Your Energy Management Partner
MEMO: Recommended Preventative Maintenance Improvements
Existing preventative maintenance inspections are very thorough. There is some room for improvement
in catching energy and/or water waste. The existing PM Schedule contains over 100 different
inspections for Thornwood House – the sample property examined. For integration with Yardi – every
effort should be made to reduce the total number of line items in the PM Schedule. Doing so will
reduce the amount of paperwork for property staff, as well as reduce the volume of data coming in for
analysis. Reducing the noise in the data will allow for a more detailed dive into the analysis of the data
once the system is up and running.
Consolidate Inspections to Reduce Paperwork
1. Routine Inspections:
a. Set up the inspections currently listed in the “Routine Maintenance” section of the PM
schedules as 2 recurring work orders.
b. The work orders can be combined such that there all weekly inspections are combined
into one work order, which is opened at the start of the week and closed at the end.
Similarly – for daily inspections, all of the line items can be combined into one checklist,
and the work order will be used to signify the completion of ALL of the daily inspections.
c. See pages 3 & 4 for the “Routine Maintenance” Items – which have bene combined into
a weekly and a daily checklist, respectively.
2. Emergency Lighting
a. Combine all inspections of emergency lighting into one line item – currently there are
two on the “Safety Systems,” section of the PM Schedule. One is for hallway and
stairwell lighting, one is or hallway and boiler rooms.
3. Smoke and Carbon Monoxide Detectors
a. Combine battery replacements for both smoke and carbon monoxide detectors into
one inspection. Currently – they are listed as two separate items, both of which occur
semi-annually.
4. Laundry Room Dryer Vents
a. Annual cleaning of dryer vents is included in the schedule twice – once under the
“HVAC” section and once under “Building Systems.” One of the redundant line items
should be removed.
5. MOVE all WEEKLY Inspections to the “Routine Inspections” Described above
a. Extermination of Building Common Areas
b. Common Area Lighting and Lighted Emergency Signage
c. Emergency Generator Exercised
1
Bright Power, Inc. • 11 Hanover Square, 21st Floor • New York, NY 10005 • 212.803.5868 • www.brightpower.com
Your Energy Management Partner
Additional Inspections Recommended For Inclusion
There are some recommended inspections missing from the current iteration of the PM schedule. See
below for a list of items recommended for inclusion. The focus of the inspections is to reduce energy
and water usage.
ROUTINE INSPECTIONS
1. Inspect all Thermostats for Appropriate Settings (Weekly)
HEATING BOILERS
1. Perform Combustion Analysis (Performed by Vendor) (Annually)
2. Blow-down the Boiler to remove sediment (Monthly)
HEATING CONTROLS
1. Inspect Heating Controls Settings (Monthly)
a. Inspect settings at heating controller to ensure changes have not been made. Reduce
heating water and/or space setpoints whenever possible.
DHW
1. Drain DHW Heaters (Quarterly)
a. Drain sediment from bottom of DHW tank(s). Open the bottom blow-down valve & drain
until water is clear.
2. Perform Combustion Test (Gas Only) (Performed by Vendor) (Annually)
3. Remove Limescale Buildup (Annually)
a. Drain DHW tank(s) and inspect interior surfaces for buildup of limescale. Clean surfaces
as needed.
Miscellaneous
1. Building Exterior – Check exterior walls for cracks and gaps and seal with caulk (Annual)
Grounds
1. Irrigation Controls – Check irrigation control settings (Monthly)
a. Adjust irrigation controls as necessary. Only irrigate during early morning hours
APARTMENT INSPECTIONS (Annual In-Unit Inspection)
1. Inspect Windows – Ensure that they can lock
2. Check Faucet Aerator Rated Flow Rates
a. Replace in accordance with “TCB Standards” if above 2.2 GPM
3. Check Showerhead Rated Flow Rates
a. Replace in accordance with “TCB Standards” if above 2.2 GPM
4. Check Toilet Flapper for Leaks
a. Use dye tabs or food coloring to test for flapper leaks
2
Bright Power, Inc. • 11 Hanover Square, 21st Floor • New York, NY 10005 • 212.803.5868 • www.brightpower.com
Your Energy Management Partner
ROUTINE INSPECTIONS CHECKLIST: Daily
Property Name:
Weekly Routine Maintenance
Category
Service Performed
Frequency
Janitorial
Janitorial
Grounds
Safety
Safety
Safety
Energy/Utilities
Clean, Vacuum Common areas and offices
Empty trash receptacles office, common areas
Walk grounds pick up trash
Check Emergency Exit Sign lights
Check security video camera system
Check fire alarm panel ensure no alarm lights
Inspect boiler water temperature and DHW
Complete Supply inventory including painting supplies
and order as needed
Clean Laundry rooms & restrooms
Inspect boiler room - Check for leaks, DHW tank
temperature, boiler temp
Pick up work orders and distribute
Daily
Misc.
Janitorial
HVAC
Janitorial
3
MON
Initial
TUES
Initial
WED
Initial
THUR
Daily
Daily
Daily
Daily
Daily
Daily
Daily
Daily (1) time
Daily (1) time
Daily (3) times
Bright Power, Inc. • 11 Hanover Square, 21st Floor • New York, NY 10005 • 212.803.5868 • www.brightpower.com
Initial
FRI
Initial
SAT
Initial
SUN
Initial
Your Energy Management Partner
ROUTINE INSPECTIONS CHECKLIST: Weekly
Property Name:
Weekly Routine Maintenance
Category
Service Performed
Clean, Vacuum Hallways and stairways
Inspect and clean interior light lenses- remove bugs
Weekly
Janitorial
Clean and deoderize trash rooms and dumpster area
Weekly
Janitorial
Grounds
Grounds
Grounds
Grounds
Grounds
Grounds
Safety
Safety
Dust, polish and maintain interior furnishings
Exterior Parking lot and building lighting inspections
Mow lawn, trim, blow clipping off lot and walks
Water lawns and flowers
Weed mulch beds
Inspect playground equipment and area
Inspect all building and parking lot signage & flags
Check Emergency Lighting - Wall packs Interior
Check Emergency Lighting - Wall packs Exterior
Check Fire Extinguishers- Ensure tagged & needle in
Safety
green
Check emergency exit doors to ensure closing and
Safety
locking properly
Energy/Utilities Inspect all exterior hose bibs for leaks
Energy/Utilities Adjust outdoor light timers
Misc.
Check Vacant units, no leaks, locked and heat in winter
Grounds
4
Frequency
Janitorial
Janitorial
Dumpster & Recyling placed out for collection
MON
Initial
TUES
Initial
WED
Initial
THUR
Initial
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly-Bi
Weekly
Bright Power, Inc. • 11 Hanover Square, 21st Floor • New York, NY 10005 • 212.803.5868 • www.brightpower.com
FRI
Initial
SAT
Initial
SUN
Initial