GSA_PM_Guide_Final_10_01_12_3.doc

General Services Administration Preventive Maintenance Guide Effective Date: October, 2012

Public Buildings Service

PUBLIC BUILDINGS

MAINTENANCE STANDARDS

Final October 1, 2012 Rev 3 This Maintenance Standard is divided into the following Sections:

Table of Contents 4Section 1: Introduction and Maintenance Standard List

4General Overview:

4Maintenance Standard Numbers:

4Equipment Attributes:

5Good Maintenance Practices

6Electrical test equipment.

7Suitability of Test Equipment

7Tools:

10Section 2: Maintenance Standard Listing

657Appendix A: NETA Qualifications, Responsibilities and Safety

662Appendix B: NETA Electrical Test Frequencies

666Appendix C: Equipment Attributes Lists

679Appendix D: Maintenance Standard List Key

695Appendix E RFID Tag Procedures

698Appendix F: Point Naming Convention

705Appendix G: Universal Waste Guide (GSA)

706Appendix H: Refrigerant Management Guide (GSA)

707Appendix I: Underground Storage Tank Regulatory Requirements (GSA)

708Appendix J: Predictive Maintenance and Toolsets

Public Buildings Service

Maintenance Practices and General

Information for Federal Buildings Section 1: Introduction and Maintenance Standard List General Overview:

The objective of these maintenance standards is to provide helpful instruction in the performance of preventive and predictive maintenance techniques, in order to maximize the efficiency of operation and the useful life of equipment, systems, and structures, and to provide reliable and suitable conditions for the building tenants. They are generic in nature and not intended to substitute for manufacturer's instructions or to apply uniformly across all types and configurations of equipment and systems installed in Federal buildings. Therefore, maintenance staffs and contractors must exercise a measure of caution in the application of these standards.

Maintenance Standard Numbers:

The GSA Maintenance standard is arranged by sections according to building equipment groups or building components. A four (4) tier system is used to easily identify the type of building group, equipment type and frequency for performing maintenance on these systems. The format is as follows:

1. Tier 1 identifies the building component system or type of building equipment group, i.e. Electrical (ELEC), Heating Ventilation, Air Conditioning (HVAC)

2. Tier 2 identifies the type of equipment, i.e. Transformer (TRN), Chiller (CLR)

3. Tier 3 further defines the equipment by number when there is more than one type, i.e. Centrifugal Chiller (04), Absorption Chiller (05)

4. Tier 4 defines the frequency for the specific maintenance task to be performed, i.e. Monthly (01M), Quarterly (03M) Semi-annually (06M), Annually (01Y)

The Standard number appears in the format of: HVAC-CLR-04-01Y which identifies the standard as: a HVAC System chiller of type 4 (centrifugal) to be performed annually.

Equipment Attributes:

Appendix D contains Equipment Attributes lists that the Operations and Maintenance Contractor is required to collect data from each piece of equipment. This task is part of the maintenance requirements for each building in order for GSA to have an accurate and up to date database of each building’s equipment. Equipment is listed with the values and the type of data that shall be collected. Attribute fields have been created in the CMMS for each equipment type. Once the data has been collected it shall be input into the CMMS by the contractor.

Good Maintenance Practices The following is a list of good practices to observe when performing maintenance.

5. Machinery and equipment shall be cleaned and touch up painted as necessary to restore surface condition and inhibit corrosion.

6. Install replacement parts that are appropriate to the equipment, its operating conditions, and the required performance levels. Substandard components shall not be used in government equipment. All parts, materials, components, and replaceable inserts used in the maintenance and repair of equipment and systems in Federally controlled space shall be new, suitable for the type and severity of service, and meet safety performance codes and standards. Refurbished parts are not to be used unless approved by proper authority. Normal rework of machinery casings, tube sheets, shafts, and other similar types of work, where repair to a major structural item is accepted industry practice, is permitted unless safety and performance are adversely affected.

7. Proper documentation through a system of record keeping is required; if available, a Computerized Maintenance Management System (CMMS) shall be used. The types of records authorized may be preprinted government forms or locally produced forms of an appropriate format. It is paramount to maintain equipment history records to facilitate decision making throughout the life of the equipment. Predictive maintenance frequently entails trending analysis, so a history of the test data on the equipment is required.

8. The intent of language such as "check", "inspect", etc., is to determine the status of the check point item and to take appropriate corrective action to eliminate any deficiencies found on the spot if within contract limits if possible and or to notify GSA as soon as practicable when repair exceeds contract limits or cannot be repaired on the spot. If additional calibration, adjustment, replacement of parts and fluids, and other work are necessary, that work shall be accomplished or scheduled for future action.

9. Maintenance work shall be scheduled so as to minimize the disruption to building occupants and operations. Proper notification and coordination shall be made when maintenance work necessitates shutting down equipment or otherwise terminating services to the building occupants.

10. Equipment under warranty shall be maintained in accordance with warranty instructions and conditions. Warranty provisions will be stringently complied with during the periods that they apply.

11. When fixed fire protection systems are temporarily removed or disconnected from service, they must be reconnected and/or placed back into service at the end of each work day unless otherwise authorized. Fixed fire protection systems include equipment and devices whose function is to prevent, detect, or control fires, or transmit signals related to fire emergencies. The status of major equipment or systems not operating or that become non operational during the workday, or any system or equipment item, including elevators, not operational by the official working hours start time, shall be reported to the proper authority (buildings manager or contracting officer's representative.) Security and fire alarm system malfunctions must be reported immediately to the GSA call center. All fire related equipment operation and maintenance shall follow the appropriate National Fire Protection Association (NFPA) code or standard, such as NFPA 72 the National Fire Alarm Code.

12. When performing maintenance on equipment that requires working with (CFC’s) refrigerants. Those working on the equipment must maintain the applicable certifications for working on such equipment. All applicable local, state, federal guidelines and regulations must be adhered to with respect to documentation, handling and disposal of refrigerants.

13. When performing maintenance in space that may be occupied or accessible during the performance of the work, provide adequate steps for the protection of the public and employees.

14. Trash, debris, and wastes from contract work inside buildings shall be removed daily. Exceptions shall be approved in advance. Premises shall be left neat and clean after each work shift so that the Government business can proceed without interruption the next regular workday. All waste material shall be properly disposed of in accordance with applicable Federal, State and local regulations.

15. All equipment and systems shall be maintained at a level, fair wear and tear excepted, to assure that the building(s) are operated in an efficient and economical manner.

16. All work, including contact with and handling of hazardous materials and wastes, the disturbance or dismantling of structures or equipment containing hazardous materials and/or the disposal of ordinary and hazardous materials and wastes shall comply with applicable Federal requirements including 29 CFR 1910/1926, 40 CFR 260-265, 40 CFR 61, 49 CFR 171-179, and applicable state and municipal safety and environmental requirements. Submit copies of permits, certificates, and manifests that indicate hazardous waste has been disposed of in compliance with the regulations. Where there is a conflict between applicable regulations, the most stringent shall apply.

Electrical test equipment.

All electrical test equipment shall conform to the following requirements, outlined in ANSI/NETA MTS-2011.

Suitability of Test Equipment

17. All test equipment shall meet the requirements in paragraph b) Test Instrument Calibration and be in good mechanical and electrical condition.

18. Field test metering used to check power system meter calibration must be more accurate than the instrument being tested.

19. Accuracy of metering in test equipment shall be appropriate for the test being performed.

20. Wave shape and frequency of test equipment output waveforms shall be appropriate for the test to be performed and the equipment to be tested.

21. Test Equipment calibration The testing organization shall have a calibration program which assures that all applicable test instruments are maintained within rated accuracy for each test instrument calibrated.

The firm providing calibration service shall maintain up-to-date instrument calibration instructions and procedures for each test instrument calibrated.

The accuracy shall be directly traceable to the National Institute of Standards and Technology (NIST).

Instruments shall be calibrated in accordance with the following frequency schedule:

i. Field instruments: analog and digital, 12 month maximum.

ii. Laboratory instruments: 12 month maximum.

iii. Leased specialty equipment: 12 month maximum.

Dated calibration labels shall be visible on all test equipment.

Records which show date and results of instruments calibrated or tested must be kept up to date.

Calibrating standard shall be of better accuracy than that of the instrument tested.

Tools:

The following tool groups are referenced within this standard. The lists serve as guides for supplying maintenance personnel with tools. Basic and trade tools required will vary depending on equipment served and on individual preferences. Special recommended tools, materials, and equipment are listed in the individual standards as required.

STANDARD TOOLS - BASIC

(All Trades)

22. Standard and Phillips head screw drivers-various sizes.

23. Pliers-vise grip (2), slip-joint, needle-nose, diagonal,

24. cutting pliers, side cutters.

25. Ball peen hammer.

26. Hack saw and spare blades.

27. 3/8' drive socket set and ratchet.

28. Small set of Allen wrenches.

29. Assorted center punches, drift punches, and steel chisel.

30. 12' measuring tape.

31. Crescent wrenches 4" to 8".

32. Open and box end wrenches ¼" to ¾".

33. File.

34. Pipe wrenches to 14".

35. Small level and square.

36. Pocket knife.

37. Flashlights.

38. Grease guns and oilers

39. Wire brush.

40. Extension cord and inspection lights.

41. Various cleaning tools - brushes, scrapers, etc.

42. Emery cloth.

TOOL GROUP A

43. Standard tools - basic

44. Refrigeration - gauges

45. Leak detector-electronic or halogen

46. Pocket thermometer

47. Clamp on meter (volt - ohm - amp meter)

48. Flaring tool

49. Tubing cutters

50. Packing kit and packing

51. Crescent wrenches to 14"

TOOL GROUP B

52. Standard tools - basic

53. Insulated pliers and screwdrivers

54. Wire strippers

55. Wire crimpers

56. Voltmeter - Ohmmeter - Milliammeter

57. Clamp on meter(volt - ohm - amp meter)

58. Soldering kit

59. 1/8" 25' fish tape

60. Burnishing tool

TOOL GROUP C

61. Standard tools - basic

62. Pipe wrenches to 24"

63. Tubing cutters

64. Flaring tool

65. Small acetylene outfit

66. Packing tool kit and packing

67. ¾" socket set

68. Crescent wrenches to 14"

Section 2: Maintenance Standard Listing

ARCHITECTURAL AND STRUCTURAL

CHILD CARE

CLEANING

CONTROLS

ELECTRICAL

FIRE LIFE SAFETY

FLSF-HYD-01-06M

HEATING VENTILATION AND AIR CONDITIONING

KITCHEN

MATERIAL HANDLING

PLUMBING

TANKS

VERTICAL TRANSPORTATION

VTRN-ELV-02-06M

Section 2: Preventative Maintenance Standards

Security Bollards/Barricade

Application:

This standard card applies to automatic hydraulic security Bollards/Barricades found at driveway entrances, and other areas where vehicular traffic must be controlled.

Special Instructions:

69. Preventive maintenance services should be performed by a qualified manufacturer's service representative.

70. Review manufacturer's instructions.

71. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources".

72. De-energize, lock out, and tag electrical circuits.

73. This work should be scheduled at non-peak hours.

74. Notify affected personnel before performing PM (alarmed or security entrances).

75. Post "out of service" signs and/or barricades, as appropriate.

Check points:

76. Check that Bollards/Barricade extend to full height.

77. Check that Bollards/Barricade retract to full depth.

78. Check Bollards/Barricade for exterior damage.

79. Check and clean sump pits and pump.

80. Check that Bollards/Barricade fasteners are tight.

81. Check Bollard/Barricade safeties (proximity, Photo, infra red, pressure etc)

82. Check Bollard/Barricade activation devices for proper operation (auto/manual/emergency)

83. Check Bollard operation under no power.

84. Inspect electrical power panel. Check electrical connections and wiring for loose or overheated conditions.

85. Inspect control panel for loose connections.

86. Check that traffic light functions, change lamps and clean lenses every 12 months.

87. Check hydraulic unit fluid level and pressures/ change fluid per manufactures recommendations.

88. Check hydraulic unit fluid connections, pump, piping and hoses for damage and leaks.

89. Clean motor and assembly.

90. Check the drive motor amperage against nameplate.

91. Clean drive mechanism compartment.

92. Inspect Bollard/Barricade coatings, decals and paint.

93. Check that all placards and warnings signs are posted.

Recommended Tools, Materials, and Equipment:

94. Tool Group A

Davits

This standard applies to davits, structures typically used to lower things over an edge. This standard is not intended to address all fall protection related equipment.

Special Instructions:

95. In addition to the procedure(s) outlined in this standard, the equipment manufacturer’s recommended maintenance procedure(s) and/or instruction(s) shall be strictly adhered.

96. All fall protection equipment is required by OSHA to be checked prior to each use.

97. This section does not address powered man-lifts, harnesses, self retracting fall limiters, shock absorbers, and other related fall protection equipment that falls into the above requirements.

98. Any and all personnel involved in the use or maintenance of fall protection or who may, in the course of their work, be present on any elevated surface without a guard rail are required to have regular training in fall protection safety. Conformance includes but is not limited to ASME, ASME A 120.1, IWCA I 14.1, OSHA 1910.66, CALOSHA, AISC, AWS and local code requirements.

99. Visually inspect for corrosion. Verify all components are securely mounted.

100. Check bolt torque.

Check Points:

See Special Instructions.

Recommended Tools, Materials, and Equipment:

101. Standard Tools – Basic.

Door, Power Operated

This standard applies to warehouse or large overhead rolling doors.

Special Instructions:

102. In addition to the procedure(s) outlined in this standard, the equipment manufacturer’s recommended maintenance procedure(s) and/or instruction(s) shall be strictly adhered.

103. Review manufacturer’s instructions.

104. Follow lock out/tag out procedures at all times. De-energize or discharge all hydraulic, electrical, mechanical, or thermal energy prior to beginning work.

Check Points:

105. Inspect general arrangement of door and mechanism, mountings, standards, wind locks, anchor bolts, counterbalances, weather stripping, door sweeps etc. Clean, tighten, and adjust repair as required.

106. Operate with power from stop to stop and at intermediate positions. Observe performance of various components, such as brake, limit switches, door operating speed, motor, gear box, etc. Clean and adjust as needed.

107. Check operation of safety edges, stops, electric eye, treadle, or other operating devices. Clean and make required adjustments or repairs.

108. Check manual operation. Note brake release, motor disengagement, functioning or hand pulls, chains sprockets, clutch, etc.

109. Examine all wiring, motor, starter, push button, etc., blow out or vacuum if needed.

110. Inspect gear box, change or add oil as required.

111. Perform required lubrication. Remove old or excess lubricant.

112. Clean unit and mechanism thoroughly. Touch up paint where required.

113. Clean up and remove all debris.

Recommended Tools, Materials, and Equipment:

114. Standard Tools-Basic

115. Lubricants. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper personal protective equipment (PPE).

116. Cleaning Materials. Consult the MSDS for hazardous ingredients and proper PPE.

Door; Hydraulic, Electric or Pneumatic Operated

Application This standard applies to entrance doors operated by sensors or switches (i.e. handicap access doors).

Special Instructions:

117. In addition to the procedure(s) outlined in this standard, the equipment manufacturer’s recommended maintenance procedure(s) and/or instruction(s) shall be strictly adhered to.

118. Set suitable barriers at the entrance and exit of the door. Prevent obstructions from impeding pedestrian traffic around the work area.

119. Follow lock out/tag out procedures at all times. De-energize or discharge all hydraulic, electrical, mechanical, or thermal energy prior to beginning work.

Check Points:

120. Check alignment of door and mechanism. Inspect mountings, hinges, mats, and trim, weather stripping, etc. Replace, tighten, and adjust as required.

121. Operate with power, observing operation of actuating and safety mats, door speed, and checking functions.

122. Check manual operation.

123. Inspect power unit, lubricate and tighten lines as required.

124. Check operation of control board relays, clean, replace, adjust contacts as required.

125. Inspect door operating unit, tighten lines, and adjust as required.

126. Clean and lubricate door pivot points.

127. On pneumatic or hydraulically operated door operators, check for correct operating pressures per manufacturer’s instructions.

128. Clean up and remove all debris from work area.

Recommended Tools, Materials, and Equipment:

129. Tool Group B

130. Lubricants. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper personal protective equipment (PPE).

Door, Manual, Overhead

131. This standard applies to manually operated overhead doors. These doors normally range in size from 7 to 24 feet wide by 7 to 20 feet in height.

Special Instructions:

132. In addition to the procedure(s) outlined in this standard, the equipment manufacturer’s recommended maintenance procedure(s) and/or instruction(s) shall be strictly adhered to.

133. If the door is equipped with intrusion alarms, notify the appropriate person before operating.

134. Schedule maintenance on these doors so that it does not interfere with loading dock operations.

135. De-energize or discharge all hydraulic, electrical, mechanical, or thermal energy prior to beginning work. Follow lock out/tag out procedures at all times.

Check Points:

136. Inspect general arrangement of door and mechanism, mountings, standards, wind locks, anchor bolts, counterbalance, weather-stripping, etc. Clean, tighten, and adjust as required. Make minor repairs as needed.

137. Inspect cables for frayed or broken strands or excessive rusting.

138. Inspect winding drum for tightness and proper tracking of cables.

139. Manually raise and lower door, noting that door tracks evenly and action of break release, functioning of hand pulls, chains, sprockets, clutch, etc.

140. If equipped, inspect gearbox; change or add oil as needed.

141. Perform required lubrication. Remove old or excess lubricant.

142. Clean unit and mechanism thoroughly. Touch up paint where needed.

Recommended Tools, Materials, and Equipment:

143. Standard tools – basic

144. Rust inhibitor and paint. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper personal protective equipment (PPE).

145. Grease gun, oil, and grease

146. Ladder constructed according to OSHA/ANSI standards. Check ladder for defects. Do not use defective ladders.

Door, Manually Operated Entrance

This standard applies to manually operated entrance doors, hinged and sliding type.

Special Instructions:

147. In addition to the procedure(s) outlined in this standard, the equipment manufacturer’s recommended maintenance procedure(s) and/or instruction(s) shall be strictly adhered to.

148. Set suitable barriers at the entrance and exit of the door. Prevent obstructions from impeding pedestrian traffic around the work area.

149. Follow lock out/tag out procedures at all times. De-energize or discharge all hydraulic, electrical, mechanical, or thermal energy prior to beginning work.

Check Points:

150. Hinged Doors

Inspect the frame and supporting structures.

Inspect hardware; hinges, latch keeper, lock, etc. Apply graphite where needed, wipe off excess.

Inspect glass, putty, or retaining pieces. Correct any deficiencies.

Operate door to observe functioning of check. Adjust and service as needed.

Check opening/closing resistance pressure and speed.

Touch up paint as needed.

Clean up and remove all debris from work area.

151. Sliding Doors

Center door within track and remove, start by lifting up to remove from bottom track first.

Clean out track of any debris.

Inspect hardware; rollers, track etc. Correct any deficiencies.

Return door to track, start by inserting door into bottom track first.

Operate door to observe function.

Check opening/closing resistance pressure and speed.

Touch up paint as required.

Clean up and remove all debris from work area.

152. Revolving Doors

Remove obstructions and clean out track.

Fold door. Note action and freedom of motion.

Inspect locking device, adjust as needed.

Clean pivot points and apply graphite.

Inspect felt or rubber seals.

Set the emergency fold pressure on the door to the manufacturer’s specifications.

Touch up paint as required.

Clean up all debris from work area.

Recommended Tools, Materials, and Equipment:

153. Standard Tools - Basic.

154. Graphite. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper personal protective equipment (PPE).

155. Clean wiping cloths.

156. Suitable barriers.

Fireplace

The purpose of this standard is to perform a cleaning of the fire box and an inspection of the flue, chimney, fire damper, and smoke shelf. This function should be performed once a month, during the time of year that the fireplace is in use.

Special Instructions:

157. In addition to the procedure(s) outlined in this standard, the equipment manufacturer’s recommended maintenance procedure(s) and/or instruction(s) shall be strictly adhered to.

158. Review manufacturer's instructions.

159. Schedule shutdown with operating personnel.

160. Follow lock out/tag out procedures at all times. De-energize or discharge all hydraulic, electrical, mechanical, or thermal energy prior to beginning work.

161. Do not use any flammable lubricants or solvents. If lubrication is necessary, use only dry powdered graphite.

Check Points:

1. Remove loose ash and vacuum inside of fire box (fireplace).

2. Inspect fire brick and mortar joints for cracks or breakage. Repair or replace as necessary.

3. Inspect fire damper, checking for proper operation.

4. Make a visual inspection of the flue and chimney, checking for obstructions.

5. Clean surrounding area.

Recommended Tools, Materials, and Equipment:

1. Standard tools - basic

2. Small shovel, dust pan, and broom

3. Vacuum

4. Eye protection, NIOSH/MSHA approved respirator, gloves, and coveralls

Incinerator

The work required by this standard applies to incinerators.

Special Instructions:

1. In addition to the procedure(s) outlined in this standard, the equipment manufacturer’s recommended maintenance procedure(s) and/or instruction(s) shall be strictly adhered to.

2. Review manufacturer's instructions.

3. Schedule shutdown with operating personnel.

4. Follow lock out/tag out procedures at all times. De-energize or discharge all hydraulic, electrical, mechanical, or thermal energy prior to beginning work.

5. If the insulation is known or suspected to contain asbestos, check the building's asbestos management plan to see it has been tested for asbestos. If it is suspect but has not been tested, have it tested. Manage asbestos in accordance with the plan.

Check Points:

1. Thoroughly clean furnace, ash pit, grates, etc.

2. Remove fly ash and soot from flue gas passages.

3. Examine furnace. Replace burned or damaged parts.

4. Inspect for loose, broken, or missing refractory or fire brick.

5. Examine all doors, inspect and/or clean out ports. Make them fit properly and stop any air leaks around them.

6. Check uptakes or connections to stack or chimney. Remove dirt, fly ash scale, etc.

7. Examine dampers for condition and freedom of motion.

8. Examine structure and supports. Look for warped or sagging members, cracks, or other indications of weakness.

9. Check charging chute, frame, cover, etc. Replace broken, missing, or defective parts.

10. Check all instruments, gauges, etc. Test for proper operation.

11. Repair any damaged or missing insulation. If the insulation contains asbestos, refer to Appendix G for the Universal Waste Guide.

12. Inspect stack or chimney for holes, cracks or deterioration.

13. Inspect spark arrestor or screen on top of stack. Repair holes as necessary or replace.

14. Clean up work area and remove all debris.

Recommended Tools, Materials, and Equipment:

1. Standard Tools - Basic

2. Respirator

3. Goggles

4. Cleaning equipment and materials. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper personal protective equipment (PPE).

Fountain, Memorial or Decorative

The work required by this standard applies to memorial or decorative fountains. These fountains normally operate during the summer season. They are usually drained and secured in the fall and are reactivated again in the spring.

Special Instructions:

1. In addition to the procedure(s) outlined in this standard, the equipment manufacturer’s recommended maintenance procedure(s) and/or instruction(s) shall be strictly adhered to.

2. Review manufacturer's instructions.

3. Schedule shutdown with operating personnel.

4. Follow lock out/tag out procedures at all times. De-energize or discharge all hydraulic, electrical, mechanical, or thermal energy prior to beginning work.

Check Points:

Fall

1. Drain fountain

2. Remove fountain head(s)

3. Clean scale from head(s) after removing and install cover plate.

4. Clean bolts and spacers. Replace defective bolts as needed.

5. Check and clean fill tube, remove spacer pipe and cap fill tube.

6. Clean overflows and strainers.

7. Check for structural damage. Repair as necessary.

8. Where…