FUNDAMENTALS OF BUILDING

MAINTENANCE

A Training Course to Provide a Straight Forward, Clear

and Uncomplicated Approach to Building Maintenance

First Nations Technical Services Advisory Group Inc. (TSAG)

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TSAG
18232 102 Ave NW
Edmonton
Alberta, Canada
T5S 1S7

Version 2 Created 2021

This document was created by the First Nations Technical Services Advisory
Group (TSAG). All rights reserved. No part of this document may be
reproduced in any form: traded, rented, or resold without written permission
from the TSAG.

Disclaimer: The material in this presentation and manual is intended for

educational purposes only. While every effort has been made to ensure the
accuracy, reliability, completeness, and currency of the general and
technical information presented, TSAG makes no representation or
warranty, stated or implied, as to its accuracy, reliability, completeness, or
currency.

The information and advice provided are so provided on the basis that
users will be responsible for making their own assessment of the matters
discussed. The information and advice provided do not necessarily reflect
the views of TSAG or indicate their endorsement of said information and
advice.

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 TABLE OF
CONTENTS

INTRODUCTION: ................................................................................................... 9

DEFINITIONS: ...................................................................................................... 10

SAFETY: ............................................................................................................... 11

PROPER BUILDING PREVENTATIVE MAINTENANCE .......................................... 13

BUILDING ENVELOPE ......................................................................................... 15

How do you know if there is a problem with a building envelope? ...... 15

Maintenance and Inspections: .................................................................... 16

Roofs: ................................................................................................................ 17

EXTERIOR SHEATHING/CLADDING – EXTERIOR WALLS .................................... 25

How do you know if there is a problem with exterior walls? ................... 25

Building Sheathing/Cladding – Exterior Wall Summary: ........................... 29

EXTERIOR WINDOWNS AND DOORS: ................................................................ 31

Sample Window and Door Inspection Report/Checklists: ...................... 36

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FOUNDATIONS & BASEMENT WALLS: ................................................................ 37

Foundations & Basement Walls: Crawl Spaces: ....................................... 39

Summary: ......................................................................................................... 41

DRAINAGE: ........................................................................................................ 43

Site Grounds: ................................................................................................... 44

Walkways and Sidewalks: ............................................................................. 44

Parking Lots: .................................................................................................... 45

Basic Preventative Maintenance Tasks for Building Grounds: ................ 46

Sample Building - Ground Checklist: ........................................................... 47

SITE SERVICES ..................................................................................................... 49

Natural Gas – Propane – Fuel Oil ................................................................. 49

Water:............................................................................................................... 50

Septic & Sewage:........................................................................................... 50

Electricity & Power: ........................................................................................ 50

INTERIOR FINISHES ............................................................................................. 53

Flooring: ........................................................................................................... 53

Daily/Regular Maintenance: ........................................................................ 54

Periodic Maintenance: ................................................................................. 54

Doors & Windows: .......................................................................................... 55

Preventative Maintenance for all doors include: ..................................... 55

Walls: ................................................................................................................ 56

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 Ceilings:............................................................................................................ 56

Washroom Partitions: ..................................................................................... 57

ELECTRICAL SYSTEMS AND FUNCTIONS............................................................ 59

Panel Boards ................................................................................................... 59

Lighting ............................................................................................................ 60

Colour Temperature: ..................................................................................... 61

Receptacles: ................................................................................................... 62

Basic Preventative Maintenance Tasks for Electrical Systems &

Components: .................................................................................................. 63

FIRE -LIFE-SAFETY (FLS): ..................................................................................... 65

Components of a Complete FLS Safety System Include: ........................ 65

Basic Preventative Maintenance Tasks for Fire – Life - Safety ................. 66

PLUMBING .......................................................................................................... 69

Sump Pump/Pit: .............................................................................................. 69

Basic Preventative Maintenance Tasks for Sump Pumps: ....................... 70

Back Flow Preventers: .................................................................................... 70

Basic Preventative Maintenance Tasks for Back Flow Preventors: ......... 71

Water Heater: ................................................................................................. 71

Basic Preventative Maintenance Tasks for Water Heaters: ..................... 73

Piping: .............................................................................................................. 73

Basic Preventative Maintenance Tasks for Piping: ................................... 73

Plumbing Fixtures: ........................................................................................... 73

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 Toilets: ............................................................................................................... 74

Urinals: .............................................................................................................. 74

Lavatory/Sinks: ................................................................................................ 74

MECHANICAL/HVAC ........................................................................................ 75

Boilers: .............................................................................................................. 76

Water Tube Boilers: ......................................................................................... 77

Boiler Maintenance: ...................................................................................... 78

Daily Boiler Maintenance Tasks: ................................................................... 80

Sample Boiler / Heating Checklist: .............................................................. 82

Other Boiler – HVAC Related Equipment: .................................................. 83

Thermostats: .................................................................................................... 83

Pumps:.............................................................................................................. 85

Basic Preventative Maintenance Tasks for Circulating Pumps ............... 85

Motors: ............................................................................................................. 85

Basic Preventative Maintenance Tasks for Motors ................................... 86

Compressors:................................................................................................... 86

Keeping the Compressor Clean: ................................................................. 87

Minimizing Vibrations: .................................................................................... 87

Proper Piston Compressor Lubrication: ....................................................... 87

Piston Compressor Oil Maintenance: ......................................................... 87

Basic Preventative Maintenance Tasks for Compressors ......................... 88

Ducting and Venting: .................................................................................... 88

Basic Preventative Maintenance Tasks for Ducting & Venting .............. 89

Furnaces: ......................................................................................................... 89

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 Basic Preventative Maintenance Tasks for Forced Air Furnaces: ........... 90

Air Conditioning: ............................................................................................. 91

Basic Preventative Maintenance Tasks for Packaged Roof Top Units

(RTU): ................................................................................................................ 91

Air Handling Unit (AHU):................................................................................. 92

Basic Preventative Maintenance Tasks for Air Handling Units:................ 93

JANITORIAL SERVICES ....................................................................................... 95

Note on Handling Human Waste: ............................................................... 98

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Page 8 of 102
INTRODUCTION:
The Purpose of Building Maintenance is not just to “Maintain” Existing
Condition of Facilities ……

The Purpose of Building Maintenance is to improve the condition of facilities

for the benefit and especially the Health and Safety of the building occupants.

Building Maintenance helps to ensure facilities and all related components

(Assets) achieve their Maximum Lifecycle Expectancy (MLE) and stop further
deterioration of a component.

Long-term benefits for Building Owners of proper building maintenance

are:
 Reduced Maintenance, and
 Reduced Expenditures, and
 Reduced Costs

Building Maintenance also assists and supports in developing 1 Year, 3 Year, 5

year & 10 Year Capital Improvement and Replacement Plans.

Proper Building Maintenance is always Proactive NOT Reactive or Corrective

Maintenance.

Reactive/Corrective/Breakdown Maintenance is only repairing or replacing an

Asset after it is broken down.

BEFORE A FAILURE AFTER A FAILURE

HAS OCCURED HAS OCCURED

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DEFINITIONS:
1. Assets:
Physical Assets for Facility Management are all related Building structures,
components, equipment & parts. Examples of Physical Assets Includes, but not
limited to; Building Structure, Roofs, Doors, Windows, Parking lots, Lights, Boilers,
Furnaces, Motors, Pumps, Hot Water Tanks, etc.

2. Preventative Maintenance (PM):

Defined as regularly scheduled inspections, tests, servicing, replacements, repairs
and other tasks intended to help reduce the impact and frequency of equipment
failures.

3. Predictive Maintenance:
Predictive Maintenance could be considered “Advanced” Preventative
Maintenance. Predictive Maintenance utilizes advanced equipment and methods
to “Predict” future equipment breakdowns. Thermal imaging, vibration detectors
oil analysis, Boiler Water Sampling and other methods are used to better determine
potential failures and breakdown of equipment. Predictive Maintenance should not
be considered “separate” from Preventative Maintenance as many Predictive
Maintenance tests assist in Preventative Maintenance.

4. Corrective Maintenance (Reactive or Breakdown Maintenance):

Occurs after an asset has failed. It is designed to identify and “Correct” the failed
component by repair or replacement and place it back into operation. Corrective
Maintenance is Often a result of “Run to Fail” Directives.

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SAFETY:

Building maintenance requires access to areas and equipment where mandatory safety
training, attention, Personal Protective Equipment (PPE) and other safety precautions are
required.

Do not compromise at any time - personal or employee safety in order to observe or

complete any building maintenance tasks.

Always wear proper PPE, including, but not limited to:

 Hard hats:
o Should be worn in mechanical rooms, crawl spaces, areas with low
ceilings/roofs/access hatches
 Safety googles:
o Safety googles/glasses should be worn at all times when performing any
building maintenance especially in mechanical areas, working with any
chemicals and in areas with potential rodent infestation
 Reflective vests,
 Respirators/Masks:
o Respiratory apparatuses should be worn in crawl spaces, while using boiler
chemicals, janitorial chemical & supplies, where potential rodent infestation
areas, and in Indoor Air Quality (IAQ) problem areas
 Proper clothing,
 Gloves, and
 Fall protection equipment.

Ensure that for any high or elevated work that all personal have received certified ladder
safety training and are following all proper safety procedures for ladders (4-1 rule & extend
3 feet higher than roof). Elevated work on roofs includes safe distance from any edge (2
meters or 6 feet) or personal fall arrest protection equipment

When working around any electrical device or component, ensure that any and all electrical
power is turned off and proper lockout/tagout procedures are in place.

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MECHANICAL AND HEATING, VENTILATION AND AIR CONIDITIONING
(HVAC) EQUIPMENT:

Service on mechanical & HVAC equipment requires special attention to personal safety.

Dangers working on mechanical & HVAC equipment include the following:

 Heat/flame: (inside furnaces & boilers, hot water tanks, vents)
 Electrical: (power to all units & components, breaker panels)
 Moving parts: (motors, fans, pulleys, belts)
 High pressure: (compressors, boilers)
 Chemical: (glycol, water treatment)
 Hot water: (boiler systems, hot water tanks, relief valves)

**Major, specialized building maintenance will require the services of trained professional
service providers****

BUILDING MAINTENANCE REQUIRES ATTENTION TO ALL

STANDARD SAFETY PROCEDURES.

PLEASE ENSURE THAT ALL LOCAL FIRST NATIONS,

PROVINCIAL AND FEDERAL SAFETY PROCEDURES ARE
FOLLOWED.

FOR THE PURPOSE OF ALL INFORMATION PRESENTED IN THIS

TRAINING PRESENTATION, ALL FIRST NATIONS, PROVINICAL
AND FEDERAL SAFETY PROCEDURES & GUIDELINES SHOULD
BE FOLLOWED

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PROPER BUILDING PREVENTATIVE
MAINTENANCE
Proper building Preventative Maintenance (PM) Programs begins with a complete
Inspection of all buildings, facilities, equipment and components and then record all
information & pictures in a documentation known as an Asset Condition Report.

A Preventive Maintenance program should be well defined, periodically reviewed and

adjusted as necessary. To help ensure proper implementation, procedures should be
written in sufficient detail for each piece of equipment in the program.1

Why is preventive maintenance important?

The purpose of preventive maintenance is to try to maintain the equipment in optimum

working condition and to help prevent any unplanned downtime due to breakdowns.
Because components start to wear over time, replacing items prior to failure can cost you
far less than the potential consequences of failure while in service. Some people see
maintenance as an expense and it can often be one of the first departments to suffer from
cuts during difficult times, however, this is very much false. Preventing problems from
occurring will almost always be far less than the costs you will incur due to actual failures.2

It is important that all Assets are properly inventoried, logged and tagged. Asset numbers
should be created for key assets such as HVAC.

Frequency and detail of all PM Activities are determined from manufactures

recommendation, Industry Standards and information from Asset Inspections.

Log Sheets should be created and used for all Assets for all PM Activities and Inspections.
Frequency and detail of all PM Activities are determined from manufactures
recommendation, Industry Standards and information from Asset Inspections.

1 https://www.myodesie.com/wiki/index/returnEntry/id/3010

2 https://www.buildings.com/article-detials/articleid/6835/title/preventive-maintenance-checklisst

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BUILDING ENVELOPE
The building envelope includes all the building components that separate the indoors from
the outdoors. Building envelopes include the exterior walls, foundations, roof, windows
and doors.

The performance of the building envelope is impacted by a number of sub‐systems, such

as heating, cooling and ventilating equipment, plumbing and electrical systems. The
interaction of the sub‐systems with the components of the building envelope, as well as
certain activities of the occupants, can affect the performance of the building envelope. 4

The building envelope should keep out:

 temperature extremes
 moisture, as vapour or liquid
 dust
 wind

Additionally, to maintain durability, the building envelope should not permit weather
elements to be trapped inside the walls. This may cause wall components to deteriorate,
and continue to decay. In the early stages, it can usually be remedied relatively
inexpensively. As time progresses, costs increase exponentially.5

How do you know if there is a problem with a building envelope?

A problem with a Building Envelope likely exists if there is:

 No regular inspection and preventative maintenance program in place
 Mold or fungi formation
 Wood rot

3 “Building Envelope” by Augustine Musa

4 Homeowner Protection Office – Branch of BC Housing
5 Homeowner Protection Office – Branch of BC Housing

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  Water flowing down the sides of the building instead of running off from the eaves
and drainpipes
 Wind blowing through the walls
 Peeling paint
 Cracked or missing sealants (caulking) or if there are:
 water stains on inside walls, ceilings or inside the foundation
 Gaps that allow the weather to get through the walls
 Pools of water on the decks
 Windows that are wet on the inside.6

Maintenance and Inspections:

Maintenance of the Building Envelope begins with a visual inspection and then minor
maintenance (if possible) or more extensive maintenance if deemed necessary.

Minor maintenance could include simple tasks such as clearing debris from roofs and roof
drains and replacing missing caulking or removing and replacing damaged caulking from
window sealings and around doors.

It is recommended that for major Building Envelope Components, such as roofs, that a
professional and thorough inspection be conducted at least every three years. A
professional roof inspection would include cut samples, moisture testing and infrared
scans.

Early detection of potential major deficiencies and failures can be corrected at a much less
expense and prevent further damage to other building components.

A typical Building Envelope Maintenance Plan Includes the Following:

 visual surveys of deterioration and openings in roofs
 annual repairs of detected deterioration
 infrared surveys of roofs every five years
 visual survey of wall-system components annually
 sealants in wall systems and window perimeters
 window glazing gaskets
 cracks and openings in wall-system components
 interior survey of openings in wall systems above the ceiling
 infrared survey of wall components every five years.71

6 Homeowner Protection Office – Branch of BC Housing

7 https://www.facilitiesnet.com/energyefficiency/article/Building-Envelope-A-Maintenance-Checklist--11049

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Basic Maintenance During or After a Visual Inspection of the Building Envelope

As noted above, visual inspections and related minor maintenance can be completed on all
Building Envelope components as outlined below:

Roofs:

NOTE: BEFORE ATTEMPTING ANY VISUAL INSPECTIONS OF ANY ROOF

SURFACE, ENSURE THAT ALL SAFETY PRECAUTIONS FOR ROOF SAFETY AND
LADDER USE ARE FOLLOWED.

Building Maintenance for roofs begin with visual inspections. Visual Inspections of Roof
areas include the following:

1. Debris:
Any debris on a roof surface is a source of roof
problems such as pooling or ponding and a
potential for penetration of and premature
wear of the roof membrane. Moss
accumulation is also common on flat roofs.
Debris on roofs can and should be easily
cleared, especially after the fall season and
before snow accumulates on roof.

This picture on the right indicates a potential

for major roof debris every year. Tall trees or
shrubs located adjacent to or close to buildings
will always be a source of roof debris in the
form of falling leaves and branches and will
always require annual clean-up and
maintenance.

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2. Pooling and Ponding:
Pooling and ponding on roofs is also often, but
not always, the result of poor drainage caused
by debris blocking, obstructing and clogging
roof drains.

As above, pooling and ponding (standing

water) on roofs could be caused by blocked
drains and down spouts.

However, Pooling and Ponding could be a sign

of major roof deficiencies such as negative
slope (away from roof drains and/or scuppers)
or lack of proper or sufficient drainage from
roof. As well, any long-standing pooling or
ponding on a roof will be a source of
premature roof deterioration and a source of
vegetation growth.

3. Buckling, Blistering or Cracking Membrane

Buckling, Blistering or Cracking is a sign of needed maintenance. Common

deficiency in most BUR (Build up Roof) type of flat roofs. Indicates separation of
roof felts and/or moisture entrapment. Buckled or Blistered areas often separate
or crack over time.

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 As well, overtime, roof membrane seams may lose their “glue” and become
detached from adjacent membrane or the flashing.

4. “Dark Areas”
Dark areas on flat roofs are an indication of extensive standing water and/or signs
of mold and algae growth.

5. Exterior Roof Components

Many roof leaks and roof drainage problems are associated with faulty or missing
exterior roof components. These components include flashing, scuppers, drains,
and downspouts. Resealing around flashings, drains etc. should be performed after
deficiencies noted during visual inspections.

Evidence of
flashing pulling
away from
building wall.

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 Flashing in good condition
Notice tight seams joining flashing sections.

6. Other Potential Sources of Roof Leaks and Deficiencies:

A. Penetration of HVAC/Mechanical components:

 Any penetration into or through the roof membrane is a
potential source of water infiltration.
 The mastic (or sealant) around roof penetrations does
deteriorate over time and becomes hard and brittle and subject
to cracking.
 Resealing around vents, chimneys, skylights and HVAC piping,
tubing or conduits should be completed when deficiencies are
noted during visual inspections.

B. Foot Traffic:
 Most roof membranes are not designed for continual, heavy
foot traffic.
 Premature erosion of granulation, indentations and potential
for seam damage may occur as a result of unnecessary and
constant foot traffic. Many commercial flat roofs have
designated walkways that are raised from the roof membrane
for necessary service and inspection foot traffic.

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 C. Forces of Nature
Excess snow, wind, rain and hail are also a source of roof damage. A
visual and/or professional roof inspection should be completed after
any major storm. Over time flat roofs lose their protective covering as
they are exposed to sun, rain, and wind. This is how leaks start.

7. Alternate Methods of Roof Inspections:

Easy roof inspections can be
completed from inside a
facility. Look for cracking or
peeling paint on ceilings or
water stains on ceilings or
ceiling tiles which indicate
significant roof problems.

As well, if roof access is difficult, visual roof inspections can be completed by

electronic methods such as camera on “selfie” sticks or drones with camera
capabilities. However, a thorough and detailed visual inspection always requires the
ability to closely examine the roof membrane, flashing and drainage system.

Remember:

Visual Roof Inspections DO NOT take the place of or replace Professional Detailed
Roof Inspections and related reports from a certified and approved Roof Inspection
Inspector or an Engineering Company.

The frequency of a professional roof inspection, including infrared scanning,

moisture analysis and core sampling is dependent on the age of roof, location,
weather conditions and results from visual inspections or past professional
inspections.

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8. Sample Roof Inspection Report/Checklist:

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9. Roof Maintenance Summary:

Whether the roof is flat or sloped, a regular visible maintenance inspection and
minor repairs will reduce the likelihood of moisture penetration, costly repairs and
as well, will extend the useful life of a roof.

A visible roof inspection should include, but not be limited to:

 Debris and damage
 Ponding or pooling
 Clearance of roof drains, scuppers & downspouts
 Damage to and necessary patching of flashings
 Visible shrinking, cracking or holes in mastic coverings of HVAC & Electrical
roof penetrations.
 Pads under HVAC Equipment
 Visible interior paint peeling & staining on ceiling & walls.
 Visible water staining on exterior walls

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EXTERIOR SHEATHING/CLADDING –
EXTERIOR WALLS
The cladding of the exterior walls of most buildings may be composed of wood siding, vinyl
siding, fiber cement board, concrete, masonry (brick) or stucco or a combination of any
other above.

Cladding is the first line of defence in a wall assembly. It is critical for protection of the more
sensitive components of the wall assembly and the interior of the building.

Proper maintenance of the cladding will reduce the likelihood of water penetration and
preserve the appearance of the building. Wear and tear on cladding is expected since it is
continually exposed to sun, rain, wind and temperature changes. In addition, cladding is
subject to damage due to accidents, vandalism and excessive vegetation growth.8

How do you know if there is a problem with exterior walls?

A problem likely exists if there is:

 No regular inspection and preventative maintenance program in place
 Mold or fungi formation
 Wood rot
 Wind blowing through the walls
 Peeling paint
 Broken, Cracked or missing bricks, stucco or exterior panels
 Cracked or missing sealants (caulking) or if there are:
 Water stains on inside walls, ceilings or inside the foundation
 Gaps that allow the weather to get through the walls
 Windows that are wet on the inside.9

Most of the newer buildings have exteriors planned to be as maintenance-free as possible.

A newer building may feature concrete block or brick walls with breeze and fashion blocks
in some walls. But some buildings may not be new, and the exterior may not be quite as
maintenance-free. Even if new, the building’s exterior will still need a periodic maintenance
program to protect the materials. The specifics of the program will depend upon the
materials used and their current condition. The biggest threats of the building’s exterior
are water, wind, sun, and snow.

8 Homeowner Protection Office – Branch of BC Housing

9 Homeowner Protection Office – Branch of BC Housing

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A visual inspection of the exterior of a building should be done to look for the changing
conditions of the exterior walls and covering. It is important to look for peeling paint,
missing mortar or caulking between masonry joints, cracks that have appeared since the
last observations, mildew or mold that is now growing on walls, bushes and shrubs that
now touch the building’s exterior. These are all clues that some maintenance action is
needed.

The exterior walls of the building have to be kept clean

and free of debris. Leaves and plant materials should be
raked away from the walls so that any water that falls
there will drain away, and not be retained where it
might penetrate the walls and foundation. A semi-
annual exterior cleaning is an important step in the
maintenance process.

In exterior brick, concrete block, or any masonry walls,

the basic concerns are cracking and water intrusion.
Water can affect masonry in a variety of ways. It can
affect the mortar, a special kind of binding cement
applied at joints to hold the individual pieces of
masonry together.

Over a period of time, water can erode the mortar, causing the original mortar mix to
disintegrate. If there are cracks, there are more openings for water to enter. If there is a
whitish film deposited on the face of the masonry, this is called efflorescence and is the
result of dried mineral salts.

Water in the masonry picks up minerals, and when the water meets
the outside air it evaporates, leaving a residue of mineral salts. If
there is mortar falling out of the joints, it’s time for a touch-up
process called tuck-pointing. Fresh mortar has to be put into those
open joints, using a small triangular shaped trowel. Over time,
problems may plague the wainscot, the external masonry wall
covering. The paint over the wainscot may peel or flake away due to
moisture.
Wainscot can also crack due to settlement. Cracks must be filled to
avoid water getting inside and causing further deterioration of the
surface.

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The joint between the masonry portion of the
exterior and any other material such as wood or
metal trim on doors and window frames should
be carefully checked. Because the materials are
dissimilar, they have different rates and
characteristics of expansion and contraction.
This movement can open the joint even if it has
been caulked, and that can allow water to
enter. A high grade of exterior caulk should be
use to seal the joints.

Wood siding walls may be planks or boards installed either vertically or horizontally. Wood
shingles or panels are made of exterior grade plywood or other composite materials such
as hardboard or wafer-board. Wood siding products are all vulnerable to water. Two simple
rules apply to maintaining wood exteriors:

1. The wood must be kept coated

with a protective film, either
paint or stain with a wood
preservative.
2. All joints and openings must be
caulked to prevent water
intrusion.

When the protective coating starts to wear, it loses its

ability to shed water. The underlying wood becomes
susceptible to water intrusion, then warping and
rotting. Therefore, in the
periodic stroll around a building, look for peeling or flaking paint, or stains that have worn
so thin that the wood grain is exposed and raised. Also look for open joints, however small,
where water can penetrate; open joints pose problems even if the paint or stain coating
itself is in prime condition.

Action should be taken before wood rot sets in because if that occurs, the only course may
be to tear off the rotted section and install new materials, which is always more expensive.

Typically, the maximum time interval for repainting or re-staining and applying
waterproofing is seven to ten years for wood plank siding, or wood shingles; though it is

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better to plan on a five to a seven-year cycle. For other wood materials, it is much less.
Exterior plywood must be checked each year and may need more frequent treatment.
Particle board certainly will need touch-up every year to avoid warping and disintegration.
Remember that exposed edges of any wood siding material, plank, shingle or panel, are the
points where water is most likely to penetrate and cause problems. Those edges should be
well sealed with paint and caulk.10

Exterior sheathing materials, such as brick, are also subjected to ground settling and or
“heaves” caused by frost and cold weather which may cause premature cracking of the
brick and joint mortar failure.

Building cladding deficiencies and failures may go unnoticed for years and eventually cause
extensive damage to both the exterior and interior of buildings and as well, become a
health and safety hazard to building occupants.

For example, in British Columbia, over 900 buildings constructed in the 1980’s and 1990’s
were severely impacted by building envelope failure in what is called the “Leaky Condo
Crisis”.

“By 2003, the B.C. Homeowner

Protection Office had identified about
65,000 leaky condos across the
province.

The Canada Mortgage and Housing

Corporation defines leaky condos as a
"catastrophic failure" of building
envelopes, which lets water into the
building frame and leads to rot, rust,
decay and mold.

…It is estimated the problem eventually cost the provincial economy between $3 billion and
$5 billion. The crisis was caused by a combination of poor design and shoddy construction
during a building boom. Many homeowners, suddenly facing thousands of dollars in repairs,
went bankrupt. The crisis is said to have cost the B.C. economy billions of dollars.”11

10 School Maintenance Program, Winslow Davis, Author

11 CBC News - Posted: Apr 07, 2018

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Building Sheathing/Cladding – Exterior Wall Summary:

As with regular visible maintenance

on roofs, a regular visible
maintenance inspection and minor
repairs on Exterior walls will reduce
the likelihood of moisture and other
weather related wall penetrations,
very costly exterior and especially
interior repairs and as well, will extend
the useful life of the covering of the
exterior walls.

Wood siding and trim should be properly

cleaned every 2 years and repainted
every 7-10 years. Exposure to the
weather and sun may require a more
frequent interval.

Vinyl and stucco siding should be

properly cleaned every 2 years.

Masonry/Brick Cleaning should be

conducted every 5 years.

Masonry/Brick Repairs, such as re-

caulking and repointing on mortar joints,
corners, cracks, flashings and joints
between the exterior cladding and
window and door frames should be
conducted when deficiencies are noticed.

Never use a pressure washer to clean the

exterior cladding. The excessive water
pressure can cause damage to the surface of
the cladding and force water into the wall
cavity behind.12

12 Checklist of Common Cladding Maintenance Items - Homeowner Protection Office - Branch of BC Housing

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Page 30 of 102
EXTERIOR WINDOWNS AND DOORS:
Exterior windows and doors are a vital
component of the Building Envelope.
Often when there is noticeable water
infiltration on window glass, sills or
adjacent walls, noticeable
condensation, heat loss, wind or cold
air “drafts” from the outside, the
method of entry is from defective,
old, or energy non- efficient windows
or doors.

As well, the windows or doors

themselves may still be in good
condition, however, lack of proper
maintenance, such as repainting,
resealing and re-caulking have not

been completed in a timely manner.

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Preventative Building Maintenance on window and doors starts with the same principals
as with all Building Envelope Maintenance; a good visual inspection from both the exterior
and interior.

As noted on the previous page, look

for noticeable water infiltration on
window glass, sills or adjacent walls,
noticeable condensation, heat loss,
wind or cold air “drafts” from the
outside.

As well, faded, cracked and peeled

exterior and interior painting, and
caulking are a clear indication of
window and/or door sealing failure.

Page 32 of 102
Preventative Building Maintenance on
Window and Doors could be as simple as
repainting or re-caulking where the
windows meet the frame, wall or exterior
siding. On doors, new door sweeps,
thresholds and door seals could be
installed.

However, original wood or aluminum

windows with noticeable condensation
between “sealed” window panes or glass
cracks will probably require replacement
with more energy efficient products.

Commercial Entrance Doors can properly

be maintained by replacement of
thresholds, astragals, door sweeps,
weather stripping and door seals.
Commercial Doors often require re-
caulking where the door meets the
exterior siding.

As well, regular lubrication of hinges and

all moving parts will maintain the easy of
door openings and closing. Be sure not to
use commercial lubricants inside of pin
tumbler locks. Pin tumbler locks should
only be lubricated with powder graphite.

Page 33 of 102
Door Seal Photos Courtesy of ULTIMATE DOOR SEALS LLC,

Preventative Building Maintenance

on all doors, especially commercial
doors, includes the maintenance of
door hardware including; thresholds,
locking devices, hinges, hydraulic
closures, panic hardware and
Handicap/Accessibility Access
controls.

Panic Hardware and Handicap/Accessibility

Access are especially important to properly
and regularly maintain as both are Building
Code issues and involve the Safety of Building
Occupants.
Regular maintenance on doors is mainly lubrication and adjustment when required.
Door parts will wear out overtime and require
replacement. Heavy use and especially
“abuse” will cause premature wear. Door
Hinges, despite regular lubrication, will
eventually wear, especially the pin inside. If the
door seems loose or “wobbly” when opening
and closing or if a door binds when opening
and closing, the door is out of alignment and
there is a good possibility of worn hinges that
have to be replaced.

The screws on the hinges often become loose

either on the door frame and/or door and
often have to be retightened or replaced.

As well, many commercial doors operate on

top and bottom pins or pivots. These pins or
pivots will wear over time and perhaps even
break, causing a need to have the pins or pivots

Page 34 of 102
 replaced. These top and bottom pins and
pivots can be adjusted in order to prevent the
door from dragging on the floor or perhaps
binding on the edges.

Hydraulic door closures need very

little maintenance except for
occasional adjustment. If the door
does not open all the way or “bangs”
when closing, the cause could be that
the alignment needs to be reset by
proper adjustment of the movable
arm that connects the door frame to
the closure or a screw on the
hydraulic cylinder. Also, if a door
“bangs” when closing, it could be a
sign that the closure needs to be
replaced. Once a hydraulic closure
begins to leak oil, replacement is
required.

Most hydraulic door closures come

with instructions on how to maintain
and adjust.

Page 35 of 102
Sample Window and Door Inspection Report/Checklists:

Page 36 of 102
FOUNDATIONS & BASEMENT WALLS:
The condition of the foundation of any building or facility will have an impact on other
building/facility components including flooring, exterior and interior walls, windows, doors
and indoor air quality. Below is a list of some interior and exterior symptoms of foundation
failure.131

In addition to the above, the most common indications of foundation failures include:
 Noticeable vertical cracks in foundations
 Water penetration & Seepage on walls combine with noticeable white staining or
efference
 Water pooling or noticeable water staining Basement floors.
 Uneven Basement or Other Floors

13Ridgeback Basement Systems of Nova Scotia, New Brunswick & Prince Edward Island;
https://www.ridgebackbasement.ca/foundation-repair/foundation-problems.html

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  Outside surfaces around surrounding walls have a negative slope towards the
building.
 Noticeable gaps or space between interior and exterior walls and adjacent Windows
or Doors become wider.

Repairs to foundation failure can be completed depending on the extent of the damage.

For minor cracks in concrete walls, an epoxy mix can be injected into the cracks. If this
injection method is done proper, the epoxy will seep through the cracks though the wall
and penetrate the exterior. This method, again if done properly will provide a “leak proof”
repair to minor concrete cracks on foundation walls. A “Tar” coating on the inside of a wall
does penetrate to the exterior and does not entirely solve a water infiltration problem on
basement foundation walls.

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Unfortunately, any major damage can only be repaired by extensive exterior trenching,
applying a membrane coat of either tar, a polyurethane product or, possibly, a dimpled
elastomeric or plastic membrane.
Foundations & Basement Walls: Crawl Spaces:

The foundation of many facilities encompass a crawl space under the main floor.
Crawlspaces could present a number of challenges for the integrity of the facility including;
water/moisture infiltration, rodent infiltration, IAQ problems such as mold and heating &
ventilation problems. Moisture in soil or negative grading could create a water/moisture
problem in crawl spaces.

Page 39 of 102
 NOTE:
Before attempting access to any crawl space ensure that all safety precautions are followed and proper PPE
is being used including: safety glasses, gloves, hardhat, a respirator and a disposable one-piece coverall
hazmat suite should be considered.

Moisture and IAQ issues such as mold

are the main issues associated with
crawlspaces. Long standing water will
create mold, associated bacteria,
breathing irritation, and other IAQ
problems.

Heating vents, electrical, plumbing

and HVAC components all run
through a crawl space to their proper
position through the floor.

In order to mitigate potential, IAQ problems, problems with

moisture and standing water and freezing plumbing and HVAC
components, heaters should be installed in strategic locations in
crawl spaces. Weeping tile could be installed inside footings.

As well, sump pumps should be installed in areas of water

accumulation and tested at least twice a year. Weeping tile
strategically located could drain into sump pits. All interior concrete
walls should be properly sealed with tar, liquid asphalt or other
sealing materials.

To address the water entering the

crawlspace from the exterior due to
negative grading, and also water from
the crawlspace area, install weeping
tile around interior side of footings
c/w weeping tile laterals throughout
the crawl space draining into sump
pits c/w discharge to exterior.

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A requirement of the NBC and to
eliminate moisture creating
unhealthy mold and related
condition, remove all debris and
provide a 6mil poly moisture barrier
and a fire retardant (tarp) type of
ground cover.

Summary:

Although some settling of any foundation may be considered “normal” in cold climates,
deficiencies in Foundations, Basement Walls or Crawlspaces that require attention can be
recognized through visual inspections of the following:

 Exterior cracks in foundation material (concrete, bricks etc.)

 Exterior cracks on building cladding especially around doors & windows.
 Interior wall cracks especially around doors & windows.
 Interior wall cracks on basement concrete walls.
 Water seepage on floors of basements
 Separation of door and window trims from walls.
 Binding of doors and windows.
 Sagging, sloping or uneven floors
 High Humidity, musty or mold smell coming from crawlspace opening
 Moisture on floor or walls of crawlspaces

Minor interior cracks can be mitigated by urethane/epoxy injection. Major foundation,

basement wall, or crawlspace wall repairs require excavation, repair of any cracks by
recoating of wall with an asphalt/tar or a proper membrane cover and then reinstalling
weeping tile and proper drainage over a layer of course crushed gravel or rock and then
covering with a layer of course crushed gravel or rock.

Moisture in crawl spaces can be corrected by installing sump pits and sump pumps and
proper heating and ventilation systems and as well, repairs to crawlspace walls. Additional
weeping tile, simple Exhaust Fans on timers moving crawlspace interior air to the outside
will also provide some beneficial results.

Page 41 of 102
Page 42 of 102
DRAINAGE:
Fully functioning and properly sized drainage that is in good working order, not restricted
by debris, tree or shrub roots or crushed walls and installed with proper slope will prevent
most water infiltration problems

Water on basement floors, ponding

and pooling around buildings or “soft”
spots adjacent to buildings or located
along drainage pipes could be the
result of blocked or poor drainage.
Toilets and sinks that drain very slowly
or continually back up are also a sign
of sanitary or sewage drainage
problems.

The drainage system of buildings also

include drainage from the roof in the
form of downspouts. Roof drainage
often gets clogged with leaves and
debris and require semi-annual
inspection and cleaning. Some
downspouts are directed into the
drainage system inside a facility.
Other downspouts are directed along
the side of a building and then
directed away from the building. The
drainage from exterior downspouts
should be extended and directed at
least 4 feet from a building.

Inspection video cameras are easily

inserted into drainage lines to
determine the cause and area of
blockage. Repairs can then be made
based on the information from a
video camera inspection.

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Site Grounds:

Clean, well-kept grounds, free from discarded matter, litter and scrap will provide a safe
environment for all those outside a facility.

As well, grounds with landscaping that has regular cut grass,

trimmed bushes and trees and weed free manicured shrub
beds will additionally enhance the look of the facility.

Site Grounds also include walkway s, sidewalks, driveways

and roads and parking lots.

Walkways, sidewalks, driveways, roads and parking lots that are free from trip hazards,
uneven surfaces, potholes, missing and loose concrete or gravel are vital to the health and
safety of all those entering or exiting the grounds and facility.

Walkways and Sidewalks:

All walkways and sidewalks need to

free from any actual or potential trip
hazard. Trip hazards include, uneven
surfaces, loose or missing concrete,
asphalt or gravel.

Any tripping hazards should be

eliminated through repair, ramping or
clearing. Repairs must also be done if
the condition of the material
deteriorates and creates an eyesore.

Driveways and parking lots are

typically built of either asphalt,
concrete or gravel. All require some
degree of maintenance. Gravel
driveways often develop ruts, and if
severe enough, regrading may be
needed in addition to more gravel.
Concrete is a durable material, but it
may start to crack as the ground
under the driveway shifts slightly.

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Asphalt driveways may experience
sinking, or the surface can crack due
to settlement and water, but asphalt
can be patched. When severely
deteriorated, an asphalt driveway can
have a new topcoat added, provided
that the additional coating does not
create a problem to the school
building. The driveway elevation
should be below the school building
floor so that rain will drain away from
the school building, not into it. An
elevation mismatch can create a
water problem, so the old asphalt
driveway may have to be removed,
and a new one laid, if the potential for
that problem arises.

Particular attention should be paid to the direction of the water flow in heavy rain. If either
a sidewalk, walkway, courtyard, driveway, or parking lot is tilted toward the school building,
forcing water toward it, then a flood proofing technique is in order before water ends up
in the school building. Flood proofing techniques are used to reduce flood damage to the
buildings. It includes, among others, tearing out the existing sidewalk, walkway, courtyard,
driveway, or parking lot and reinstalling it or constructing barriers to stop flood-water from
entering the school building.

Parking Lots:

Parking lots, like driveways are typically constructed of asphalt or gravel and will suffer the
same deterioration problems such as cracking, alligatoring, rutting and other defects.

Proper drainage is also a major defect

of parking lots. Parking lots are often
constructed with little or no drainage
or slope and water often ponds and
pools in parking lots. Drainage that is
in parking lots, are often blocked with
debris or have other deficiencies that
prevent proper drainage.

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Parking lot and driveway curbing is
often constructed of poured concrete
or precast parking curbs

All parking curbs suffer damage

especially during the winter months
during snow removal.

Basic Preventative Maintenance Tasks for Building Grounds:

 INSPECT – Inspect and remove all grounds from debris, garbage and litter.
 CLEAR – Clear any trip hazards that can be removed
 REPAIR – Arrange for repair or replacement of major trip hazards that affect
building entry, including sidewalks and steps.
 PLAN – Plan for major capital projects to replace uneven and broken walkways,
driveway and parking lot deficiencies.

Page 46 of 102
 Sample Building - Ground Checklist:

Building - Grounds Checklist

Date: Facility:
Name: Community:
Confirm specific item with the Choose one Where is the unsatisfactory component
description. Leave section blank if If unsatisfactory, describe problem(s)
Satisfactory Unsatisfactory located in the school building?
the item does not exist.

Main Entrance

Sidewalks and walkways

Parking lot and driveway

Retaining walls

Fencing

Garbage Bins / Recycling

Playgrounds

Snow removal

Yard Maintenance

Storage Sheds

Drainage / Grading

Signage

Bicycle Rack

Bleachers / Benches

Sports Equipment

Rodents Control

Stairs – Railing/Ramp

Graffiti

Flagpoles (Anchors)

Other:

General Remarks:

Page 47 of 102
Page 48 of 102
SITE SERVICES
Site Services include all utilities
servicing the site and facility
including; water, sewage-septic
system, natural gas and power-
electricity services.

Many sites also have auxiliary services

including fuel and heating oil storage
and backup power generators.

Access to all site services should

always be kept free and clear.

As well, some form of protection

and/or fencing should be supplied to
all site services where potential
damage from vehicles may occur, and
especially where entry to the site
service compound may cause serious
injury or death.

Natural Gas – Propane – Fuel Oil

Danger and Warning signs for all services including underground and overhead services
should be clearly visible. For Natural Gas, Propane or Fuel Oil, these warning signs should
include wording such as “No Smoking” or “Open Flames”

Page 49 of 102
Preventative Maintenance for Natural Gas or Propane supply systems should only be visible
and “sniff” or “smell” tests.

Building Maintenance and Preventative Maintenance for Natural Gas or Propane Systems
includes:
• Check for odors similar to a “rotten egg” smell around connections and fittings
• Check for “Hissing” or “Whistling” Sound from connections
• Check proper operation of all Carbon Monoxide detectors.
• Check if building occupants are feeling dizzy or light headed

Emergency Shut-Off Valves for all site services should be

clearly marked and easily visible. Local personnel should be
trained in operating shut-off procedures.

Water:

Clean potable water is essential in any facility. Building Maintenance and Preventative
Maintenance to ensure uninterrupted clean water includes checking the integrity of all
valves, fittings, connections and checking for, corrosion, rust or leaks. A water line can be
checked for visible leaking or “soft spots” along the ground of the water line.

Discoloration and differences in odor or taste of the water can be an indication of problems
and deficiencies in the water supply line.

Septic & Sewage:

Building Maintenance and Preventative Maintenance for Septic or Sewage includes:

• Check for slow draining toilets or urinals
• Toilets and drains are starting to back up
• Check condition of associated sump pumps
• Check for soft spots and odor on ground near septic tank or sewage field.

Electricity & Power:

Electrical power to a facility is provided by overhead lines or services that are underground.

The electrical services then run through a metering system into a main electrical panel box
then onto subsidiary distribution panels or breaker panels.

Page 50 of 102
It is important that all distribution panels be kept free and clear from any storage items.
The minimum clearance in front of panels is 36”. All panels should be locked.

As well, any overhead lines leading into a facility need to be kept free and clear from tree
branches. Often utility companies will provide this service.

Page 51 of 102
Page 52 of 102
INTERIOR FINISHES
Interior finishes include floors, doors, walls, baseboards, ceilings, washroom partitions and
other fixed interior fixtures.

Flooring:

Flooring in commercial or institution facilities is often Vinyl Composite Tile (VCT). VCT, if
properly maintained is tough, durable and long lasting.

Unfortunately, many VCT floors are

either not installed properly or often
not maintained properly.

VCT floors that are not installed

properly will begin to have adhesion
problems and lift and move. Often the
cause is improper installation, type of
or minimal amount of adhesives
applied.

However, the best laid VCT flooring

will wear quickly, especially in high
traffic areas or around entrances, if
not maintained properly.

Proper maintenance of VCT or any

flooring begins with regular and
thorough cleaning and washing. Grit
and grime will act as sandpaper on
flooring surfaces and the finish will
dull and wear very quickly.

As well, the proper and regular

application of floor wax is vital to
maintaining a VCT (or any other) floor
covering. Although there is some
debate regarding the frequency and
number of coats that should be
applied, the traffic pattern, location
and weather conditions will

Page 53 of 102
determine the best process to keep
and maintain a VCT floor.
Daily/Regular Maintenance:

Daily and Regular Maintenance of VCT Floor extends to all types of flooring besides VCT.
This includes terrazo tile, polished concrete or epoxy coated floors.

 Sweep, dust mop or vacuum the floor daily to remove dust, dirt, grit and
debris that can damage the floor and become ground into the surface.
 Spot mop as needed. Any spills should be cleaned up immediately.
 Damp mopping of the floor should be performed on a regular or daily basis,
depending upon traffic and soil levels in the area. Use a properly diluted
neutral detergent solution, such as Armstrong S-485 Commercial Floor
Cleaner.

Periodic Maintenance:

 When needed, machine scrub the floor with a properly diluted neutral
detergent solution (such as Armstrong S-485 Commercial Floor Cleaner) and
the appropriate scrubbing pad (3M red or equal for light scrub, 3M blue or
equal for a deep scrub) or equivalent brush.
 Thoroughly rinse the entire floor with fresh, clean water. Remove rinse water
and allow the floor to dry completely.
 If there is sufficient polish (3 to 5 coats) remaining on the floor, buff, spray buff
or burnish to restore gloss.
 If needed, additional coats of floor polish may be applied at this time.14

In older facilities, VAT (Vinyl Asbestos Tiles) tiles may still be in place. VAT tiles were quite
common in the 1960’s and 1970’s due to their durability.

14 Armstrong Flooring - https://www.armstrongflooring.com/pdbupimages-flr/197969.pdf

Page 54 of 102
Despite VAT tiles being non-friable (cannot be easily crumbled by hand), as the name
suggests, VAT tiles do continue asbestos and must be maintained, repaired or replaced
with proper and safe procedures.

“Damage and deterioration will increase the friability of asbestos-containing materials.

Water damage, continual vibration, aging, and physical impact such as drilling, grinding,
buffing, cutting, sawing, or striking can break the materials down making fiber release
more likely.”15

One method to eliminate any potential asbestos hazard is to cover and seal asbestos
containing material. This method is called encapsulation. Encapsulation is to cover the
material, such a VAT tiles with a wrapping or coating such as epoxy. Often, new VCT tiles
are just placed over top of old, encapsulated VAT tiles. This method eliminates the need
for professional Asbestos Abatement.

Doors & Windows:

Depending on traffic levels, interior doors in commercial or institutional facilities are often
subjected to a lot of wear and the occasional abuse.

Door closures, hinges, push bars, handles and locking mechanisms require regular
preventative maintenance and often repair.

Handicap Accessible Doors requires special and frequent attention in order to maintain
proper opening and closing.

The finish on all doors, especially wood doors, are often subjected to high wear.

Preventative Maintenance for all doors include:

• Daily Inspection for proper operation and missing parts

• Daily cleaning or wiping down door surfaces with a mild cleaning solution
• Daily cleaning of glass if installed on door.
• As required, lubrication of hinges and locking devices
• As required, repainting or refinishing of worn door surfaces.
• As required, replacing worn parts such as hinges, hydraulic closures and locking
devices.
• For Emergency Panic hardware (push bars) daily testing for proper operation.

15 University of Oregon - https://ehs.oregonstate.edu/asb-when

Page 55 of 102
 Windows, if constructed to open, should be checked regularly for proper
operation as well as missing or cracked sealing and condition of glass.

Walls:

Walls should be visibly inspected on a regular basis to look for any damage, stains from
seeping water from hidden piping, graffiti or other defacement and general dirt or other
marks and stains. Repairing and repainting may be necessary to cover badly stained,
damaged or defaced walls.

The cleaning of walls should also be on a periodic cleaning schedule using janitorial
equipment and cleaning products depending on the type of wall.

Also, corners if often and badly damaged, may need some corner protections
permanently installed.

There is no real preventative maintenance for walls except for janitorial services.

Ceilings:

Ceilings in commercial or institutional facilities usually consists of drop down suspended

tiles, fixed tiles, acoustic, open or drywall type of ceilings.

As with floors, ceilings should be visibly inspected on a regular bases to look for damage,
stains from water leaks, or missing or damaged parts. Drop down or suspended ceilings
often have missing or broken tiles, or detached hangers.

One aspect that is often overlooked in ceiling maintenance is mid or high level cleaning.
As described in the Janitorial Services section, high dusting or cleaning is the dusting
and/or cleaning of areas that are normally difficult to clean because of their height such
as vents, piping, and ceiling. High dusting is often referred to areas above 16’ high. Special

Page 56 of 102
equipment and training are important when performing high dusting and cleaning
services.

Mid and High-Level Dusting and Cleaning is

especially important in facilities with an open
beam or exposed beam ceiling. Dust, dirt and
debris often pile on top of beams, rafter and
on top of hanging light fixtures.

Washroom Partitions:

The finish on Washroom partitions are typically powdered coated which provides a
durable, cleanable surface provided some form of periodic cleaning and maintenance is
performed.

Along with routine cleaning, cleaning with a sponge or soft cloth using a mild cleaning
product, and sanitizing around the handles and locks, the following preventative
maintenance procedures should be done on a regular basis:
 Tighten any screws that have become loose due to vibrational forces or
attempted vandalism.
 Check the top door pin to be sure it is flush with the top of the hinge. Be sure
the surfaces are dry after being cleaned and rinsed with clear water (when
required).
 Partitions exposed to severe humidity should be washed and dried frequently.
Use of cleaning agents containing abrasives such as household cleaning
powder, steel wool, and harsh detergents or acids ARE NOT RECOMMENDED.
 Where additional gloss and protection is desirable, light applications of
commercial liquid or paste waxes are highly recommended.
 If your partitions have a continuous hinge, regular application of an LPS II or an
industrial type, non-drying lubricant is recommended.16

Hadrian Manufacturing - https://www.hadrian-inc.com/getattachment/Tech-Data/Toilet- Partitions/Powder-

16

Coated/Maintenance_ANTI-GRAFFITI.pdf.aspx

Page 57 of 102
Page 58 of 102
ELECTRICAL SYSTEMS AND FUNCTIONS
The electrical system in a facility consists of all electrical power coming into a facility
through a main power breaker system, then through a distribution system and ending at
electrical devices such as lights, plugs and switches.

Extreme high voltage electrical power is dangerous and will cause serious injury or
death if all essential precautions are not followed.

Only qualified personnel should be accessing, maintaining and servicing high

voltage electrical equipment.

In working on or servicing any electrical fixture, device or component, ensure that

all safety precautions are followed, the power to the fixture, device or component
is turned off and then checked again to confirm that the power is turned off and
proper lockout/tagout procedures are followed.

Interior Distribution System

Panel Boards

Distribution panel boards typically use

three phase, 4 wire input. Both
277/480 Volt and 120/208 Volt panels
are used. These panels typically
contain a solid neutral, identified by
the white jacketing or white phase
tape, separate ground bus identified
by the green jacketed wire or bare
copper, the three hot phases
identified as red, black, and blue by
either their jacket or phase tape, and
circuit breaker/branch circuit types
equipped with bolt-on circuit
breakers.

Panels function as the smallest unit of

the Power Distribution System. Power
feeds are connected to the panels via

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a main circuit breaker or main lugs
and are then distributed to smaller
load segments via properly sized
branch circuit breakers installed
within the panel. The make of the
breakers must match the make of the
panel.

Panels for emergency use will usually

have the letter “E” preceding any
labelling and “UPS” preceding any
labelling numbers where panels are
fed through an Uninterruptible Power
Supply unit that provides conditioned
and back-up power to the loads
served.

Lighting

Lighting within buildings is typically

provided by fluorescent luminaries
using either T8, or T12 lamps, or LED
lighting fixtures.

T12 and T8 Fixtures do not provide

the energy and maintenance savings
as LED fixtures, hence new
construction and lighting retrofits
mainly source LED Lighting.

LED lighting fixtures are most

common in new facilities and lighting
retrofits and upgrades.

T12 Fixtures and replacement tubes

are being phased out of production.

Due to performance limitations of fluorescent lighting in colder temperatures it is usually

not used where temperatures are much below room temperature (15-20C).

Exterior lighting, for stairways, landings, arenas, and parking lots will usually use the high-

Page 60 of 102
pressure sodium or metal halide, however, LED lighting for exterior lighting is widely being
used due to energy efficiency, long life and low maintenance.
Smaller facilities may even use traditional incandescent lighting. LED replacement bulbs are
now common and standard for most applications.

Surface or pendant mounted high-pressure sodium lighting will be used in industrial

atmospheres for interior locations as well as LED in newer or upgraded buildings.

Industrial fluorescent lighting is typically provided in the Electrical and Mechanical rooms.
General purpose lighting is usually 120Volt branch circuits. Lighting levels will be designed
to meet or exceed Illuminating Engineering Society (IES) recommended levels.

Colour Temperature:

Lighting fixture types will be specified

as appropriate for the areas of
installation that are classified as a
hazardous, corrosive, or wet
locations.

Emergency lighting consists primarily

of ballast-channel- mounted,
emergency lighting units (back-up
ballasts) installed in fluorescent
luminaries. In unheated areas, the
incandescent or LED fixtures that
provide normal lighting are connected
to an uninterruptible power supply
(UPS) that provides approximately 90
minutes of back up lighting.
Emergency lighting within industrial
buildings, and plants is provided
through wall mounted halogen
lighting fixtures, which are equipped
with back up ballasts, and a push
button that facilitates periodic testing
of the emergency lighting lamps.
Pressing the push button illuminates
the back-up fluorescent lamps to
verify functionality.

Page 61 of 102
Exit signs within buildings or plants
are typically low energy consumption.
Exit Lighting signs/fixtures are
battery- powered, rechargeable, Light
Emitting Diode (LED) devices. A
sealed, maintenance free, nickel
cadmium battery, contained in the
fixture, delivers emergency DC power
facilitate illumination in the event of a
power outage. Conveniently located
test switch and status indicator
provide visual and manual means of
monitoring system operation. Exit
signs are also self-luminous. Self-
illumination is provided by tritium gas
encapsulated within the sign, or LEDS.

Building exterior lighting consists of

high-pressure sodium, metal halides,
or LED fixtures controlled through
time clocks and lighting contactors
with hand-off- automatic selector
switches. Typically wall pack fixtures
provide lighting for the perimeter of
the building.

LED exterior fixtures, either wall

mounted, or pole mounted are
common for new construction and
lighting upgrades and retrofits.

Receptacles:

Building receptacles typically are 120/240V. Duplex receptacles rooms, halls, offices and
general areas will generally be 120V receptacles ranging from 15-20 amps.

Receptacles for 240V are usually for space heaters, dryers, and ranges. These
receptacles will range from 30-50amps.

All outside receptacles should be GFCI rated with weather protecting covers. Receptacles
located in wet locations, washrooms, or within 1.5m of a sink also need to be GFCI rated.

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All receptacles should be labelled identifying the circuit and panel.

In new construction and energy

retrofits, exterior parking lots are
being retrofitted to an IPLC outlets.
The Intelligent Parking Lot Control is a
smart power receptacle that can
replace any existing parking stall
power outlet. It measures
temperature and wind chill and is
factory programmed to automatically
regulate the optimum power flow to
ensure strong starts at any
temperature. Each IPLC handles two
circuits and is provided with factory
programming. Each outlet can be
individually programmed to suit
specific needs.17

Periodical checks on lighting fixtures,

electrical outlets and switches should
be done in conjunction with building
walk down inspections.

Basic Preventative Maintenance Tasks for Electrical Systems & Components:

 CHECK: Burnt out lamps; replace as needed

 CHECK: Cycling or flickering lamps; replace as needed.
 Replacing lamps when lamps are first noticed to cycle will prevent
further damage to ballast. Check ballast integrity when changing
lamps.
 LISTEN: For any unusual or humming noises from fixtures.
 A humming noise from a florescent light fixture usually indicates a
bad ballast.
 CHECK: Discoloration of housing, damage or deterioration; replace as needed.
 CHECK: General condition of receptacles.
 Looking for a secure tight fit to the wall, no damage to the receptacle
or plate cover
 CHECK: Condition of all cover plates.

17 IPLC.com - https://www.iplc.com/m210

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  Ensure that all plates are in place, secure with no broken areas
 CHECK: Any discoloration of cover plate.
 Discoloration would indicate that a possible short had occurred on
the circuit.
 CHECK: All switches; ensure switches are functioning properly.
 Switches should not be loose when operating and ensure they do not
spark when turning on or off.
**Emergency/Exit Lights (Reviewed in the Fire – Life- Safety System
Below)

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FIRE -LIFE-SAFETY (FLS):
Fire-Life- Safety (FLS) systems for any facility or building are the highest priority for the
health and safety of the occupants of a building and must be kept in optimum and peak
working order and condition.

The best Fire Prevention system is prevention. Prevention includes:

 Keeping debris and items (especially flammable items) away from heat sources.
 Electrical Hazards – do not overload electrical circuits especially with extension
cords.
 Smoking – Smoke only in designated areas and deposit smoking materials in proper
disposal containers
 Matches & Lighters – keep matches and lighters away from children or others who
may
 Proper storage and handling of combustibles and flammable material and liquids –
never store in or near mechanical or furnace rooms or sources of heat

Components of a Complete FLS Safety System Include:

 Fire prevention Plan:

o What To Do in Case of Fire Plans
o Fire Marshalls
o Posted Evacuation Routes/Extinguisher location/Muster Point
o Training on use of Extinguishers
o Fire Drills

 Detection:
o Smoke/Heat Detectors
o Pull Stations
o Alarm Panels
o Suppression
o Extinguishers
o Hose and & Hose Cabinets

 Signage:
o Location of pull station signs
o Location of Fire Department Connection
o Location of Emergency Doors
o Proper and approved Exit signs

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 o Location of Extinguishers & Hose Stations
 Sprinkler Systems
 Standpipe
 Fire Hydrants
 Emergency Lighting
o Location of Alarm Panels

Basic Preventative Maintenance Tasks for Fire – Life - Safety

 Visually Inspect all Fire

Extinguishers Monthly. Ensure
that the gauge is working and that
the dial is in the “Green Zone”.
Ensure that the safety pin is
secure. Give the extinguisher a
“Shake” to determine whether
the extinguisher is full. The
contents of the extinguisher
should be felt moving on the
inside. Record inspection on Fire
Extinguisher Inspection Tag.

 Visually inspect all Pull Stations

monthly. Ensure they are all
intact.

 Visually inspect all Hose and Hose

Cabinets. Ensure all components
are intact. Clean cabinet if
necessary. Record Inspection on
tag.

 Test Emergency Lighting.

Emergency Lighting be tested by
pressing the test button on
portable battery pack wall
mounted units or by turning off
the breaker on direct wire
systems. Have any defective
battery packs or lights replaced.
Record test date on tag attached
to the unit.

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 Visually inspect all Emergency Exit
Lights and Signs. Ensure that the
lights work on all signs and that
the signs point towards the
emergency exit doors.

 Visually inspect all Emergency Exit

Doors. Ensure that all doors open
freely when pushed and that no
debris or materials are in front or
behind the doors and obstruct the
opening of the doors.

 Visually inspect the Fire Panel for

any trouble lights that may be
indicated. Check for last test date.

 Visually check Fire Standpipe

System for proper pressure, any
leaks and verify last test date.

 Visually inspect Fire Department

Connection. Check that
connection area is free and clear
and that all caps are in place.

 Visually check that all related

signage is in place and in good
order.

 Visually inspect all Sprinkler Heads

to look for any damage or missing
parts.

 Visually inspect entrance ways

into facility to ensure path is free
and clear for emergency vehicles.

 If a commercial kitchen is in facility, visually check all range hoods for buildup of excess
grease and combustible deposits. Arrange cleaning is necessary assist in planning and
conducting semi-annual Fire Drills.

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 Arrange for a Professional Fire Protection company to conduct a complete annual
service on all FLS systems and components and repair all noted deficiencies.

Page 68 of 102
PLUMBING
A plumbing system consists of three separate parts: an adequate potable water supply
system; a safe, adequate drainage system; and ample fixtures and equipment. The
generalized inspection of a home is concerned with a safe water supply system, an
adequate drainage system, and ample and proper fixtures and equipment.18

It has also been defined as “a system of pipes and fixtures installed in a building for the
distribution and use of potable (drinkable) water and the removal of waterborne wastes. It
is usually distinguished from water and sewage systems that serve a group of buildings or
a city.”19

Additional components of a plumbing system include: but not limited to; the sump pump,
backflow preventers, water heater, recirculation pumps and the valves.

Sump Pump/Pit:

The Sump Pump / Pit area consists of the storage area, ejector pumps, level and float
switches.

The level switches allow the system to operate automatically when fluids reach
predetermined levels.

Level switches control the on, off, high level alarm and override functions

Sump pumps should be tested and cleaned at least semi-annually. A sump pump can be
tested for proper operation by unplugging the cord to the pump motor (not the float) and
plugging it back in again. There should be a sound from the motor. A simple way to test a
sump pump is by pouring water into the pit until the pump operates.

Depending upon the area and amount of use, a sump pump should be replaced every 5-10
years.

18 National Association of Home Inspectors - https://www.nachi.org/plumbing-terms.htm

19 The Editors of Encyclopaedia Britannica - https://www.britannica.com/technology/plumbing

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Basic Preventative Maintenance Tasks for Sump Pumps:

NOTE:
Before attempting any entry into a sump pit and perform service on a sump pump, please
note the following:
 Wear a rubber apron, gloves, boots, full face shield, and respirator when performing the
work. If a person must enter the pit, test for oxygen deficiency and supply proper ventilation
equipment as needed. No open flames or smoking and make sure electrical systems are
locked out and tagged.

 Open/disconnect and tag electrical circuits.

 Remove cover plates, Flush pit, and pump out
 Check bail, floats, rod, and switches – Make sure switches operate as designed.
 Clean pump and lubricate as required.
 Inspect and lube motor. Repack if needed.
 Inspect Check Valves
 Inspect interior of pit for cracks
 Clean motor with vacuum or low pressure air (less than 40 PSI)
 Check for corrosion. Clean and treat with rust inhibitor as needed.
 Inspect cover plate gasket and replace if necessary.
 Strainer cleaning requires removal of pump unit and should be handled as a repair.

If any of the above maintenance items cannot be performed by local staff, the service
should be performed by a professional plumbing company.

Back Flow Preventers:

Back flow preventers are used to protect potable

water supplies from reverse flow contamination. The
preventer consists of an intermediate relief valve in
a low -pressure zone between two in-line and
independent check valves.

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 If pressure on the supply side drops to equal
or less then the discharge side, the check
valves close and the trapped fluid is
discharged by the center relief valve.
According to code, Back flow preventors must
be inspected annually. The inspection should
be recorded on a tag on the unit.

Basic Preventative Maintenance Tasks for Back Flow Preventors:

This maintenance should be done annually. Schedule outage of equipment with the
building users. Review the manufacturer’s instructions for testing the valve and proper use
of the test equipment involved.
Secure incoming water lines:
 Check and test the following:
 Test for objects lodged in the seat or disc.
 Test for worn or loose disc or disc guide assembly.
 Check for damage to seat.
 Check for corrosion build-up.
 Check and calibrate according to manufacturers’ instructions.
 Following manufacturer procedures, vent both chambers and return the system to
normal operation.

If any of the above maintenance items cannot be performed by local staff, the service
should be performed by a professional plumbing company.

Water Heater:

The water heater converts energy to heat and

transfers that heat to the water.

Water Heaters are connected to a cold-water supply

pipe and has an outgoing hot water pipe or system
of pipes that supplies heated water to the faucets
and appliances

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Traditional Water Heaters are fired by natural
gas or electricity and heat water stored in a
tank.

Tankless Flow-through Water Heaters are

being utilized more due to their energy
efficiency and the size.

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Basic Preventative Maintenance Tasks for Water Heaters:

Maintenance for water heaters should be at a frequency of semi-annually. Review manual

and instructions prior to performing the maintenance:
 OBSERVE – Check area around and under the water heater for any noticeable leaks
or stains.
 CLEAR – Any debris, garbage or any other material away from the heater.
 LISTEN – Newer Energy Efficient water heaters have a fan or draft inducer on top.
o Check for unusual noises that would indicate wear on the inducer.
 CLEAN – Keep pumps clean from dust, dirt and debris by cleaning or using
compressed air.
 CHECK overall condition of tank for rust or deterioration.
 INSPECT water piping for leaks and corrosion.
 REMOVE sediment -draining water from heater until it runs clear.
 CHECK all electrical connections.
 CHECK all gas connections-use soap water test.

Piping:

Maintenance checks on piping and pipe insulation

should be done annually.

Basic Preventative Maintenance Tasks for Piping:

 INSPECT water piping for damage, leaks and corrosion.

 CHECK condition of insulation for rips, tears or missing sections.
 CHECK pipe hangers for damage, corrosion and integrity.
 CHECK pipe supports are stable and secure.

Plumbing Fixtures:

The plumbing fixtures include but are not limited to sinks, faucets, toilets, and urinals.

Properly functioning and well maintained plumbing fixtures are essential to the health and
safety and overall satisfaction of the building occupants.

This maintenance should be done as frequent as quarterly. Check and inspect the following:

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Toilets:

 Inspect for general condition and fastening to the floor. Tighten as needed.
 Check operation of water shut off valve.
 Check seat and hardware. Tighten or replace seat as required.
 Check Flush assembly operation; ensure proper water level, operation of float, flush
handle, and shut off valve. Adjust as required.
 Check for leaks or signs of leaks around toilet.
 Check handicap hand rail for tightness. Tighten as required.
 Check waste supply line for leaks or deterioration.
 Apply Liquid chemical drain cleaner.

Urinals:

 Check general condition of urinal for cracks and/or leaks.

 Check mounting and secureness.
 Check flush valve operation. Adjust or replace if necessary.
 Apply liquid chemical drain cleaner.

Lavatory/Sinks:

 Check operation of water shut off valves.

 Check operation of faucets, leaking and tightness. Repair as required.
 Check drain, trap and waste arm for leaks and deterioration.
o Tighten or repair.
 Check stopper mechanism for leaks or deterioration.
 Check water supply lines for leaks or deterioration.
 Apply liquid chemical drain cleaner.

Page 74 of 102
MECHANICAL/HVAC
The Heating, Ventilation and Air Conditioning (HVAC) system and related mechanical
systems are a major capital cost and ongoing maintenance expense of any facility.

As well, a proper and well managed HVAC system is vital not only to the condition of the
building envelope, but as well, vital to the health and safety of all building occupants.

Unfortunately, many HVAC systems have not been properly and regularly maintained
causing health and safety issues and as well, major repair and replacement costs for the
building owner.

An initial priority for proper HVAC Maintenance is to fully catalogue all HVAC Equipment.

As well, when inspecting or servicing any piece of HVAC Equipment take lots of pictures,
especially including the name plate and any noted or observed deficiency.

Log Books and Preventative Maintenance (PM) Sheets should be created for all HVAC
Equipment. The Log Book should contain the Make, Model, Serial number and if possible,
the “In Service Date”. The make, model and serial number are usually found on the name
plates attached to each piece of equipment.

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 The Log Book and PM Sheets should also
contain all service information such as the
Dates of Service, who provided the service,
what was done and general comments from
the service provider.

PM Sheets should also contain additional

information for each piece of HVAC
Equipment such as frequency of service,
maintenance priority, procedure of
maintenance and who is assigned to perform
the service.

There should be a maintenance plan for two

“Professional” & Thorough Services
Spring Shutdown & Fall Startup (Heat)
Spring Startup and Fall Shutdown (Cooling)

During annual, semi‐annual, quarterly or monthly inspections the following should be

recorded on some form of an Asset Condition Report.

 The General Condition, (New, Good, Fair, Poor) based on general observation or
information from an HVAC Service Provider
 Deficiencies that require immediate service
 Date of last service
 Plan for correction of Immediate deficiencies
 Recommendation for replacement of various HVAC Components such as pumps,
motors, fans etc.
Boilers:

Boiler systems are major financial investments, yet the methods for protecting these
investments widely vary.

Proper maintenance and operation of boilers systems is important with regards to

efficiency and reliability. Without this attention, boilers can be very dangerous. It is
estimated that with proper maintenance, a boiler should last between 25-30 years.

Boilers are fired by natural gas, heating oil or electricity. They can be classified in three
main divisions: fire-tube boilers, water-tube boilers, and electric boilers.

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Water Tube Boilers:

Most high-pressure and large boilers are of this type. It is important to note that the small
tubes in the water-tube boiler can withstand high pressure better than the large vessels of
a fire-tube boiler.

In the water-tube boiler, gases flow over water-filled tubes. These water-filled tubes are in
turn connected to large containers called drums.

Boiler sizes range from smaller residential type to very large utility class boilers. Boiler
pressures range from 15 psi through pressures exceeding 3,500 psi.

Boilers still in use in many facilities include older

style, Warden King, Dominion or Exbrook “Cast Iron”
Boilers that have been in service for decades and
smaller Boilers such as Raypak, Weil McLain and
others.

The Safety and Inspection of all heating Boilers in the province of Alberta with a heating
surface over 2 square meters are under the control of the Alberta Boiler Safety Association
(ABSA). Documentation of a respective Boiler will verify the size of the heating surface.

ABSA’s Mandate is: “ABSA, as a regulatory authority in Alberta, works with our stakeholders
to ensure that pressure equipment is designed, constructed, installed, operated,
maintained and decommissioned in a manner that protects public safety.” 20

Boilers are rated according to their Annual Fuel‐Utilization Efficiency (AFUE) Rating or
score.

20 ABSA Website: https://www.absa.ca/about-absa/mandate/

Page 77 of 102
Boilers today must have an AFUE Rating of at least
80%. Older Boiler could have an efficiency rating as
low 65% or lower depending on the age and type of
boiler.

Boilers common today for new installations,

upgrades or replacement are High Energy Efficient
Condensing Boilers. High‐Efficient Condensing
Boilers have an efficiency rating between 90 ‐ 96%.

Boiler Maintenance:

NOTE: Before attempting any visual inspections of or entering any mechanical or

boiler room, ensure that all safety precautions and PPE equipment, especially the use of
safety glasses are followed.

Poor maintenance practices or a defective low water cut-off causes most boiler incidents,
including those that result in injuries and building damage.

Routine maintenance is critical to ensure a boiler system remains reliable, safe and
efficient.

As always, for any boiler repair or maintenance, follow your manufacturer’s

recommendations for routine maintenance recommendations.21

Boiler Maintenance begins with visual inspections

and observations. Look for signs of Boiler or Boiler
Component failure such as water on the floor,
corrosion on pipes, fittings, filters, water and relief
valves and especially the condition of the boiler
water through site glasses.

21 CRTP

Page 78 of 102
As well as visual inspections and observations, a keen ear in furnace, boiler or mechanical
rooms can be crucial in preventing Boiler and Boiler component failure. A squealing,
grinding or screeching sound either continual or intermittent is sign of worn bearings in
pumps, motors and pulleys and compressors.
Visual inspections and observations include temperature and pressure readings, conditions
of belts and pulleys and the amount and condition of boiler glycol and boiler water
treatment.

Boiler water treatment is used to prevent damage to the boiler and components by treating
the water with various chemicals to prevent scaling, rusting, corrosion or other harmful
side effects that could damage a boiler and related components.22

Glycol is used to prevent boiler water from freezing

as it travels throughout the radiant heating system.
This is especially critical as many boiler radiators are
located next to exterior walls.

The key to initial preventative maintenance for

Boilers and HVAC systems is to “Listen and Observe”
at all times. Often HVAC component failure can be
detected though vent openings either by sound or by
odor.

NOTE: Importance of a Low Water Cut Off Devices:

An undetected defective low water cut off device will cause catastrophic boiler failure.
According to ABSA, the most common cause of Boiler Accidents in the Province of Alberta
is In Alberta, when the burner continues to fire after the boiler water level drops below the
minimum safe operating level.23

Low water cut off devices are designed to shut down a boiler in the event of recognized
low water. Manufactures recommendation for water level must be maintained at all times.

Failure of low water cut off devices (LWCO), could be caused by age, buildup of sediment
in device and as well, lack of proper maintenance.

22 Guardian Chemicals Inc. 155-55202 SH 825 Sturgeon Industrial Park, Sturgeon County, AB
23 ABSA Website: https://www.absa.ca/inspections/owner/faqs/

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 LWCO devices must be maintained and parts replaced
according to manufacturer recommendations. These
devices also need to be flushed out periodically to
prevent deposits from accumulating within the
LWCO. These are relatively low-cost actions that can
greatly reduce and prevent property damage and
personnel injuries.24

It is noted that a clean, organized work environment which includes clean, dirt, dust and
grime free components, including LWCO devices and other HVAC and Boiler equipment and
components, is an essential part of HVAC/Boiler maintenance and will lead to extending
the life cycle of many components.

Daily Boiler Maintenance Tasks:

Visual/Physical Inspection:
 Check for Leaks on Floor & Clearances around Boiler & HVAC Equipment
 Check Temperature & Pressure Readings. Record on Log Book
 Check for Error Codes
 Check Flame Color & Consistency
 Pumps/Belt/ Pulleys ‐ Visual Inspection

Weekly / Monthly Boiler Maintenance Tasks:

 Check Low Water Cut‐off for proper operation
 Operation of valves
 Check Motors for proper operation & sound
 Gauge Glass Condition & Condition of Water
 Lubricate Pumps (If able)
 Check Glycol Level
 Check Filters & Strainers. Clean and/or replace if necessary.
 Check Condition & operation of Relief Valves

Semi – Annual Boiler Tasks:

 All Monthly Boiler Maintenance Tasks PLUS the following:
 Remove and inspect the low water cut‐off and its interconnecting piping.
 Pay close attention to the condition of the head assembly’s wiring and switches.
 Check the pump alignment on all the base‐mounted pumps in the boiler room.

24 Brian W. Moore, P.E., 2020 the Hartford Steam Boiler Inspection and Insurance Company. All rights reserved

Page 80 of 102
Annual Maintenance Boiler Tasks:
 Shut Down
 Inspection of Tubes,
 Check Boiler Insulation for degradation
 Check Condition of Heat Exchanger
 Check all valves for Corrosion and proper functioning
 Check operation of Igniter/Sensors
 Check Burner Assembly for wear, holes corrosion etc.
 Check Relief Valves for corrosion & proper functioning
 Check All Boiler Controls & Controllers
 On the control panel, ensure that all of the electrical connections are tight
 Chimneys & Vents
 Check Zone Valves on Radiant Heating
 Check all Radiators for Corrosion and proper functioning
 Check and/or Replace Glycol and water treatment – PH Levels
 Check the safety valve to make sure there is no sign of leakage.
 Inspect additional accessories that may be part of the boiler system

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Sample Boiler / Heating Checklist:

Building - Heating Checklist

Date: Facility:
Name: Community:
Confirm specific item with the Choose one Where is the unsatisfactory component
description. Leave section blank if If unsatisfactory, describe problem(s)
Satisfactory Unsatisfactory located in the school building?
the item does not exist.

Boiler Systems

Forced Air Furnaces

Re-Heat coils

Radiant Tube heaters

Heating Coils

Burners

Pressure Gauges

Zone Valves

Radiators

Glycol Testing

Circulating Pumps

Soot Collection / Cleaning

Exhaust Flue / Chimney

Fuel Tanks / Lines

Isolation Valves

Fuel Filters / Condensate

Traps

Switches / Controls

Tag-out / Lock-out

Other:

General Remarks:

Page 82 of 102
Other Boiler – HVAC Related Equipment:

Other equipment/components that are required and related to a Boiler Heating System
include:
 Thermostat
 Expansion Tanks
 Pumps
 Motors
 Compressors
 Ducting/Venting
 Air Handling Units

Thermostats:

A properly functioning Thermostat is probably one of the most important but often
overlooked items in HVAC Maintenance and Repair.

Thermostats are key to providing proper heat and cooling to various areas of the facility.
Older style “Mercury” switch thermostats and other “standard” dial or slide thermostats
should be replaced with Programmable and preferably a “locking” type thermostat.

Programmable Thermostat will provide energy efficiency by programming the required

hours and days to provide the optimum heating and cooling temperatures during occupied
and unoccupied times and days.

A “Locking” style of Thermostat will prevent unauthorized people from changing set
temperatures and hours of operation. It is recommended that if heating is set at 21°C then
cooling should be at 25°C. This 4°C range is referred to as “Deadband”.

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Smart Thermostats such as the Honeywell RTH9580WF provide remote access capabilities
through Wi-Fi connection.

Not only can the temperature be adjusted from remote locations, through the Honeywell
Total Connect Comfort program and app, heating/cooling schedules can be changed,
outdoor air temperature can be viewed and an override condition to current schedules can
be created to accommodate unscheduled events and activities in a building. Other remote
features are also available. Such as current status, occupancy mode, fan operation, and
various fault codes of HVAC equipment. Additional or modification of current thermostat
wiring may be required for proper operation.

Expansion Tanks:

An expansion tank in a Boiler System handles the thermal expansion of water as it heats up
and provides the excess water and water pressure from thermal expansion a place to go.

Air pressure is required inside the tank to absorb the pressure from
the boiler water entering the tank. When water heats up it expands
and needs some place to go and that safe place is an expansion tank.

Preventative Maintenance on Expansions tanks involves visual inspections of leaks,

corrosion on fittings and water visible in the site glass if provided and proper operation and
condition of the relief valve. Lack of water in the site glass may indicate further boiler
problems.
As well, an expansion tank, if properly sized, should only be about half full of water. Tapping

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on the top of the tank will indicate how full the tank is.

Also, the difference of the water temperature in an expansion tank should cause the sides
of the tank to feel warmer on the bottom of the tank than on the top of the tank.

Any major repairs or replacement of an expansion tank should be performed by a

professional HVAC service company.

Pumps:

Circulating pumps in a closed loop Boiler system moves the hot water from the Boiler
throughout the piping and loops in a building to heating components such as radiators,
baseboard heaters and other type of heating components.

Basic Preventative Maintenance Tasks for Circulating Pumps

 OBSERVE – Check pump and area around the pump for any noticeable leaks or
stains.
 LISTEN ‐ Check for unusual noises that would indicate bearing wear, cavitation
(bubbles or air pockets), and other problems.
 CLEAN – Keep pumps clean from dust, dirt and debris by cleaning or using
compressed air.
 ALIGNMENT – Ensure pump is properly aligned into place and has not shifted due
to wear or running
 COUPLINGS & FITTINGS – Ensure all couplings and fittings associated with the pump
are tight and in good condition.

Motors:

Motors drive critical components of an HVAC System such as fans, Air Handlers, blowers
and pumps.

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Most motors used in the past are traditional single speed, on or off, AC motors.
However, VFD (Variable Frequency Drive) motor controllers are now being utilized for more
HVAC applications such as pump and fan motors.

Variable Frequency (VFD) motor controllers, as the name suggests, have the advantage of
reducing and adjusting speed according to load and demand.

It is estimated that the use of VFD controllers can save approximately 50‐60% in energy
costs over traditional AC single speed motors.

Basic Preventative Maintenance Tasks for Motors

 OBSERVE – Check motor and area around the pump for any noticeable leaks
 LISTEN ‐ Check for unusual noises that would indicate bearing wear, other
problems.
 CLEAN – Keep motors clean from dust, dirt and debris by cleaning or using
compressed air.
 ALIGNMENT – Ensure motor is properly aligned into place and secure and has
not shifted due to wear or running
 FITTINGS – Ensure all and fittings associated with the motor are tight and in
good condition especially the pulley.
 LUBRICATE – Some motors have an access hole for oil. Lubricate motor with
recommended oil.

Compressors:

NOTE: ALL COMPRESSORS SHOULD HAVE PROPER GAURDS INSTALLED OVER ALL
MOVING PARTS SUCH AS MOTORS, PULLEYS & BELTS.

Compressors are used in HVAC systems for HVAC pneumatic controls and related devices.

Reciprocating/piston air compressors are

complex machines with many moving parts. Regular
maintenance is essential for ensuring all compressor
parts and components function at peak efficiency as
well as for preventing wear that can ultimately lead
to premature failure. The following tips can serve as
guide for safe, reliable and economical reciprocating

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compressor operation and maintenance.

Keeping the Compressor Clean:

Excess dirt and debris is a major cause of premature compressor failure. Compressor
operators play an important role in the preventive maintenance process by watching for
the accumulation of dirt during use and removing it as quickly as possible.

Minimizing Vibrations:

Vibration is a common issue that can lead to

reciprocating compressor failure. Vibration is
typically a result of the compressor not being
properly secured. Constant vibration will
eventually cause compressor parts and
components to loosen, leading to parts
misalignment, excessive wear on the bearings
and other more serious mechanical
problems.

Proper Piston Compressor Lubrication:

The failure to properly lubricate a piston compressor will lead to the development of
friction that causes parts to wear down. In general, piston compressor lubrication entails
the compressor frame, which includes the connecting rod, crosshead, motor and main
bearings. It also encompasses the cylinders, including the valves, compression rings, rider
bands and packing.

Piston Compressor Oil Maintenance:

When to add or change reciprocating air compressor oil will depend on factors such as the
model type and operating conditions. In general, manufacturers recommend changing the
oil on a quarterly basis, but more often with greater use. The operator should also regularly
monitor the fluid level and add oil as necessary.25

25
All Above Maintenance Information Courtesy of Quincy - Reciprocating Compressors Oil and Maintenance,
Quincy Compressors https://www.quincycompressor.com/products/reciprocating-piston/oil/

Page 87 of 102
Basic Preventative Maintenance Tasks for Compressors

NOTE: COMPRESSORS HAVE MOVING PARTS. BEFORE ATTEMPTING ANY

MAINTENANCE ON AIR COMPRESSORS ENSURE THAT POWER TO THE UNIT IS
DISCONNECTED AND THAT LOCK OUT/TAG OUT PROCEDURES ARE IN PLACE.

 OBSERVE – Check compressor and other areas for any noticeable air
and other leaks and loose components
 LISTEN - Check for unusual noises that would indicate wear, loose
belts or other problems.
 CLEAN – Clean off grease, dust, dirt and debris
 INSPECT - Electrical wiring, Filters, Condition of belt and guarding.
 LUBRICATE - Check the oil level (if your machine is oil lubricated).

Ducting and Venting:

Buildings and Facilities have an enormous amount of ducting and venting to provide
distribution of heated and cooled air throughout a facility.

However, ducting and venting are often overlooked in Building Maintenance and
Preventative Maintenance.

Air ducts and vents may also house other HVAC components such as dampers, fans and
VAV boxes. VAV or Variable Air Volume boxes are placed inside ducts and vents in order to
control the volume of air flowing to different areas of a facility.

Dampers are plates that open and close and are controlled pneumatically or by electronic
means. Dampers can restrict or open the flow of air ducting, vents and to VAV boxes.

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Basic Preventative Maintenance Tasks for Ducting & Venting

 OBSERVE – Check ducts and vents (where possible) for breaks at joints, cracks and
secure and sealed taping,
 LISTEN - Check for unusual noises coming from vents that would indicate other
HVAC problems.
CLEAN – Cleaning of ducts and vents are often overlooked. Vents
periodically need to be cleaned especially on top of open ducts and
vents and inside ducting and vents. Clean vents are important to IAQ,
and also reduces the risks of fire occurring inside venting and ducting.
Vents and ducts that are not cleaned inside on a regular basis can be a
source of mold and other indoor air contaminants. Noticeable odors
coming from ducts and vents clearly indicate that mold or other
contaminants are present.
Furnaces:

Forced air furnaces are a common form of

heating in smaller facilities or selected areas
of larger building.

Forced air furnaces in the past were relatively

simple and had very few parts such as, a gas
valve, burner assembly, motor & blower
assembly and a filter. These older style
furnaces were also not very fuel efficient.

Forced air furnaces today are now High

Efficient, with efficiency ratings around 95%.
However, the high efficiency may demand a
greater level of service and service with some
additional costs.

For example, a main component in all High

Efficient Furnaces is the control main circuit
board. The cost of a circuit board alone could
be around $250.00.26

26 The Spruce - https://www.thespruce.com/high-efficiency-condensing-

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 One estimate of supply and installation of a main
board through an HVAC Service Company is between
$600.00 - $1,800.00.

Other parts in a high efficiency furnace include,

blower or draft inducer motors, electronic ignition
module and a filter.

Most blowers or draft inducers motors on High

Efficient Furnace run at variable speed depending on
the load.

The filter on all types of furnaces is probably the most important, but often the most
overlooked replacement part in preventative maintenance.

Furnace filters need to be replaced regular and the frequency depends on the demand and
area of service. Dirty or dusty locations require more frequent replacement.

High quality pleated furnace filters are recommended in order to provide the optimum
filtering capability and extended lifespan.

It is recommended that the size and preferred type and filter number be recorded in a
visible place adjacent to the furnace in order to provide consistency in replacement.

Basic Preventative Maintenance Tasks for Forced Air Furnaces:

NOTE: BEFORE ATTEMPTING ANY INTERNAL SERVICE

ON FORCED AIR FURNACES ENSURE THAT ALL
POWER TO THE FURNACE IS TURNED OFF.
LISTEN ‐ Check for unusual noises or that
would indicate bearing wear, other problems
Remove doors or cover. Often there is a top
and bottom door.
OBSERVE – Check floor and under and around
furnace for water leaks.
OBSERVE – Check inside furnace for any

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Standing water, loose or missing parts
 REPLACE – Furnace filter with high quality filter.
 CHECK – If a humidifier is connected to the furnace, examine humidifier area and
filter for scaling and blockage of ports. Replace or clean humidifier filter if heavy
scaling is visible.
Air Conditioning:

Packaged Rooftop Units (RTU):

A common form to provide Air Conditioning

to a small to large size commercial building is
through a packaged Rooftop Air Conditioning
(AC) unit.

These units are self-contained and unlike a

split-system AC unit found in homes, do not
require any additional components, except
venting, to operate.

The basic components of a packaged roof top

unit include: air filters and inlet screen filters,
fan housing and motor, belts, coils, blowers
and motors.

RTU’s are rated in Tons, which is the cooling

capacity of the Air Conditioning system.

It is recommended that RTU’s be inspected and serviced quarterly. Location and demand
may require more frequent service.

Basic Preventative Maintenance Tasks for Packaged Roof Top Units (RTU):

NOTE: ROOFTOP UNITS CONTAIN FAST MOVING ROTARY PARTS. BEFORE

ATTEMPTING ANY SERVICE ENSURE THAT ALL POWER TO THE FURNACE IS
TURNED OFF AND LOCKOUT/TAG PROCEDURES ARE FOLLOWED.

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Belts according to manufacturer’s recommendations.
 LISTEN ‐ Check for unusual noises or that would indicate bearing wear, other
problems
 POWER OFF: Turn power off. Use lockout/tag out.
 OPEN or Remove Doors or Cover
 OBSERVE – Check floor inside and under for leaks.
 INSPECT ‐ Condition of belts, motor, pulleys, fans, and especially coils
 REPLACE – Filters with high quality filters.

 REPLACE – Belts if worn or frayed. Tighten according to manufacturer’s

recommendations.
 INSPECT – Fan, motor and housing for dirt build up cracks and corrosion
 and wear
 INSPECT & CHECK - Condition of wiring. Make sure all wires are tight.
 CLEAN – Coils, motor, housing, fan, inside unit, air intake and outlet.
 CLEAN – Drainage area inside RTU. Ensure dirt and debris are removed
 LUBRICATE – Motor bearing every six months (if possible)
 CHECK – If qualified and equipped, check refrigerant pressure during operation of
the RTU.
 REPLACE – All panels removed and tightened all necessary screw to secure panels.
 COMB & CLEAN – Coil fins if damaged by weather or other means.

Air Handling Unit (AHU):

An Air Handling Unit (AHU) is used to re-

condition and circulate air as part of a
heating, ventilating and air- conditioning
system.
The basic function of the AHU is to take in
outside air, re- condition it and supply it as

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fresh air to a building. All exhaust air is
removed, which creates an acceptable indoor
air quality. Depending on the required
temperature of the re-conditioned air, the
fresh air is either heated by a recovery unit or
heating coil, or cooled by a cooling coil.27

An AHU is usually located on top of a roof. For more optimum air flow and greater
efficiency, often multiple AHU’s are preferred for a building instead of one large AHU.

Basic Preventative Maintenance Tasks for Air Handling Units:

NOTE: Air handling units have moving parts. Before attempting any maintenance
on AHU’s ensure that power to the unit is disconnected and that lock out/tag out
procedures are in place.
 OBSERVE – Check AHU and area around AHU for any noticeable leaks and
vibration problems.
 LISTEN ‐ Check for unusual noises that would indicate bearing wear, other
problems.
 CLEAN – Keep AHU clean from dust, dirt and debris.
 CLEAN – Clean coils and drain pan, Fan housing and Fan Blades
 ALIGNMENT & TENSION – Check the condition and alignment of belts. Replace
belts regularly – before they fail.
 CHECK – CLEAN and preferably REPLACE ALL FILTERS
 LUBRICATE – Some motors have an access hole for oil. Lubricate motor with and
other moving parts recommended oil.

27 Grundfos - https://www.grundfos.com/service-support/encyclopedia-search/air-handling-unitahu.html

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Page 94 of 102
JANITORIAL SERVICES
In any facility, detailed, well planned and thorough janitorial services are crucial to a
healthy and sanitary environment for all building occupants.
Janitorial services include cleaning schedules of all areas of a facility based on daily,
weekly, monthly and other frequencies.

Janitorial tasks and cleaning schedules are essential in order to maintain a respectable
standard and high level of cleanliness in each area of a facility.

In performing Janitorial Services, it is important to know the difference between cleaning,

disinfecting and sanitizing:

Cleaning removes germs, dirt, and impurities from surfaces or objects. Cleaning
works by using soap (or detergent) and water to physically remove germs from
surfaces. This process does not necessarily kill germs, but by removing them, it
lowers their numbers and the risk of spreading infection.

Disinfecting kills germs on surfaces or objects. Disinfecting works by using

chemicals to kill germs on surfaces or objects. This process does not necessarily
clean dirty surfaces or remove germs, but by killing germs on a surface after
cleaning, it can further lower the risk of spreading infection.

Sanitizing lowers the number of germs on surfaces or objects to a safe level, as

judged by public health standards or requirements. This process works by either
cleaning or disinfecting surfaces or objects to lower the risk of spreading
infection.28

The frequency for cleaning of any surface is dependent on where the surface is located
and the frequency of use. Clean and disinfect surfaces and objects that are touched often.

According to the Centers for Disease Control and Prevention, a guideline to follow is as
below:

“Typically, this means daily sanitizing surfaces and objects that are touched often, such as
desks, countertops, doorknobs, computer keyboards, hands-on learning items, faucet
handles, phones, and toys. Some schools may also require daily disinfecting these items.
Standard procedures often call for disinfecting specific areas of the school, like bathrooms.

Immediately clean surfaces and objects that are visibly soiled. If surfaces or objects are

28 Centers for Disease Control and Prevention: https://www.cdc.gov/flu/school/cleaning.htm

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 soiled with body fluids or blood, use gloves and other standard precautions to avoid
coming into contact with the fluid. Remove the spill, and then clean and disinfect the
surface.”29

In order to provide an acceptable level of janitorial service for any facility, the appropriate
and necessary cleaning equipment and supplies are required.

Typical Janitorial equipment and supplies include, but not limited to:

 Floor mops standard or microfiber and dustpans

 Wet mops and Bucket/ringer
 Good Quality Commercial Vacuum
 Janitorial caddy or cart
 Floor Scrubbers
 Microfiber cloths
 Sponges
 Toilet brush
 Good Quality Protective Gloves
 Cleaning tasks chart
 MSDS Sheets (Material Safety Data Sheets) for all chemicals.
 Good quality environmentally friendly cleaning solutions/products
 Replacement receptacle liners

T500 / T500e Walk-Behind Floor Scrubbers | Tennant

In most commercial facilities, the main cleaning activities take place in the late afternoon
or evening.

However, all supplies and equipment need to be readily available for any incident that

29 Centers for Disease Control and Prevention: https://www.cdc.gov/flu/school/cleaning.htm

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happens at any time during the day.
In using any cleaning chemical, always follow label directions for use or mixing on
cleaning products and disinfectants. Always ensure that any safety warnings on labels are
followed.

Washrooms should always receive daily priority attention and should be inspected often
for sufficient supplies and cleanliness especially around toilets, urinals and sinks.

It is vitally important to keep all high traffic areas free from slip and trip hazards such as
wet floors when cleaning or in the winter, or extension cords when operating equipment.

Warning signs and cones must be used in areas and condition that may cause injury to
building occupants.

Along with floors, fixtures including light fixtures and door handles or any other horizontal
surface should receive dusting and cleaning.

An area that is often overlooked in janitorial service is high cleaning or high dusting. High
dusting is the cleaning of areas that are normally difficult to clean because of their height
such as vents, piping, and ceiling. High dusting is often referred to areas above 16’ high.
Special equipment and training is important when performing high dusting services.

Finally, all janitorial supplies and equipment should be kept in a neat, well organized
cupboard or room.

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Note on Handling Human Waste:

If any human waste must be handled or disposed of, please note the following:
 Always wear proper PPE, rubber gloves, mask or face shield.
 Wash hands with soap and water immediately after handling human waste or
sewage.
 Avoid touching face, mouth, eyes, nose, or open sores and cuts while handling
human waste or sewage.
 After handling human waste or sewage, wash your hands with soap and water
before eating or drinking.
 After handling human waste or sewage, wash your hands with soap and water
before and after using the toilet.
 Before eating, removed soiled work clothes and eat in designated areas away
from human waste and sewage-handling activities.
 Do not smoke or chew tobacco or gum while handling human waste or sewage.
 Keep open sores, cuts, and wounds covered with clean, dry bandages.30

Janitorial Tasks are Usually Grouped into, Daily, Weekly, Monthly, Semi-Annual or Annual
and Periodic Tasks. Daily Janitorial Tasks Include:
 Empty waste bins, wash as needed and add new liners
 Vacuuming all floor areas
 Mop, clean or vacuum all floor surfaces
 Clean all glass surfaces
 Damp-wipe hard surfaces with mild disinfectant
 Clean walls and painted surfaces as needed
 Wipe down door handles, light switches and baseboards
 Sanitize and clean all basins, toilets, doors and fixtures in washroom
 Refill soap dispensers, toilet paper and personal hygiene products.

30 Centers for Disease Control and Prevention: https://www.cdc.gov/flu/school/cleaning.htm

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Sample Janitorial Checklist:

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Sample Janitorial Checklist: Page 2

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