Facility Condition Assessment

Checklist
Item status guide:

5 Excellent - Brand new and no issues to report - Plan for 8 to 10 year span
4 Good - No immediate issues or concerns - Consider replacement in 6 to 8 years
3 Fair - Average wear for building age. Not new but no immediate issues. - Replace within
5 to 6 years
2 Poor - Worn from use. Nearing end of expected life cycle. - Replace within 2 to 4 years
1 Critical - Extremely worn or damaged - Replace within the next 2 years

Sitework

Roads

Parking

Pavement/Sidewalks

Signage

Fencing

Irrigation

Stormwater drainage

Sewerage

Erosion control

Landscaping

Site Lighting

Building Structure

Foundations

Walls

Columns

Beams

Slabs
Building Interior

Furniture

Appliances

Floors

Floor finishes

Walls

Wall finishes

Ceilings

Casework (cabinets, bookcases, nightstands)

Fixtures

Doors

Hardware (bolts, nails, screws, hinges, locks, bolts, latches)

Building Exterior

Roofing structures

Balconies

Breezeways

Stairs

Exterior walls

Exterior windows

Mechanical Systems

Heating, ventilation and air conditioning (HVAC) systems

VRF

Hot & Cold Water Distribution System

Water Heaters

Gas Distribution System

Electrical Systems

Electrical wiring
Sockets

Lighting

Emergency generators.

Plumbing

Piping

Water pressure

Toilets

Plumbing fixtures

Vertical Transportation

Escalators

Passenger elevators

Freight elevators

Health and Fire Safety

Air quality

Water quality

Fire alarms

Fire suppression systems

Security Alarm Systems

Building Maintenance Checklist

A building maintenance checklist helps facility managers and maintenance supervisors oversee
the upkeep of a facility to make sure that it is safe and that daily operations are running
smoothly. 

Building Preventive Maintenance

Checklist
 The following are the 7 main sections of a building preventive maintenance
checklist used for regularly inspecting buildings:
 Lighting
 Electrical
 Safety
 HVAC
 Building Interior
 Building Exterior
 Plumbing

Public Areas

Public areas free from obstructions.

Public areas well lit.

Fire escape corridors clear of obstructions and well lit.

Fire doors routes free from obstructions.

Fire alarms tested.

Escalator operating correctly

Is the escalator operating smoothly without any noises.

Is the handrail speed the same as the steps.

Are the landings clean and free from obstruction.

Are the emergency stop buttons working.

 Is there any damage to to comb plates or stair treads.

Is the warning signage viable and in place.

Are the landing mats in good condition and with no trip hazards.

Lifts and lift alarms operating safely.

Are the lifts levelling at the floor without any trip hazards.

Are lift alarms working.

Are the doors closing properly and the infra-red sensors to prevent trapping working.

Entrance mats clean and in place.

Floor surface free from damage.

Contractors operating safely.

Promotions and exhibitions operating safely.

Structure free from obvious damage.

Public areas free from spillages and trip hazards.

No maintenance work above public areas.

Maintenance work areas cordoned off and signage provided.

No damage glass areas.

Office accommodation.

Is area clean and tidy and without hazards.

Car Park Areas.

Car parks free from obstructions.

Car Park Areas well lit.

Fire doors and exits free from obstructions.

Spillages being dealt with promptly.

No obstructive car parking.

Drain covers intact.

Free from pot holes and uneven areas.q

Employees wearing Hi vis clothing.

Service Area

Fire doors and exit routes free from obstructions.

Loading bays safe and free from obstruction.

Lighting working adequate for safe access.

Service roadway without risk to injury.

Compactor locked when not in use.

CCTV operation operating properly.

No unauthorised pedestrians.

Vehicles parking in designated areas.

Customer collection operating safely.

Employee wearing Hi vis clothing.

Plant Rooms and Work Shops.

Plant rooms and work shops locked when not in use.

Rooms free from obstruction clean and tidy.

Lighting maintained and adequate.

Materials and equipment stored safely.

 PPE available and worn.

PPE free from damage.

Hazardous substances stored safely.

Maintenance Work

All maintenance work is authorised.

Permit to work system in operation effectively.

Asbestos material has not been disturbed.

Materials and equipment stored safely.

Ladders are stored and used safely.

Roof safety

Inspect at least twice a year and after any severe storm

Has a roofing file for each building been created?

Has warranty information been reviewed?

Clear roof drains of debris

Walk the perimeter to examine sheet metal, copings, and previously repaired sections

Any wrinkles or tearing on roof-to-wall connections and flashings (at curbs and penetrations,
etc.) ?

For single-ply roofs, re-caulk the top of face-mounted termination bars (if needed).
For bituminous roofs, check for splits in the stripping plies

Any corrosion on metal roofs? May be caused by condensate from copper coils in rooftop HVAC
units.

Duct the condensating water to keep it from coming into contact with the membrane

All traffic off of the roof to avoid membrane damage?

Green roof: Are plants healthy? Weed and trim as needed.

Green roof: Is there proper irrigation for the survival of vegetation and protection of roof
membrane against leaks and ponding?

Is there a plan for a moisture survey every 5 years to detect wet insulation or leaks?

All roof access is kept locked when not in use.

No unprotected work within 2 metres of unprotected roof edge.

No unauthorised work on atria and other fragile services.

HVAC

Inspect at least twice a year, with seasonal start-up and run inspections.

Do screws, latches, gaskets, or missing screws need replacements?

Recharge P-traps or U-bend water traps for condensate drain pans

Has a qualified mechanical contractor provide seasonal PM of chillers and boilers services?

For cooling towers, disassemble screens and access panels for inspection

Inspect the cooling tower fill, support structure, sump and spray nozzles

Fill valve, gear box, drive coupling, fan blades, and motor bearings;

Clean starter and cabinet

Inspect wiring; check motor starter contacts for wear and proper operation; megger test the
motor and log readings

Check the condition of the sump heater and contactor, and log observations

Has bearing lubrication for pump been completed at least annually? Inspect couplings and
check for leaks. Investigate unusual noises

Has cleaning or replacing air filters of air handling unit been completed at least once a month
(some may only need to be changed every 3-6 months)?
Has coil cleaner been applied and wiped off the condenser coil? If you need to remove panels
to access the coil, use a licensed contractor.

Have the settings been periodically inspect for energy efficiency, particularly the compressor,
refrigerant charge and thermal expansion valve (if applicable)?

Does the superheat temperature fall between 10-20 degrees F (in a direct pressure system)?
Look up the evaporating temperature per the manufacturer that corresponds with the measured
suction line pressure, then measure the actual suction line temperature – the difference
between these two numbers is the superheat temperature

Have an economizer? Dampers can malfunction if they become corroded or jammed with
debris. Keep tabs on all moving parts, including the actuator and linkages, as well as seals.
Properly calibrate sensors at least once a year.

Plumbing and Restrooms

Inspect at least annually; investigate any leaks or unusual noises

Domestic water booster and circulation pump systems require bearing lubrication at least
annually; Have the couplings been inspected for any leaks?

Domestic water heaters and boilers should be fire-tested periodically; Haves flue-gas analysis
been conducted to adjust the flue draft and combustion air input to optimize efficiency?

Remote drinking water chillers need condenser fan motor bearings lubricated annually.

Check all contacts for wear and pitting, and run system control tests.

Pump down the system and remove the refrigerant according to manufacturer instructions.

Drain and replace oil in the compressor oil reservoir, including filters, strainers, and traps.

Sump and sewage ejection pumps are replaced on an as-needed basis but should be checked
for function. Are exposed pumps lubricated annually?

Fixtures, particularly those in public restrooms, often withstand heavy use and abuse. Follow the
manufacturer’s recommendations on how often to replace internal workings such as flappers,
cartridges and diaphragms. Are there any leaks?

Lighting

Inspect at regular intervals, with group relamping when lamps begin to fail

Are luminaires that have transformers, control gear, or accessories, such as spread lenses,
glare baffles, or color filters routinely checked?

Check exterior lights to make sure cables aren't torn; all screws and hardware should be in
place and working, and gaskets can be replaced to provide a better watertight seal.
Replace any burned-out lamps and consider group relamping. To create your relamping
schedule, calculate lamp life and how often lamps are used.

Does each lamp have the same color temperature?

Re-aim adjustable lighting as necessary

Dust lamps and clean lens surfaces to enhance lighting performance.

Because lighting elements can contain mercury or lead, it’s imperative to safely store used
bulbs until they can be removed by a certified vendor. Is there documentation to verify waste
went to a recycling facility and not the dump?

Long-Term Items

Electrical systems should be inspected by a licensed electrician every 3 to 5 years; PM typically

includes checking switchgear, panel boards, and connections in addition to cleaning and re-
torquing electrical connections. Overcurrent devices should be cleaned and lubricated as
required; fusible switch units should be checked to make sure all fuses within the unit are from
the same manufacturer and of the same class and rating. Note that arcing failures occur where
connections have been loosened as a result of thermal cycling.

Surfaces in parking garages should be cleaned at least twice a year, with coating replacement
every 10 years. Power washing is a cheap, easy way to protect the structure and delay
rehabilitation projects. Pavements should be crack-filled and seal-coated on a regular basis. Mill
and overlay pavements should be done every 20 years.

Management.

New employees received H&S information.

New employees received H&S responsibilities.

New employees receive induction training.

Any accidents and incidents recorded and reported and investigated.

Vacant units are secured.

Visitors book operating effectively.