The document outlines building maintenance practices, emphasizing the importance of preserving a building's aesthetic and functional integrity through various maintenance strategies, including preventive and corrective actions. It discusses the types of maintenance required, their scheduling, and the need for a management information system to enhance efficiency and user satisfaction. Ultimately, the document stresses the significance of planning and monitoring maintenance services to ensure high standards and timely completion of tasks.

1. BUILDING MAINTENANCE
PRACTICES
• INTRODUCTION
• NEED FOR BUILDING MAINTENANCE
• TYPES OF MAINTENANCE
• PREVENTIVE MAINTENANCE
• MEASURES DURING/AFTER
CONSTRUCTION OF BUILDINGS
• MAINTENANCE SCHEDULES

2. BUILDING MAINTENANCE
PRACTICES
• MAINTENANCE IN MULTISTOREY
BUILDINGS
• MANAGEMENT INFORMATION SYSTEM
(MIS)
• CONCLUSION

3. INTRODUCTION
THE LITERAL MEANING OF MAINTENANCE IS
TO PRESERVE UP KEEP OF AN ASSET. IN
RELATION TO BUILDING MAINTENANCE IT
MEANS TO PRESERVE THE BUILDING TO ITS
ORIGINAL AESTHETIC, FUNCTIONAL,
STRUCTURAL STATE INCLUDING
TECHNOLOGICAL UPGRADATIONS. THIS WILL
INVOLVE VARIOUS CATEGORIES OF
MAINTENANCE COMMENSURATE WITH USER
REQUIREMENTS, TECHNICAL NECESSITY,
AVAILABILITY OF FUNDS TO ACHIEVE USER
SATISFACTION.

4. INTRODUCTION
Maintenance and design are treated as if they
are unconnected activities, but in fact they are
interdependent. Maintenance representative
should ideally be drafted at planning and
design stage to have an effective
performance delivery to the owner/ ultimate
user for the following functions:
To produce a building which is appropriate
and efficient for the functions for which it is
designed

5. INTRODUCTION
To produce a building which strikes
appropriate balance between initial and
operating costs
To produce building which is consistent with
the needs and aspirations of the community at
large
To produce a building with the optimum
physical and psychological environment for the
contents of the building both animate and
inanimate

6. INTRODUCTION
In spite of above aspects the buildings
require maintenance due to various
shortcomings, fair wear and tear and
natural forces. The maintenance planning
and implementation must take advantage
of computers through an appropriate
management information system.

12. Components of Maintenance
Maintenance relating to building outer
shell of the structure and its fittings
and fixtures viz. Foundations, walls,
doors, windows, roofs, floors
Water supply
Electric supply
Sewage
Gas supply

13. Components of Maintenance
Garbage disposal
Security
Cleaning
Fire fighting
Lifts and escalators
HVAC Services
Standby power
Hot water systems

14. Components of Maintenance
Landscaping
Amenities and recreation facilities
Communication systems
Internet
Facilities for handicapped

15. NEED FOR MAINTENANCE
• Neglect
• Structural defects/ design deficiencies
• Planning defects
• Cracks/ seepages

16. NEED FOR MAINTENANCE
As built drawings, Manufacturer’s manuals and
recorded defects:
 Architectural drawings, sections, elevations,
structural drawings, Services drawings –
Electrical ,water supply, sewage, air
conditioning, heating & ventilation,
communication, fire detection, fire fighting
 Manufacturer’s manuals for machinery, Air-
conditioning plant, pumps, lifts, escalators,
transformers, cranes, Ice plants, Maintenance
& Operating instructions, spares

17. TYPES OF MAINTENANCE
•Planned/ Strategic maintenance
•Unplanned/ Tactical maintenance

18. TYPES OF MAINTENANCE
Planned maintenance
Scheduled preventive maintenance
Condition based maintenance by use of
records
Policies & control

19. TYPES OF MAINTENANCE
Un planned maintenance
Day to day routine / contingency repairs
Breakdowns & emergency repairs
Corrective maintenance after a failure
has occurred

22. • Periodic inspections by Engineers/User
• Major user complaints viz. Repair to roofs,
floors, walls, joinery, electrical wiring etc.
• Technical necessity – safety of structure.
• Administrative reasons.
• Hygienic grounds – clearing of tanks broken
sanitary fittings.
• Environmental factors like storms, rains,
floods, earthquake etc.
Maintenance inspections, Responsibility & client
satisfaction

23. • Day to day repairs to doors, windows, water
supply / sanitary fixtures, electrical
fittings
• Emergency repairs like power failure,
breakdown of water supply, sewage block.
• Periodical repairs like painting / white
whitewashing/ distempering/ polishing
CONTINGENCY / ROUTINE MAINTENANCE

24. • Cost effective and economical
• Optimum time frame
• Susceptible for check
• Appropriate to the job requirement.
• Technically sound and quality assurance
• User satisfaction.
PRINCIPLES OF MAINTENANCE

25. Life cycle costing: LCC of an asset over its
operating life, including initial capital cost,
occupation costs, operating costs and, the cost of
benefit deriving from disposal of the asst at the
end of life.
Sequence of life cycle:
Brief collection and development
Design
Construction
Commissioning
PRINCIPLES OF MAINTENANCE

26. Sequence of life cycle:
Maintenance
Modification
Replacement
Assessment:
Defining the life cycle period or building life (60
Years)
Machine life (10 – 15 years)
Assessing component or element life
PRINCIPLES OF MAINTENANCE

27. Obsolescence:
Physical
Functional
Economical
Building life is difficult to define, where as
component/ element life is easier to estimate. The
replacement of a component may be due to
deterioration, failure or obsolescence.
PRINCIPLES OF MAINTENANCE

28. • Departmentallyemployedworkmen&
procurement of resources.
• Contract system, Out sourcing.
• Agency services (Entrusting to an outside
agency)
SYSTEMS OF MAINTENANCE

29. . Annual programme: Based on the
inspections/complaints total quantum of work is
estimated building wise. The total work content is
divided into groups based on location, nature of
job. A tentative annual programme is made along
with cost. Allowance is made for the routine
maintenance which can be handled
departmentally. Balance work is divided into
definite identifiable jobs which can be contracted.
This programme is got approved by the
Administrative Authority showing the time
schedule and cost for each job
METHODOLOGY

30. Priorities are laid down leaving scope for revision
based on availability of funds
METHODOLOGY

31. Monthly / weekly programmes: The
annual programme could be supported with
monthly/ weekly programmes and funds
requirement. These programmes could be
reviewed / revised as required keeping the
over all annual programme in mind.
METHODOLOGY

32. Based on the priorities and grouping of the
jobs are tendered and agencies fixed.
Guide lines for implementation:
• Buildings could be grouped based on
geographical location & nature of job &
priority identification.
• Large quantum of trade items could be
combined for better control Viz. repairs to brick
work, plaster and white wash, floor repairs.
• Electrical works could be executed through a
separate agency.
• Petty repairs should be minimized since they
con not be identified after completion.

33. Guide lines for implementation
• Repairs to be carried out with minimum
possible disturbance to the occupants.
• Dismantled materials should be accounted.
• Users should be associated and their
signatures obtained after completion of job
record maintained
• Even flow of work should be ensured.
• Close supervision at various stages.
• Quality assurance & transparency.
• Working season to be taken into
consideration

34. Departmentally employed labour: Day to day
petty repairs like leaking taps, sewage blocks,
repairs to fittings & fixtures repairs to
doors/windows electrical repairs fall under this
category. Following activities are involved:
• Receipt & noting complaint.
• Provide material / tools.
• Preparation of Job card & deputing
tradesmen.
• Supervision of repairs & obtaining job
completion from user and make note against
complaint.
• Verification by supervisor / SDO

35. Job card No.
Sl
No
Area
Bldg
No
Nature of complaint Date of
receipt of
complaint
Date of
completion
Remarks
Materials issued………………………………………………
Supervisor– in charge
Work satisfactory completed
Users signature with date

36. GUIDE LINES
• Minimum reaction time gives better user
satisfaction.
• Materials should be ensured by advance
procurement based on previous experience
• IVR System should be implemented to cut
down delays and to provide round the clock
service.
• Power break downs water supply break
downs to be attended immediately.
• Available manpower should be gainfully
employed and output of each workman
should be recorded.

37. Types of Contracts:-
1. Contracts for large scale schedule items – Repairs to
plaster floor, doors & windows etc.
2. Term contracts – Scheduled petty items for a period of
one year
3. Periodical services like painting white washing, cement
based paint etc.
4. Cleaning of roof tops repairs & water proofing
treatment.
5. repairs to sewage lines.
6. Cleaning of septic tanks.
7. Repairs to roads.
8. Repairs to compound walls, fencing.
9. Electrical Contracts.
10. Air Conditioning (AMC).
11. Water Supply Installation (AMC).
12. Sewage Installation (AMC).

38. BUDGET :
The total amount available for maintenance should be allocated
to various bldg services based on priority for repairs. Budget
allocation shall also depend on importance and nature of bldg.
Sl
No
Service Qty Amount
Rs.
Cost/
Unit
Remarks
1. Bldg repairs SM
2. Water supply
3. Electricity
4. Plumbing/Sewage
5. Lifts
6. Air Conditioning
7. Street lighting
8. Fences /walls/gates

39. Sl
No
Service Qty Amount
Rs.
Cost/
Unit
Remarks
9. Roads
10. Replacement of
bulbs/tube lights
11. Clearing Overhead
Tanks
12. Area Drains
13. Misc services.

40. In Govt Departments the allotment for maintenance services is
generally based on plinth area basis. Plinth area rates for MES
are as under, other Depts may have their own yard sticks (7/04).
PART-I PLINTH AREA RATES FOR CIVIL ENGINEERING MAINTENANCE
Sl
No
Category Service
Charges
Rs/Sqm
Annual
Repairs
Rs./Sqm
Age 0-20
Rs./Sqm
Age 21-
40
Rs/Sqm
Above
40Yrs
Rs/Sqm
A) Residential Bldgs
(i) Single/Md OR/JCOs Qrs
and Ancillaries
29.24 19.02 12.10 20.08 27.20
(ii) Single Md Offr Qtrs other
than the residences of
General Officer
Commanding
29.24 19.02 12.10 20.08 27.20
(iii) OR/JCOs Messes 38.00 24.74 12.10 20.08 27.20
(iv) Offr messes. Inspection
bungalows institutes &
residences of Gen offrs
commanding (Div area,
Corps and Command) &
equivalent offrs of services.
45.48 30.00 12.57 20.95 28.53

41. Sl
No
Category Service
Charges
Rs/Sqm
Annual
Repairs
Rs./Sqm
Age 0-20
Rs./Sqm
Age 21-
40
Rs/Sqm
Above
40Yrs
Rs/Sqm
B) Non-Residential Bldgs
(i) Office Bldgs (any type
except in sub para (ii)
below) storage accn (any
type) workshops/ garages
and technical accn except in
sub para (ii) below etc.
33.32 21.81 20.95 34.71 48.61
(ii) Office accn (admin block
only of formation HQrs
down to sub area and
equivalent in other service
training accn of category ‘A’
establishments army and
Corresponding institutions
of Navy/AF/R&D and
technical accn of R&D
laboratories.
45.48 30.00 13.23 20.95 29.53
(iii) MI Rooms and Hospitals 83.30 54.66 32.19 53.60 74.95

42. (C) The Plinth area rates of annual repairs of civil engineering
maintenance for high rise bldgs located in coastal areas in respect of
following categories of bldgs will be enhanced as under:-
Residential Bldgs
(i) Single/Md OR/JCOs Qtrs
and ancillaries
From Rs. 29.50 Sq Mtr To Rs. 40.10 Sq Mtr
(ii) Single/Md officers Qtrs
other than residences of
General Officer
Commanding
From Rs. 29.50 Sq Mtr To Rs. 40.10 Sq Mtr

43. PART-II PLINTH AREA RATES FOR ELECTRICAL ENGINEERING MAINTENANCE
Sl
No
Category of building Rates in Rs per Sq.m for day to day
services. Repairs and Maintenance
Concentrated
Group
Scattered
Group
(A) RESIDENTIAL BUILDING
1. Single/Md./ OR /JCO/ Qtrs. and
ancillaries.
15.43 19.02
2. Single Md Offr/ Qtrs. other than the
residences of General Officer
Commanding
19.02 21.95
3. OR/JCO Messes 25.14 -
4. Offr messes. Inspection bungalows
institutes & residences of Gen offr
commanding (Div area, Corps and
Command) & equivalent offrs of
services.
25.14 -

44. Sl
No
Category of building Rates in Rs per Sq.m for day to day
services. Repairs and Maintenance
Concentrated
Group
Scattered
Group
(B) NON-RESIDENTIAL BUILDING
1. Office bldgs (any type except in sub
para (2) below) storage accn (any
type) workshops/ garages and
technical accn except in sub para (2)
below etc.
21.95 25.14
2. Office accn (admin block only of
formation HQrs down to sub area and
equivalent in other service training
accn of category ‘A’ establishments
army and Corresponding institutions
of Navy/AF/R&D and technical accn
of R&D laboratories.
25.14 -
3. MI Rooms and Hospitals 50.27 -

45. (C) The above norms do not include the replacement cost of bulbs
and tubes, funds for which will be demanded separately at 2
replacement per annum.
(D) The plinth area rates of Electrical Engineering maintenance
for high-rise buildings located in coastal area in respect of
following categories of buildings will be enhanced as under:-
Residential Bldgs
(i) Single/Md OR/JCO
Qrs and ancillaries
From Rs. 13.20
Sq M
To Rs. 17.56
Sq M
(ii) Single/Md officers
Qrs other than the
residences of General
Officer Commanding
From Rs. 16.30
Sq M
To Rs. 21.68
Sq M

46. Scheduled System Contingency System
Annual Inspection User requirements
Budget Pre view
Dept Labour
Is it necessary
Time delay
Prepare tender
Tendering
procedure
Monthly Sch
Weekly Sch
Daily Sch
Priority
Normal
Urgent
Emergency
With in budget
NO
YES
YES
NO

47. PERFORMANCE INDICATORS
The maintenance services need to be evaluated periodically to
improve the system. The following data will give broad performance
parameters.
 Over all performance Value of jobs executed.
Value of jobs as per annual
programme
 Plinth area costs
 Bldg repairs Cost of repairs to bldgs
Plinth area
 Electrical Repairs Cost of Electrical repairs
Plinth area
 Water Supply repairs Cost of Water Supply
Plinth area
 Annual repairs
(Periodical Services)
Cost of Annual repairs
Plinth area.

48.  Percentage variance No of Jobs Executed out of
original programme
Total No. jobs as per programme
 Delay ratio No of Jobs One week over due
No jobs completed in the same
week
 Cost time factor Actual hours productively
employed_______________
Total time worked

49. WORKER PERFORMANCE
• Worker performance should be measured
in terms of standard performance
physically observed
• Incentives to be announced for better
performance

53. MANAGEMENT INFORMATION
SYSTEMS
• Data collection
• Life cycles of materials/ Items of work
• System design
• User needs
• Policies
• Processes
• Budget

54. MANAGEMENT INFORMATION
SYSTEMS
• Implementation
• Management reports
• Monitoring and control

55. MANAGEMENT INFORMATION
SYSTEMS
Magnitude or seriousness
Frequency of occurrence
Resources expended and time taken
Budget and actual cost
Source of funding

56. MANAGEMENT INFORMATION
SYSTEMS
Integrated computer based system
Direct on line entry of job information
Work orders
Invoicing
Payment details
Contractor information

57. MANAGEMENT INFORMATION
SYSTEMS
Worker performance
Normal performance
Standard performance
Below normal performance
Incentive scheme

58. Frontline Management Reports

61. Maintenance for multi storied buildings/
offices
• Maintenance cell
• Communication system
• Computerized recording of complaints
• Contingency material store
• Tradesmen on call
• Standing order for materials
• Records/ reviews
• Suggestion/ complaint book

62. Maintenance for multi storied buildings/
offices
• Standing contract for specialized
services
• Budget fore cast
• Security
• Captive power

63. CONCLUSION
Performance of maintenance services
indicates the efficiency of Engg. Depts. The
performance has to be measured in terms of
over all user satisfaction. The maintenance
services should therefore be well conceived,
planned, monitored and completed in time
with quality assurance to achieve a very high
standard of performance. This can not be
achieved over night and requires sustained
and concerted efforts by all the staff engaged
in maintenance services.