eg catering etc.
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Buildings are a major source of demand side
energy efficiency
Energy Demand in the EU in 2000  Buildings consume over 40% of total energy in the
EU and US
Transport Residential /  Between 12% and 18% by commercial buildings the rest
31% Commercial residential.
41%
 Implementing the EU Building Directive (22% reduction)
could save 40Mtoe (million tons of oil equivalent) by
2020.
Industry
28%

 Consumption profiles may vary but heating, cooling

and lighting are the major energy users in buildings
Retail Buildings Healthcare Buildings
37% Lighting 28% Water Heating  Water heating is a major element for healthcare, lodging,
30% Space Heating 23% Space Heating and schools.
10% Space Cooling 16% Lighting
6% Water Heating 6% Office Equipment  Lighting and Space Heating are the major elements for
17% Other 27% Other commercial and retail buildings.

Source: Schindler,, 2006

Let’s dream : tomorrow’s energy efficient buildings would
have …

➔ A structure and walls of such insulation performance that only

50 kWh/m2/year would suffice to achieve ideal thermal
comfort

➔ All of its equipment to the optimal energy performance level

(lighting, HVAC, office devices, …)

➔ Intelligence everywhere that would seamlessly handle energy

usage optimization whilst guaranteeing optimal comfort, a
healthy environment and numerous other services (security,
assistance to elderly people, …)

➔ Renewable and non polluting energy sources

➔ The ability to satisfy its own energy needs (thermal and/or

electric) or even contribute excess power to the community
(zero/positive energy buildings)

➔ Users whose behaviors would have evolved towards a

reasoned usage of energy
Source: Schindler,, 2006
Equipment (lighting, HVAC, consumer appliances) are more &
more energy efficient

Lighting efficiency with Consumer appliances :

LEDs : from 20 toward 150 Appliances complying with
lumen / W the energy performance
labels are from 10 to 40%
more efficient

Heat pumps : from 20% to

25% of performance
increase with speed driven
compression motor

Source: Schindler,, 2006

Intelligence is everywhere in buildings : for usages
optimization, for comfort, for health, for services

Shutters, lighting, HVAC

collaborate to reach
global optimization :
increase of more than
10 %global energy
efficiency

Sensors provide
information of air
quality (pollution,
microbes, …) and smart
ventilation insure health

Weather prediction are

integrated in control

Source: Schindler,, 2006

 WATER & SEWERAGE

• Sources of supply,
• Water storage and reticulation,
• Cold water supply systems;
• Design and layout for low rise and high rise
• Soil and waste pipe system, design and layout,
sanitary equipment.
• Plumbing: Cold water supply, sanitary and disposal
installations.
• Single stack etc, drainage.

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 WATER SUPPLY

Application of Building Water Supply Services:

• Use : Drinking, Washing

Feeder (Running): To Cooling Towers for air
conditioning intakes
• Static (Storage): For Fire Prevention

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 WATER SUPPLY

Cold Water Supply

1. Direct System
• Cold water direct from the mains
• Drinking water available from all taps
• Water in storage for hot water cylinder
• Risk of contamination through back flow is high

Advantage: Cheaper
- Direct drinking water accessible from all water outlets
- Smaller water tank for storage

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 WATER SUPPLY
Cold Water Supply
1. Indirect System
• Cleaning Equipments are supplied with water not from the
mains
• Bigger water tanks and located on the higher levels of buildings
• Only Drinking water taps are from mains
• Flow to cleaning equipments require gravity
Advantage:
- Bigger water tanks, more water stored for non supply period
- The force from the mains will be less
- The water supply to the cleaning equipment will be prevented
from contaminating the drinking water through backflow

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WATER SUPPLY

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WATER SUPPLY

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WATER SUPPLY

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 ELECTRICAL SYSTEMS

Electrical Supply: Public supply, the National Grid, power

distribution in building, - principle of installation.

Basic concepts:

• What is electricity?
• Power and electrical energy
• Series and parallel circuits
• Transformers
• Power Factors

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ELECTRICAL SYSTEMS

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ELECTRICAL SYSTEMS

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ELECTRICAL SYSTEMS

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ELECTRICAL SYSTEMS

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ELECTRICAL SYSTEMS

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 MECHANICAL SYSTEMS

Mechanical Handling System in Building: e.g. Lifts,

escalators and the like, components and installation.

Mechanical ventilation and air conditioning systems,

types, components and installation

cooling basics
chilled water systems
cooling systems
ventilation
air conditioning systems
renewable energy
Lift
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Escalator nma
MECHANICAL SYSTEMS

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MECHANICAL SYSTEMS

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MECHANICAL SYSTEMS

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MECHANICAL SYSTEMS

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MECHANICAL SYSTEMS

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 BUILDING SECURITY SYSTEMS

Integrated and Computerised Systems would have:

• Card Access and Alarm Monitoring Systems
• Closed Circuit Television System – CCTV
• Voice Intercom System
• Audio Alarm Surveillance System
• Photo Identification System

Manual Systems can also be formalised via

• Procedures – no interfloor movement via stairwells (door
electronically managed) – voice intercom, motion
detectors at stairwells
• General Patrolling
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BUILDING SECURITY SYSTEMS

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 FIRE ALARM SYSTEMS

Distributed processing with centralised management at

the Central Fire Command Centre (CFCC).

Comprised of the following sub system:

• Smoke and Heat Detectors

• Breakglass/Manual Call Point
• Tamper and Flow Switches – Sprinkler system
monitoring
• Speaker/Strobe
• Public Address System
• Fireman telephone/two-way intercom system

The system can interface with Building control system

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FIRE ALARM SYSTEMS

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FIRE ALARM SYSTEMS

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FIRE ALARM SYSTEMS

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FIRE PREVENTION & DETECTION

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FIRE PREVENTION & DETECTION

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 BUILDING CONTROL SYSTEMS

Distributed processing with centralised management at

the Building Control Centre (BCSC).

Main Functions of BCS :

• Control and Monitor Air Handling Units (AHU)

• Control and Monitor Ventilation System
• Control and Monitor Chilled Water System
• Control and Monitor Interior (Office Space) Lighting
System
• Control and Monitor Exterior (External Building)
Lighting System
• Monitor Electrical Facilities
• Monitor Mechanical Facilities yasmi
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 INTELLIGENT BUILDING FEATURES

• Building Control System

• Building Security System

• Fire Alarm System

• Cable plant Infrastructure System

i. Vertical Cabling
ii. Horizontal cabling
iii. Inter-Building Cabling
iv. Connectivity to Carrier Companies

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HOUSEKEEPING SERVICES

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