fm– considerations during the pandemic · – indeed it is important for business to carry on....

FM– Considerations during the pandemic

C Copyright SFG20. All rights reserved.

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FurloughingStaff

COVID 19- FM Considerations

Covid 19 UK Lockdown

Business Impacts

Occupancy Levels

Safe Environment

Legal Compliance

Impact on Maintenance

Users/ Occupants

FM Operators

Building Insurances

Contractual SLA’s

Sustaining Operations

Facilities Shutdown

Critical Assets

Energy Reductions

Asset Protection

Review Risks

Isolation Sickness

Identifying Opportunities


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COVID 19- The Big Question

How long is the current lockdown state going to last and what will future states

look like ?

The Plan, 30 days, 60 days, 90 days, 120 days…… Identifying the objectives and review regularly as circumstances & information changes


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Remove Risk – Stay home and prevent contact

Limit Risk – Only Core staff required for business operation

Reduce Risk – Contact Social distancing & spacing

Control (Risk) – Building Ventilation Filtration and Cleansing

Protect (Risk) – PPE (Personal Protective Equipment)

COVID 19 Business Considerations


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COVID 19- Decision Tree

Safe Environment

Occupancy Strategy

Safety (Virus Related)

Maintenance Strategies & Consideration

Risk reviewsCOVID 19 Special considerations &

MS 1 - revised working practises (SOP’s, EOP’s, RAMS)

Key Drivers

Remains Occupied

Unoccupied

Partial Occupation / Unoccupied Areas(Skelton Operation)

MS 2 - BAU ( Contractual Service & SLA’s)

MS 3 – Turndown - Low use key Maintenance

MS 4 – Hibernation – Mothballing of Assets(Permanent shutdown)

Partial Occupation

Re-Occupation MS 5 – Reactivation of Assets

Business Impact (s)

Building SLA Levels

Contracts Flexibility

Triggers Actions

Cost & RiskContract Variations

Must do obligations

Monitor critical assets

Reduce risks & costs

Minimise usage

Minimise Maint cost

Energy Reductions

Condition Impacts

Asset Protection

Insurance Impact (s)


MS1 –COVID 19

Maintenance & Operation Considerations


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MS1 COVID 19- Remove, Limit, Reduce

• Staying at home and away from others (social distancing) Section 4- Going to work states “With the exception of the organisations covered above in the section on closing non-essential shops and public spaces, the Government has not required any other businesses to close – indeed it is important for business to carry on.

• It references Guidance for employers and businesses on coronavirus (COVID-19)- Social distancing in the workplace – principles• Principles

• make regular announcements to remind staff and/or customers to follow social distancing advice and wash their hands regularly• encourage the use of digital and remote transfers of material where possible rather than paper format• provide additional pop-up handwashing stations or facilities if possible, providing soap, water, hand sanitiser and tissues encourage staff to use them• where it is possible to remain 2 metres apart, use floor markings to mark the distance, particularly in the most crowded areas (for example, where queues form)• where it is not possible to remain 2 metres apart, staff should work side by side, or facing away from each other, rather than face to face if possible• where face-to-face contact is essential, this should be kept to 15 minutes or less wherever possible• as much as possible, keep teams of workers together (cohorting), and keep teams as small as possible

FM Perspective

• Set and agree good communication protocols (Operate Open communication with staff and 3rd Parties)• Soft services Risk review Building Cleaning regimes, high contact areas and spaces• Pinch points, access control points, lifts, kitchens, Fire plan evacuation/muster points, review - Social distancing• When turning down building areas do not put all building occupiers in one space

Buildings Occupation


https://www.gov.uk/government/publications/full-guidance-on-staying-at-home-and-away-from-others/full-guidance-on-staying-at-home-and-away-from-others

https://www.gov.uk/government/publications/guidance-to-employers-and-businesses-about-covid-19/guidance-for-employers-and-businesses-on-coronavirus-covid-19

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MS1 COVID 19- Control and Protect

Controlling (Risk) in Occupied buildings

• HVAC, Ventilation, Filtration (Purification) COVID 19 Changes

• Toilet lid use instructions- If toilet seats are equipped with lids it is recommended to flush the toilets with closed lids in order to minimize the release of droplets and droplet residues from plumes in the air*

FM Working Practises

• Constantly Review Risk Registers in consideration (emerging) COVID 19 risks and updates - revised working practises appropriately COVID 19- SOP’s, EOP’s and RAMS (+PPE)

• Social Distancing BESA guidance CORONAVIRUS & WORKING ON SITE• Site Entry• Vehicles • PPE• Workforce numbers• Public Transport

* REHVA Federation of European Heating, Ventilation and Air Conditioning AssociatesC Copyright SFG20. All rights reserved.

Presenter

Presentation Notes

If these tasks cannot be performed systems need to be isolated and taken out of service The will have to be reinstated with all of th erlevent inspection perfomed prior, There could be issues with resources to this and building may not be feasible to open with one service not available (e.g. Lift)

https://www.thebesa.com/media/837481/1-coronavirus-working-on-site.pdf

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MS1 COVID 19- Control -Ventilation, Filtration & Purification

Secure ventilation of spaces with outdoor air Maximising and extending mechanical ventilation in buildings is recommended

Extend normal ventilation at least 2 hours before and 2 hours after the building usage time Do not switch ventilation off, but keep systems running at lower speed at night and on weekends Ensure regular airing with windows (even in mechanically ventilated buildings) Keep toilet ventilation 24/7 in operation Avoid open windows in toilets to assure the right direction of ventilation

Instruct building occupants to flush toilets with closed lid No recirculation to 100% outdoor air Inspect heat recovery equipment to be sure that leakages are under control Switch fan coils either off or operate so that fans are continuously on Do not change heating, cooling and possible humidification set points Replace central outdoor air and extract air filters as usually, according to maintenance schedule Regular filter replacement and maintenance works shall be performed with common protective

measures including respiratory protection

Room air cleaners are recommended UV sterilisation is a solution to be considered

COVID-19 AND AIR CONDITIONING SYSTEMS-

Technical Bulletin TB/048/4:Maintenance & Air filter changes

Summary of practical measures for building services operation from REHVA Federation of European Heating, Ventilation and Air Conditioning Associates COVID 19 Guidance & CIBSE Journal Preventing Covid-19 spreading in buildings


Presenter

Presentation Notes

Question A number of engineers have raised concerns regarding the servicing of fire dampers within ventilation ducts. Do you believe we need to suspend this type of servicing during COVID 19 outbreak? Answer HVAC maintenance personnel could be at risk when filters (especially extract air filters) are not changed in line with standard safety procedures. To be on the safe side, always assume that filters have active microbiological material on them, including viable viruses. This is particularly important in any building where there recently has been an infection. Filters should be changed with the system turned off, while wearing gloves, with respiratory protection, and disposed of in a sealed bag. It is possible that some virus particles are in extract ducts. Therefore, similar protection could be recommended.

https://www.thebesa.com/media/837569/updated-9the-april-refcom-tb-48-4-covid19-ac-systems.pdf

http://www.rehva.eu/activities/covid-19-guidance

https://www.cibsejournal.com/technical/preventing-covid-19-spreading-in-buildings/

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MS1 COVID 19- Resource & Access

There has been no Government relaxation on carrying out Statutory Maintenance tasks, as Statutory Tasks by their very nature are designed to ensure Health and Safety, if the current regime is operating to SFG20 and continues to do so the property will be

safe and compliant. (HSE Guidance)

Compliance Issues

• Reduced availability of engineers to complete tasks due to sickness absence or self-isolation as a direct result of COVID-19

• Plant/ equipment unavailable if a workplace or site is closed due to COVID-19 social distancing restrictions.

• Owners of plant and refusing access to premises as they feel unable to accommodate visiting engineers while maintaining

social distancing in the workplace.

• Refusal of engineers to enter a premises to carry out task due to concerns over social distancing arrangements being

adequate.

If equipment cannot be maintained to be safe then it must be removed from service.


Presenter

Presentation Notes


https://www.thebesa.com/media/837686/hse-guidance-lifting-equipment-covid-19.pdf

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HSE Guidance Note on Lifting Operations and Lifting Equipment Regulations and Pressure Systems Safety Regulation

If a thorough examination cannot be undertake

• If the conclusion is that the equipment cannot be used safely then it must be taken out of use.

• If dutyholders conclude that the equipment can be used outside its testing period they must document the efforts they have made to get the plant examined; their decision-making process, and the factors considered to justify their decision to continue operating plant or equipment.

• …‘apply a robust, riskbased approach to decision-making about the continued operation of plant and machinery outside of the statutory regime’

• HSE will adopt a pragmatic and proportionate approach towards enforcement action for non-compliance with statutory requirements which are directly attributable to the Covid-19 pandemic.

• However, equipment should only be used outside of its test regime, if the dutyholder can demonstrate that it is critical for essential work and that it can still be operated safely. The dutyholder must also be able to demonstrate that they have made all reasonable attempts to have the TE&T carried out, and they have made a thorough assessment of the increased risk and taken appropriate action to manage it.

MS1 COVID 19 Thorough Examination & Testing (HSE)


MS3 –COVID 19

Turndown Low Occupancy


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MS3 COVID 19 - Low Occupancy priorities

• Overarching application of MS1 COVID19 Maintenance & Operation Considerations

• Set and agree good communication protocols

• Keeping the building Safe - Ensure all Legal & Statutory Compliance tasks are performed• Review of Risk Registers in consideration of Covid 19

• Legionella- Water system hygiene requirements under L8

• Property Security • Building Fabric Protection• Business Critical Systems Operation• Adherence to any Insurance cover requirements (Check with Insurers if operation methodology is changing)

• Review Contracts and SLA’s• Define primary obligations

• Monitoring of Critical assets (review condition of Assets)• Identify where assets are utilised less and maintenance can be ‘turned down’ or even removed from operation (MS3-

Mothballing)• Preform strategic review identify, document Risk and Opportunities


Presenter

Presentation Notes


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MS3 SFG20 Low use occupied spaces - Key Maintenance

If low use low key maintenance is employed, then a maintenance strategy will need to be implemented and followed. This will primarily look at maintaining statutory/insurance requirements and maintaining the security of the building. Examples of requirements to be maintained in under-utilised buildings is as follows:

• Water system hygiene requirements under L8

• Cooling tower L8 compliance and local authority compliance

• Fire detection system testing and maintenance

• Passive fire protection testing and maintenance including fire doors, fire stopping, fire dampers etc.

• Inspection and maintenance of active fire protection such as sprinkler and fire suppression systems, fire extinguishers etc.

• Electrical safety checks under EWR 1989 & BS7671 (18th edition electrical regulations)

• Emergency Lighting

• Gas safety inspections and maintenance

• F-GAS compliance as a legal requirement for air conditioning and refrigeration systems

• Security systems monitoring and maintenance

• Pressure System Safety Regulations for e.g. compressed air and pressurised steam systems (HSE Guidance)

• Compliance under LOLER for passenger lifts and lifting equipment if they are still to be in service. (HSE Guidance)

The above are examples of common compliance items, but there are many more that could apply, therefore individual site assessment are required to establish the key compliance areas for the site in question, BESA can provide guidance if required.




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MS3 COVID 19- Legionella Risk

Key areas to tackle legionella risk in vacant buildings during COVID-19 is the:-

Review of Legionella risk assessment and written control scheme based on new occupancy levels and operations

Identify low use water outlets and set up a flushing regime based on above (more taps / outlets become infrequently used as

less people in the building to flush)

Identify if occupants or visitors are more susceptible to Legionella and Control the risk

Ensure flushing of low or zero use outlets on a regular basis and recording of such activities

Ensure routine water temperature testing records are maintained

Ensure that water systems which have been left stagnant are recommissioned as if new (i.e. sterilising, microbiological testing)

- Recommendation is to keep systems operating or else you will have unknown conditions in the systems and it could be a

significant cost

- Specialists and material resources will potential be in demand

- Skills may be low due to illness and self isolations

- Sample labs may be repurposed with an alternate focusSee also ESGLI*Guidance for managing Legionella in water systems during the COVID-19

*European Society of Clinical Microbiology and Infectious Disease C Copyright SFG20. All rights reserved.

https://www.escmid.org/research_projects/study_groups/legionella_infections/

MS4 –COVID 19

Hibernation Mothballing

Seasonal / Standby Status

MS5 –COVID 19

Reactivation


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COVID 19 Update

SFG20 believe that, during this unprecedented situation, we have a duty to support the sector and our members

and for this reason, have decided to make SFG30 Mothballing & Reactivation FREE until further notice for

BESA members and reduce the price for SFG20 subscribers and non-members.


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If a building or an area/ system within a building is not required for asignificant period full or partial isolations are possible applying SFG30.SFG30 takes users through a step-by-step process for maintainingcritical services during this low occupancy period ready for rapid andfull reactivation when business returns to normal.

MS4 SFG30 Mothballing of Building and Assets

104-01 Management of Mothballing/Shutdowns

104-02 Building Fabric Elements104-03 Building Management System (BMS)/Controls104-04 Catering Services 104-05 Chilled Water Systems104-06 Compressed Air Systems104-07 DX Cooling Plant 104-08 Electrical Systems 104-09 Emergency Lighting 104-10 Fire Alarm Systems 104-11 Gas Supply 104-12 Heating Systems 104-13 Lighting and Lighting Systems 104-14 Motors, Generators, UPS's and Battery Systems 104-15 Oil Supply 104-16 Pipework (All Systems) 104-17 Refrigerant Gases 104-18 Security Monitoring and Access Systems 104-19 Swimming Pools 104-20 Transformers and Substations 104-21 Ventilation Plant 104-22 Water Hygiene Services 104-23 Water Services - Fire Protection and Environmental Supply Systems

104

• Mothballing isn’t a short term activity

• Generally 1st year costs higher, future annual costs are lower due to reduced maintenance and repair requirements.

• The total time to deactivate and then to reactivate a facility, including the mothballed period, generally exceeds 36 months

• Seasonal or Standby status applies to buildings that are temporarily not in use, but appropriate maintenance measures have been taken to maintain essential operating systems in a state of readiness or availability for future use.

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MS4 SFG30 Reactivation & Back from Standby

105-01 Management of Reactivation

105-02 Building Fabric Elements 105-03 Building Management System (BMS)/Controls 105-04 Catering Services 105-05 Chilled Water Systems 105-06 Compressed Air Systems 105-07 DX Cooling Plant 105-08 Electrical Systems 105-09 Emergency Lighting 105-10 Fire Alarm Systems 105-11 Gas Supply 105-12 Heating Systems 105-13 Lighting and Lighting Systems 105-14 Motors, Generators, UPS's and Battery Systems 105-15 Oil Supply 105-16 Pipework (All Systems) 105-17 Refrigerant Gases 105-18 Security Monitoring and Access Systems 105-19 Swimming Pools 105-20 Transformers and Substations 105-21 Ventilation Plant 105-22 Water Hygiene Services 105-23 Water Services - Fire Protection and Environmental Supply Systems

105

Building Reinstatement Plan

• Ensuring assets are brought back to full operation together

• Plan resources and materials/ parts, availability for reactivation could be an issue

• Engagement with supporting 3rd party specialists early to form and agree plans of works

• Review regularly in light of information and circumstantial changes

• Communicate Plan

• Ensure all building aspects are Compliant before reoccupation


COVID 19

Strategic Maintenance Review


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Tactical

• Capture building energy base load

• Review BMS logs, on utilisation and consumption

• Identify if building energy usage be reduced

• Catch up on outstanding works and actions

• Outstanding compliance tasks

• Review prioritise and action backlog maintenance

• Take advantage of access and what would have been previously out of hours work restrictions, surveys cause and effect

asset collection/ condition assessments etc.

• Can minor project works be completed in the window of opportunity

• Check and ensure all record logbooks and site administration is up to date

Opportunities


Presenter

Presentation Notes

this isn’t an opportunity to save energy by shutting systems down, as Toilet fans should be on 24/7, ventilation should be on longer and using 100% fresh air ie reducing recirc so you will need to heat more, cool more. You are likely to increase the amount of water going to drain by increased flushing (but overall this my be less as not as many people using the sinks etc).

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Strategical

• Ensure Building is ready for when it reopens - If your business is not currently operating and staff are furloughed, consider

allowing access to so that equipment is ready for when your business reopens.

• All assets and systems all compliant and ready for service, tick over and reactivation

• Make sure your business and assets are ‘Fit for the Future’

• Cost benefit analysis, application of alternate maintenance implications/ capital planning projects

• Review and produce maintenance and operation budgets and align with business risks

• Maintenance regime optimisation, smarter ways of working, regime balancing, labour loading, spares scaling and

ranging…

• Pick up and review the initiatives you have been looking at and seek out new ones

Opportunities


Presenter

Presentation Notes

this isn’t an opportunity to save energy by shutting systems down, as Toilet fans should be on 24/7, ventilation should be on longer and using 100% fresh air ie reducing recirc so you will need to heat more, cool more. You are likely to increase the amount of water going to drain by increased flushing (but overall this my be less as not as many people using the sinks etc).

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Selecting Maintenance Strategy

Maintenance

Planned Maintenance

Predictive Maintenance

Statistical Based

Condition Based

Preventative Maintenance

Window Running Routine Opportunity Shutdown Preventive

Shutdown Improvement

Shutdown Corrective

Improvement Maintenance

Engineering Services Design Out

Remedial

Corrective Maintenance

DeferredImmediate

Shutdown Maintenance Scheduled

Proactive- before a detected fault

Reactive- After a detected fault

Scheduled Continuous or on request

Continuity ServiceAsset Uptime

Service InterruptionAsset Down time


Presenter

Presentation Notes

Red – Run to fail having no direct impact on operation capability or service, but knowing it may increase unplanned works and pull on resources to sustain, generally not coast effective SFG20 PPM- Restrictions on availability for maintenance to be performed, issues with planning, resource availability, labour smoothing, availability of contactors or skill workforce (a key issue from a previous CIBSE talking on the issue these days with increasing demand and limited skills available) , shut downs & seasonal tasks and risks of unviability during peak demands Purple for key asset requiring uptime an uninterrupted service, high utilisation demoing efficiencies The grey first principles engineering system duplication and product redesign for Asset and service Uptime and where safety paramount

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MS2- Business As Usual PPM SFG20

SFG20 Core Plus through its clear Colour-Coded Criticality Ratings allows the user to identify the tasks required tomaintain statutory compliance as a must do. SFG20 Service Model in addition also to identifies tasks that may notbe statutory but are critical to the building or to protect the asset being maintained, and lastly the routine workthat can be treated as optional, as this will not have statutory or insurance implications. Using the internal SFG20functionality maintenance priorities can be easily reprioritised to satisfy the needs of the client and the currentCOVID-19 situation. A re-aligned SFG20 plus appropriate information from SFG30 can act as the Maintenanceplatform.

The definitive standard for planned maintenance.

Completely unique, SFG20 is the essential tool for facilities managers, building owners, contractors and consultants, enabling you to stay compliant - saving time, energy and money.


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• Plan your future building states and how to arrive at them

• Review regularly as circumstances, information changes, abide by Government advise

• COVID 19 Concerns- Remove, Limit, Reduce, Control, Protect

• Review & Asses Risk impacts on buildings, occupants and FM teams.

• Operate clear and open communication with staff and 3rd Parties

• The Law prevails, ensure building Safe and Compliant

• Check with Insurers if current operation methodology is changing

• Review and capitalise on Opportunities

In Summary


Thank you Panel Questions

Director/ChairmanProperty, FM &

Building Services Groups

Head of Business Development SFG20

Technical Consultant Director Encred

Engineering Asset Management

ConsultantSFG20 Executive

FM Consultant Vice Chairman of SFG20 Technical

Committee

Steve TomkinsGeoff PrudenceIan GilesPeter ExcellGiuseppe Borgese


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• CIBSE Journal Preventing Covid-19 spreading in buildings

• AIRAH Common questions about COVID-19 and air conditioning and refrigeration systems

• Federation of European Heating, Ventilation and Air Conditioning Associates COVID-19 Guidance and REHVA’S Guidance document V2

• BESA guidance CORONAVIRUS & WORKING ON SITE

• Government Coronavirus (COVID-19): what you need to do

• NHS Advice for everyone - Coronavirus (COVID-19)

• The World Health Organization:- Modes of transmission of virus causing COVID-19: implications for IPC precaution recommendations

• Center for Disease Control and Prevention Interim Guidance for Businesses and Employers to Plan and Respond to Coronavirus Disease 2019 (COVID-19)

• National Centre for Biotechnology Information Modeling the airborne survival of influenza virus in a residential setting: the impacts of home humidification.

• The New England Journal of Medicine Aerosol and Surface Stability of SARS-CoV-2 as Compared with SARS-CoV-1

Also see BESA TECHNICAL AND HEALTH & SAFETY ADVICE and HSE Coronavirus (COVID-19): latest information and advice

Covid-19 Resources

29th April 2020 - This document will be updated with more information and evidence when it becomes available


https://www.cibsejournal.com/technical/preventing-covid-19-spreading-in-buildings/

https://www.airah.org.au/Web/Industry_Leadership/Update_on_coronavirus/Common_questions_about_COVID-19/AIRAH/Navigation/Industry_leadership/Coronavirus_information/Common_questions_about_COVID-19.aspx

http://www.rehva.eu/activities/covid-19-guidance

https://www.rehva.eu/fileadmin/user_upload/REHVA_COVID-19_guidance_document_ver2_20200403_1.pdf

https://www.thebesa.com/media/837481/1-coronavirus-working-on-site.pdf

https://www.gov.uk/coronavirus

https://www.nhs.uk/conditions/coronavirus-covid-19/

https://www.who.int/news-room/commentaries/detail/modes-of-transmission-of-virus-causing-covid-19-implications-for-ipc-precaution-recommendations

https://www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html?CDC_AA_refVal=https%253A%252F%252Fwww.cdc.gov%252Fcoronavirus%252F2019-ncov%252Fspecific-groups%252Fguidance-business-response.html

https://www.ncbi.nlm.nih.gov/pubmed/20815876

https://www.nejm.org/doi/full/10.1056/NEJMc2004973

https://www.thebesa.com/covid19/besa-covid19-guidance/

https://www.hse.gov.uk/news/coronavirus.htm?utm_source=hse.gov.uk&utm_medium=refferal&utm_campaign=coronavirus&utm_term=covid-landing&utm_content=home-page-popular

Have a point or technical query you wish to discuss please contact the SFG20 Helpdesk

[email protected] +44 (0)1768 860459Open 9am-5pm, Monday-Friday


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