Maintaining a building management system means you’re likely familiar with the total building shutdown, wherein all systems are shut down for maintenance for several days, usually over a weekend. Some repairs, improvements, and upgrades can be best accomplished during a shutdown. For many facility management teams, a building shutdown is a regular part of their building maintenance program.
Regardless of your goals, a shutdown is a significant undertaking and fraught with the possibility of difficulties. You can, however, ensure a smooth shutdown if you adhere to some simple tips.
ONE: Plan Ahead
Assemble a shutdown team and define your goals. Identify major systems that need upgrading. Consult your BMS partner and other vendors to gather their recommendations for maintenance during a shutdown. Have your roadmap to a building shutdown established well before you begin throwing switches.
TWO: Inform Everyone
Everyone in the building, whether tenants or employees, must be aware of the building shutdown well in advance. Tenant operations, such as data centers or other computer systems, must be powered down before the shutdown. Notify law enforcement and the fire department. There is a potential for tripped alarms and reduced building security during shutdowns.
THREE: Establish a Budget
Identify the need for replacement parts and their associated costs, including big-ticket items. Depending on the size of the building, conducting a shutdown will include overtime for facility maintenance staff. You often need a team working 24/7 to keep the shutdown on schedule. Consider catered meals to keep the team members happy.
FOUR: Some Systems Need to Remain Activated
Verify that you have lights on during the shutdown. These should be on a separate circuit, specifically designed for this purpose. Consider conducting the shutdown during a time of year when the lack of heat or air conditioning will not make the building inhospitable.
FIVE: Can You Perform the Shutdown in Phases?
This is especially necessary and feasible in a campus-type facility, such as a hospital, school, university, or similar institution. It allows departments to relocate operations to another part of the building, free up their appointment schedules, or make other preparations to ensure continuity.
SIX: Have a Punch List
Have a detailed plan and follow it. Every step should be pre-determined. Many systems require procedures to be completed in a specific order (you can only do Step B after completing Step A). Plan so that you don’t overlook anything. Assign a timeline for each step, allowing you to verify that your team is running on schedule.
SEVEN: Maintain Open Lines of Communication
Have contact information in case you encounter a situation that requires input from an executive decision-maker or a vendor to answer a question about a system or product. Have a schedule of emails and post notices about the impending shutdown so everyone is aware. Consider holding a tenant meeting to address questions and emphasize the importance of powering down in each office and work area correctly.
EIGHT: Stress Safety
Team members can sometimes be lax when operating around powered-down systems. The potential for accidents remains, especially with issues of stored energy and pressurized systems. Many facility managers use lockout/tagout (LOTO) procedures to ensure systems are properly shut down and isolated from energy sources. Personal protective equipment (PPE) should be provided for all team members.
NINE: Have Inventory on Hand
Identify the regularly replaced items—such as breakers, relays, switches, and valves—and have a sufficient supply on hand. You will likely use them later if you don’t use them during the shutdown. If you plan to replace more substantial systems, such as chillers, ensure they are shipped well in advance of the shutdown and are free of damage and defects. Verify that you have the equipment for moving and installing large units. Some installations may even require a helicopter or a crane. Evaluate your need for special equipment, such as hydraulic lifts, test equipment, and special tools.
TEN: Anticipate Problems
Things will go wrong. You can guarantee it. Many of them will be minor issues, but others may be more significant. Have a plan to deal with these. In the event of a time-consuming issue, have a list of procedures you can skip and address in a follow-up shutdown. Consider conducting your shutdown on a long weekend to have the extra cushion of an additional day. This may not make you popular with your facilities staff, but advance notice goes a long way in addressing this issue.
ELEVEN: Document Everything
As you plan your shutdown, verify if there was a log of how the last shutdown went and the steps taken. This will answer questions and save time. Also, keep detailed records of this shutdown, including everything your team accomplished and observations on what tasks should be addressed in the next shutdown. This information is invaluable.
TWELVE: Contact Your BMS Partner
Your BMS partner knows your system the best. Ask them if they have any recommendations for shutdown procedures or things to look for. You may need a representative present during the shutdown, or you can ensure they are available by phone to answer questions.
For more than two decades, FICO has served Montana and the Pacific Northwest with expertise and systems for HVAC, building management systems, and building security. Our staff is knowledgeable in facility shutdown procedures. Contact us today.
