In 2005 the State of Oregon adopted a requirement that the developers of all new homeowner properties (Condominiums and Planned Unit Developments) provide the Association with guidelines for maintaining the building components.
BUILDING MAINTENANCE PLAN (BMP)
This began the evolution of the Building Maintenance Plan (BMP). In 2005 CMI became the first property management company in Oregon and Washington to recognize that fulfilling the BMP was a specialized service product and CMI stepped in to meet this need by establishing a Building Maintenance Coordinator Department. In 2019 the name of the department was changed to Facility Asset Management (FAM) to better identify what we actually do.
The BMP outlines all the building components and provides information as to how these components are to be maintained over the life of the building. Components include, HVAC Systems; Fire, Life, Safety; Roofs; Building Exteriors; Decks & Balconies; Gates; Elevators; Plumbing; Electrical; Windows & Doors; Specialty Buildings that meet LEED requirements; and other systems.
ROLE OF THE FACILITY ASSET MANAGEMENT DEPARTMENT (FAM)
The FAM department specializes in facilities maintenance. The department implements the building’s maintenance program for all the recurring annual preventative maintenance tasks in accordance with the BMP. The department coordinates the larger replacement and repair events as directed by the reserve study and BMP. The department manages the day to day repairs and works on improvement projects under board direction as well as responding to emergencies where building assets are affected.
BUILDING MAINTENANCE PROGRAM
The BMP consists of the annual recurring maintenance tasks to maintain the common building assets. The FAM department tracks and schedules these tasks and creates an annual report detailing activity for the year. These tasks include but are not limited to:
- Elevator Maintenance
- HVAC Maintenance
- Building Envelope Maintenance
- Fire Life Safety Testing
RESERVE STUDY PROJECTS
Reserve study projects are asset replacement and renewal events that are set by the building’s reserve study. The FAM department obtains competitive proposals for these projects and coordinates with specialty consultants on larger complex projects. Examples of reserve projects are:
- LED Retrofit Projects
- Access Control and Camera System Upgrades
- Interior Finishes Replacement
- Building Exterior Clean and Seal Projects
WORK ORDER PROJECTS
Work order projects consist of work that is not specified in either the annual maintenance tasks or set as a reserve project. The FAM department works on improvement projects, responds to incidents, and does investigations for leaks. Examples of work order projects are:
- Electric Vehicle Charging Station Projects
- Responding to Equipment Failure
- Water or Gas Leak Investigations
- IT Issues or Camera Footage Review (security)
For emergencies that affect building assets, the FAM department will coordinate an appropriate response and will dispatch necessary vendors and respond on site if needed. Our Project Coordinators have detailed knowledge of building systems and have direct relationships with maintenance vendors, so they are able to respond quickly and effectively.
ROLE OF THE PROJECT COORDINATORS (PC)
The Project Coordinator is responsible for thoroughly inspecting all the building components that are listed in the BMP to determine how all the components are to be maintained on a daily, weekly, monthly, semi-annual and annual basis.
The BMP sets out schedules and details of all work to be performed throughout the year and which work is to be done by specific categories of vendors, i.e. elevator maintenance, HVAC checks and balances, resealing the exterior of the buildings, resurfacing the swimming pool; motors, heaters and equipment for pools and spas; water features, roofs just to name a few of the categories.
This Study should be updated each annually to consider work that has been accomplished each year and whether some planned work could have a longer life expectancy or whether a building component prematurely failed.
ROLE OF MAINTENANCE RESERVE SPECIALISTS (RS)
The third component of a well laid out plan for preserving the value of your real estate investment is to conduct a Reserve Study (RS) which will take all the information contained in the BMP and place a value on each component. The RS will also have a schedule of life expectancy of each component which will enable the Board to budget for the Replacement Reserves that will be needed throughout the years.
This Study should also be updated annually to consider work that has been accomplished each year and whether some planned work could have a longer life expectancy or whether a building component prematurely failed.
The RS is the link to the BMP. Both the RS and the BMP are key to a successful plan to maintain the value of your real estate investment.
CONNECTING THE DOTS
FAM …… BMPS……RS
This is where our FAM Department becomes an invaluable and instrumental member of your Team. Buildings are more upscale than ever before. It is no longer acceptable to have “one building superintendent” assigned to take care of the prominent buildings of today because one person is not qualified in all aspects of building systems. Many years ago, a building superintendent would take a wrench and tap on the motor to get it running again, but now there are gauges, valves, computers, electrical mechanisms, etc., each which requires a specialized vendor to monitor and maintain.
Our FAM Department connects all these dots and we do it with a well thought out plan, working in concert the Board of Directors, the Reserve Specialists, the Project Coordinator and the Community Manager assigned to your account.
The PC works very closely with the BMPS and the RS each year to update information that is needed for adequate budget and strategic planning.
When you select CMI’s Facility Asset Management Service you are not just working with one person, you have an entire department at your disposal. Our only objective is to implement your Building Maintenance Plan.