BSM CREW SERVICE CENTRE PHILIPPINES INC.

BUILDING MAINTENANCE PROGRAM

Draft 08/12/10

PURPOSE AND OBJECTIVE:

This maintenance program is a simple guide line to ensure two specific areas,
namely housekeeping and building preventive maintenance / repair, would cater to
a high quality and standard of work area within and outside of the confines of the
BSM Building.

This maintenance program is also to detect, determine and correct any problems,
malfunctions or the like that may cause damage, hamper the work area, stoppage
of operations, compromise the safety of personnel to damage or lower the working
conditions to harmful levels for the staff members.

DEFINITION OF TERMS:

BSM Building – A twelve (12) storey structure, with basement and roof deck, that
houses BSM – Crew Service Centre Philippines Inc., BSM Maritime Training Centre,
Euro-Asia Travel Inc., and Schulte Energy Services Inc..

Building Coordinator – Administrative head which over sees the development and
maintenance of the BSM Building.

Floor Manager – A person(s) assigned to oversee, report, micro manage the floor
level that he belongs to, and coordinate with the Building Coordinator with regards
to the housekeeping and maintenance of the said floor.

Support Staff- Outsourced personnel that have specific functions in maintaining

the structures within the BSM Building, currently they are namely:

1. Handymen -Personnel that provide support but not limited to:

Carpentry & Masonry

• Replace ceiling tiles
• Replace floor tiles (limited to damaged portions on small areas)
• Hang bulletin boards, pictures, plaques, clocks
• Lubricate hinges
• Repair broken furniture, i.e., chairs, desks, tables, shelving units,
podiums, etc.
• Install cabinet locks
• Adjust door closures
Plumbing
• Repair faucets, seats, washers, p-traps
• Repair urinal flush valves, diaphragms, handle kits, vacuum
breakers, gaskets
 • Repair toilet flush valves, diaphragms, stems, relief valves,
vacuum breakers, handle kits, gaskets
• Unplug waste lines, sinks, lavatories, toilets
• Unplug drain lines
Electrical
• Replace receptacles
• Replace on/off light switches
• Replace interior lamps
• Replace Ballasts
• Replacing and repairing of interior and exterior lamps
• Repair and reset of existing fire alarms
• Repair exhaust fans and fume hoods
• Replace diffusers on light fixtures
• Replace outlets and wall switches
• Reset tripped circuit breakers
• Upgrading existing or installing new light fixtures, lighting
equipment or receptacles
• Installation of wall clocks
Painting
• Paint building interiors and exteriors
• Drywall finishing, texturing and painting associated with
remodels or renovations
• Apply finishes to custom furniture, fixtures and equipment
• Painting unmatched areas that are uncovered during remodeling
or relocating wall mounted things like bulletin boards, marker
boards, pictures, etc.
• Change color of walls, trim, cabinets and doors
HVAC
• Replace air conditioning filters
• Perform preventive maintenance on ventilation and air
conditioning systems and related equipment
• Control air flows; repair and replace exhaust fans and hoods
• Insulate pipes and make insulation repairs
• Maintain compressors and vacuum pumps integral to the
building operating system
• Maintain mechanical equipment

These personnel are not limited to their prescribed duties and responsibilities,
though any additional works to be done are to be advise and approved by the
Building Coordinator.

Cadets – These are training cadets utilized in the maintenance of the facility as part
of their on the job training, coordinated under the training department.

Service Maintenance Providers – Outsourced companies that are contracted to

do the specialty works in the maintenance of equipment used within the facility, i.e.
elevators, chillers, sewage treatment plant, etc. These are usually the suppliers of
the equipment that were installed in the BSM Building.
HOUSEKEEPING
DEFINITION - the care and control of cleanliness, orderliness, sanitation and
hygiene of property, ensuring its maintenance and proper use and appearance;

Also, it is also defined as to ensure smooth continuity of business operation,

examples are; ensuring waste is minimised, problems identified and addressed
quickly, supplies or products delivered on time, etc.

STANDARDS OF HOUSE KEEPING

As one of the main parts of the building maintenance program, a defined standard
for housekeeping is established to provide a clear and understandable guideline to
follow in order to ensure a high standard of cleanliness and orderliness is achieved.

The guidelines for these standards are the following:

Note: all defects, cracks, malfunctioning or defective equipment are to be

immediately reported to the Building Coordinator for repair.

1. Toilet Areas
• Cleaning frequency – Every working day; General cleaning on Saturdays
i. Water closets – to be scrubbed and wiped away of stains, interior
and exterior; to be disinfected as frequent as possible.
ii. Troughs – fixtures and accessories to scrubbed free of dirt; tops to
be wiped away clean from stains; drains are to be removed of any
particles that may cause blockage; to be disinfected as frequent as
possible.
iii. Urinals – fixtures and accessories to scrubbed free of dirt; counter
tops to be wiped away clean from stains; drains are to be removed
of any particles that may cause blockage; to be disinfected as
frequent as possible.
iv. Walls and Partitions – Scrubbed and wiped free of any stains and
markings; window panels and sills to be wiped of dust; to be
disinfected as frequent as possible.
v. Ceiling line – to be dusted and free of cob webs.
2. Pantry
• Cleaning Frequency – Every working day; General cleaning on Saturdays
i. Wash sink – fixtures and accessories to scrubbed free of dirt;
counter tops to be wiped away clean from stains; drains are to be
removed of any particles that may cause blockage; to be
disinfected as frequent as possible.
 ii. Flooring and walls – to be swept and mopped thoroughly, and
leaving the surface dry; floor drains to be cleaned and free from
obstructing objects.
iii. Refrigerator / Coffee Dispenser / Water Dispenser – refrigerator
should be cleaned externally and internally, with any leftover food
that is stagnant to be thrown away; coffee dispensers are to be
cleaned externally and internally, with the compartments for the
consumables to be cleaned and refilled on a frequent basis; water
dispensers are to be cleaned and free from stains and marks, with
the water bottle immediately changed. (if applicable)
iv. Ceiling line – to be dusted and free from cob webs.
3. Storage Room / Garbage Room / Janitor Room
• Cleaning Frequency – Every working day; General cleaning once a month
i. Floor and walls – to be wiped free of dust and other debris;
ii. Ceiling line – to be dusted and free from cob webs.
iii. Garbage Collection – Garbage collected from the office area every
end of the day is to be transported to the ground floor holding area
for disposal the following day, which is to be collected by the city
sanitary service.
4. Enclosed Office Area
• Cleaning Frequency – Every working day; General cleaning on Saturdays
i. Work table – surface to be dust and marking free; keyboard,
keyboard tray, monitor and CPU to be dusted and arranged in an
orderly manner; files on the desk are to be arranged but left in
place; mobile pedestals and lateral cabinets are to be dusted and
arranged in its proper position;
ii. Cabinets – surfaces are to be dust free, with all frames and
ornaments to be dusted and arranged properly; stored books are to
be dusted and arranged as well.
iii. Chairs – managers and visitors chairs are to be vacuumed and be
removed all of dust and clinging particles; chair legs are to be
wiped clean of dust and other markings; couches are to be
vacuumed all over; chairs are to be properly arranged into place.
iv. Flooring – floor tiles are to be swept clean and be free from dust
and debris; tiles are to be mopped and properly sanitized as
needed.
v. Walls and partitions – horizontal and vertical surfaces are to be
wiped clean and dust free; all hanging frames or objects are to be
subjected to dusting, or in some cases, special cleaning; glass
panels are to be mark and streak free, with the frames dust free;
door panels are to be dust free, with the glass panels mark and
streak free.
vi. Ceiling line – to be dusted and free from cob webs.
vii. Garbage collection – every end of the working day.
5. Open Work Area
• Cleaning Frequency – Every working day; General cleaning on Saturdays
i. Work table – surface to be dust and marking free; keyboard,
keyboard tray, monitor and CPU to be dusted and arranged in an
orderly manner; files on the desk are to be arranged but left in
 place; mobile pedestals and lateral cabinets are to be dusted and
arranged in its proper position;
ii. Cabinets – surfaces are to be dust free, with all frames and
ornaments to be dusted and arranged properly; stored books are to
be dusted and arranged as well.
iii. Chairs – staff and visitors chairs are to be vacuumed and be
removed all of dust and clinging particles; chair legs are to be
wiped clean of dust and other markings; couches are to be
vacuumed all over; chairs are to be properly arranged into place.
iv. Flooring – floor tiles are to be swept clean and be free from dust
and debris; tiles are to be mopped and properly sanitized as
needed.
v. Walls and partitions – horizontal and vertical surfaces are to be
wiped clean and dust free; all hanging frames or objects are to be
subjected to dusting, or in some cases, special cleaning; glass
panels are to be mark and streak free, with the frames dust free;
glass panels for the modular partitions are to be mark and streak
free, with the fabric panels vacuumed.
vi. Mobile Shelving Compactors – to be wiped clean from dust any
marking caused by use or by other means;
vii. Ceiling line – to be dusted and free from cob webs.
viii. Garbage collection – every end of the working day.
6. Classrooms
• Cleaning Frequency – Every working day; General cleaning on Saturdays
i. Walls and partitions – horizontal and vertical surfaces are to be
wiped clean and dust free; all hanging frames or objects are to be
subjected to dusting, or in some cases, special cleaning; white
boards are to be wiped clean of markers and or smudges / streaks
made from wiping; window glass panels are to be mark and streak
free, with the frames dust free; door panels are to be dust free, with
the glass panels mark and streak free; blinds are to be subjected to
dusting and careful roll up.
ii. Trainees chairs & tables – chairs and tables are to be organized and
in line with the defined rows; all surfaces are to be dusted;
iii. Floor tiles - floors and base boards are to be dust free and properly
sanitized as often as possible;
iv. Instructors desk - surface to be dust and marking free; keyboard,
monitor and CPU to be dusted and arranged in an orderly manner;
files and / or instructional material on the desk are to be arranged
but left in place;
v. Ceiling line – to be dusted and free from cob webs.
7. Kitchen
• Cleaning Frequency – Every working day; General cleaning on
Wednesdays and Saturdays
i. Walls and partitions - horizontal and vertical surfaces are to be
wiped clean, dust and grease free; all hanging frames or objects are
to be subjected to dusting or de-greasing; frames are to be mark,
streak and grease free; door panels are to be dust and grease free,
with the glass panels mark and streak free; all surfaces are to be
properly sanitized for hygienic purposes;
 ii. Counters / food preparation areas / equipment / etc. – all surfaces
are to be dust and grease free; areas with mildew are to be
immediately cleaned and properly sanitized; areas wherein food is
prepared should be dust and food particle free, with frequent
degreasing; storage cabinets should be properly cleaned prior to
storage of kitchen equipment and utensils;
iii. Floors and under counters – floors are to be swept clean of dust and
food particles resulting from food preparation; accumulated grime,
mildew and grease should be avoided, wherein the first signs of
these should be carefully monitored and immediately eradicated;
careful sanitation should be observed, especially on areas
frequented with traffic; floor drain channels and their grilles should
be properly cleaned and sanitized so that clogging would be
avoided, also, so that vermin and other pests would not propagate
within them; procedures done in ships or in hotels should also
followed accordingly.
iv. Cold storage areas – cold storage procedures used in ships should
be followed, especially pertaining to food items, otherwise, proper
cleaning and handling of such storage facilities should be followed.
v. Ceiling line – to be dusted and free from cob webs and grease;
8. Sleeping quarters
• Cleaning Frequency – Every working day; General cleaning on Saturdays
i. Walls and partitions – horizontal and vertical surfaces are to be
wiped clean and dust free; all hanging frames or objects are to be
subjected to dusting, or in some cases, special cleaning; window
glass panels are to be mark and streak free, with the frames dust
free; door panels are to be dust free, with the glass panels mark
and streak free; blinds are to be subjected to dusting and care full
roll up.
ii. Floor tiles – floors tiles and base boards are to be dust free and
properly sanitized as often as possible;
iii. Furniture - closets and bunk bed surfaces are to be dust free and
arranged in an orderly manner;
iv. Ceiling line – to be dusted and free from cob webs.
9. Stairway
• Cleaning Frequency – Every working day; General cleaning on Saturdays
i. Stair way steps and landing - tiles are to be swept clean and be free
from dust and debris; tiles are to be mopped and properly sanitized
as needed.
ii. Stair way railing and hand rail – railings and hand rails are to be
dust free and be removed of stains.
iii. Stair way walls - Scrubbed and wiped free of any stains and
markings; window panels and sills to be wiped of dust; to be
disinfected as frequent as possible.
10. Pipe chase
• Cleaning Frequency – Every working day; General cleaning once a week
i. Walls - Scrubbed and wiped free of any stains and markings;; to be
disinfected as frequent as possible.
ii. Floor slab – floor is to be swept clean and be free from dust and
debris; floor is to be mopped and properly sanitized as needed.
 iii. Door –door is to be dust free; door handles are to be stain free.
11. Roof deck
• Cleaning Frequency – Every working day; General cleaning once a week
i. Partition walls – to be stain, mark and streak free, with accumulated
dust to be removed.
ii. Floor slab – floor is to be swept clean and be free from dust and
debris; drains are to be clean and free from obstruction.

EXTERIOR AREAS

1. Windows
• Cleaning frequency – Annually; General checking every 6 months
i. Glass surface – to be scrubbed and wiped away of streaks, interior
and exterior.
ii. Sealants – are to be checked for surface cracks and brittleness; to
be intact and is adherent to the glass and window frame.
iii. Frames – are to be crack and discoloration free.
iv. Hardware– should be well lubricated and properly attached to the
window frame.
2. Granite Stone Surface
• Cleaning Frequency – Annually; General checking every 6 months
i. Granite stone panel – panels are to be streak and stain free; surface
is to be shining in appearance; sealants are to be intact especially
in between gaps of panels.
3. Painted Surfaces
• Cleaning Frequency – Annually; General checking every 6 months
i. Surface – surface to be dust and stain free; surfaces to be from
paint defects.
4. Drive way and Parking Area
• Cleaning Frequency – Every working day; General cleaning every Saturday
i. Drive Way Surface – to be generally clean, free from accumulated
dust and tire marks; corners to be clean of stains and dust.
ii. Drive Way Walls – to be stain and dust free; water marks on joints
and corners to be removed; lighting fixtures and their connections
to be dusted and functioning properly.

Use of disinfectants

Disinfectants to be used inside the buildings are of the commercial / household kind.
These chemicals are readily available off the shelf and are easy to use, provided
proper application is done.

Disinfectants used in hospitals such as phenolics, halogens, and alcohol may be

used on rare occasions wherein utmost disinfection is needed. Though, they are not
recommended to be used on a daily basis in the present working environment due
to their high toxicity and the damage that they might cause to the environment.

Pest control and fumigation

The following are the schedule for the pest control and fumigation of the building:

Ground floor - Every 1st and 3rd week of the month

(Saturday)
Second and third floor - Every end of the month (Saturday)
Fourth floor - Every 2nd and 4th week of the month
(Saturday)
Fifth floor - Every 2nd and 4th week of the month
((Saturday)
Sixth floor (including all pantries) - Every week end (Saturday)
Seventh floor - Every 1st week of the month
(Saturday)
Eight floor - Every 1st week of the month (Saturday)
Ninth floor - Every 1st week of the month (Saturday)
Tenth floor - Every 1st week of the month (Saturday)
Eleventh floor - Every 1st week of the month
(Saturday)
Twelfth floor - To be determined
Roof deck - Every end of the month (Saturday)

Procedures of the pest control provider are to be approved by the Building

Coordinator, and that all chemicals used are to comply with local environmental
laws and regulations prescribed.

WASTE DISPOSAL FROM HOUSE KEEPING

Solid Waste

Dry solid waste is to be collected during the specified collection time on each floor
level. Collection times are as follows:

Ground floor - One (1) hour before office closing time

Second and third floor - Every after lunch break on working
day
Fourth floor - Every cleaning schedule every day
Fifth floor - Every cleaning schedule every day
Sixth floor (including all pantries) - Every after use of area and end of
working day
Seventh floor - One (1) hour before office closing time
Eight floor - One (1) hour before office closing time
Ninth floor - One (1) hour before office closing time
Tenth floor - One (1) hour before office closing time
Eleventh floor - One (1) hour before office closing time
Twelfth floor - To be determined
Roof deck - Every end of scheduled cleaning session

All solid waste is to be collected and placed in designated garbage holding areas
located on every floor, or specified holding areas.
Typically, all dry solid wastes are paper, cartons, plastics, Styrofoam, small office
equipment, and other office related waste. In any case, these are to be collected
and stacked in a proper manner in which, if applicable, can be sent to recycling
areas for proper disposal. Otherwise, non recyclable or usable material is to be
disposed of.

All solid waste that are wet, are to be placed properly on sealed containers so that
any odour or moisture would not escape. Generally, any wet solid waste is from the
kitchen and pantry, in which most are food wastes. These wastes can be collected
and given to special collectors in which can be recycled for re use as feeds or
fertilizer.

All waste to be disposed of are to be collected from the holding areas and be
brought down to the ground floor area so that these waste can be collected and be
given to the local government waste collector on a pre determined time.

Any waste disposal of any type is to be approved by the Building Coordinator for
proper collection and disposal.

Liquid Waste

Dry waste, of any type, is typically from the kitchen and pantry areas, and very
minimal from the office areas. General liquid waste is to be disposed on existing
drains, though any solids should be taken off first prior to disposal. Any other liquid
wastes in which are not of the typical nature, such as chemicals, are to be
coordinated to the Building Coordinator for proper disposal.

PROCEEDURES OF INSPECTION

Prior to inspection, the assigned floor managers are to be briefed by the Building
Coordinator with regards to the standards that are to be applied in maintaining the
housekeeping of their floor level.

In general, the inspection is carried out by the floor managers themselves, or can be
assigned to their deputies in their absence. In a case to case basis, the assigned
support staff can also accompany their inspecting personnel so that attention can
be made on minor deficiencies seen.

An inspection of the floor level should be thorough and detailed, so that all areas
are properly seen for any deficiency made.

FREQUENCY OF INSPECTION

Inspection of the floor managers should be in regular intervals, based on their

preferred schedule or as prescribed by the Building Coordinator, though not spaced
in very long periods of time. A descent inspection of twice a week would be
sufficient and recommended, so that follow ups are immediately addressed and that
the deficiencies would not take long to be rectified.

PROCEEDURES IN REPORTING
Upon or while inspecting, the floor manager is to check all areas of responsibility
indicated on his checklist. All deficiencies are to be marked and recorded for
purposes of tracking the progress of work, or the response made by the support
staff and the Building Coordinator.

Upon completing the checklist, it is to be reported / given to the building

coordinator for proper coordination and scheduling of the work to be done if there
are any deficiencies to be rectified.

A summary is also to be tabulated on the record sheet located on a viewable area

for all the team members to see. Also in this sheet is the response action taken by
the building administrator on a deficiency identified.

ACTION BY THE BUILDING COORDINATOR

The building coordinator is to at least inspect the building once a week in order to
see other deficiencies not noted by the floor manager. This inspection is to also
serve as an assessment of the problem to form the basis of action to be taken in
order to correct the deficiency, and plan ahead on how to avoid the problem in the
future.

This inspection is also to follow up the action done by the assigned support staff
assigned.

The collected recorded data, inspection reports and corrective measures are to be
compiled and recorded into a report, to be submitted to the Building Coordinator for
proper information and documentation. Copy of collected info will be then
submitted to the President for record. Information that will be beneficial to the
upkeep of the facility will be transmitted to the floor managers thru e-mail or by
bulletins by the Building Coordinator.

WORK COMPLETION

All housekeeping works with a prescribed schedule are to finish on time, provided
that no interference is experienced while doing the said work. However, if such a
delay is experienced, overtime work is advised so that the delayed work can be
done, though, in some cases, these delayed works can be done on the following
working day if overtime work is not necessary and that the delayed work will not
hamper the operations of the concerned area.

In some cases, works are of a special kind, such as cleaning of affected areas due to
large congregations or parties, in which an ample amount of time is to be given. In
such cases, a specific time frame is to be allotted and that, if needed, overtime
work and extra man power is to be rendered in order to complete the said work. In
such cases also, it is advised that these special works be coordinated to the Building
Coordinator for proper scheduling and man power allotment.

WORK QUALITY ASSESMENT AND CONTROL

All works are to meet the criteria stated above the housekeeping standards and the
satisfaction of the end user and the Building Coordinator.

However, if any of the works done fail to meet the standards, the works are to be
re-done immediately, without hesitation, by the support staff concerned.

BUILDING PREVENTIVE MAINTENANCE

DEFINITION – The action of maintaining an area or equipment to avert any
unexpected breakdown or failure during normal operation.

STANDARDS IN PREVENTIVE MAINTENANCE

As the second major part of the building maintenance program, and of equal
importance to housekeeping, the preventive maintenance measures allow the
structures, furniture, fixtures and equipment to be maintained on a regular interval
and that give them a longer life span of usage since all items are of high value and
importance to the day to day operations of the complex.

The guidelines for these standards are the following:

INTERIOR AREAS

1. Toilet Areas
• Checking frequency – Every working day
i. Water closets – fixture to checked for cracks or any surface defects;
seals and grouting are to be checked for breakage or loose fitting;
accessories are to be checked for malfunctions or loose fitting;
drainage of water and its flow is to be checked for possible
clogging.
ii. Lavatory – fixture to checked for cracks or any surface defects;
seals and grouting are to be checked for breakage or loose fitting;
accessories are to be checked for malfunctions or loose fitting;
drainage of water and its flow is to be checked for possible
clogging; counter tops are to be checked for surface cracks and
loose joint connections.
iii. Urinals – fixture to checked for cracks or any surface defects; seals
and grouting are to be checked for breakage or loose fitting;
accessories are to be checked for malfunctions or loose fitting;
drainage of water and its flow is to be checked for possible
clogging.
iv. Walls / Partitions / Floor – to be checked for cracks or any surface
defects; checking of connection of modular partition anchorage to
wall and floor mounting; checking of all moving parts on modular
partition; checking of conditions of installed equipment i.e. hand
dryers, tissue dispensers, liquid soap holders, etc.; checking of
hardware and wooden panel condition of doors.
 v. Ceiling line – checking of operability of exhaust fan and its
cleanliness; checking for busted lights and loose connections of
their fixtures; checking of surface cracks on gypsum ceiling;
checking of ducting and electrical conduits above ceiling; checking
of smoke detectors and fire sprinkler heads for their operability;
checking for paint defects.
2. Pantry
• Checking frequency – Every working day
i. Wash sink – fixture to checked for cracks or any surface defects;
seals and grouting are to be checked for breakage or loose fitting;
accessories are to be checked for malfunctions or loose fitting;
drainage of water and its flow is to be checked for possible
clogging; counter tops are to be checked for surface cracks and
loose joint connections.
ii. Flooring and walls – checking for surface cracks on the floor tiles;
checking for surface cracks on walls, as well as paint condition.
iii. Refrigerator / Coffee Dispenser / Water Dispenser – to check all
equipment for unusual operation; all repair works are to be done by
supplier is still under warranty, otherwise, it is to be taken off site
for repair with specialist, or be done within the premises.
iv. Ceiling line – checking of operability of exhaust fan and its
cleanliness; checking for busted lights and loose connections of
their fixtures; checking of surface cracks on gypsum ceiling;
checking of ducting and electrical conduits above ceiling; checking
of smoke detectors and fire sprinkler heads for their operability;
checking for paint defects.
3. Storage Room / Garbage Room / Janitor Room
• Checking Frequency – Every second Saturday of the month;
i. Ceiling line – checking of operability of exhaust fan and its
cleanliness, as well as installed electric fans; checking for busted
lights and loose connections of their fixtures; checking of surface
cracks on gypsum ceiling; checking of ducting and electrical
conduits above ceiling; checking of smoke detectors and fire
sprinkler heads for their operability; checking for paint defects.
ii. Floor and walls – to check for surface cracks on the floor tiles;
checking for surface cracks on walls, as well as paint condition;
checking of installed fire proof door for surface defects, as well are
operability of installed hardware.
4. Enclosed Office Area
• Checking Frequency – Every second Saturday of the month;
i. Work table – checking for work surface for scratches or marks, and
connection of grommet; checking for adhesion of side strips at sides
of work surface; checking of connection of legs, wire management,
CPU holder, keyboard tray, perforated cover; checking of drawer
alignment of the mobile pedestal and lateral cabinet, along with its
locks.
ii. Wooden Shelves – checking of surfaces for scratches or marks;
checking of adhesion of laminates on wood; checking for connection
to other partitions and its anchorage on the floor.
 iii. Chairs – checking for fabric damage and discoloration; checking of
all moving parts and their connections.
iv. Flooring – inspection of for tile cracks and grouting; checking for
discoloration and damage; checking of all utility connections floor
outlets.
v. Walls and partitions – checking for surface cracks on walls, as well
as paint condition; checking of glass condition and connection to
aluminium framing, as well as its anchorage on the floor, ceiling
and adjoining walls; checking of door condition, as well as its
installed hardware; checking of light switches and convenience
outlets for is functionality; checking of window frames and glass
panels for damage or ware and tare.
vi. Fan Coil Units – checking of proper operation of installed unit and
its controls; checking and cleaning of exterior surface area;
checking of interior of its fan, motor, modulating valve and other
installed components; checking and cleaning of air filter (once a
month cleaning).
vii. Ceiling Line - checking for busted lights and loose connections of
their fixtures; checking of surface cracks on gypsum ceiling and
acoustic tile; checking of ducting and electrical conduits above
ceiling; checking of smoke detectors and fire sprinkler heads for
their operability; checking for paint defects.
5. Open Work Area
• Checking Frequency – Every second Saturday of the month;
i. Work table – checking for work surface for scratches or marks, and
connection of grommet; checking for adhesion of side strips at sides
of work surface; checking of connection of legs, wire management,
CPU holder, keyboard tray, perforated cover; checking of partition
with utility connections and their connections; checking for
scratches at the fabric part of the partition; checking of anchorage
on the floor of the partition panel; checking of drawer alignment of
the mobile pedestal and lateral cabinet, along with its locks.
ii. Chairs – checking for fabric damage and discoloration; checking of
all moving parts and their connections.
iii. Flooring – inspection of for tile cracks and grouting; checking for
discoloration and damage; checking of all utility connections floor
outlets.
iv. Walls and partitions – checking for surface cracks on walls, as well
as paint condition; checking of glass condition and connection to
modular partition framing, as well as its anchorage on the floor,
ceiling and adjoining walls.
v. Fan Coil Units – checking of proper operation of installed unit and
its controls; checking and cleaning of exterior surface area;
checking of interior of its fan, motor, modulating valve and other
installed components; checking and cleaning of air filter (once a
month cleaning).
vi. Ceiling Line - checking for busted lights and loose connections of
their fixtures; checking of surface cracks on gypsum ceiling and
acoustic tile; checking of ducting and electrical conduits above
ceiling; checking of smoke detectors and fire sprinkler heads for
 their operability; checking for paint defects; checking and cleaning
of glass dome of CCTV camera units.
vii. Hallway – checking for surface cracks on the floor tiles; checking for
surface cracks on walls, as well as paint condition; checking for
busted lights and loose connections of their fixtures; checking of
surface cracks on gypsum ceiling; checking of ducting and electrical
conduits above ceiling; checking of smoke detectors and fire
sprinkler heads for their operability; checking for paint defects on
walls and ceiling; checking of hardware and metal panel condition
of doors.
6. Stairway
• Checking Frequency – Every second Saturday of the month;
i. Stair way steps and landing – checking of loose and damage floor
tiles and base boards.
ii. Stair way railing and hand rail – checking of bent and damaged
metal parts and their welded connections.
iii. Stair way walls - checking for surface cracks on walls, as well as
paint condition.
7. Pipe chase
• Checking Frequency – Every Saturday of the month
i. Walls - checking for surface cracks on walls, as well as paint
condition.
ii. Floor slab – checking for surface cracks on floor slab.
iii. Panel door –checking of condition of steel surface and its paint, as
well as the installed hardware.
iv. Main piping – to be checked for leaks on its joint connections, a well
as surface cracks; to check the paint condition applied.
v. Ceiling line – to check the installed lighting fixture for its
functionality; to check the condition of the pipe hangers along the
area.

OTHER AREAS

1. Generator set / Pump room / Air conditioning out door units (Roof deck)
• Cleaning Frequency – Every working day; General cleaning every Friday
i. Walls - Scrubbed and wiped free of any stains and markings; to be
cleaned of oils and lubricants as frequent as possible.
ii. Floor slab – floor is to be swept clean and be free from dust and
debris; floor is to be mopped and properly sanitized as needed; to
be cleaned of oils and lubricants as frequent as possible.
iii. Louver door –door louver is to be dust free; door handles are to be
stain free.
iv. Pipes – are to be free of dust and petroleum based liquids. To
checked for crack, loose joints and loose insulation
v. Enclosures – all electrical enclosures are to be dust and stain free.
vi. Pumps, tanks and Machinery – all exterior surfaces to be grease and
stain free, as well as dust and debris.
2. Sewage Treatment Plant and Basement
• Cleaning Frequency – Every working day; General cleaning every Monday
 i. Walls - Scrubbed and wiped free of any stains and markings; to be
cleaned of oils and lubricants as frequent as possible.
ii. Floor slab – floor is to be swept clean and be free from dust and
debris; floor is to be mopped and properly sanitized as needed; to
be cleaned of oils and lubricants as frequent as possible.
iii. Louver door –door louver is to be dust free; door handles are to be
stain free.
iv. Pipes – are to be free of dust and petroleum based liquids.
v. Enclosures – all electrical enclosures are to be dust and stain free.
vi. Pumps and Machinery – all exterior surfaces to be grease and stain
free, as well as dust and debris.
vii. Access man holes – to be debris and waste free.
3. Parking lot
• Cleaning Frequency – Every other working day; General cleaning every
Saturday
i. Floor slab – floor is to be swept clean and be free from dust and
debris;
ii. Walls - Scrubbed and wiped free of any stains and markings;
iii. Drain trenches – are to be free from dirt and debris to prevent
clogging
iv. Exhaust ventilations– are to be free from accumulated dirt

PREVENTIVE MAINTENANCE OF EQUIPMENT

Aside from the above mentioned guidelines for equipment and areas, the following
equipment, which are large and special in nature, are to follow the prescribed
maintenance adivsed by the supplier, otherwise, the same should follow the
following:

1. Sewage Treatment Plant

• Maintenance Frequency – daily monitoring and cleaning; yearly haulage of
effluent off site; quarterly water sampling for submittal to LLDA
i. Pumps – to be routinely inspected as per dictation of schedule
ii. STP chambers – To be free of splatter and excess solid materials
iii. Drain channels – To be obstruction free
2. Generator Sets
• Maintenance Frequency – daily monitoring and cleaning; quarterly
inspection and preventive maintenance by supplier; change of motor oil
as per dictated by manual; start up and testing of generator set every
Saturday; quarterly air sampling for submittal to DENR
i. Gauge levels – monitoring and maintaining operational levels of
fuel, coolant, oil and battery water, as well as other parameters
needed for proper operation
ii. Monitoring of use – monitoring of usage time, fuel usage and power
output every start up
3. Elevator
• Maintenance Frequency – daily monitoring of and cleaning of car interior
and doors; monthly inspection and preventive maintenance of supplier
4. Fire Pumps, Jockey Pumps, Water Pumps, Booster Pumps, and other
pumps
 • Maintenance Frequency - daily monitoring and surface cleaning; quarterly
testing of pumps not frequently used;
5. Gondola
• Maintenance Frequency – monthly checking of unit and rails; usage at
least twice a week for operational reliability
i. Motors - to be routinely inspected as per dictation of schedule
ii. Basket - to be routinely inspected as per dictation of schedule
iii. Cables and guide lines - to be routinely inspected as per dictation
of schedule
6. Water Tanks and Cistern
• Maintenance Frequency – weekly monitoring for leaks; yearly discharge of
water for interior cleaning
i. Exterior – to be clean and free of markings or grime
ii. Interior – upon water discharge, shall be free of grime and water
marks
7. Fan Coil Units (FCU) and Air Cooled Condensing Units (ACCU)
• Maintenance Frequency – daily monitoring for leaks and cooling efficiency;
i. FCU’s – monthly cleaning of air filters; semi annual cleaning of fan
motors and components
ii. ACCU’s – monthly cleaning and straightening of fins; checking of
refrigerant on a monthly basis
8. Building Management System
• Maintenance Frequency – daily monitoring of monitored equipment;
weekly checking of control panels
9. Supply Fans / Exhaust Fans / Exhaust Hoods
• Maintenance Frequency – daily monitoring of for efficiency and
operational reliability; monthly checking and cleaning of internal motor
and blades
10. Kitchen Equipment
• Maintenance Frequency - daily monitoring during use and weekly
thorough inspection of all units
i. Burners – to be cleaned and inspected daily for operational
reliability;
ii. Sinks – to be checked for leaks and operational reliability of all
fixtures;
iii. Stand alone refrigerator – to be checked for operational reliability;
to be thorough be cleaned every Saturday;
iv. Chiller – to be checked for operational reliability; to be thorough
be cleaned every Saturday, but if not possible due to presence of
provision, to be cleaned immediately after depletion
v. Freezer - to be checked for operational reliability; to be thorough
be cleaned every Saturday, but if not possible due to presence of
provision, to be cleaned immediately after depletion
vi. Exhaust Hood - to be checked for operational reliability daily;
monthly checking and cleaning of internal motor and blades
vii. Oven – to be cleaned and inspected daily for operational
reliability;
viii. Gas connections - to be checked for leaks and operational
reliability of all valves and connectors;
11. Roll Up Doors
• Maintenance Frequency - daily monitoring during use and weekly
thorough inspection of all units
12. Fire Sprinklers
• Maintenance Frequency – daily monitoring for leaks; yearly discharge of
water from system and treatment of new water with anti-corrosion
chemicals
13. Smoke Detectors and Fire Alarms
• Maintenance Frequency – semi-annual testing of system in line with fire
drill;
i. Smoke Detectors – monthly cleaning of all detectors
14. Laundry Equipment
• Maintenance Frequency – daily checking of units for operational
reliability; weekly checking of all filters and moving parts; quarterly
preventive maintenance from supplier
15. Electrical Panel Boards and Automatic Transfer Switches (ATS)
• Maintenance Frequency – monthly checking of circuit breakers; bolt
tightening of all contacts yearly
16. Emergency and Exit Lights
• Maintenance Frequency – weekly checking of charging and battery
operational reliability
17. Fire Extinguishers
• Maintenance Frequency – monthly checking of bottle pressure; yearly
recharging of bottles

WASTE DISPOSAL FROM PREVENTIVE MAINTENANCE

Solid waste

All solid waste is to be disposed of in an approved manner. These wastes are to be

given to approved waste disposal units and transported to waste disposal sites for
proper disposal. Generally, these wastes are considered highly dangerous when
being disposed, and they are namely:

i. Florescent Lights
ii. Incandescent Lights
iii. Electronic Lighting Ballasts
iv. Used piping
v. Used floor tiles
vi. Acoustic ceiling tiles and runners
vii. Used tin cans
viii. Discarded or spent working tool consumables
ix. Any debris from remodelling works
x. Others
Solid waste from the STP is also to be collected by approved collectors for transport,
or by the local domestic water line provider.

Liquid Waste
All liquid waste is to be disposed of in an approved manner. These waste are to be
given to approved waste disposal units and transported to waste disposal sites for
proper disposal. Generally, these wastes are considered highly dangerous when
being disposed, and they are namely:

i. Spent oil from generator set

ii. Used coolant from generator set
iii. Spent oils from pumps
iv. Others

Liquid waste from the STP is generally treated on site already; hence, this does not
need any special collector since this is discharged in the public sewer system.
However, the discharge is to be chemically analyzed periodically to comply with the
requirements of the LLDA.

Other Waste

Smoke sample from the generator sets are to be analyzed for submission to the
DENR. This is to comply with air pollution control standards set by them.

PROCEDURES OF INSPECTION

Note: All inspectors are to have personal protective equipment (PPE) at all times,
regardless of area or equipment to be inspected

The inspection process of the preventive maintenance consists of two groups of

inspectors:
1. Technical Maintenance – This consist of the Building Coordinator, and its
outsourced arm, which is the technical maintenance group that over sees
the minor preventive maintenance of the BSM Building.
2. Outsourced Preventive Maintenance Providers – These are companies, or
suppliers, that are contracted to do preventive maintenance work on
items or equipment that cannot be done by the Building Coordinator itself
due to its size, complexity, or technical knowledge required to do them.
Example of which are the water chillers, elevators, sewage treatment
plant, generator, etc.

Inspection is done on the basis of the given standards to ensure that a definite
guideline is set.
Though, there are some cases that these guidelines are not followed due to the
complexity of some items, but these are often rare and on a case to case basis.

In cases of inspection by the outsourced preventive maintenance providers, the

agreed terms and conditions included in the contract for preventive maintenance by
the Building Coordinator and the providers must be met.

FREQUENCY OF INSPECTION

For inspections done by the Building Coordinator, through support staff, a simple
schedule is followed on a monthly basis. Each month is provided with a daily,
weekly and monthly break down on what to inspect and do for that particular
month, (see sample sheet attached). Essentially, it is a schedule of work to be done
planned for the month.

Schedule of inspection by the Building Coordinator itself is pegged at once a week,

with a support staff combing through the building. In some cases, in times wherein
immediate decision making and action is required, the Building Coordinator is
required to inspect the affected area to investigate, assess and decide on what
proper action can be done.

For the outsourced preventive maintenance providers, a visit to the BSM Building is
dictated by the agreed contract by them and the Building Coordinator, which is
usually once a month. But, in some cases wherein immediate concern is needed, a
house call can be done so that the concern can be addressed immediately.

PROCEDURES OF REPORTING

Upon inspecting the area of concern on its designated schedule, a short report is to
be accomplished by the support staff to be submitted to the Building Coordinator.
On this report, the area of inspection is to be indicated, and its date. Then the
problem or deficiency encountered, after which, the corrective measure taken or to
be taken, depending on the severity of the problem.

In cases where in a report is given by the office staff, a service report is to be duly
accomplished by the office staff for proper documentation. Steps for reporting done
during the scheduled inspection are to apply as well.

On the end of each month, a tabulated report is to be submitted to the Building

Coordinator for proper documentation. Included in this report are the major
problems encountered during the course of the month, the used utilities by the
complex, the used consumables replaced, and other pertinent data that may
required or had been reported on the daily rounds.

For the outsourced preventive maintenance providers, a service report after the
conclusion of each inspection is required, with a detailed explanation of what had
transpired during the inspection. Any suggested or applicable recommendation(s)
should also be advised in case there is a problem encountered, and what course of
action should be taken to correct or prevent the problem.

ACTION BY THE BUILDING COORDINATOR

Actions by the Building Coordinator would be based primarily on the report and on
inspection of the scene. Consultations will be made to external resources if and
when a problem cannot be solved immediately, or when circumstances deem to do
so. Approval of the President is also required in such cases when a severe or
complex situation requires his approval due to financial constraints or its special
requirement and the like.

Minor problems found by the support staff are to be immediately done depending
on its severity or the required attention needed, though usually, the repair work is
to be done at end of each inspection schedule, (so that the schedule for the day is
not delayed), when ever time permits, unless over time work is to be rendered.
Otherwise, the work is to be scheduled to be done for the week end.

Other problems that may require a large amount of time to be done is to be

scheduled immediately, provided that sufficient man power is still available for the
daily scheduled tasks on record.

Cleaning of areas required as per scheduled are to be handled primarily by the

support staff. Though on occasions wherein the help of the cadets through the
training centre will be requested, though this will be limited to some cleaning duties
and painting works.

WORK COMPLETION

All preventive maintenance works with a prescribed schedule are to finish on time,
provided that no interference is experienced while doing the said work. However, if
such a delay is experienced, overtime work is advised so that the delayed work can
be done, provided that the works will not hamper the operations of the concerned
area. If work is to hamper the operations of the area, these works are to be re-
scheduled in such a time when these works will not affect the said operations.

In some cases, works are of a special kind, such as general painting works, etc., in
which an ample amount of time is to be given. In such cases, a specific time frame
is to be allotted and that, if needed, overtime work and extra man power is to be
rendered in order to complete the said work. In such cases also, it is advised that
these special works be coordinated to the Building Coordinator for proper
scheduling and man power allotment.

WORK QUALITY ASSESMENT AND CONTROL

All works are to meet the criteria stated above the housekeeping standards and the
satisfaction of the end user and the Building Coordinator.

However, if any of the works done fail to meet the standards, the works are to be
re-done immediately, without hesitation, by the support staff concerned or the by
the service maintenance providers.

ALL ITEMS IN BLUE ARE ITEMS ARE SUGGESTIONS FOR FURTHER DISCUSSION,
ASIDE FROM THE APPROVAL OF THE OTHER TEXT IN THIS MANUAL.