BMS_PM_Checklist.pdf
PDF 102 KB Posted
- Solicitation number
- 2027-RFP-00133
- Issued by
- San Mateo County, California
About this file
Summary
This document is a Preventive Maintenance Checklist for Building Management System (BMS) maintenance services administered by San Mateo County, Department of Public Works. The checklist establishes the framework for comprehensive BMS preventive maintenance across county-owned facilities, requiring six bimonthly visits per building annually. The scope encompasses all BMS equipment regardless of manufacturer and includes verification of front-end and server operations, network and controller functionality, sensor calibration, operational sequences, and documentation requirements. Each preventive maintenance visit requires completion of detailed inspection tasks organized into five categories: Front End & Server (9 tasks), Network & Controllers (6 tasks), Sensors & Field Devices (5 tasks), Sequences & Operation (7 tasks), and Documentation & Close-Out (4 tasks). Tasks are designated by frequency as V (every visit), SA (semi-annual at visits 3 and 6), or A (annual, to be completed by visit 6). The checklist includes provisions for documenting deficiencies with priority levels (High, Medium, Low), recommended corrective actions, and resolution status, with service reports required within 48 hours of completion.
The checklist emphasizes coordination with County IT for any network, server, or security changes, maintenance of system backups with copies provided to the County, and compliance with life-safety testing protocols. Deficiency documentation and recommendations are logged for tracking and prioritization, with sign-off required from contractor technician, county representative, and other relevant personnel. The preventive maintenance program is designed to ensure optimal BMS performance and reliability through systematic inspection, testing, and monitoring across the county's facility portfolio, serving as the operational foundation for the comprehensive five-year BMS maintenance contract opportunity.
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Text version
QUESTION & ANSWER REPORT
RFP No. 2027-RFP-00133 Building Management System Maintenance, Repairs, and Services
Attachment A: BMS Preventive Maintenance Check Sheet (every two months, 6 visits per building per year)
BMS Preventive Maintenance Check Sheet San Mateo County | Annual PM Program | Bi-Monthly Visits (6 per building per year)
Site / Building Visit V1 V2 V3 V4 V5 ☐ ☐ ☐ ☐ ☐ ☐
V6
Address Date
Contractor Time In / Time Out /
Technician(s) Work Order / PO #
BMS Front End / Version
Backup Completed Yes No☐ ☐
Active Alarms (Arrive / Depart) / Offline Devices
(Arrive / Depart) /
How to Use This Sheet
• Complete one sheet per site per visit. Applies to all BMS equipment in scope, regardless of manufacturer.
• Frequency: V = every visit (once every two months at each building) | SA = semi-annual (V3 and V6) | A = annual (complete by V6; may be spread across visits).
• Mark each open cell: ✓ = complete / OK D = deficiency (log on page 3) N/A = not applicable. Shaded cells are not required that visit.
• Coordinate any network, server, or security changes with County IT before starting work.
• Corrective work found during PM is logged as a deficiency and handled per contract terms.
Maintenance Checklist
# Task Freq V1 V2 V3 V4 V5 V6 Notes
A. Front End & Server
Verify front end is running and accessible; operator login works.
V
Review active alarms and alarm history; document recurring or nuisance alarms.
V
3 Verify trend logs are recording and archiving. V
4 Verify date/time sync across front end and controllers. V
Verify graphics show live data; note broken links or missing points.
V
Back up all databases, programs, and graphics; provide a copy to the County.
V
Check server/workstation health: disk space, CPU/memory, event logs.
V
Review software version, licenses, and support agreements; report upcoming expirations.
A
Building Management System Maintenance, Repairs, and Services
# Task Freq V1 V2 V3 V4 V5 V6 Notes
Review user accounts with County; remove inactive users;
confirm access levels.
A
B. Network & Controllers
Verify all network and field controllers are online; document offline devices.
V
Check communication networks/trunks for errors or dropouts.
V
Verify third-party integrations are communicating (meters, VFDs, chillers, boilers, lighting).
V
Inspect control panels: clean, dry, secure, labeled; no damaged wiring or loose terminations.
A
Check panel power supplies, transformers, fuses, and UPS/battery backup where present.
A
15 Check controller backup batteries; replace as needed. A
C. Sensors & Field Devices
Verify calibration of critical sensors against a calibrated reference (supply/return air, water temps, static pressure, humidity, CO2).
A
Spot-check space temperature sensors — minimum 10% per building.
A
Stroke-test control valves and dampers; confirm full travel and position feedback.
A
Spot-check terminal units (VAV/FCU): airflow, damper, reheat valve — minimum 10% per building.
A
Verify safety and status points report correctly to the BMS (freezestats, smoke dampers, high/low static). Life-safety testing by others.
A
D. Sequences & Operation
Verify schedules match current building hours; update holiday calendar.
V
Review setpoints; document and report any overrides or deviations.
V
Release manual overrides/operator holds with County approval; document what was released.
V
Verify AHU operation per sequence (start/stop, economizer, resets, static control).
SA
Verify central plant operation per sequence (staging, pumps, towers, resets).
SA
Seasonal changeover: confirm heating/cooling modes, lockouts, and freeze protection.
SA
Review trends for unstable or hunting loops; tune as needed and document changes.
SA
Test that alarm notifications reach the correct County contacts.
A
E. Documentation & Close-Out
Building Management System Maintenance, Repairs, and Services
# Task Freq V1 V2 V3 V4 V5 V6 Notes
Review findings with County site contact before leaving site.
V
Submit service report within 48 hours: tasks done, deficiencies, recommendations, backup confirmation.
V
Update point lists, as-builts, and network riser for any changes made.
A
Provide annual system health summary: recurring issues, obsolete equipment, recommended budget items.
A
Building Management System Maintenance, Repairs, and Services
Deficiency & Recommendation Log
# Task # Building / Equipment Deficiency Found Priority H / M / L
Recommended Action Resolved
Y / N
Comments
Sign-Off
Role Name Signature Date
Contractor Technician
County Representative
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