Building Energy Resource Hub 180 N. LaSalle St. #2210 Chicago, IL 60601 info@buildinghub.energy
The Building Energy Resource Hub is a project of Illinois Green Alliance.
EIN: 75-3098915
This document seeks to provide property owners/facilities managers, as well as operations, engineering, and maintenance personnel, with a guide for O&M procedures designed to increase energy efficiency. Building operations staff can use this guide as a template for creating a manual tailored to their own specific facilities or to complement existing materials on building systems, equipment, and other processes and information tailored to individual properties or companies.
High-performing buildings offer building owners and managers lower operating costs, potentially higher commercial tenant rents, and a higher resale value than traditional buildings. Energy efficiency is a central component of creating such a building and achieving these outcomes. In this document, we outline the “make or break” role operations and maintenance (O&M) play in achieving and maintaining the increased energy efficiency and added value for property owners and their portfolios.
In a real estate market where energy performance and carbon footprint are increasingly becoming key factors in making decisions, owners and operators should review their energy efficiency strategy going forward, including establishing clear O&M practices aimed toward saving energy. Taking a proactive approach toward O&M policies and procedures can help mitigate the risk of unexpected high costs in the form of emergency capital improvements or even fines.
Building an Internal Culture/10 Steps to Operational Efficiency
Building a company culture focused on energy efficiency is more important than any tool, guide, software, or automation system. This will ultimately save property owners and operators money and significantly lessen the burden of compliance.
The Federal Energy Management Program (FEMP) provides the following “10 Steps to Operational Efficiency.” These 10 steps can be useful for everyone from the most sophisticated building operation to an incredibly small operation with little to no budget for O&M technology. They are listed below:
Step 1: Increase management awareness and appreciation of the operations and maintenance program/department.
Step 2: Begin tracking Operations and Maintenance activities.
Step 3: Through tracking begin to identify your troubled equipment and systems.
Step 4: Commit to addressing at least one of these troubled systems.
Step 5: Commit to striving for Operational Efficiency of this system.
Step 6: Commit to purchasing or contracting for some form(s) of diagnostic, metering, or monitoring equipment.
Step 7: Commit to trending the collected tracking and diagnostic data.
Step 8: Select, request funding for, and complete first “Operational Efficiency” project.
Step 9: Strive to highlight this success – capitalize on visibility opportunities.
Step 10: Commit to choosing the next piece of equipment...go to Step 3.
The use of computerized maintenance management systems (CMMS) is a best practice for general building operations and maintenance and goes a long way toward creating an efficient, high-performing building. High-quality CMMS constantly and consistently analyze equipment and systems for signs of trouble, including the use of additional energy.
Further, newer buildings and newly completed renovations will be handed over to building owners and operators through the Construction-Operations Building information exchange (COBie) and many properties are beginning to use COBie-coded data for their existing buildings. The Whole Building Design Guide (WBDG) describes COBie as follows:
COBie is a performance-based specification for facility asset information delivery. Two types of assets are included in COBie: equipment and spaces. While manufacturer data for installed products and equipment may one day be directly available (via the SPie project), COBie helps the project team organize electronic submittals approved during design and construction and deliver a consolidated electronic O&M manual with little or no additional effort. COBie data may then be imported directly into CMMS and asset management software, again at no cost. The PDF, drawing, and building information model files that accompany COBie are organized so that they can be easily accessed through the secure server directories already in place at the facility management office. The federal government's requirement for delivery of Real Property Inventory (RPI) information may be met by COBie.
While the technical details of COBie can appear complex, COBie files are not intended for end-users. COBie provides system-to-system exchange of the space and equipment information without user intervention. Consider COBie and similar "information exchange" projects to be a kind of "ASCII for buildings." Today, people don't need to know ASCII to use a web browser, email system, word processor, or other software; the words just come along because of ASCII. In the same way, once we have achieved COBie everywhere, only a very few programmers will need to give COBie a second thought.
Notably, the use of COBie has increased in recent years. It is now an open standard available in more than 30 “off-the-shelf” CMMS and building software systems. The relatively new electronic standard has exceptional promise for increasing building efficiency from both a manpower and energy perspective.
As the Whole Building Design Guide notes:
“Even if a CMMS is used, mechanics need to search for information in these paper boxes to complete many of their jobs. Over time such documents are moved or lost which increases the cost to complete O&M activities and potentially increasing downtime of mission-critical facilities. A 2011 study predicted that 8% of the annual maintenance budget could be saved if open-standard electronic information were available to the technicians before starting complex work orders. Such savings could allow man-years of additional work towards backlogs or needed renovations. During the life of a project the owner collects and recollects information again and again, transcribing and then losing the same information over and over.”
A critical component of building a culture of O&M efficiency is identifying the best maintenance approach to suit the property’s needs. The Northwest Energy Efficiency Alliance’s BetterBricks program describes maintenance strategic planning as follows3:
There are three general approaches to maintenance management: reactive, preventive, and predictive. Evaluate the current approach and adopt a maintenance strategy that best supports the long-term O&M plan.
Most organizations use a combination of reactive and preventive maintenance with or without maintenance-service contractors. Generally, the most cost-effective solution is a combination of preventive and predictive maintenance that appropriately balances prevention and repair.
Machines and systems will still stop working at times, so reactive maintenance will always be a necessity. However, the proactive approaches of preventative and predictive maintenance improve building efficiency and reduce costs, both in terms of energy consumption and the cost of downed equipment.
Preventative Maintenance
The backbone of a preventative maintenance strategy is essentially a checklist. It may come in virtual form through the CMMS or be a simple hard copy, but a checklist of preventative maintenance procedures remains essential.
A checklist offers preventative maintenance guidance on key building and building systems components. The list of potential checkpoints is included below:
Predictive and Condition-Based Maintenance
The CMMS software of today often incorporate predictive maintenance into their general platform or additional predictive maintenance software can be integrated within the CMMS. Organizations will want to analyze the systems and machines on their properties to assess their need for predictive maintenance and then employ conditions-based monitoring practices where needed throughout the building.
A CMMS provider4 describes “condition-based monitoring” as follows:
Condition-based monitoring is a key step in the process and it works on the assumption that all machines will deteriorate and fail partially or fully at some point. Therefore, the goal is to preempt these failures by placing various monitoring sensors on the assets. From there, the data is collected, analyzed, and used to create predictive failure algorithms, which inform your maintenance actions.
There are a wide variety of sensors available including (but not limited to) 5:
Notably, an organization could simply employ a condition-based maintenance plan, compared to a full predictive maintenance plan. Condition-based maintenance remains superior to only preventative and reactive maintenance, but it only provides data on the condition of various assets whereas predictive maintenance analyzes the data to create predictive algorithms.
As organizations seek to improve energy efficiency through O&M practices, they must examine all aspects of the building. While there are many ways to define the systems and subsystems of a building or property, the common divisions are:
Envelope and building systems have the most significant impact on energy use, so the guide contains additional sections detailing strategies and opportunities associated with those systems in greater detail. The descriptions below highlight the importance of each area providing a link to greater detail where appropriate.
The U.S. Department of Energy’s Better Buildings Initiative states, “The building envelope, which includes the walls, windows, roof, and foundation, forms the primary thermal barrier between the interior and exterior environments. With envelope technologies accounting for approximately 30% of the primary energy consumed in residential and commercial buildings, it plays a key role in determining levels of comfort, natural lighting, ventilation, and how much energy is required to heat and cool a building.”
While it is easy to think of the envelope as more of a design issue, there are many operational and maintenance components of the envelope to ensure a building is operating at maximum efficiency. The key components of the envelope related to operations and maintenance are as follows:
It is critical to examine the building envelope before making any significant investments in internal system upgrades. As one engineering consulting firm states, “If you are planning an HVAC upgrade, consider a building envelope inspection first. When there are insulation issues and air leaks, even the most efficient HVAC units in the market waste energy. By optimizing the building envelope first, you can then upgrade to more efficient equipment of a smaller capacity.”
It is impossible to cover all the mechanical and interior systems, machines, and issues that may arise for all buildings in Illinois. However, the following section offers guidelines, tips, and suggestions for improving the efficiency of several common components of buildings and building systems in the state.
Boilers are a critical component of most HVAC systems in Illinois buildings There are three main boiler types—fire-tube boilers, water-tube boilers, and electric boilers—and there is a fair amount of variation across products. However, there are several best practices regardless of boiler type or its specifications.
The National Board of Boiler and Pressure Vessel Inspectors lists the following as “General Requirements for a Safe and Efficient Boiler Room”:
Additional measures to optimize the safety, operations, and efficiency of a property’s boilers may be specific to the equipment and/or the building’s CMMS programming. However, as the Federal Energy Management Program (FEMP) notes, fire-side and water-side maintenance procedures are extremely low-cost ways to promote efficiency and optimization and “should be part of the Operations and Maintenance Program of the building.” FEMP describes fire-side and water-side maintenance for boilers as follows:
Fire-side Cleaning and Maintenance Program. Fire-side cleaning consists of manually cleaning the particulates that accumulate on the fire side of the boiler. Reducing the residue on the fire side of the boiler increases the amount of heat that gets absorbed into the water, and helps maintain proper emissions from the boiler. Some particulate accumulation is normal for continuously operating boilers, but excessive fire side residue can be an indication of failed internal components that are expelling unburned fuel into the combustion chamber, causing excess sooting. Excess sooting can also be the result of incomplete combustion due to inadequate excess air.
Water-side Cleaning and Maintenance Program. Hot water boilers are usually closed loop systems; therefore, the boiler water is treated before it enters the boiler and piping, and does not require any additional chemicals or daily water treatment tests. Steam boilers on the other hand, lose steam due to a variety of circumstances and therefore require additional water to maintain consistent water levels. Boiler water-side maintenance for steam boilers consists of maintaining “soft water” for the feed-water and eliminating as much dissolved oxygen as possible. The first requires daily chemical monitoring and treatment of the feed-water. The presence of “hard-water” can create a “scale” buildup on the pipes. Once built up, the scale acts as an insulator and inhibits heat transfer into the boiler water. This creates excess heat in the combustion chamber that gets vented with the exhaust gases rather than absorbing into the process water.
The EPA has also published several “rules of thumb” for boiler efficiency improvements. They are listed below:
Boiler Rule 1. Effective boiler load management techniques, such as operating on high fire settings or installing smaller boilers, can save over 7% of a typical facility’s total energy use with an average simple payback of less than 2 years.
Boiler Rule 2. Load management measures, including optimal matching of boiler size and boiler load, can save as much as 50% of a boiler’s fuel use.
Boiler Rule 3. An upgraded boiler maintenance program including optimizing air-to-fuel ratio, burner maintenance, and tube cleaning, can save about 2% of a facility’s total energy use with an average simply payback of 5 months.
Boiler Rule 4. A comprehensive tune-up with precision testing equipment to detect and correct excess air losses, smoking, unburned fuel losses, sooting, and high stack temperatures can result in boiler fuel savings of 2% to 20%.
Boiler Rule 5. A 3% decrease in flue gas O2 typically produces boiler fuel savings of 2%.
Boiler Rule 6. Every 40°F reduction in net stack temperature (outlet temperature minus inlet combustion air temperature is estimated to save 1% to 2% of a boiler’s fuel use.)
Boiler Rule 7. Removing a 1/32 inch deposit on boiler heat transfer surfaces can decrease a boiler’s fuel use by 2%; removal of a 1/8 inch deposit can decrease boiler fuel use by over 8%.
Boiler Rule 8. For every 11°F that the entering feedwater temperature is increased, the boiler’s fuel use is reduced by 1%
Steam systems were the pinnacle of value and efficacy in their heyday, and many buildings in the state and region still use steam for a variety of purposes. The single most impactful thing that building operators can do to maintain the performance of their existing steam systems is to do regular preventative maintenance and replacement of their steam traps. Buildings in the state and region still use steam for a variety of purposes. The single most impactful thing that building operators can do to maintain the performance of their existing steam systems is to do regular preventative and replacement of their steam traps. and replacement of their steam traps.
The three major categories of steam traps are 1) mechanical, 2) thermostatic, and 3) thermodynamic. In
addition, some steam traps combine characteristics of more than one of these basic categories.
The Federal Energy Management Program (FEMP) published a list of “General Requirements for Safe and Efficient Operation of Steam Traps.” They are listed below:
Once a luxury few could afford, cooling systems are now the norm in buildings throughout the region. Smaller buildings will use packaged air conditioning units or window units, while larger buildings will employ chilled water distribution through air handlers or radiant panels to deliver thermal comfort. Regular monitoring and preventative maintenance of the chillers and their associated cooling towers (in water-cooled systems) is critical to extending life and delivering efficiency. Note that the maintenance procedures for chillers also forms a good practice for any sort of heat pump technology. a good practice for any sort of heat pump technology.
There are three types of chillers: mechanical chillers, absorption chillers, and electric centrifugal chillers. The U.S. Department of Energy offers the following best practices for maximizing chiller efficiency10:
Cooling Towers
There are two types cooling towers: open or direct cooling towers and closed or indirect cooling towers. DOE lists the following “general requirements for safe and efficient cooling towers”11:
Additionally, DOE outlines the following “operations and maintenance opportunities” with chillers12:
Thermal comfort in buildings comes from moving either air or water around the building affecting the temperature of the space. Radiant systems employ terminal units with few to no moving parts, so the guide focuses on the air-handling systems. Proper maintenance of all the moving parts associated with these systems can make or break not just the energy efficiency of the building, but the thermal comfort and human health of the occupants as these systems also provide the ventilation air that is critical to indoor air quality.
The components of most air handling systems include fans, ductwork, damper assemblies, heating and cooling coils (or elements), and associated sensors. Most air handling systems fall into one of two categories: constant air volume and variable air volume.
Additionally, the control of air handling systems is generally handled by the CMMS. However, there are additional measures to consider beyond system controls to achieve maximum efficiency. Several options are listed below:
As a rule, sites should routinely change filters based on either the pressure drop across the filter, calendar scheduling, or visual inspection. Scheduled intervals should be between one and six months, depending on the dirt loading from indoor and outdoor air. Measuring the pressure drop across the filter is the most reliable way to assess filter condition. In facilities with regular and predictable dirt loading, measuring the pressure drop across the filter can be used to establish the proper filter-changing interval; thereafter, filter changes can be routinely scheduled. Refer to manufacturer’s data for the recommendations of pressure drop across specific filters.
Fans
ASHRAE defines a fan as follows: “[An] air pump that creates a pressure difference and causes airflow. The impeller does the work on the air, imparting to it both static and kinetic energy, varying proportion depending on the fan type.”
Fans are often an afterthought in terms of efficiency, but they can play a key role. The United Nations Environmental Programme (UNEP) provides “Fan System Operational-Efficiency Considerations.”13 They are outlined below:
Pumps
There are numerous pumps throughout a building system with a variety of names dependent upon their function. However, there are two major groups of pumps: dynamic pumps and positive displacement pumps.
Pumps are another overlooked, but critical part, of maximizing efficiency. DOE states, “Pumps frequently are asked to operate far off their best efficiency point, or are perched atop unstable base-plates, or are run under moderate to severe misalignment conditions, or, having been lubricated at the factory, are not given another drop of lubricant until the bearings seize and vibrate to the point where bolts come loose. When the unit finally stops pumping, new parts are thrown on the machine and the deterioration process starts all over again, with no conjecture as to why the failure occurred.
Proper maintenance is vital to achieving top pump efficiency expected life. Additionally, because pumps are a vital part of many HVAC and process applications, their efficiency directly affects the efficiency of other system components. For example, an improperly sized pump can impact critical flow rates to equipment whose efficiency is based on these flow rates–a chiller is a good example of this.”
The Federal Energy Management Program offers the following “Large Horsepower (25 horsepower and above) Pump Efficiency Survey.” It is listed below:
Lighting systems continue to improve with a focus on energy efficiency, but also continue to be a source of wasted energy. Lighting advancements, both in terms of equipment and controls, seem to be on a continual path toward increased efficiency, so this is an area where retrofitting and recommissioning happens (and should happen) on a regular basis. The savings from relatively low-cost changes in lighting are almost always worth it.
An obvious area for change is in lightbulbs and other lighting equipment. This is an area for constant review and upgrades as the savings of such a change often quickly pays for itself.
A property’s CMMS may play a significant role in lighting controls and will likely have a series of toggles to meet the building’s needs. However, regardless of whether the CMMS is involved, property owners and managers should look toward lighting controls that keep tenants satisfied while minimizing energy usage.
DOE indicates a “proactive, planned maintenance program” for lighting systems can maximize operational efficiency and minimize the need for constant changes in lightbulbs, etc. The agency lists the following components of a proactive approach for lighting system maintenance15:
Since the invention of the thermostat in the 19th century, building owners and users have been trying to use sensors and controls to improve air flow, increase efficiency, and improve building operations. In spite of a variety of barriers, the Internet of Things has increased development of systems and controls for building operations in recent years. All current paths to a decarbonized future flow through the concept of grid-enabled efficient buildings (often shortened to GEB) which require smart building controls throughout the energy consuming systems to effectively deliver both energy use and carbon emission reductions.
As DOE’s Office of Energy Efficiency and Renewable Energy reports in its “Innovations in Sensors and Controls for Building Energy Management” publication:
Subsequent development of wireless and network communication, open communication protocols, digital equipment operation, and cloud-based systems have been enabled through advancements in computing and allowed for embedding additional intelligence into control systems, including integration across loads and remote operation. A wide array of sensors (e.g., temperature, airflow, daylight levels) can now be used to monitor operating conditions. These measurements are then processed by device controllers to initiate the appropriate action (e.g., adjust temperature, airflow, light) through the corresponding actuators (e.g., dampers).
The report explains commercial buildings have lagged behind other sectors in adopting automation in facility systems and controls for a variety of legitimate reasons. However, the Office of Energy Efficiency and Renewable Energy indicates the use of building automation systems is increasing and will continue to increase for the foreseeable future:
The variation of systems and building types and uses of these automated systems renders a detailed discussion of each of their component parts not terribly helpful in the context of this document. However, it is important to be aware of each of the components of modernized building automation systems. The Office of Energy Efficiency and Renewable Energy identifies them as follows:
Building automation systems (BAS) are clearly becoming a critical part of building operations and will help drive efficiency efforts going forward. DOE expects significant energy savings as a result of the increased adoption and improvement of BAS.
The original Operations & Maintenance Best Practices for Energy Management Guide is the result of a collaborative effort among the Institute for Market Transformation’s Building Innovation Hub and the Apartment and Office Building Association of Metropolitan Washington Educational Foundation (AEF). We would like to thank Wes Huffman, AEF Executive Director, for his extensive contributions to this document. AEF works with the local real estate market to develop talented building engineering and maintenance professionals. Learn more at www.aobafoundation.org.
This material is based upon work supported by the U.S. Department of Energy’s Office of Energy Efficiency and Renewable Energy (EERE) under the Building Technologies Office Award Number DE-EE0010930. (DOE-ELEVATE-0010930-11)
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180 N. LaSalle St. #2210
Chicago, IL 60601
The Building Energy Resource Hub is a project of Illinois Green Alliance.
EIN: 75-3098915