CPD PROGRAMME | MAINTENANCE relevant stakeholders early on in the process to get input before designs are finalised. Clients may view running costs as being marginal when assessed against accommodation costs and staff wages, and simply accept operation and maintenance (O&M) expenditure. However, some may challenge even modest running costs to keep these under continuing review, and to seek cost-effective means of improving efficiency and reducing expenditure. In any case, they will not expect the maintenance demands to infringe unduly on their usage of the facility. Client attitudes to the environmental impact of buildings and their services can also vary widely. When offering recommendations to clients, designers should employ clear, non-techy language. They should present various courses of action, highlighting both pros and cons. A preferred choice should be suggested along with the rationale and cost estimates for each option, encompassing total ownership expenses and expected replacement cycles. Additionally, designers should indicate direct environmental effects and, if appropriate, ways to mitigate them. In cases where the client hasnt specified their project requirements, the designer must clarify their assumptions and design parameters, and secure the clients approval. This especially pertains to redundancy levels for engineering components. There should be a conversation about standby capacity, ensuring the client understands how failures could affect their operations and align expectations with their business strategy. Where designers are encouraged to consider alternatives, they should clearly specify their requirements and make sure that clients understand the potential consequences. Similarly, it is the designers responsibility to provide the installer with enough information to make informed choices so that procured materials and equipment do not subvert the design intent. Building information modelling (BIM) can be used to reduce the cost of changes during the concept, outline, and detailed design stages. This provides a significant opportunity to help ensure that clients and operators remain informed of maintenance and asset information throughout the buildings life-cycle, minimising maintenance and life-cycle costs, as well as the total cost of ownership. Sustainability and net zero requirements are key considerations, and designers can play a significant role in this area, particularly by designing for flexible operation, maintainability and energy efficiency. Eliminating maintenance concerns, known as designing-out maintenance, is increasingly common with the advent of maintenance-free assets such as pumps and motors. The careful assessment of the impact of such assets on system level reliability is far more effective than attempting to integrate them post-installation. While manufacturers may tout component reliability, the focus should remain on overall system reliability. This involves integrating support systems for cost-effective operation and maintenance, considering factors including the layout and accessibility of plant rooms; asset reliability; redundant systems; specialised maintenance knowledge; spare parts availability; after-sales support; and asset standardisation. Built-in monitoring systems typically referred to as computer-aided facility management (CAFM) for real-time feedback on systems status often incorporate features for scheduling maintenance tasks, managing work orders, tracking asset information, and generating reports to aid in decision-making and efficiency improvements. The decision as to the best design solution to fit maintenance and other organisational needs is often a subjective judgement based on a comparison between qualitative and quantitative aspects. The starting point for a maintenance strategy should always be at the clients briefing stage, when the operation of the building is being defined. It is crucial to involve experienced O&M professionals early in the design process to ensure that practical and effective solutions are developed. While this may be seen as an additional cost, it can add significant value by resulting in a more effective final design that may also reduce life-cycle costs. For projects within an existing facility, feedback should be sought from the local FM. For new developments, it may be possible to identify locations with similar requirements and discuss the design implications with an experienced FM. Early engagement with the facilities management team can significantly reduce the costs of poor designs, since the cost of making changes increases dramatically as the project progresses towards detailed design and construction. The choice of technology in the design will also be influenced by the maintenance policy, encompassing techniques that might include advanced building management system (BMS) monitoring, data analytics, protection of critical systems, and alarm monitoring. One of the fundamental principles in designing for successful maintenance is ensuring that all active system components are readily and safely accessible. Accessibility simplifies and encourages routine inspections, repairs, and component replacements, reducing labour costs and minimising disruptions to building operation. It is important that designers ensure that they keep aware of decisions being taken on other Briefing Do I clearly understand my role and responsibility for the installation? Do I really know what the client wants and what the brief is? Have I examined all the options? What redundancy is required (ie, what standby facilities in case operating units fail)? What is the return on investment (ROI) on strategic design decisions? What is the handover strategy, is a Soft Landings approach advantageous? Materials Have I thought about the materials to be used and their suitability and life expectancy? Consideration of whole life carbon, circular economy, recycle and reuse? Have I selected materials that are safe to work with? Have I thought about how practical it is to install my designs? Do I have the necessary Installation information to make that judgement? Will the installation be easy to commission? and commissioning Can tolerances on design parameters be relaxed? Impact on the existing building and engagement from FM team? Operation and maintenance Will my design work consistently and reliably achieve the design objective under a wide variety of conditions? What is the overall strategy for building services what will be the requirement/ potential impact on business of maintenance/shutdowns? Are there any specialist or high risk environments? Can the installation be operated and maintained safely by personnel with normal skill levels? Costs Have I established the clients requirements in respect of first costs; operating costs (including energy and maintenance); and whole life costs/implications? Table 1: Typical questions for a designer to consider throughout the construction project (Source: CIBSE Guide M1 2023) 14 November 2023 www.cibsejournal.com CIBSE CPD Nov 23.indb 14 02/11/2023 16:51