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Chartered Institute of Building Services Engineers - Knowledege Series
31
Making buildings work CIBSE Knowledge Series: KS5 Author John Armstrong Editors Justin Roebuck Ken Butcher
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Page 1: CIBSE - KS5 - Making Buildings Work

Making buildings work

CIBSE Knowledge Series: KS5

Author John Armstrong

EditorsJustin RoebuckKen Butcher

Page 2: CIBSE - KS5 - Making Buildings Work

The rights of publication or translation are reserved.

No part of this publication may be reproduced, stored in a retrieval system or transmittedin any form or by any means without the prior permission of the Institution.

© November 2005 The Chartered Institution of Building Services Engineers London

Registered charity number 278104

ISBN-10: 1-903287-64-2ISBN-13: 978-1-903287-64-4

This document is based on the best knowledge available at the time of publication.However no responsibility of any kind for any injury, death, loss, damage or delay howevercaused resulting from the use of these recommendations can be accepted by theChartered Institution of Building Services Engineers, the authors or others involved in itspublication. In adopting these recommendations for use each adopter by doing so agrees toaccept full responsibility for any personal injury, death, loss, damage or delay arising out ofor in connection with their use by or on behalf of such adopter irrespective of the cause orreason therefore and agrees to defend, indemnify and hold harmless the CharteredInstitution of Building Services Engineers, the authors and others involved in theirpublication from any and all liability arising out of or in connection with such use asaforesaid and irrespective of any negligence on the part of those indemnified.

Typeset by CIBSE Publications

Printed in Great Britain by Latimer Trend & Co. Ltd., Plymouth PL6 7PY

Page 3: CIBSE - KS5 - Making Buildings Work

Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Managing building services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2Defining the problem . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3Overview of comfort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Roles and responsibilities of property operators . . . . . . . . . . . . . . . . . .5Risk management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Condition surveys — identifying the current situation . . . . . . . . . . . . .7Issues to consider in preparing condition surveys . . . . . . . . . . . . . . . . . . . . .8

The fault finding process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Fault finding procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Fault finding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Performance monitoring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Building log books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Sustainability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Appendix 1: Comfort criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Appendix 2: Potential problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Appendix 3: Energy efficiency checklist . . . . . . . . . . . . . . . . . . . . . . . .21

References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Bibliography . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Note from the publisherThis publication is primarily intended to provide guidance to those responsible forthe design, installation, commissioning, operation and maintenance of buildingservices. It is not intended to be exhaustive or definitive and it will be necessary forusers of the guidance given to exercise their own professional judgement whendeciding whether to abide by or depart from it.

Page 4: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work

IntroductionOccupants of buildings are becoming more conscious and critical of thequality of their living and working environments which in general areprovided by the engineering services. Some causes of indoor environmentproblems can be identified such as poor air quality, defective air infiltration,and inadequate maintenance. Problems can also arise when the client changestheir engineering services requirements from those originally specified,designed and installed.

The role of the facilities manager in ensuring that a safe and comfortableindoor environment is provided to the building occupants is becoming anincreasingly onerous responsibility. This will include maintaining the value ofthe engineering plant and equipment through cost effective maintenance andbeing aware of the importance of energy efficiency.

This guide is particularly aimed at facilities managers and others with day today responsibility for the operation and maintenance of the engineeringservices in buildings. It is intended to help identify roles and responsibilities,understand the term ‘comfort’, assess the condition of existing plant, providean overview of fault finding, address how to keep records and how tomonitor performance.

Various published guidance has been brought together to address possiblereasons why buildings do not appear to work, and provide constructive waysof identifying likely causes with appropriate remedial actions. It is intended tohelp those responsible for the engineering services to initiate investigationsand follow their progress.

1

Page 5: CIBSE - KS5 - Making Buildings Work

Managing building services

Effective and reliable operation of building services requires a managedmaintenance regime to be in place. This will entail a significant cost whichneeds to be budgeted and managed. A range of maintenance philosophies areavailable, the most common being planned preventive maintenance (PPM),see Figure 1.

A full description of different types of maintenance is given in CIBSE’s Guide toownership, operation and maintenance of building services(1). For more extensiveand complex systems, particularly where business continuity is essential, itmay be worth adopting a risk-based strategy to help focus work effort whereit is most required and beneficial, and also minimise maintenance expenditure.BSRIA BG 3/2004: Business focused maintenance(2) (which includes a CD-ROMwith risk assessment forms) is one example of this approach, though otherproprietary computer-based systems are also available.

Operation and maintenance of specific building services such as lifts, pressurevessels, fire protection systems and gas fired heating equipment, will involvecompliance with statutory regulations, and failure to do this can mean thefacilities manager being at risk of fines or imprisonment.

The energy used by the engineering services will be a significant cost to thebusiness operation and also needs to be managed. Some 50% of UK energyconsumption is used within buildings and therefore facilities managers canhave a considerable impact on the overall UK energy saving programme.

CIBSE Knowledge Series — Making buildings work2

Conditionbased Opportunity Predetermined

Scheduled,continuouson request

Scheduled Immediateor deferred

Preventivemaintenance

Correctivemaintenance

Run tofailure

Afterfault

Maintenance

Unplanned

Beforefault

Planned

Figure 1: Overview of planned andunplanned maintenance

Health and safetycompliance

Optimumresourcing

Operational efficiency

Improvements

Accountability

Cost savings

Transparencyand control

BFM

Figure 2: Summary of benefits of businessfocused maintenance (BFM)

Page 6: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work

Defining the problem

Problems occur and develop in the operation and functioning of a building’sengineering services for a number of reasons. These can include:

— changing client requirements

— client expectations not being achievable within the capacity of theexisting plant

— inadequate commissioning of engineering plant and equipment

— poor information about operation of the installed plant and systems

— controls needing to be set up correctly

— unsatisfactory design

— unsatisfactory installation

— unsatisfactory equipment selection

— shorter than expected plant life

— non-availability of spare parts

— poor quality and standard of maintenance

— operator abuse

— lack of understanding of the engineering services function andoperation by the building occupants

— unsatisfactory part load performance of plant

— modifications and changes to original plant and systems

— delivery capacity of utilities.

Identifying the specific problem, the cause of it and the most appropriatesolution is often not a straightforward process. Facilities managers (FMs) areoften the first point of complaint for the building occupants when they areunhappy about the indoor environment, but the FM may lack the technicalexpertise required to investigate problems.

3

Poor state of equipment/inadequate maintenance

Potential problem areas

Poor control settings and/oroperator misuse

Changing clientrequirements or

expectations

Unsuitability of design or installation

Figure 3: Identifying the problem area

Maintaining the building

Provide detailed inventory of plant andequipment (the Asset Register)

Determine and establish maintenancestrategy

Ensure statutory compliance

Procure FM package

Monitor performance

Establish interface with building clients

Manage expectations of buildingoccupants

Page 7: CIBSE - KS5 - Making Buildings Work

Overview of comfort

Comfort can be defined as the condition of mind that expresses satisfactionwith the environment. The indoor environment should be designed andcontrolled so that occupants’ comfort and health are assured. Environmentalfactors include thermal, visual and acoustic conditions, indoor air quality,electromagnetic fields, and static electricity. Criteria for these conditions havebeen established as design guidance and published in CIBSE Guide A:Environmental design(3). A summary of some of this information is provided inAppendix 1.

CIBSE Knowledge Series — Making buildings work4

A healthy environment

Good health is defined by the WorldHealth Organisation as ‘a state ofcomplete physical, mental and social well-being, not merely the absence ofdisease and infirmity.’ This indicates thatthe indoor environment should bemanaged to promote health, not merelyto avoid illness.

3 Action plan

1 Information and data collection

4 Monitor results

2 Understanding current position

Check plannedresults are achieved

Implement proposed

actions

Are therealternatives?

How can thisbe improved

Is this happening?

What shouldbe achieved?

What informationdo we need?

What iscurrent

position?

Continuousimprovement

Figure 4: A strategy for achieving andmaintaining comfort conditions(6)

Page 8: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work

Roles and responsibilities of property operators

In 1995 CIBSE began a series of studies into the performance of completedbuildings, the results of which were published in the Building Services Journal asthe PROBE Studies(4). These studies were the first detailed and publishedmethodical assessments of both large and small buildings which addressedperformance against the original design. They included questionnaires enablingbuilding occupants to record their views of the environments in which theyworked.

Property operators have a duty of care to the occupants of their buildings toprovide a safe and healthy indoor environment. Results of research from thePROBE studies indicate that where the building occupants perceive theirenvironment to be healthy, there is a causal relationship with improvedproductive capacity. The studies reported a perceived productivity differenceof up to 25% between comfortable and uncomfortable staff.

Property operators need to be aware of their legal and statutory responsibilitiesto ensure the engineering services are safe and adequately maintained, whichincludes having comprehensive and up to date records that this has beenachieved. A summary of applicable legislation is provided in CIBSE KnowledgeSeries KS02: Managing your building services(5).

There may in addition be requirements under the terms of occupation of abuilding to carry out maintenance. This can also help to protect the value of aproperty as an investment. Building owners and operators have a need tocontrol the security of supply of electricity and other sources of energy andother utilities (e.g. water) to ensure the building can function. This can formpart of the maintenance strategy.

Performance monitoring will help ensure the objectives of the strategy arebeing achieved, which can extend to energy being used efficiently andeffectively. BSRIA Application Guide AG 13/2000: Toolkit for building operationaudits(6) provides a means of auditing the performance of a maintenanceservice provider, see Figure 4.

Risk management

Risk management is now a key element in building operation requiring wellthought out written assessments which highlight risks and the measures inplace to address them. Risk can be defined as the likelihood and consequenceof failure. The built environment relies to a large extent on the buildingservices engineering installations. The risks associated with these installationshave to be assessed at all stages to ensure they are acceptable within theoverall requirements, statutory obligations and good practice.

5

PROBE studies — an example

One example of the results of the PROBE studies was that initial over-estimation of system loads duringdesign results in plant over-sizing whichin turn can cause problems of poorsystem operation and localiseddiscomfort for building occupants.

Defining risk

Risk can be defined as the likelihood andconsequence of failure

Page 9: CIBSE - KS5 - Making Buildings Work

This means there is a need for regular inspection and maintenance to providea measure of certainty that the plant and services will operate safely andreliably, as and when needed. In the past, failure to carry out this essentialfunction has resulted in instances of severe injury or even loss of life.

The potential impacts of an unsatisfactory indoor environment could include:

— reduced productive capacity of the occupants

— health concerns of the occupants

— continuous complaints about the indoor environment from the buildingoccupants

— risk of contravention of statutory requirements resulting in fines orimprisonment

— reduced engineering plant life expectancy due to lack of maintenanceand poor operation

— increased operating costs due to high energy bills through inefficientoperation

— contravention of terms of building occupancy putting right ofoccupation at risk

— business risk due to unreliable availability of engineering services.

CIBSE Knowledge Series — Making buildings work6

Likelihood

0

2

2

4

4

6

6

8

8

10

10

Reduce risk as economically practicable

Tolerable risk

Unacceptable risk

Co

nse

qu

ence

Figure 5: Risk assessment

Page 10: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work

Condition surveys — identifying the current situation

Condition surveys provide a subjective assessment of the present condition of individual components or complete systems. Ideally they will provideinformation on both short term and long term maintenance needs. They area valuable tool when setting priority objectives and when planning short termexpenditure, they are also beneficial when justifying longer term investmentproposals. In the absence of any other detailed listing of the plant andequipment within the property, they provide an opportunity for suchinformation to be collected and assembled in a consistent format.

The specification of the condition survey is particularly important. This includesidentifying priorities, risk areas, and the practicalities of the survey, as well asdetails of why the survey is required. Legislation compliance should be included.

Condition ratings are simpler than individual descriptions, examples are givenin Table 1.

The frequency of updating condition surveys will be influenced by the sizeand complexity of the property.

7

Condition Action required

1 Hazardous

2 Bad

3 Partly bad

4 Poor

5 Reasonable

6 Good

Requires urgent attention; imminent closure of building;presents a danger if left unattended

While not dangerous must receive a high priority because of itsbad state

Affected parts only should receive a high priority

Whilst unsatisfactory, represents no immediate risk of failure.Replacement or repair should be considered in near future

Satisfactory; operating as intended. Routine maintenance onlyrequired. Review at next opportunity

As new and requires no remedial action

Table 1: Condition rating classificationfrom condition survey

Page 11: CIBSE - KS5 - Making Buildings Work

Issues to consider in preparing condition surveys

— Select suitably experienced people to be responsible for the inspectionsand collation of data, capable of making accurate judgements of presentcondition, period to next maintenance, life expectancy, and cost of works.

— Adequately resource the individual specialisms of building fabric,mechanical and electrical services.

— Ensure all surveyors and engineers fully understand the client'smaintenance policy in respect of its impact on standards, periodsbetween maintenance, etc.

— Ensure access is provided to all areas and where necessary providespecial facilities for inspection purposes.

— Ascertain the likely effect on the use of buildings during anyinvestigative work.

— Identify any testing or opening-up to be carried out as part of thesurvey at an early date.

— Capture information in an identical (or at least similar) format.

— Any proforma used for the survey should be designed to match anyasset list relating to the building and to minimise inputting time andlikelihood of errors.

— Ensure the proforma contains a list of elemental headings to allowconsistency and minimise the chances of sections being overlooked.

— Ensure the proforma identifies the life expectancy of each element.

— Include foreseeable issues such as disabled access, fire precautions,health and safety measures, etc., within the data capture.

The survey should assess for each engineering system or item of plant(dependant on the level of detail required) the current state, for example asdefined in Table 1 above, whether it is performing to the originalspecification, whether it is achieving the expectations of the building operator,and the likely remaining life in terms of reliable operation. Information on theexpected life of building services plant is provided in the CIBSE’s Guide toownership, operation and maintenance of building services(1). The business riskassociated with different engineering services can also be incorporated intothe survey process to allow a business focused approach to be developed.

CIBSE Knowledge Series — Making buildings work8

Page 12: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work

The fault finding process

Fault finding procedures

Although ‘competent’ personnel will be aware of potential dangers, thefollowing reiterates general advice on performing investigations safely:

— Switch off plant before investigating.

— Isolate electrical supplies before opening control panels.

— Do not remove covers or guards whilst plant is operating.

— Be aware that automatic plant may start without warning.

— Do not introduce chemicals into ventilation system air streams.

— Be aware of chemicals and gases that are potentially hazardous tohealth, e.g. water treatment, refrigerants, boiler emissions.

— Be aware that piped systems may contain gases, vapours and fluids athigh pressure or temperature.

— Be aware of potentially inflammable materials, e.g. natural gas, oil.

Before beginning an investigation, it may be possible to establish where the investigation should be concentrated. There are four importantconsiderations:

— Recent changes: an important initial check is to determine whetherplant and systems have been worked on recently, for example due toroutine maintenance. It is possible that valves, dampers, isolators,circuit breakers or controls have been left in the incorrect position orcondition. If a building or particular services have been used in anunusual mode of operation such as overnight or during a weekend, it ispossible that the controls have been modified and not reset.

— Areas affected: if the problem is not due to recent changes, theaffected areas within the building should be established. Three optionsshould be considered:

— global: problem affects the whole building

— circuit specific: problem confined to an area supplied by aparticular system (e.g. heating)

— zone specific: problem confined to zone served by dedicatedplant or system (e.g. controlled heating or cooling zone)

9

A note on health and safety

A competent person is one who, byvirtue of training and experience, canperform specified tasks satisfactorily andsafely (BS 3811:1993: Glossary of terms interotechnology)

Any person undertaking investigationsinto the cause of failure or malfunction of the engineering services within abuilding needs to be aware of the health and safety implications both tothemselves and to the occupants andusers of the building.

It is important that any investigative work is only undertaken within thecompetence of the person concerned and,once an initial investigation has beencompleted, appropriately trained andexperienced persons are used to carry outfurther detailed investigations should thesebe judged to be necessary.

Page 13: CIBSE - KS5 - Making Buildings Work

— Pattern of complaints: it should be noted whether complaints oroccupant perceptions follow a particular pattern. If there is only onecomplaint, it is likely to be caused by a sudden change, such as a planttrip. If the symptoms occur at a particular time or day, the investigationscould initially address the controls and their settings.

— Range of complaints: it may be possible to focus an investigationfurther if there is more than one occupant complaint, since differentcomplaints can have different causes.

Fault finding

Fault finding is the process following failure where faults are traced andrectified. Failure is the manifestation of something not operating correctly, i.e.the termination of the ability of an item to perform a required function (BS 3811). A fault is the immediate reason for failure occurring (e.g. a blownfuse), which may not be the ultimate cause. The methods of undertaking faultfinding should be based on a logical, methodical approach.

Causes of faults may be traced to several possibilities such as incorrectinstallation, misuse of equipment, physical damage (e.g. due to changes fromspecified environmental conditions), inadequate maintenance, corrosion,normal wear and tear. The following steps provide a basic framework withinwhich fault finding can take place logically.

Practical questions associated with each of these steps are set out in Table 3.

CIBSE Knowledge Series — Making buildings work10

The collection and examination of all available evidence aboutthe characteristics and effects of a fault

Careful consideration and inspection of the equipment at fault,taking account of the fault symptoms and establishing anycause/effect relationships

All necessary testing and methods of interpreting results to locate the fault and verify that it relates to the originalsymptom

Diagnosing the fault to determine its cause

Deciding on the appropriate action to cure the fault, e.g. repair or replace components or complete systems

Ensuring the system is fully operational once the fault has been rectified

Step 1System analysis

Step 2Equipment inspection

Step 3Fault location

Step 4Fault cause

Step 5Rectification

Step 6Check performance

Table 2: Summary of the basic steps infault finding

Figure 6:Fault finding overview

Possible cause Possible cause

Possible cause Possible cause

Fault

Symptoms, manifestationsof failure

Failure

True cause

Page 14: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work 11

Question available What happened? When? Under what circumstances? personnel How long has condition existed?

How long had the Was it switched on? Had it been equipment been running? on/off for a long period?

Did you note Any mains trip? Any audible or anything unusual? visual alarm? Erratic operation?

Were controls Anything abnormal about the operating normally? sequence of operation? Any

difficulty operating controls?

Observation Anything unusual Obvious signs of tampering? Panels to be seen? removed, cubicles opened? Hoses

disconnected or oil leaks? Fouling ofmoving parts? Cables broken, frayed or burnt?

Inspect control All indications normal? Power on? Tank level? Pressure? and monitoring Filters? Alarms and interlocks? equipment Printouts and displays? Control

settings?

Run equipment What happens/does Permanent condition? Intermittent not happen? condition? Fast/slow? What does it

indicate? Can it be reproduced? Effect on output? Hazardous? Likelyto cause damage? All conditions of operation?

Inspect equipment Continue observation Look for: disconnectedusing natural senses process plugs/sockets, incorrect control

settings, motor /pump running, signs of arcing, tripped circuit breakers, missing componentsTouch for: overheated components, indications of mechanical movement, vibrationListen for: unusual sounds, sounds of motion, audio outputsSmell for: burning, gas leaks, fluid leaks

Evaluate findings Do they eliminate or substantiate possible faults? Do they provide useful points to the fault area? Do they reinforce or contradict?

Step 1: System analysis

Action Key question Subsidiary question

Action Key question/action Commentary/relevant questions

Step 2: Equipment inspection

Table 3: The fault finding process

Page 15: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work12

Consider equipment How well does maintainer as a whole know equipment?

Is functional If yes, consult it. If no construct a documentation available? flow diagram showing perceived

operation to decide test strategy.

What is best way to tackle testing?

What test equipment is needed?

What test or performance parameters are expected and under what operating conditions?

Is a permit to work required?

What safety precautions need to be observed?

Conduct systematic Check at appropriate test pointstesting (use techniquesbest suited to system Compare results with expectedstructure) values and performance criteria

Isolate suspect stage and If replaceable unit, conduct look for underlying causes replacement procedure. If not

proceed to step 4

Detailed level Consult diagnostic documentation if investigation available, if not split into functional

blocks. Look for underlying cause

Obtain new part Ensure cause is investigated and and fit or repair preventive action takenas appropriate

Run equipment Plant should be run both If performance satisfactory, off load and on load. return to service.

Performance should be If performance unsatisfactory, checked against defined return to step 3.requirements

Action Key question/action Subsidiary question/action

Action Check Commentary/relevant questions

Step 4: Fault cause

Step 5: Rectification

Step 6: Check performance

Potential problems

Appendix 2 contains details of problemsthat may occur within buildings. Thesehave been taken from CIBSE Guide F:Energy efficiency in buildings(7) and otherreference sources to produce anoverview of problem areas with optionsfor resolving them. This is not intendedto be a comprehensive analysis.

Building operators may find it helpful, as asource of reference, to develop a buildingspecific list from their operationalexperience.

Action Check Commentary/relevant questions

Action Check Commentary/relevant questions

Step 3: Fault location

Room thermostatsenses temperature

Time clock operatespower supply

Room temp. above set point

Room temp.below set point

No action

Heat sourceactivated

Pump activated

Figure 7: Example of functional blockdiagram

Page 16: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work

Performance monitoring

Understanding how a building is performing by comparing site data againstrecognised indicators can be a valuable tool for assessing whether thebuilding has a fundamental problem.

Considerable energy performance data is available. CIBSE Guide F: Energyefficiency in buildings(7) contains overall energy benchmarks for a range ofbuilding types, listing both good practice and typical practice. Table 5 showsexamples of the data available. Since all buildings are provided with regularinvoices showing the energy used, based on meter readings, it is relativelystraightforward to make comparisons with published information. Benchmarkdata are also available from sources such as The Carbon Trust(www.thecarbontrust.co.uk) in the form of Energy Consumption Guides.

Published performance indicators relating to maintenance are less readilyavailable. BSRIA offers a subscription-based service called the Operation andMaintenance Benchmark Network, which collects data from the subscribingmembership and analyses them into performance indices. Full access to thisinformation is limited to the subscribing members but Table 4 provides anexample of the type of information available. Other organisations such as theBritish Institute of Facilities Management (BIFM) also provide benchmark data.

Building log books

To undertake any form of performance monitoring, suitable records need tobe kept. One way of achieving this is by using a building log book, a conceptidentified in the 2002 Building Regulations Part L. Under these Regulations,there is a requirement for the provision of information to enable users tooperate and maintain systems energy efficiently. (Requirements for inspectionand commissioning are set out in Part L sections 2.5–2.7. Compliance withCIBSE Commissioning Codes will be taken as compliance with L2). A report isrequired by a suitably qualified person to demonstrate work complies with L2.

Sections 3.1–3.2 of the 2002 Building Regulations Part L introduce arequirement for a ‘building log book’ giving details of the installed buildingservices plant and controls, their method of operation and maintenance anddetails that enable energy consumption to be monitored and controlled.

A building log book is also required where work is undertaken on existingbuildings, specifically the replacement of controlled services or fittings (i.e. heating, lighting, domestic hot water and air conditioning).

Log books should improve the understanding, management and operation ofbuildings, resulting in more sustainable buildings with lower running costs.

13

11 1.5–17

13 11–16

15 4–33.5

32 8–64

Offices

Universities

Museums

Pharmaceutical/manufacturing

Sector Maintenance cost(£ per m2 p.a.)

Cost Range

Table 4: BSRIA Sample maintenance costs (2005)

Figure 8: Annual maintenance costs fordifferent sectors (2005)

0

5

10

15

20

25

30

35

OfficesUniversities

Museums

Pharmaceutical/manufacturing

Mai

nten

ance

cos

ts (£

/m )2

40

Page 17: CIBSE - KS5 - Making Buildings Work

Building occupants should benefit as the information provided contributes toenhanced comfort, satisfaction and productivity. Building log books aim tosolve a number of problems in the building industry:

— to span the gap between design and operation

— to improve the facilities manager’s understanding of the design intent

— to enhance the commissioning and handover process

— to provide more concise and accessible information than thatcontained in operating and maintenance manuals

— to provide a vehicle for recording building alterations and performance

— to develop useful information to letting agents and developers at thepoint of sale/letting.

For more information and templates for log books see CIBSE TM31: Buildinglog book toolkit(8).

CIBSE Knowledge Series — Making buildings work14

Entertainment:Cinema 515 135 Gross floor areaTheatre 420 180 Gross floor area

Education:Primary 113 22 Gross floor areaSecondary 108 25 Gross floor area

HospitalTeaching 339 86 Heated floor areaAcute 422 74 Heated floor area

HotelHoliday 260 80 Treated floor areaLuxury 300 90 Treated floor area

OfficesAir conditioned — standard 97 128 Treated floor area— prestige 114 234 Treated floor area

Naturally ventilated — cellular 79 33 Treated floor area— open plan 79 54 Treated floor area

Good practice benchmark

Fossil fuels Electricity Basis of benchmarkBuilding type(kW·h/m2) (kW·h/m2)

Table 5: Energy benchmarks

Page 18: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work

Sustainability

Sustainability means meeting the needs of the present without compromisingthe ability of future generations to meet their own needs. This meansmeeting three objectives at the same time:

— social progress which recognises the needs of everyone

— economic progress which recognises effective protection of theenvironment

— environmental progress which recognises prudent use of naturalresources.

A majority of ‘climate changing carbon emissions’ arise from buildings and inparticular their engineering services. The challenge for building users is tominimise carbon emissions to reduce harm to the environment and improveboth the natural and built environment. It is accepted that energy efficiencymeasures must demonstrate that they are cost effective and maintainappropriate standards. Sustainability can only be achieved by encouragingbuilding users to minimise energy consumption.

Building operators therefore need to take account of environmental factors;re-use and recycle materials wherever possible; dispose of waste accordingto best practicable environmental options; follow the latest guidance,standards and legislation as well as adopting the latest technology onenvironmental matters.

Efficient use of the available energy resources is an important part of thesustainability concept. It has already been mentioned that some 50% of UKenergy use is to provide environmental comfort conditions within buildings.Appendix 3 provides a summary site survey checklist addressing potentialareas of both the building fabric and engineering services where the facilitiesmanager may be able to improve energy use and make significant ongoingenergy and financial savings. This appendix is based on a more detailed sitesurvey checklist provided in Appendix 18.A1 of CIBSE Guide F: Energyefficiency in buildings(7).

15

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CIBSE Knowledge Series — Making buildings work 25

Heating

General electricpower

Is boiler plant and associated equipment in good condition?

Is thermal insulation satisfactory?

Do controls match user requirements?

Are water distribution and storage temperatures correct?

Can loads be reduced (e.g. cooling)?

Can time controls be introduced? e.g. for vending machines which would otherwise be running constantly

Ensure office equipment such as photocopiers are switched off overnight and have energy saving features

References

1 Guide to ownership, operation and maintenance of building services (London:Chartered Institution of Building Services Engineers) (2000)

2 Business focused maintenance BSRIA BG 3/2004 (Bracknell: BuildingServices Research and Information Association) (2004)

3 Environmental design CIBSE Guide A (London: Chartered Institution ofBuilding Services Engineers) (1999)

4 PROBE Technical Review Building Services Journal (June 1998)

5 Managing your building services CIBSE KS02 (London: Chartered Institutionof Building Services Engineers) (2005)

6 Toolkit for building operation audits BSRIA AG 13/2000 (Bracknell: BuildingServices Research and Information Association) (2000)

7 Energy efficiency in buildings CIBSE Guide F (London: Chartered Institutionof Building Services Engineers) (2004)

8 Building log book toolkit CIBSE TM31(London: Chartered Institution ofBuilding Services Engineers) (2003)

Element Check

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Appendix 1: Comfort criteria

Example recommended comfort criteria for specific applications(from CIBSE Guide A: Environmental design(3), Table 1.1)

Appendix 2: Potential problems

CIBSE Knowledge Series — Making buildings work16

Building type Winter dry Summer dry Air supply Noise rating Maintained resultant resultant rate (NR) illuminance temp. (°C) temp. (°C) (litre/s) (lux)

Offices (general) 21–23 22–24 8 35 300–500

Retail— shopping mall 19–24 21–25 8 40–50 100–200— supermarket 19–21 21–23 8 40–45 300–500

Bank/building 19–21 21–23 8 35–40 300–500society (counter)

Computer room 19–21 21–23 8 35–45 300–500

Education building 19–21 21–23 8 25–35 300–750

Corridors, Dependent Dependent Dependent 35–45 100–200changing rooms, on use on use on usebulk stores

System Problem indication How to assess Options to resolvee.g. occupant complaint

Controls Plant on/off times not as Compare with Reset time required building use programmes

requirements

Room or zone temperatures Occupant Review unsatisfactory complaints settings and modify

where appropriate

Controls not understood Occupants unable Provide written by occupants to change settings instructions

to match needs in formatunderstandableby occupants

Incorrect optimiser Settings not Review settings calculation of start/stop; matching user and modify incorrect set points requirements where appropriate

Overlapping set points on High energy Review settings heating and cooling consumption and modify

where appropriate

(Table continues)

Page 21: CIBSE - KS5 - Making Buildings Work

Appendix 1: Comfort criteria

Example recommended comfort criteria for specific applications(from CIBSE Guide A: Environmental design(3), Table 1.1)

Appendix 2: Potential problems

CIBSE Knowledge Series — Making buildings work16

Building type Winter dry Summer dry Air supply Noise rating Maintained resultant resultant rate (NR) illuminance temp. (°C) temp. (°C) (litre/s) (lux)

Offices (general) 21–23 22–24 8 35 300–500

Retail— shopping mall 19–24 21–25 8 40–50 100–200— supermarket 19–21 21–23 8 40–45 300–500

Bank/building 19–21 21–23 8 35–40 300–500society (counter)

Computer room 19–21 21–23 8 35–45 300–500

Education building 19–21 21–23 8 25–35 300–750

Corridors, Dependent Dependent Dependent 35–45 100–200changing rooms, on use on use on usebulk stores

System Problem indication How to assess Options to resolvee.g. occupant complaint

Controls Plant on/off times not as Compare with Reset time required building use programmes

requirements

Room or zone temperatures Occupant Review unsatisfactory complaints settings and modify

where appropriate

Controls not understood Occupants unable Provide written by occupants to change settings instructions

to match needs in formatunderstandableby occupants

Incorrect optimiser Settings not Review settings calculation of start/stop; matching user and modify incorrect set points requirements where appropriate

Overlapping set points on High energy Review settings heating and cooling consumption and modify

where appropriate

(Table continues)

Page 22: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work 17

System Problem indication How to assess Options to resolvee.g. occupant complaint

Controls Cooling air supply High energy Review settings (continued) temperature too low consumption and modify where

appropriate

Zone sensors subject to Zone comfort Relocate zone unrepresentative thermal conditions not sensorsinfluences satisfactory

Zone control not matching Are sensors Connect sensors user requirements connected to to correct zones

wrong zones?

Poor sensor calibration Zone comfort Recalibrate sensorsconditions not satisfactory

Heating Internal temperatures Occupant Ensure occupants not satisfactory complaints understand use

of local controls.Check capacity of heating plant is adequate. Check controls (see Controls, above)

Building cold after Occupant Provide heating weekend when outside complaints over weekend, ambient temperature review controls very low settings. Check

capacity of boiler plant

Domestic Water temperature too Occupant Review control hot water high or too low complaints settings. Check

plant capacity isadequate

Domestic Water temperature Occupant If source is storage cold water appears high complaints check for possible

adjacent heat sources (e.g. solar, uninsulated heating pipework). If fed direct from mains, check incoming temperature and possible sources of heat affecting distribution pipework

Ventilation Stuffiness Occupant Check window complaints. ventilation is Measure working correctly. CO2 levels Check filters in

good condition.Confirm fresh air supply is adequate for purpose.

(Table continues)

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CIBSE Knowledge Series — Making buildings work18

System Problem indication How to assess Options to resolvee.g. occupant complaint

Ventilation Check fans (continued) and speed controls

working correctly. Check ductwork not leaking

Air infiltration Draughts; unable to heat Monitor Improve building to comfort complaints from airtightness ofconditions building building

occupants; log internal temp. over time

Fans Excessive noise Take noise level Check fan readings and and motorcompare with operating within CIBSE reference manufacturer’sdata tolerances. Check

security of fan and motor mountings. Confirm fan is source of noise

Insufficient air supply Measure air Recommission flow, compare installation or with test and affected partcommission data

Filters Occupant complaints: Measure CO2 Check condition stuffiness, lack of fresh air levels. Measure of filters; replace

pressure drop with new where across filter and required compare with manufacturer’s recommendations.

Cooling Insufficient cooling Monitor room Compare with temperatures specification, adjust

set points where appropriate

Insufficient cooling Monitor room Investigate local in particular zone or area temperatures terminal unit, adjust

where appropriate

Excessive cooling Monitor room Compare with temperatures specification, adjust

set points where appropriate

Humidification Complaints of dry throats, Condition and Review and modify contact lens wearers operation of control settings; having eye discomfort humidifiers; maintain or replace

control settings humidifiers

(Table continues)

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CIBSE Knowledge Series — Making buildings work 19

System Problem indication How to assess Options to resolvee.g. occupant complaint

Lighting Too dark Measure and Clean light fittings. compare with Upgrade installationSLL Code forlighting

On or off at Compare control Revise controlinappropriate times strategy with settings

control settings

Occupant complaints Measure Modify room desk of glare illuminance and layout, upgrade

compare with lighting installationSLL Code; identify source of glare

High operating cost Monitor energy Switch off when not (can often be the consumption required. Measurelargest single end-use illuminance at workplaceof electricity within and compare with a building) specified requirements.

Replace luminaries with more efficient units. Upgrade lightinginstallation

Electrical Frequent tripping Test installation Upgrade installation

High operating cost Compare with Identify main areas published of use, assess optionsguidance, see for energy savingTable 5 (page 14)

Electric motors Unreliable performance Operating and Replace with high maintenance efficiency equivalent.records, Consider arranging implications on in run and standbybusiness risk mode where business

risk is critical

Transportation Statutory inspection Operating and Detailed guidance (e.g. lifts, reports. Unreliable maintenance on management escalators, performance records, and operation providedpassenger implications on in CIBSE Guide Dconveyors) business risk

Fire Statutory inspection Operating and Upgrade, refurbish protection reports. Unreliable maintenance or replacesystems performance records,

implications on business risk

Security Inspection reports. Operating and Upgrade, refurbish Unreliable performance. maintenance or replaceUnable to match records, client requirements implications on

business risk

(Table continues)

power

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CIBSE Knowledge Series — Making buildings work20

System Problem indication How to assess Options to resolvee.g. occupant complaint

Telecomms Inspection reports. Operating and Upgrade, refurbish Unreliable performance. maintenance or replaceUnable to match client records, requirements implications on

business risk

Component Problem indication How to assess Options to resolve

General Draughts, cold areas Thermography Repair or replace to detect missing damage, install or damaged where missinginsulation

Unsatisfactory internal Building air Repair leakage comfort conditions pressure testing paths, seal gaps

to identify primary leakage paths

Roofs Cold areas below Check thickness Repair or replace of insulation damage, install

where missing. Consider suspended ceiling

Walls Cold areas adjacent Monitor Cavity wall temperatures insulation, internal

dry lining, direct insulation externally,

Windows Draughts Occupant Repair catches, complaints other furniture and

seals, ensure ventilation facility is operable, rehang or replace distorted frames. Seal gaps between windows and frames

Doors Draughts Occupant Check condition, complaints ensure closers and

catches are fully operable, apply draught proofing

Floors Occupant complaints Monitor air Review floor e.g. cold feet temperature at insulation integrity,

floor level check quality of floor covering. Consider replacement or upgrading

Fabric issues

Page 26: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work 21

Good housekeepingand maintenance

Building fabric

Controls

Ventilation systems

Adjust controls to match heating, cooling and lighting use to occupancy periods

Establish responsibility for control setting, review and adjustment

Ensure security and cleaning staff practice a ‘switch-it-off’ policy

Switch off supply and extract fans when building unoccupied

Re-hang misaligned doors and windows

Replace damaged weather stripping and sealant round windows and doors

Keep curtains and blinds clean and in good working condition

Ensure openable windows can be properly closed and latched with a good seal

Regularly check and maintain to ensure correct setting and operation

Check zone controls meet needs of occupants with no overheating or undercooling or other annoyance

Check central plant is modulating/sequencing to match the load

Ensure systems are clean and balanced with all controls functioning correctly

Ensure window ventilation fittings and furniture operate correctly

Ensure motor drives operate correctly, alignment correct, drive belt tension correct and bearings not worn

Appendix 3: Energy efficiency checklist

Based on CIBSE Guide F: Energy efficiency in buildings(7), Appendix 17.A1; seeCIBSE Guide F for full checklist.

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CIBSE Knowledge Series — Making buildings work22

Refrigeration systems

Lighting

Heating and hotwater systems

Motors and drives

Check refrigerant is free of moisture, system fully charged with refrigerant and filters are clean

Check expansion valves correctly set

Check insulation on suction and liquid lines is in good order

Ensure condenser water temperature and/or flow rate is kept to a minimum

Lamp and luminaire cleaning programme in place

When replacing items, ensure efficient lamps and ballasts used

Check controls are effective and match user requirements, and switched off when not required

Use light colours on internal surfaces

Check boiler operating pressures, temperatures, fuelconsumption and investigate variations from the norm

Check flue gas analysis, adjust burners to achieve most efficient flue gas temperature, CO2, O2 and excess air settings

Ensure boilers not cycling excessively

Ensure proper air venting of radiators, convectors, fan coil units

Lubricate bearings in accordance with manufacturer’s recommendation

Check motor fan inlets and frame surfaces are clean

Ensure worn belts, sheaves, bearings replaces as necessary

Check loads are balanced across three phases

Page 28: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work 23

Site survey checklist

CIBSE Guide F(7), Appendix 18.A1, provides an extensive and comprehensivesite survey checklist. The following is a summary, see CIBSE Guide F fordetails.

Element Building fabric

Roofs

Walls

Windows

Doors

Floors

Check insulation thickness

Is cavity insulation appropriate, are there problems of air infiltration through building openings?

Is maintenance required, do occupants close windowswhen unoccupied?

Examine condition and repair if required

Are there problems of air infiltration? Is the internal floor covering adequate?

Element Insulation options to upgrade to reduce heat loss

Walls

Roof

Floor

Windows

External, internal, cavity fill

Add within roof cavity or above structure

Add to exposed surfaces

Consider double glazing, film coatings to reduce solar glare,reduce glazed areas, internal shading to reduce glare

Page 29: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work24

Controls

Ventilation and air conditioning

Refrigeration

Lighting

Is there excessive operation?

Is there unwanted operation?

Can system failure Include diagnostic checksdetection be improved? within BMS

Time controls Ensure match occupancypatterns

Temperature controls Establish requirements for each zone

Check sensors have appropriate range and resolution

Confirm required conditions for spaces being served are correct

Ensure volume of air being handled is minimum necessary to meet occupancy and statutory requirements

Check balance between supply and extract volumes

Check satisfactory maintenance procedures in place

Ensure cooling demand is achieved effectively

Ensure plant operating times match user requirements

Are energy efficient lamps and control gear being used?

Are lamps, diffusers, reflectors, photocells clean?

Do controls match user requirements?

(Table continues)

Element Check

Page 30: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work 25

Heating

General electricpower

Is boiler plant and associated equipment in good condition?

Is thermal insulation satisfactory?

Do controls match user requirements?

Are water distribution and storage temperatures correct?

Can loads be reduced (e.g. cooling)?

Can time controls be introduced? e.g. for vending machines which would otherwise be running constantly

Ensure office equipment such as photocopiers are switched off overnight and have energy saving features

References

1 Guide to ownership, operation and maintenance of building services (London:Chartered Institution of Building Services Engineers) (2000)

2 Business focused maintenance BSRIA BG 3/2004 (Bracknell: BuildingServices Research and Information Association) (2004)

3 Environmental design CIBSE Guide A (London: Chartered Institution ofBuilding Services Engineers) (1999)

4 PROBE Technical Review Building Services Journal (June 1998)

5 Managing your building services CIBSE KS02 (London: Chartered Institutionof Building Services Engineers) (2005)

6 Toolkit for building operation audits BSRIA AG 13/2000 (Bracknell: BuildingServices Research and Information Association) (2000)

7 Energy efficiency in buildings CIBSE Guide F (London: Chartered Institutionof Building Services Engineers) (2004)

8 Building log book toolkit CIBSE TM31(London: Chartered Institution ofBuilding Services Engineers) (2003)

Element Check

Page 31: CIBSE - KS5 - Making Buildings Work

CIBSE Knowledge Series — Making buildings work26

Bibliography

Chartered Institution of Building Services Engineers/Society of Light andLighting:

— Code for lighting (2004)

— Energy efficiency in buildings CIBSE Guide F (2004)

— Engineering design calculations and the use of margins CIBSE ResearchReport RR04

— Environmental design CIBSE Guide A (1999)

— Guide to ownership, operation and maintenance of building services (2000)

— Managing your building services CIBSE KS02 (2005)

— Transportation systems in buildings CIBSE Guide D (2005)

British Standards Institution:

— BS 3811:1993: Glossary of terms in terotechnology (1993)

Building Services Research and Information Association:

— Business focused maintenance BSRIA BG 3/2004 (includes CD-ROM)(2004)

— Building services legislation BSRIA D10/2004 (2004)

— Condition surveys BSRIA AG 4/2000 (2000)

— Fault finding procedures in the building services industry BSRIA TN 12/86(1986)

— HVAC troubleshooting BSRIA AG 13/99 (1999)

— HVAC troubleshooting manual BSRIA AG 25/99 (1999)

— Operation and maintenance audit toolkit BSRIA AG 24/97 (1997)

— Toolkit for building operation audits BSRIA AG 13/2000 (2000)


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