Man03 - Maintenance policies and procedures – Above Green

(13 credits available)

Aim

To recognise and encourage best practice building maintenance practice.

Question

Which of the following maintenance policies and procedures are in place?

Credits	Answer	Select all answers from A-F that apply; then either G or H
0	A	Question not answered
1	B	A full set of operation and maintenance (O&M) manuals available and accessible by building management/facilities management staff
2	C	A proactive maintenance policy/procedure for the external site
2	D	A proactive maintenance policy/procedure for the Building fabric
2	E	A proactive maintenance policy/procedure for Heating, Ventilation and Cooling (HVAC) systems, as applicable, and hot water
2	F	A proactive maintenance policy/procedure for Lighting
2	G	Regular review of the Building Management Systems by suitably qualified staff from the in-house Facilities Management team
4	H	Regular review of the Building Management Systems by an accredited third party auditor

Assessment criteria

Criterion	Assessment criteria	Applicable answer
1	Filtering Where systems are not installed, the associated credits can be filtered out of the assessment.	All
2	Building O&M manuals should cover all current and relevant building services and building elements which may include (but are not limited to): Heating and cooling systems Water distribution systems Ventilation systems Lighting systems External shading systems Construction/specification details for building fabric Renewable and low carbon technologies (where present)	B
3	Maintenance reports should state as a minimum: Person or organisation carrying out the maintenance Date the maintenance has been carried out Description of building service/element that has been maintained Outcomes of the maintenance procedure Actions following the maintenance procedure Date indicating next maintenance interval	C-H
4	This issue is addressing full building management systems. Individual automated controls, such as Passive Infra Red (PIR) controlling lighting, are not considered to be a building management system	G,H
5	In-house FM team members must be trained in how to operate the building management system to high efficiency standards.	G,H
6	Building management systems must be reviewed at least every 6 months.	G,H
7	Accredited third party professionals should be experts in how to operate the specific system which is being assessed. An example of such persons would be: Members of relevant organisations such as the European Building Automation and Controls Association	H

Methodology

Access to O&M manuals:

The Assessor is not required to assess the content of the O&M manuals but must ensure that all relevant documents are available and accessible. Where a building is managed by a building management contractor the manuals may be kept off site, but it is important that the information is in a form that makes it easy for contractors to obtain copies and make use of them on-site.

Evidence

Criteria	Evidence requirements
-	The evidence below is not exhaustive, please also refer to the ‘BREEAM evidential requirements’ section in the scope of the Guidance for appropriate evidence types which can be used to demonstrate compliance.
1,2	Copy of the front cover and table of contents of the O&M manuals, and a list of all current and relevant building services and elements.
3-6	Formal organisational documentation illustrating maintenance schedules
3-6	Copy of reports of last maintenance procedure for the systems specified. This could be a cover page and table of contents, and must clearly state: Person or organisation carrying out the maintenance Date the maintenance has been carried out Description of building service/element that has been maintained.
7	Copy of inspection log or report from the accredited third party.

Definitions

Building Fabric:

The external fabric of a building including, walls, cladding, doors, windows and roofs.

Proactive maintenance policy:

A maintenance strategy to ensure that the reliability of the installed fittings and water systems is increased. These maintenance policies typically consist of two parts:

Preventive maintenance: maintenance, measurements, tests, parts replacement, etc. to prevent faults from occurring.
Predictive maintenance: techniques that are designed to help determine the condition of installed equipment in order to predict when maintenance should occur.