Best Practices For Operation & Maintenance Service Of Fire .

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Best Practices forOperation andMaintenance Service ofA

DisclaimerThe Electrical and Mechanical Services Department ofthe Government of the Hong Kong Special AdministrativeRegion, China (“the EMSD”) publishes this booklet for thepurpose of collecting, sharing and outlining the general, goodand best practices for operation and maintenance service of fireservice installations and equipment (“the Booklet”) based on the bestknowledge exchange with trade practitioners.This Booklet serves as good reference at the time of publication, andshall be reviewed and updated with trade practitioners on need basis,in particular on exchanging and updating new practical innovative andtechnology initiatives applied in operation and maintenance activities.Users of relevant trade stakeholders such as building owners, building occupants,facility management professionals, maintenance agents and relevant tradeoperators are free to consider and adopt the subject practices when satisfyingtheir own operational needs and reference. The legal provisions referred to inthis Booklet shall be construed in accordance with the relevant ordinances of theGovernment of the Hong Kong Special Administrative Region. Users should notonly rely on the information given in this Booklet and could consult independent andrelevant professional personnel whenever there are doubts about the applicationof the relevant ordinance or guidelines stated on the Booklet on individualcircumstances.Whilst every effort has been made to ensure and upkeep the accuracy of theBooklet at the time of publication, the EMSD shall not be responsible for anyliability howsoever caused to any person by the use of or reliance on this Booklet.1

AcknowledgementsWe would like to express our utmost thanks to the following 2 main groups oftrade practitioners (including the working group on compilation of this Booklet andthe benchmarking organisations on current O&M good/best practices), who haveexchanged valuable views, comments and suggestion during the preparation of thisBooklet from desktop study, trade benchmarking interviews and trade consultationmeetings (list in alphabetical order).Working Group on Compilation of Booklet Architectural Services Department, the Government of the Hong Kong SpecialAdministrative Region, ChinaBuilding Services Operation and Maintenance Executives SocietyCity University of Hong Kong (Division of Building Science and Technology)Hong Kong Housing SocietyHousing Department, the Government of the Hong Kong Special AdministrativeRegion, ChinaMott MacDonald Hong Kong LimitedThe Association of Consulting Engineers of Hong KongThe Association of Registered Fire Service Installation Contractors ofHong Kong LimitedThe Chartered Institution of Building Services Engineers (Hong Kong Region)The Hong Kong Association of Property Management Companies LimitedThe Hong Kong Federation of Electrical and Mechanical Contractors LimitedThe Hong Kong Institution of Engineers (Building Services Division and Fire Division)The Hong Kong Institute of Facility ManagementThe Hong Kong Polytechnic University (Department of Building Services Engineering)The Real Estate Developers Association of Hong KongBenchmarking Organisations Henderson Land DevelopmentCompany LimitedHousing Department, the Government ofthe Hong Kong Special AdministrativeRegion, ChinaHong Kong Jockey ClubHong Kong Science and TechnologyParks Corporation Hong Kong University of Science andTechnologyMass Transit Railway Corporation LimitedNew World Development CompanyLimitedSavills (Hong Kong) LimitedSun Hung Kai Properties LimitedSwire Properties LimitedLast but foremost, we would like to express our special thanks to the FireServices Department of the Government of HKSAR, China for offering valuableadvice in developing this Booklet.2

PrefaceThe EMSD endeavours to collaborate with thetrade practitioners for adopting best practices andinnovative technologies to improve the managementof E&M assets, thereby enhancing the resilience andintelligence in buildings.This Booklet recommends a basic framework for15 key attributes important to users such as facilitymanagement professionals and relevant stakeholdersinvolved in the design, construction, operation,maintenance, alteration, addition and replacementof fire service installations and equipment (FSI) inbuildings. Under each key attribute, it outlinesthe general, good and best practices for operationand maintenance service of FSI based on the bestknowledge exchange with trade stakeholders,regardless of size, complexity or location.With the dedicated collaboration and commitmentwith our trade practitioners, it is intended to developthe guiding practices that are professional, reliable,up-to-date and widely applicable for the assetmanagement of most of the relevant electrical andmechanical assets in Hong Kong.3

Terms, Definitions and AbbreviationsAA&RAddition, alteration and replacementArchSDArchitectural Services Department, the Government of the HongKong Special Administrative Region, ChinaBDBuildings Department, the Government of the Hong Kong SpecialAdministrative Region, ChinaEMSDElectrical and Mechanical Services Department, the Government ofthe Hong Kong Special Administrative Region, ChinaEPDEnvironmental Protection Department, the Government of the HongKong Special Administrative Region, ChinaFMFacilities managerFSDFire Services Department, the Government of the Hong Kong SpecialAdministrative Region, ChinaFSD CoPCodes of Practice for Minimum Fire Service Installations andEquipment and Inspection, Testing and Maintenance of Installationsand Equipment, published by the Fire Services Department, theGovernment of the Hong Kong Special Administrative Region, ChinaFSIFire service installations and equipment as defined in the FSD CoPO&MOperation and maintenanceRFSICThe fire service installation contractor registered under Cap.95A FireService (Installation Contractors) RegulationsT&CTesting and commissioning4

Table of Contents125Introduction1.1 About This Best Practice Booklet1.2 Target Audience1.3 How to Use This Best Practice Booklet1.4 Stakeholder Responsibilities1.4.1Building Owner1.4.2Building Occupants (Tenants)1.4.3Facilities Manager88811121212Key Model Framework2.1 O&M Input on Design for New Building2.1.1General Practice2.1.2Good Practice2.1.3Best Practice2.2 Asset Information (Documentation)2.2.1General Practice2.2.2Good Practice2.2.3Best Practice2.3 Operation Procedures2.3.1General Practice2.3.2Good Practice2.3.3Best Practice2.4 Emergency Preparedness2.4.1General Practice2.4.2Good Practice2.4.3Best Practice2.5 Preventive Maintenance Procedures / Standards2.5.1General Practice2.5.2Good Practice2.5.3Best Practice2.6 Corrective Maintenance2.6.1General Practice2.6.2Good Practice2.6.3Best 252626

2.72.82.92.102.112.122.132.142.15Maintenance Record Management2.7.1General Practice2.7.2Good Practice2.7.3Best PracticeSpare Parts Management2.8.1General Practice2.8.2Good Practice2.8.3Best PracticeAddition, Alteration and Replacement(Planning and Implementation)2.9.1General Practice2.9.2Good Practice2.9.3Best PracticeIncident Management2.10.1 General Practice2.10.2 Good Practice2.10.3 Best PracticeEnvironmental and Safety Management2.11.1 General Practice2.11.2 Good Practice2.11.3 Best PracticeApplication of Technologies2.12.1 General Practice2.12.2 Good Practice2.12.3 Best PracticeStakeholder Management2.13.1 General Practice2.13.2 Good Practice2.13.3 Best PracticeInformation Management2.14.1 General Practice2.14.2 Good Practice2.14.3 Best PracticeStructure and Qualification of O&M Team2.15.1 General Practice2.15.2 Good Practice2.15.3 Best 3838394040414142424243444444446

33 Innovative & Technology Initiatives3.1 Technology Trend 1: CAFM Software3.2 Technology Trend 2: Building Information Modelling (BIM)3.3 Technology Trend 3: Internet of Things (IoT)3.4 Technology Trend 4: Drones3.5 Technology Trend 5: Artificial Intelligence (AI)3.6 Technology Initiatives44 Industry Standards and Requirements4.1 Guidance Notes and Codes of Practice4.2 International Standards74545464646465253

Introduction1.1About This Best Practice BookletThis Booklet is intended to outline the guiding principles on general, good and bestpractices to be considered during the design, construction, operation, maintenance,alteration, addition and replacement for the fire service installations and equipment(FSI) in buildings to upraise the efficiency of asset management. It is designed for thoseusers who are currently engaged in asset management of the FSI in existing buildings orthose who plan for new design and fitting-out works with the FSI in new buildings. ThisBooklet should be read in conjunction with applicable ordinances, regulations and codesin Hong Kong, and acceptance criteria and standards of Fire Service Department (FSD).1.2 Target AudienceTarget audiences of this Booklet are primarily for trade stakeholders including buildingowners, building occupants, facility management professionals, maintenance agent orrelevant trade operators.While in daily operations, the safety, system reliability, operational efficiency andsustainability of the assets rely on the daily operation and maintenance practices. In thisregard, some information and recommendations to the interest of the trade stakeholdersare outline in this Booklet as reference.1.3 How to Use This Best Practice BookletThis Booklet mainly covers 15 key attributes in the following stages in new and existingbuildings: Design, Construction and Commissioning, Operation and Maintenance and Alteration, Addition and Replacement.The 15 key attributes are the key main considerations for achieving good or bestperformance in asset management of the FSI in buildings. Three levels of guidingprinciples, namely general, good and best practices, with associated examples of tradepractices have been defined in each key attribute as reference. An additional chapteron “Innovative and Technology Initiatives” has also been included about the trend oftechnologies likely to be adopted to upraise the operation and maintenance service.Introduction18

LevelCategoryDescriptionLevel 1General PracticeInvolving general operating practices in fulfillingstatutory requirements and aligning commonpractice in the trade industryLevel 2Good PracticeInvolving good operating practices withhigher standard on enhancing either assetsafety, system reliability, operational efficiencyor sustainabilityLevel 3Best PracticeInvolving best operating practices withhighest standard on asset management withuse of innovative technologies or relevantlife-cycle considerationsThe figure provides an illustrative map for the 15 key attributes in differentsections of the booklet.Model Framework for BookletDesignConstruction andCommissioning1. O&MInput onDesign forNewBuilding2. Asset ration, Additionand Replacement5. Preventive MaintenanceProcedures / Standards6. CorrectiveMaintenance3. OperationProcedures4. EmergencyPreparedness7. Maintenance RecordManagement9. Addition, Alteration andReplacement (Planningand Implementation)8. Spare PartsManagement10. Incident Management11. Environmental and Safety Management12. Application of Technologies13. Stakeholder Management14. Information Management15. Structure and Qualification of O&M TeamStatutory RequirementsA summary of the contents in this booklet is as follows:IntroductionSection 1: Introduction to this Best Practice Booklet9Describes the important drivers for a building to perform efficiently and safely. Thissection explains what this Booklet is about, identifies key stakeholders, and directs thereader to specific sections.Section 2: Key Model FrameworkDescribes the 15 key attributes for implementing good performance operation andmaintenance of FSI in buildings. It defines three levels of practices, namely General, Goodand Best practices, for each.

(i)O&M Input on Design for New Building – It is important for Design Engineers toconsider accessibility, maintainability and system compatibility right from the planningand design of a facility, through its life cycle.(ii)Asset Information (Documentation) – Good documentation is essential for facilitatinggood operation and maintenance. This section describes the key documents that arerequired for the efficient operation and maintenance, and timely statutory certificationof FSI.(iii)Operation Procedures - All activities associated with the routine, day to day use,support, and maintenance of a building or physical asset; inclusive of normal/routinemaintenance. O&M procedures at the system level do not replace manufacturers'documentation for specific pieces of equipment, but rather supplement thosepublications and guide their use.(iv)Emergency Preparedness – Being prepared for emergencies is important, andemergency management allow stakeholders to anticipate the types of potentialhazards that that could occur, and to think of ways to reduce the impact.(v)Preventive Maintenance Procedures/ Standards - Preventive Maintenance consists ofa series of time-based maintenance requirements that provide a basis for planning,scheduling, and executing scheduled (planned versus corrective) maintenance. It is ofa planned nature (versus the unplanned nature of Corrective Maintenance (CM)).(vi)Corrective Maintenance – This is an essential maintenance task performed tocorrect failures, breakdowns, malfunctions, anomalies or damages detected duringinspections, or through monitoring, alarming, or reporting, or any other sources. Theactions taken will aim to restore plant and equipment back into regular and requiredoperation mode.(vii)Maintenance Record Management – This is a key part requiring efficient storageand management of maintenance records. Proper maintenance records minimisethe number of expensive repairs, increase safeness in operation and enhance theequipment health.(viii)Spare Parts Management – Managing spare parts in an optimal way is an inherent andsubstantial part of O&M aimed at ensuring that spare parts are available in a timelymanner for corrective maintenance in order to minimise the downtime of a system orequipment.(ix)Addition, Alteration and Replacement (Planning and Implementation) - This includesthe analysis, procurement, management on addition, alteration as well as disposal andreplacement of assets to meet the organisation’s long term aims and objectives.(x)Incident Management – This is the essential process to restore normal service operationas quickly as possible and limit the potential disruption caused by an incident.IntroductionThe 15 key attributes are:10

(xi)Environmental and Safety Management - The Building Owner has the ultimate legaland moral responsibility to ensure the health and safety of people in and around thebuilding and for the protection of the environment around it.(xii)Application of Technologies - Integration and adaptation of new technologieswith innovative methods to optimise system performance as well as operationaleffectiveness.(xiii)Stakeholder Management – This is a critical component to the successful delivery ofany service. It allows the correlation of stakeholders with potential known triggers,such as disruptions to their normal patterns and update on work progress, etc. It alsoestimates the impact that these reactions may have on your project or strategies andidentifies whether targeted communication, mitigation or an alternative solution isrequired.(xiv)Information Management – This concerns a cycle of organisational activity involvingthe acquisition of information from one or more sources, and the custodianship anddistribution of that information to those who need it.(xv)Structure and Qualification of O&M Team - It is of critical importance that all O&Mteams have a proper structure and their personnel have the relevant qualifications toperform the works in a safe, responsible and accountable manner.Section 3: Innovative & Technology InitiativesDescribes the latest technology development in the use of innovative and technologyinitiatives adopted for O&M services for Fire Service Installations.Section 4: Industrial Standards and RequirementsDescribes relevant codes and industry standards involved in the O&M services for Fire ServiceInstallations.1.4Stakeholder ResponsibilitiesIntroductionTrade stakeholders should be aware of their roles, responsibilities and commitments todrive for implementation of the good and best practices, whenever applicable, for thebetterment of their routine asset management.11It is essential that all involved stakeholders shall work collaboratively as a team. Whilethose involved for improving the current practices, they shall commit to facilitate andprovide sharing on the necessary training, practical experience, knowhow and awarenessof modern technology and the skills of optimising performance in their organisations.

1.4.1Building OwnerThe Building Owner has the ultimate responsibility for operating and maintaining the base /central building services installations in adherence with all applicable legal requirements.The Building Owner should motivate and empower all stakeholders to deliver efficienciesthrough O&M practices. The policies and strategies set by the Building Owner should drivethe process for setting up the implementation of maintenance contracts and efficiencymeasures.1.4.2Building Occupants (Tenants)Tenants hold the responsibility to ensure that the operation of the equipment is efficient,human behavioural patterns do not affect the efficiency of the FSI, and that work carriedout during tenancy fit-outs does not affect the performance of base building servicesinstallations.Tenants should adhere to the lease conditions when available, including Green Leases andTenancy Fit-Out Guidelines, that express mutual expectations between Building Ownersand Tenants with regards to operation, maintenance and performance requirements of thebuilding.1.4.3Facilities ManagerThe Facilities Manager (FM) is responsible for implementation of the maintenance andenvironmental policies and strategies set by the Building Owner in accordance with theallocated resources. The FM must take on the role of the champion who leads the processfor implementing changes that deliver better practices for the O&M of the building.IntroductionIt is important for the FM to develop a maintenance regime that is geared towards deliveringgood outcomes in partnership with Maintenance Service Providers, who would benefitfrom the enhanced system reliability and secure safe operation. Forming good relationshipsand ensuring effective channels of communication, including good documentation of assetinformation and O&M activities, is an important aspect to the process.12

2Key Model Framework2.1O&M Input onDesign for New BuildingDesign for maintainability emphasises the importanceof timely integration of design and construction knowledge withO&M experience into the project design in order to optimise theequipment life.Maintainability should be considered, and incorporated into thebuilding system design, ensuring the ease, accuracy, safety, andeconomy of maintenance tasks within that system. Maintainabilityrefers to the effectiveness and efficiency of maintenanceactivities. New working practices encouraged, such as BuildingInformation Modelling for Asset Management (BIM-AM), requirethe involvement of asset owners and FMs to understand theinformation they require on handover. FMs should be involvedduring design stage and ensure the information handed over bythe contractor fits their specific needs.113GENERALPRACTICEKey Model FrameworkLevel2.1.1 Develop design according to various codes of practice and guidancedocuments on operational management and maintenance of FSI. Seek and integrate advice from O&M team on maintenance accessibility,system compatibility and maintainability aspects of FSI.

GOODPRACTICE3BESTPRACTICELevel Identify key design, commissioning and maintenance requirements forreferral by designers, installers, operators and management. Collaborate O&M team and project design team at early design stagesof project to provide a system design with the best operability andmaintainability of FSI. Establish design checking matrix covering accessibility, compatibility andmaintainability for incorporation by the designer.2.1.3 Develop design with consideration of requirements in thelife cycle of FSI from commissioning, O&M, through mid-liferefurbishment to decommissioning or total replacement. Adopt design to incorporate facilities (e.g. redundancies,interconnections, changeovers or bypass facilities) to maximisesystem resilience at contingency and minimise the systemsuspension period during maintenance or replacement activities. Establish in-house design guidelines on accessibility andmaintainability aspects with regular review and update. Consider factors on Guidance Notes on Construction Designand Management (CDM) guidance to improve health and safetyaspects on building construction and maintenance.Key Model Framework2Level2.1.214

2.2Asset Information(Documentation)Asset Information should be compiled, covering allmajor items of fire service systems in a format that is useful to theFM and Maintenance Service Provider. The information should beupdated regularly with: repairs, upgrades, refurbishments, maintenance ordecommissioning work; assessment information (relating to performance or risk); and changes in the wider environment (including regulations,responsibilities or ownership).1Level2.2.1 Maintain proper records of asset information including general buildingGENERALPRACTICEplan, approved schematic drawings, approved fire service notes,compliance standards, fire engineering report, fire safety managementplan, approval documents by relevant authorities, etc. which have beensubmitted, e.g. via Form No. FSI/314, FSI/314A, FS251, etc. and finallyaccepted by FSD. Maintain as-built drawings, T&C reports, O&M manuals, test records ofdirect telephone link connection, equipment lists showing brand name,model, rating, year of installation, expected lifespan, software license andupdates etc., recommended spare part lists, tool lists, supplier contacts, etc. Maintain proper record of any modification and AA&R of FSI such as as-builtdrawings, T&C reports, O&M manuals, equipment lists, statutory certificatesKey Model Frameworkand documentations as per statutory requirements by relevant parties.15

GOODPRACTICE3BESTPRACTICELevel Maintain design documents (e.g. design criteria, room datasheet, designcalculations, etc.). Maintain design documents (e.g. control logic, equipment shut downtable, layout showing the affected areas/zones etc.) if complicated smokecontrol systems are adopted in buildings. Digitise asset information with standardised file naming system in areliable database server for easy retrieval.2.2.3 Keep audit/survey reports of asset information. Implement computer-based asset management systems for asset recordsand version control, with corresponding workflow for data retrieval andupdates, to ensure validity throughout the life cycle of assets. Provide an interface for computerised asset information models toenable essential asset information to be retrieved from the assetinformation database easily whenever necessary.Key Model Framework2Level2.2.216

2.3OperationProceduresOperational efficiency refers to the lifecycle, cost-effective mix of preventive, predictive, andreliability-centred maintenance technologies, coupledwith equipment calibration, tracking, and computerisedmaintenance management capabilities all targetingreliability, safety, occupant comfort, and system efficiency.1GENERALPRACTICELevel2.3.1 Demarcate the responsibilities and scope of operation of FSI includingroutine inspection, operation and testing between the Building Owner,Building Occupants, FM, Maintenance Service Provider, RFSIC and otherstakeholders. Make sure that no person other than RFSIC shall maintain,inspect or repair any FSI (except portable equipment which is not requiredby Law to install) which is installed in any premises (according to Reg. 7 ofCap 95B, HK Law), in the demarcation. Provide guidelines on requirement of manning level and qualification ofoperation staff in discharging the routine operation. Provide general safety-related guidelines, risk assessment procedures andpermit-to-work systems for routine operation. Maintain basic operation procedure of FSI.Key Model Framework Provide guidelines on the operation of tools such as ladders, trestles,hand-held communication tools, calibrated measurement & testingequipment, materials or parts necessary for execution of O&M services.17 Provide information of maintenance frequency and performance targetson fault attendance, rectification to the system operator. Provide basic guidelines including indicative signals of fire panels,emergency plan and contact list for the property management personneland FM. Conduct routine testing of emergency generator according to thestatutory requirements of EPD including routine testing within specifiedtime period and the fuel requirements.

GOODPRACTICE3BESTPRACTICELevel Maintain standardised checklists for operation, inspection and testing ofFSI. Provide guidelines on requirement of uniform with badges and identitycards for direct staff and contractor staff. Conduct induction briefings and/or awareness training on “Do’s andDon’ts” of FSI to Property Management Personnel.2.3.3 Adopt a risk-based approach to review all associated guidelines andprocedures by responsible competent personnel. Conduct regular fire risk assessment to identify the potential firehazard in routine operation activities. Conduct regular review of all guidelines/procedures by responsiblecompetent personnel. Adopt BIM-enabled workflow to suit the routine operation works. Maintain computerised database for on-line retrieval of guidelines /procedures / method statements / test records of routine inspection,operation and testing.Key Model Framework2Level2.3.218

2.4EmergencyPreparednessBuilding Emergency Preparedness is an effortto connect the emergency planning and response withthe building users. The goal is to train personnel in basicemergency response actions who know the building andoccupants, and can act as a resource and liaison to thestakeholders and building users.An emergency action plan should identify all the potentialhazards associated with FSI, with a personnel responsibilitymatrix for allocating appropriate resources. The writtenplan should become an action document, updatedaccording to an appropriate timeframe to ensure accurateinformation, such as contact information, is provided.1GENERALPRACTICELevel2.4.1 Maintain an up-to-date emergency contact list with contact mobilenumbers of the FM, Maintenance Service Provider, RFSIC and otherregistered specialist contractors and the contact no. of direct telephonelink to the Fire Services Communications Centre of FSD, etc. Maintain an up-to-date communication flow between the FM,Maintenance Service Provider and RFSIC. Maintain all associated documents, such as fire service layout plans,location plans of automatic fire alarm panels and fire extinguishers, firesafety management plan etc. in a designated location, such as securityroom and/or property management office and an approved exit route atthe prominent locations. Carry out fire drills and keep proper records of the drill.Key Model Framework Maintain the emergency plan / procedures.19 Maintain fire safety management plan including fire action plan ifthe fire engineering approach is adopted in fire safety design of thebuilding.

2GOODPRACTICELevel2.4.2 Include specific requirements in maintenance contracts for emergencysituations, such as time for arrival, etc. Keep sufficient materials and critical spare parts on site for quick fix toresume operation. Conduct training of property management personnel when system isupgraded. Establish point list of automatic fire detection and fire alarm systems foreasy identification of faults. Arrange internal sharing sessions for lessons learnt from incidents toProperty Management Personnel and Building Occupants.BESTPRACTICE Conduct annual reviews on the emergency plan / procedures and firedrills Maintain a computer database for on-line retrieval of relateddocuments of FSI and layout plans. Establish database for faults or incidents analysis for trend predictionand preventive maintenance. Conduct regular training of Property Management Personnel and firedrills. Conduct regular fire risk assessment by competent personnel.Key Model Framework3Level2.4.320

2.5Preventive MaintenanceProcedures / StandardsThe goal of Preventive Maintenance is to prevent equipmentfailure caused by fatigue, neglect, or normal wear, through replacing worncomponents before actual failure.Maintenance activities include partial or complete overhauls at specified periods,and include oil changes, lubrication, minor adjustments, and so on. Typicalprocedures recommend that personnel record equipment deterioration uponany inspection to facilitate the replace or repair worn parts before any systemfailure. It is necessary to undertake preventive maintenance of installationsand equipment to maintain efficient working order of the building’s fire servicesystems and their components. The FSI require periodic inspection, testing andmaintenance throughout their life cycle in addition to the need for overhauling,or replacement, at a certain age or interval, or due to specific issues or causes.These must be outlined specifically in a Preventive Maintenance Program.The Preventive Maintenance Program must include the methodology and recordfor all actions that are necessary to maintain the efficient working order of theFSI. The requ

maintenance, alteration, addition and replacement of fire service installations and equipment (FSI) in buildings. Under each key attribute, it outlines the general, good and best practices for operation and maintenance service of FSI based on the best knowledge exchange with trade

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