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Guide M (archived): Maintenance engineering and management (2014) (pdf)
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Guide M (archived): Maintenance engineering and management (2014) (pdf)

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This publication was withdrawn in September 2023 and should not be used on current projects. It is provided here for reference purposes only. The 2023 edition is available here: Guide M Maintenance engineering and management.

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Table of Contents

1 Introduction

1.1 Scope and structure 

2 Guidance for building services designers

2.1 Designer responsibilities

2.2 Advising and guiding the client

2.3 Client requirements

2.4 Installation and maintainability

2.5 Design parameters

2.6 First-year operation and maintenance requirements

Appendix 2.A1: Design guide to maintainable buildings

3 Maintenance strategy and techniques

3.1 Client requirements and other considerations

3.2 Maintenance techniques

3.3 Service delivery options

3.4 Developing and implementing an appropriate strategy

3.5 Selecting the appropriate delivery model

3.6 Implementation and performance management/improvement

4 Maintenance contracts

4.1 Procurement methods and procedures

4.2 Contract selection

4.3 Tender and contract formation

4.4 Documentation

4.5 Contract mobilisation

5 Energy efficiency and maintenance

5.1 Energy strategy and policy

5.2 Energy management systems (EnMS)

5.3 Gaining an overview

5.4 Analysing energy demand

5.5 Legislation and codes of practice in UK

5.6 Investing in energy efficiency

5.7 The energy-efficient brief

5.8 Renewables

5.9 Fuel selection

5.10 Combined heat and power (CHP)

5.11 Metering

5.12 Lighting

5.13 Heating and hot water

5.14 Electrical power

5.15 Controls

5.16 Refrigeration systems

5.17 Justification of energy projects

Appendix 5.A1: Energy benchmark data

6 Controls for building services

6.1 Purpose of controls

6.2 Maintenance requirements

6.3 Building management systems

6.4 Upgrading control systems

6.5 Need for training

7 Commissioning and testing

7.1 Commissioning management

7.2 Summary of commissioning requirements

7.3 Commissioning manager and commissioning specialist responsibilities

7.4 Documentation

7.5 Designer’s checklist

7.6 System characteristics

7.7 Post completion testing

7.8 Continuous commissioning

7.9 Controls and building management systems

7.10 Decommissioning and mothballing

8 Handover procedures

8.1 Preparation

8.2 Sectional completion and beneficial occupation

8.3 Inspections

8.4 User training

8.5 Occupant training

8.6 Tools and spares

8.7 Handover information

8.8 Equipment warranties

8.9 Defects liability

9 Operating and maintenance documentation

9.1 O&M manual content

9.2 Manufacturer literature

9.3 Updating

9.4 Preparation

9.5 Health and safety file

9.6 Building user guides

9.7 BIM information

9.8 Computer-based information systems

9.9 Maintenance management systems

10 Operational risk assessment and management procedures

10.1 Assessing the risks

10.2 Business risks

10.3 O&M risks

10.4 Disposal risks

Appendix 10.A1: Overall risk checklist

Appendix 10.A2: Operational risk checklist

11 Operation and maintenance costs

11.1 O&M cost data

11.2 Cost categories

11.3 Cost data attributes

11.4 Benchmarking

11.5 Levels of information

11.6 Utilisation of labour

11.7 Backlog maintenance

12 Economic life factors and end of economic life

12.1 Background: what are economic factors and when are they used?

12.2 Predicted future life expectancy of assets and components

12.3 Variation factors

12.4 Applications

12.5 Other economic life and financial considerations

Appendix 12.A1: Indicative economic life expectancy

13 Maintenance audits

13.1 Audit document

13.2 Audit details

13.3 Audit scoring system

13.4 Recording comments

13.5 Audit procedure

14 Condition surveys

14.1 Levels and frequency of survey

14.2 Non-intrusive testing

14.3 Consistency of information

14.4 Priority grading

14.5 Condition grading

14.6 Data collection

14.7 Updating information

15 Legislation and compliance

15.1 Legislation

15.2 Requirements for inspection and testing

16 Health and comfort

16.1 Indoor air quality

16.2 Thermal comfort influences

16.3 Air distribution systems

16.4 Comfort during modifications to existing buildings

16.5 Recommended assessment schedules

17 Training

17.1 Management

17.2 Competency

17.3 Training policy statement

17.4 Identification of training needs

17.5 Training plan

17.6 Means of provision

17.7 Certification

17.8 Evaluation

17.9 Records

Principal author: Joanna Harris (BSRIA)

Contributors: Neil Ambler (Watson & Sole); John Armstrong (Armville Consulting); Neil Earnshaw (Constructing Solutions); Rob Farman (Abacus FM Engineering Consultancy); Stephen Gathergood (G4S Integrated Services); Andrew Green (F&G); Paddy Hastings (Norland Managed Services); Steve Hunter (Kaizenge); Paul Kee (Hurley Palmer Flatt); Andrew Martin (Lloyd’s Register); Kate McCormick (SPIE UK); Geoff Prudence; Dave Robinson (Babcock); Andrew Saville (Armville Consulting); David Smith (Datara)


CIBSE Maintenance Task Group and Steering Committee: Neil Ambler (Watson & Sole); John Armstrong (Armville Consulting); Javier Carnero (MITIE); Graeme Craig (B&ES); Neil Earnshaw (Constructing Solutions); Rob Farman (Abacus FM Engineering Consultancy); Steve Gathergood (G4S Integrated Services); Joanna Harris (BSRIA, Chair); Paddy Hastings (Norland Managed Services); Steve Hunter (Kaizenge); Paul Kee (Hurley Palmer Flatt); Gareth Keller (B&ES); Andrew Martin (Lloyd’s Register); Kate McCormick (SPIE UK); Geoff Prudence; Dave Robinson (Babcock); Andrew Saville (Armville Consulting); David Smith (Datara)


CIBSE Referees: John Armstrong; Mike Malina; Phil Taylor

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