The asset register and the preventive maintenance plan for facilities
Facility management starts with a register of systems, equipment and warranties, then a schedule of periodic visits, then rules for responding to faults. This guide shows how to build all three and request proposals on them.
Who this guide is for
Facility managers, owners and associations requesting preventive maintenance or an operating plan.
Start with the asset register
For each building, record its systems and equipment: where each is, how many, its capacity and type, installation date, warranty and its expiry, and the last maintenance. This register is operational, and the address in it is as the user enters it and is not proof of a national address. The more accurate the register, the more accurate the pricing, because the provider knows what it will maintain instead of estimating.
Build the preventive plan
For each system set the visit frequency: monthly, quarterly, semi-annual or annual depending on its nature and the manufacturer's recommendation. State what the inspection covers, what materials are replaced, and whether materials and spare parts are inside the price or separate. Distinguish preventive maintenance from fault maintenance: the first is scheduled, the second is on call. For elevators, understand the difference between a comprehensive contract covering spare parts and one for inspection and lubrication only.
Response rules
Distinguish response time to a report from the date of resolution, since a technician may attend within hours while the repair takes days. Write down operating hours and access restrictions, what counts as an emergency fault, and who has authority to approve additional work. Do not assume a commitment to immediate or round-the-clock response unless the provider has committed to it in its proposal.
The request and eligibility
When requesting proposals, choose the suitable specialty: preventive maintenance, building systems or others, and enter the number of units or the area, the systems covered and the visit frequency. Check that the provider holds what suits its specialty: a facility management licence does not replace an elevator or safety licence, and each has its own body. Review on Thibrh remains on type, number and expiry, and is not an official verification.
Key points
- Record systems, equipment, warranties and last maintenance per building.
- Set visit frequency per system and what the inspection covers.
- Distinguish preventive from fault maintenance.
- Distinguish response time from resolution date.
- A facility licence does not replace specialty licences.