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Flashcards in 3 Facilities Management Deck (18)
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1
Q

The overall objectives of a maintenance program include:

A
  • Implementing and accomplishing the owner’s objectives
  • Increasing resident/tenant satisfaction and retention rates
  • Reducing operating costs
  • Optimizing the property’s physical capabilities
  • Increasing the property’s value
  • Providing for the safety of tenants, residents, visitors and employees
2
Q

Physical inspections are a primary method used to evaluate a property’s condition and equipment as well
as being the first step to develop a plan to address any issues. Some other areas to regularly inspect include:

A
  • Roof – look for ponding water, debris and holes
  • Parking lots – look for trash, abandoned vehicles, pavement alligatoring, loose gravel and potholes
  • Front entrance – look for trash, cracked windows, trip hazards and cleanliness
  • Exterior facades – look for cracked windows, loose or cracked concrete, failed caulking, water infiltration points and hazards from anything falling off the building
3
Q

There are at least four primary objectives to consider prior to any inspection:

A
  1. What will be inspected
  2. What is the frequency of the inspection
  3. Who will conduct the inspection
  4. How will the results be reported and implemented
4
Q

In order to generate the list of what will be inspected, a thorough walk-through of the property and all of
the areas related to its mechanical, electrical, telephone, and fire/life safety equipment needs to be
conducted.

The next consideration is to decide who will conduct the inspection(s) and how the results will be reported and implemented. The manager should consider:

A
  1. If the inspections can be conducted by in-house maintenance staff
  2. If the inspection requires any special equipment, such as refrigerant recovery unit or hydraulic personnel lift. These items may need to be rented or purchased
  3. If the equipment requires special technical expertise to evaluate, such as training with an infrared camera
  4. If a third party is needed to certify the equipment’s proper operation, such as a fire alarm operation test or fire extinguisher inspection
5
Q

Next, it is very important to document each inspection and to retain that information. The reports should identify at least the following:

A
  1. Who conducted the inspection
  2. When was the inspection performed
  3. What was inspected
  4. What were the results
  5. Are there any recommendations as a result of the inspection
6
Q

Next, it is important to develop a clear and thorough specification for the contractors to bid on. This is
frequently called a ______ ____ _____ or _ _ _.

A

Request for Proposal or RFP

7
Q

A RFP typically includes:

A
  • Specify the scope of the service requested
  • How it is to be performed
  • Frequency (monthly, quarterly, semi-annually)
  • Special requirements
  • Acceptable work hours
  • Timetable to complete
  • Insurance requirements
  • Deadline for submission
  • Number of personnel to be provided
  • Warranty period
  • A place for the contractor to provide their price
  • References
8
Q

The _______ _______ is one of the critical benchmarks in determining whether to move forward with a specific project. The _______ ________ is the cost to implement the energy saving method divided by the
money saved.

A

Payback Period

Cost to implement energy saving method/money saved = Payback Period

9
Q

If it costs $1500 to purchase and install energy saving light bulbs and ballasts and they are projected to save $500 per year, what is the Payback Period?

A

Cost to implement energy saving method/money saved =
Payback Period

$1500/$500/yr = 3 years

10
Q

There are four categories related to maintenance:

A

Curative, Deferred, Routine and Preventive

11
Q

It involves fixing or repairing something after it has already broken. An example would be fixing a broken sink faucet.

A

Curative Maintenance

12
Q

It is an ordinary maintenance item that is not performed at the time when a problem is discovered. For example, when the manager notices some minor paint peeling in a stairwell, but delays hiring a painter until more painting work is needed.

A

Deferred Maintenance

13
Q

It relates to the cleaning and upkeep that is needed every day. An example is vacuuming the carpet in the building hallways.

A

Routine Maintenance

14
Q

It is a planned activity that is routinely performed with the intention of extending the useful life of the building and its equipment. It also helps protect the property from unforeseen risks or potential equipment failures, can reduce the likelihood of costly emergency services,
and may increase tenant satisfaction.

A

Preventive Maintenance

15
Q

Property managers should also periodically evaluate the property’s insurance coverage, limits and premiums.

Typical insurance coverage that should be considered includes:

A
  • Fire Insurance – provides coverage in case of fire
  • Extended coverage – provides coverage from specific perils such as windstorm, hail, explosion, smoke and water damage
  • Boiler and machinery – protects from loss when major equipment fails
  • Bodily injury – protects against loss due to liability arising from injury or death on the insured’s property
  • Fidelity bonding – protects against the dishonest acts of an individual.
  • Property damage – protects against liability for damage to other people’s property that occurs on the insured’s property
  • Workers compensation – protects employees who are injured on the job
16
Q

Property managers should also request a Certificate of Insurance from all contractors who perform work on the property. A typical Certificate of Insurance will include:

A
  • General Liability - General liability insurance (GL) coverage can protect the property owner from a variety of claims including bodily injury, property damage, and personal injury.
  • Excess Liability – Excess liability or an umbrella policy is issued to provide coverage limits in excess of an underlying General Liability policy.
  • Workers compensation - Workers’ compensation insurance provides wage replacement and medical benefits to employees who are injured in the course of their employment.
17
Q

The following questions should be considered when evaluating any capital projects:

A
  • What are the owner’s objectives?
  • Are there sufficient reserves to cover the costs?
  • What is the best approach to perform the project?
  • Will the project reduce costs elsewhere?
  • Will the project help increase value for the owner?
18
Q

Understanding the market, the competition and the subject property are important in order to develop a successful ________ ________.

A

Marketing Plan