PECI

O&M Best Practices Series

O peration and
M aintenance
A ssessments
A Best Practice for
Energy-Efficient
Building Operations

Prepared with funding from the U.S. EPA and U.S. DOE
September 1999

ACKNOWLEDGEMENTS
Appreciation is extended to the C limate Protection
Division of the U.S. Environmental Protection Agency
(EPA) for funding this project in cooperation with the
U.S. Department of Energy (DOE). Tudi Haasl of
PECI is the primary author of this publication.
Special thanks to Greg Sullivan of Pacific Northwest
National Laboratory and Karl Stum of PECI for their
careful review of this document.

For additional copies of this guidebook, contact:

Portland Energy Conservation, Inc.
921 SW Washington, Suite 312
Portland, OR 97205
(503) 248-4636
e-mail: [email protected]
Also available on-line at www.peci.org

If you are an E NERGY S TAR Buildings partner or

ally, contact:
Energy Star Buildings
U.S. EPA
401 M Street, SW (6202J)
Washington, DC 20460
Toll-free hotline: 1-888-STAR-YES (1-888-782-7937)
Also available on-line to E NERGY S TAR Buildings partners
and allies at www.epa.gov/buildings

TABLE

OF

C ONTENTS

O&M ASSESSMENTS ENHANCING ENERGY EFFICIENT

BUILDING OPERATION
INTRODUCTION...............................................................................................................................................1
WHAT IS AN O&M ASSESSMENT?.................................................................................................................3
WHO SHOULD PERFORM O&M ASSESSMENTS? ......................................................................................7
O&M ASSESSMENT BENEFITS......................................................................................................................9
WHAT BUILDINGS MAKE THE BEST CANDIDATES
FOR O&M ASSESSMENTS? ..............................................................................................................................12
HOW MUCH DOES AN O&M ASSESSMENT COST? ...................................................................................14
O&M ASSESSMENT PROCESS ........................................................................................................................16
Owners Responsibilities .........................................................................................................................................................16
O &M Consultants Responsibilities. .................................................................................................................................18
Incr easing Cost Ef f ecti veness ................................................................................................................................................23
NEXT STEPS.......................................................................................................................................................26
GLOSSARY OF TERMS......................................................................................................................................27
LIST OF ACRONYMS.........................................................................................................................................29
REFERENCES ....................................................................................................................................................30
APPENDIX A: SAMPLE SITE-ASSESSMENT FORMS ....................................A-1
APPENDIX B: O&M ASSESSMENT REQUEST
FOR PROPOSAL CHECKLIST .....................................................................B-1
APPENDIX C: O&M SAMPLE PROCEDURES
AND PLAN.................................................................................................C-1
APPENDIX D: SAMPLE MASTER LOG
OF FINDINGS ............................................................................................D-1

O&M ASSESSMENTS

O&M ASSESSMENTS
ENHANCING ENERGY-EFFICIENT
BUILDING OPERATION
Best Practices in Operation and
Maintenance

I NTRODUCTION

lthough building commissioning 1 is becoming more

popular for new construction projects, most buildings
have never undergone any type of systematic process to
ensure they operate optimally. Several studies 2 over the
past few years have indicated that existing U.S. commercial
office buildings hold tremendous opportunities for
increasing energ y efficiency through low-cost O&M
improvements. These improvements can yield savings of
five to twenty percent of a buildings annual utility bill.
Simple paybacks are generally less than 2 years, which
equals a 98% IRR (based on a 7 year measure life.) 3

Low-cost improvements can save

5-20% of a buildings annual energy
bill.

Understanding why building systems are operated and

maintained the way they are, and where and what improvements are most beneficial and cost-effective is the first
step to obtaining energy-efficient building performance.
An O&M assessment provides a systematic look at all
aspects of the current O&M practices including the management structure, policies, and user requirements that
influence them. It may include:

Interviews with management, O&M personnel and service contractors;

1 Commissioning is the process of ensuring that systems are designed,

installed, functionally tested, and capable of being operated and maintained to perform in conformity with the design intent, according to
ASHRAE Guideline 1-(1996).
2 Piette, 1994. Gregerson, 1993. Haasl et al, 1996.
3 John S. Hoffman and John Bruce Wells, Closing the Efficiency Gap: Using
Profit to Drive The Capture of Value, 1998, WorkSmart Energy
Enterprises, Inc.

O&M ASSESSMENTS

O&M
assessments
optimize
building performance and identify
money-saving opportunities.

A review of equipment condition, building documentation, and service contracts;

Spot tests of equipment and controls;

Trend or data logging of critical data points (temperatures, pressures, electrical, etc.) over time.

The gathering and analysis of this information reveals

where improvements are needed and which improvements
are most cost-effective.
The assessment also checks schedules and control strategies to determine if the building is operated optimally and
develops a list of recommended improvements that support energy-efficient operation. It can provide a starting
point or baseline from which to measure the effectiveness
of improvements and ongoing O&M activities. Depending
on the scope of work, an assessment may include recommendations for more extensive improvements (such as air
or water balancing) and capital improvements for the
owner to consider as well as motivational and behavioral
issues that affect building performance.
Portland Energy Conservation Inc. (PECI) researched and
developed this document with funding from the C limate
Protection Division of the U.S. Environmental Protection
Agency (EPA), in cooperation with the U.S. Department of
Energy (DOE). This document primarily focuses on O&M
assessments for commercial building HVAC, lighting and
control systems. It discusses what an O&M assessment
involves, how it differs from an energy audit, the value of
hiring an O&M consultant, and what the benefits and costs
are for performing an assessment. It also briefly describes
the process and how an owner can increase the cost effectiveness of the process.

O&M ASSESSMENTS

W HAT IS AN O&M
A SSESSMENT ?

n O&M site assessment is a systematic method for

identifying ways to optimize the performance of an
existing building. It involves gathering, analyzing, and presenting information based on the building owner or managers requirements. Owners generally perform an O&M
assessment for the following reasons:

To identify low-cost O&M solutions for improving

energy efficiency, comfort, and indoor air quality (IAQ)

To reduce premature equipment failure

To insure optimal equipment performance

To obtain an understanding of current O&M and PM

practices and O&M documentation

See Appendix A for sample

assessment forms.

O&M assessments may be performed as a stand-alone

activity that results in a set of O&M recommendations or
as part of retrocommissioning (a larger more holistic
approach to improving existing-building performance).
The goal of the assessment is to gain an understanding of
how building systems and equipment are currently operated and maintained, why these O&M strategies were chosen,
and what the most significant problems are for building
staff and occupants. Implementing O&M changes without
fully understanding the owners operational needs can have
disappointing and even disastrous effects. Most projects
require the development of a formal assessment instrument in order to obtain all the necessary O&M information. This instrument includes a detailed interview with
the facility manager, building operators and maintenance
service contractors who are responsible for the administration and implementation of the O&M program.
Depending on the scope of the project it may also include
an in-depth site survey of equipment condition and gathering of nameplate information. Sample assessment forms
are presented in Appendix A. An O&M assessment can
take from a few days to several weeks to complete depending on the objectives and scope of the project.
The assessment identifies the best opportunities for optimizing the energy-using systems and improving O&M
practices. It provides the starting point for evaluating the
present O&M program and a basis for understanding
which O&M improvements are most cost effective to
implement.
3

O&M ASSESSMENTS

Retrocommissioning applies a four-phase process for improving or optimizing an existing building's operation and maintenance procedures. Retrocommissioning is applied to buildings that have not previously been
commissioned. The systematic retrocommissioning process optimizes how equipment and systems operate, and how the systems function together. O&M tune-up activities and diagnostic monitoring and testing
are primarily used to optimize the building systems. This flow chart shows the steps in the retrocommissioning process. This booklet covers the Planning and Investigation Phases.

PLANNING PHASE

Develop project objectives

Hire a Commissioning Provider &
develop team
Review & update building
documentation
Develop Retrocx Plan

INVESTIGATION PHASE

Perform O&M site assessment

Develop diagnostic monitoring and test plans

An O&M Assessment
includes the
Planning and
Investigation Phases
of retrocomissioning

Perform functional testing

Develop final "Master List" of

improvements

Prioritize and select the most cost-effective

improvements to implement

IMPLEMENTATION PHASE

Implement selected improvements

Retest / remonitor as needed

PROJECT HAND-OFF

Prepare final report

FIGURE 1
Retrocommissioning: A Four Phase Process
Excerpted from A Practical Guide for Commissioning Existing Buildings published by Oak
Ridge National Laboratory in May 1999.

O&M ASSESSMENTS

A N O&M A S S E S S M E N T
ENERGY AUDIT

IS

NOT

AN

An O&M assessment differs from a traditional energy

audit, even though they share the goal of reducing operating costs and energy waste and improving the building
environment. Traditional energy audits identify technology-intensive, energy-efficient capital improvements. O&M
assessments identify low-cost changes in O&M practices
that can improve building operation. The O&M assessment may be performed prior to an energy audit because it
offers ways to optimize the existing building systems,
reducing the need for potentially expensive retrofit solutions. It may also be performed as part of an energy audit,
because implementing the low-cost savings identified in
the assessment can improve the payback schedule for capital improvements resulting from the energy audit. Table 1
summarizes the basic differences between the O&M
assessment and the traditional energy audit.
TABLE 1
The Differences Between a Traditional Energy Audit and an O&M Assessment
Traditional Energy Audit

O&M Assessment

Emphasizes investigating existing building systems

for equipment replacement (retrofit) opportunities
leading to energy cost savings

Emphasizes investigating existing building systems

to identify low-cost O&M improvements leading to
energy cost savings

A typical energy audit on-site process is relatively

fast (16 hours)

O&M assessment on-site process is relatively time

consuming (2 days to 2 weeks)

Seldom includes functional testing of present

building systems

Generally includes some degree of functional testing

of present building systems

Generally performed by an outside consultant

Generally performed by an outside consultant

May include building simulation models

Rarely includes building simulation models

Results in a list of energy conservation retrofit

measures

Results in a master list of O&M improvements

Typical recommendations are time consuming and

expensive to implement

Typical recommendations are fast and inexpensive to

implement

Typical paybacks are estimated at three or more

years

Typical pay-backs are estimated at less than two

years (often less than one year).

Generally requires an outside contractor to

implement equipment replacements

In-house staff can often implement many O&M

improvements

O&M ASSESSMENTS
Although the O&M assessment can be as expensive and
sometimes more expensive to perform than the traditional
energy audit, the findings from the assessment are usually
much less expensive to implement because they dont
involve installing large capital improvements. In fact,
managers can consider most O&M assessments outside of
typical corporate hurdle rates, because the risk of not realizing savings is so low. The O&M assessment does not
ignore capital improvements and may include recommendations to further investigate certain retrofit opportunities,
but its true goal is to identify the low-cost improvements.
O&M assessments identify
low-cost, low-risk improvements.

Because energy audits are specifically part of an equipment

replacement process, they are often performed as a financing requirement. For an owner to obtain funding either inhouse by way of their capital projects department or from
third party financing (such as an energy service performance contract), a solid energy audit provides the necessary assurances that the investment is financially sound. It
is a good idea to combine the energy audit and the O&M
audit, which investigates low-cost O&M enhancements.
With financial investment, the O&M assessment can help
owners to understand and evaluate the energy-efficiency
opportunities in buildings by optimizing performance and
minimizing energy waste of existing equipment. This is not
to say that an O&M assessment should be done in place of
an energy audit. Both have an appropriate place in the
overall energy management process and should be considered complementary.

O&M ASSESSMENTS

W HO S HOULD P ERFORM
O&M A SSESSMENTS ?

epending on the complexity of the building systems

and the expertise and availability of the in-house
building staff, a building owner may choose an outside
consultant to perform the assessment. Commissioning
consulting firms and engineering firms that provide commissioning and diagnostic or retrocommissioning services
as part of their core business activities usually are wellsuited to perform O&M assessments. They have the necessary experience and business commitment to the process
to help scope and deliver the specified project in a costeffective and timely manner.
Some good reasons to bring in an outside consultant to
perform or assist in performing an O&M assessment
include:

The owners staff may not have the skill or time to perform an in-depth assessment.

Consultants specializing in commissioning and O&M

services have vast experience with similar buildings
enabling them to offer a new or different perspective.
In other words, they arent invested in doing things the
old way.

Consultants are also tooled for performing the work.

Most have generic assessment procedures that they can
customize to fit the building they are hired to assess.

Consultants have analytical skills and tools for diagnosing hidden problems and determining the cost effectiveness of selected improvements.

Commissioning consulting firms

and engineering firms that provide
commissioning and diagnostic or
retrocommissioning services as part of
their core business activities usually are
well-suited to perform O&M assessments.

Four O&M assessment approaches to consider include:

1. Hire an outside expert to perform the assessment from
start to finish. This approach often works well for owners who have one or more buildings with no O&M staff,
or minimal staff with little time or training.
2. Owners or managers with multiple buildings and a welltrained, interested, available O&M staff, may want to
hire an outside consultant to work with the building
staff for the first one or two buildings. After the building staff is trained in the process they can go on to
assess the rest of the buildings themselves.

O&M ASSESSMENTS

3. Use the second approach but retain the outside consultant throughout the entire project to oversee critical
parts of the assessment process either as assigned or as
needed. Owners who use this approach often ask the
consultant to analyze data and estimate savings.
4. Divide the assessment work between the outside consultant and the O&M staff. Depending on the scope of the
project and staff availability, the O&M staff can obtain
all of the nameplate data and perform the equipment
condition assessment. This allows the consultant to
concentrate on operating issues and the impact that various building users have on the operation and maintenance of the building.

O&M ASSESSMENTS

O&M A SSESSMENT
B ENEFITS

he greatest benefit of performing a building O&M

assessment is informational. The information resulting from an O&M assessment can be used to help prioritize both financial and policy issues regarding the management and budget for the facility. It presents a clear picture
of where and what improvements may be most cost effective to implement first. The assessment process, depending on the owners or managers requirements, can also
provide direct training and documentation benefits for
O&M staff.
Depending on the goals for performing the assessment,
typical benefits may include:

Identifying operational improvements that capture energy and demand savings

Identifying operational improvements that positively

affect comfort and IAQ

Improving building control

Developing a baseline report on the condition of major

HVAC equipment

Developing an updated and complete equipment list

(nameplate data)

Identifying issues contributing to premature equipment

failure

Identifying ways to reduce staff time spent on emergencies

Increasing O&M staff capabilities and expertise

Determining whether staff require additional training

Identifying and gathering any missing critical system

documentation

Developing a complete set of sequences of operation

for the major HVAC systems

Evaluating the EMS for opportunities to optimize control strategies

Recommending energy-efficiency measures for further

investigation

Determining original design intent and the cost to bring

the building back to original design

New Installations can Benefit

from O&M Assessments
A 250,000 square foot office
building in downtown Nashville Tennessee
was renovated in 1993. The renovation
included installing a DDC energy management control system to control the variable
air volume (VAV) HVAC system and lighting and a variable frequency drive (VFD) for
the chilled water system. The building was
not commissioned as part of the renovation. An O&M assessment was performed
three years later because the building was
experiencing problems and energy bills
seemed higher than expected. As a result
of the assessment, a total of 32 O&M related problems including a major IAQ
deficiency were identified. It was also
determined that the majority of these
problems had been present since the renovation. Annual energy savings from the
recommended O&M improvements and
repairs are estimated at over $42,000. The
cost of the assessment was approximately
$13,000 and the cost of implementing the
repairs is estimated at $9,300. The simple
payback for both the assessment and
implementation is under seven months.

O&M ASSESSMENTS

Providing a cost/benefit analysis of implementing the

recommended O&M improvements

Developing an operating plan and policy to maintain

optimal building performance over time

The best benefits keep on giving long after the process is

completed. For example, the final master log of recommended improvements along with the estimated savings
allows an owner or building manager to prioritize and budget accurately for the implementation process. Also, minor
problems that could be solved during the assessment may
begin to reduce energy costs and improve comfort immediately; equipment life may be extended for equipment that
may have failed prematurely due to hidden problems, short
cycling, or excessive run time.

Raytheon Corporation: A Brief Case Study

The Raytheon company was approached by Boston Edison in late 1999 to participate in a pilot retrocommissioning study.
As a result Boston Edison hired an O&M consultant to conduct an O&M assessment of three of the five buildings at
Raytheon Corporation's Sudbury, MA site. These buildings house primarily office space, along with some process and
limited laboratory spaces. The total facility is over 540,000 sf. The three buildings investigated were Building 2 (30,500
sf, 38 years old), Building 3 (67,500 sf, 30 years old) and Building 5 (132,400 sf, 13 years old).
The objectives of the project were, in order of importance:
Conduct an O&M assessment demonstration for replication at other Raytheon facilities
Reduce energy costs in the facility
Bring equipment to its proper operational state
The consultant observed each building's present operation practices in an attempt to find cost-effective improvements
that could be implemented primarily by the owner's building staff and service contractors. The heating, ventilating, air
conditioning and lighting systems were investigated. The consultant did not extensively investigate capital improvements.

O&M Assessment Process

Develop Scope and Plan. Due to the project being completed in the winter and due to budget limitations, the owner and
consultant decided to focus the efforts in Buildings 2, 3 and 5. Within those buildings only the lighting, air handlers, boilers and rooftop packaged units would be evaluated, with the chiller system looked at if time permitted.
Documentation Review. The O&M consultant first obtained and reviewed building documentation to become familiar with
the building and its systems. This documentation included equipment lists, control program code, system schematics
and energy accounting and billing data.

10

O&M ASSESSMENTS

Initial Site Assessment. The next step was to conduct an initial site assessment. The consultant's team of two engineers
spent 2 days in the building interviewing staff, reviewing control code, inspecting equipment, performing a night walkthrough, and performing an analysis of the site-gathered data. An analysis of billing and 15-minute demand data was also
conducted.
The initial site assessment identified 26 significant findings, as well as areas where additional analysis is needed, including monitoring and testing.
Monitoring and Manual Testing. The consultant used a combination of datalogging, BAS trending, and manual testing to
investigate and monitor suspected deficiencies. From this investigation, the O&M consultant identified eight new findings
and obtained additional information on seven of the original 26 findings.
The O&M consultant then roughly prioritized the findings, first by energy savings potential, second by how economical
the recommendation would be to implement, and lastly by how likely it was that the recommendation would actually be
implemented, if selected. These rankings assisted the owner in selecting the recommendations to implement or investigate further.
The O&M consultant discussed the findings on site with facility staff and utility representatives. In that meeting each finding was explained and discussed. Clarifications were made and further understanding was obtained about the findings
and recommendations. The owner's intended action on each recommendation was identified.
The consultant estimated energy savings for the recommendations where there was a need and where enough information existed to make an estimate. The consultant then developed a general implementation plan for each of the recommendations accepted by Raytheon. At this point, a formal report was generated.
The report included the following recommendations:
Significant opportunity exists to reduce off-hours energy use. Freeze protection, a few small process loads and odd
scheduled workers were driving large sections of the facility to run 24 hours a day. Energy use during unoccupied periods (nights and weekends) made up 70% of the total energy use. This could be reduced, decreasing the entire utility
bill by over 30%, by re-instituting the company's automatic lighting control policy, making adjustments and small capital improvements so the entire chiller plant could be shut down at night, evaluating each of the dozens of pumps and
fans and programming them to shut off at night, etc.
Changing the economizer changeover parameter from outdoor air dew point to wet bulb would allow more free cooling to occur.
Installing high-quality occupancy sensors in numerous conference rooms and offices would reduce unnecessary lighting energy.
Changing the control code to keep the cooling tower fans off when there is no load will reduce energy use.
Incorporating a duct static pressure reset strategy on six of the main air handlers will reduce the fan energy significantly.
Programming in a chilled water supply temperature reset strategy (it was fixed at the time of the assessment) would
further reduce energy expenses.

Energy Savings Estimates

Savings for measures that were estimated totaled over 6,000,000 kWh and $400,000 annually. This represents close to
40% of the total energy use of the campus (all 5 buildings). Over 90% of the savings came from operating the equipment
only when necessaryreducing operation during unoccupied hours and days. The remainder of the estimated savings
originate from findings that optimize the operational parameters of equipment. Savings were not estimated for a number
of findings, and other building components and systems were not even investigated.

11

O&M ASSESSMENTS

W HAT B UILDI NGS M AKE

B EST CANDIDATES FOR
O&M A SSESSMENTS ?

THE

he most obvious candidates for an O&M assessment

are buildings with any one or a combination of the
following: significant energy costs, excessive comfort complaints, control problems, suspected IAQ issues, and
repeated equipment failures. However, almost any commercial office building can benefit from an O&M assessment, including new buildings.

New and retrofitted facilities

also contain significant savings opportunities.

There is a misconception that new buildings and recently

renovated or retrofitted buildings no longer contain any
significant energy-saving O&M opportunities. This may
be true for renovations and new construction projects that
incorporate formal commissioning to ensure design intent.
It may also be the case for retrofit projects receiving
investment grade audits (IGAs) 4 along with formal commissioning of new equipment. Unfortunately, few projects
completed today use these quality assurance methods.
Because of this quality assurance gap, most newer buildings as well as recent retrofit projects offer some of the
best opportunities for O&M improvements leading to
energy savings and improved building performance. The
idea is to capture as much savings as possible from identifying and implementing low-cost O&M improvements
early in the life of a building or retrofit.
Table 2 lists some typical mechanical equipment and controls found in medium to large commercial buildings that
are particularly subject to O&M problems. A good O&M
assessment investigates each of these systems (and probably others) for improvement opportunities. Buildings with
even a few of the systems or components listed on Table 2
may be a good candidate for an O&M assessment. Some of
the symptoms that may indicate problems exist with these
systems are high utility bills, excessive comfort calls, and
repeated repairs on the same equipment. Even if none of
these symptoms exist, buildings may be able to realize significant energy savings. Energy waste is often hidden.
4 An Investment Grade Audit is a rigorous energy audit that includes O&M
assessment features, plus a risk assessment of the likelihood of sustained
savings for energy-efficiency improvements.

12

O&M ASSESSMENTS
Table 2
Typical Mechanical Equipment and Controls Subject to O&M Problems
System or Component

Typical Problems

Energy Management System

(EMS)

Downgraded to timeclocks or switches by disabling or overriding,

capabilities were never fully engaged

EMS

Faulty programming or logic, valve and damper hunting

Setpoints

Setpoints incorrect or not optimum for conditions

Schedules

Equipment and lighting operating when not necessary

Air-side economizers

Binding dampers, improper setpoints, sensors out of calibration

Sensors

Out of calibration, broken, or poorly placed

Dampers and valves

Linkage broken, leaky, malfunctioning (not modulating effectively)

Fans and pumps

Operating at higher capacities than necessary

Automatic controls

Not used or poorly programmed

Manual controls

Poorly operated

Reset schedules

Not functioning, or set at inefficient levels

Cooling tower & chiller

Inefficient staging and sequencing

Boiler systems

Inefficient staging and sequencing, inefficient combustion, failed steam

traps

Lighting sweep controls

Not functioning, wrong time, overridden, broken or poorly zoned

Compressor sequencing

Improper staging and sequencing

Variable air or water flow

Variable speed drive parameters restrict full modulation or cause hunting

Equipment cycling (motors)

Excessive or mysterious cycling

Air distribution system

Poor sensor location, dirty filters and coils, blockages

13

O&M ASSESSMENTS

HOW MUCH DOES AN O&M

A SSESSMENT C OST ?

H
The
assessment
process
includes fixed costs that do
not vary with building size.
Therefore, the actual cost of a project is more related to scope and
complexity than to building size or
age.

ow much an O&M assessment costs is influenced by

several factors:

The number and complexity of the buildings, systems,

and equipment involved

The number and type of assessment objectives

The availability and completeness of building documentation

The availability and expertise of the O&M staff.

A project with several objectives will naturally cost more

than a project with fewer objectives. Also, a project with
complicated controls and numerous pieces of equipment
will cost more than a simple building with only a few
pieces of equipment. Scoping the project to obtain the
most benefit at the least cost can be challenging. The
owner must have a clear vision for what the assessment
needs to accomplish and impart that vision to the O&M
consultant. In some cases the owner may want to hire an
O&M consultant to help scope the project.
Considering the factors discussed above, the cost for
performing O&M assessments on typical commercial or
retail facilities between 50,000 and 300,000 square feet can
range from about $10,000 to $50,000. The assessment
process includes fixed costs that do not vary with building
size. Therefore, the actual cost of a project is more related to scope and complexity than to building size or age.
For fairly large complicated or multiple buildings, an
owner may want to put the assessment project out to bid.
One rule-of-thumb for determining the cost of an assessment for commercial buildings with up-to-date and complete documentation and no unusual characteristics (such
as laboratories, clean rooms, fume hoods etc.) is to budget
approximately $.11 - $.35 per square foot for the assessment.
Savings can only accrue if recommendations from the
assessment are implemented. Implementing even a few of
the operational improvements suggested by the assessment
can often pay back the assessment and the cost of implementation in a very short time. Recent field data from a
44-building cost-effectiveness study perfor med by

14

O&M ASSESSMENTS
E Source 5 demonstrates that an extensive O&M assessment and the implementation of recommended improvements for all of the energy-intensive buildings as well as
several energy efficient buildings resulted in paybacks of
less than two years. Figure 2 is taken from this study and
compares a simple payback from the assessment and
implementation process to nor malized energ y cost.
Combining the O&M assessment with an energy audit may
be beneficial to owners, because the savings from implementing assessment findings can help retrofits pay back
faster.

When the assessment process is

combined with implementation of
recommendations, it is often
referred to as retrocommissioning. See
the flow chart on retrocommissioning on
page 4.

.1/74-
Simple Payback vs. Normalized Annual Energy Cost

This figure compares simple payback from commissioning to normalized energy cost. All of the energy-intensive buildings
had short paybacks (less than two years), but so did several of the efficient buildings. This information was provided courtesy
of E SOURCE, an information services company providing organizations with unbiased, independent analysis of retail energy
markets, services and technologies.

5 Gregerson, Joan. Commissioning Existing Buildings, a Tech Update (TU-97-3) published by E Source, March 1997.

15

O&M ASSESSMENTS

O&M A SSESSMENT P ROCESS

he following briefly describes the assessment process

by highlighting the responsibilities of the owner and
owners staff, and the O&M consultant throughout the
project. Responsibilities may overlap to some extent.

OWNERS RESPONSIBILITIES
The O&M assessment process consists of several steps
beginning with the pre-assessment planning activities that
are carried out by the building owner or manager. These
activities may include:

The owner develops

assessment objectives.

16

the

Setting the objectives

Assigning staff
Choosing the approach
Developing the scope of work
Hiring an O&M expert/developing the RFP

Setting the Objectives

After selecting one or more buildings to undergo the
assessment process, the owner must develop written objectives for the project. Its important that the owner or
manager involve the facility staff members who will be
affected by the assessment in determining the objectives
for the work. For the assessment to be successful, O&M
staff need to view the process as a means of enhancing
and supporting their work and not as a fault-finding activity. Some objectives may be more specific and detailed
than others. Examples of typical objectives include:

Develop recommendations for optimizing building performance and equipment control to increase comfort

Develop recommendations for optimizing building performance to reduce energy waste

Evaluate EMS capabilities and recommend ways to optimize control strategies to improve comfort and save
energy

Investigate specific problem areas of the building or

problematic equipment

Recommend energy-efficient equipment upgrades for

further investigation

Train building staff in the assessment process and

increase their skill in tracking the results of energy-efficient improvements

O&M ASSESSMENTS

Identify and immediately report any potential IAQ problems found during the course of the assessment

Assigning Staf f
Once the objectives are established, the owner or facility
manager assigns one or more staff members to assist in the
assessment process. The individuals chosen should be
those with the most knowledge about the buildings history and control system. Knowledgeable building staff can
improve the assessment cost effectiveness because they
reduce the time the O&M consultant needs to spend investigating how and why the building operates as it does. The
amount of time a staff person will spend assisting with the
project is generally decided during the scoping process.
Choosing the Approach
As part of the pre-assessment tasks, the owner must
choose an approach for accomplishing the work. Will most
of the work fall to an outside consultant or to in-house
staff ? The section titled Who Should Perform O&M
Assessments? discusses four approaches to accomplishing
the work. Most of the approaches assume that the owner
has O&M staff to assist in carrying out the assessment.

When knowledgeable building

staff can participate in the
assessment, they reduce the
time the O&M consultant needs to
spend investigating how and why the
building operates as it does.

Developing the Scope of Work

Before hiring the O&M consultant, the owner or manager,
outlines a brief scope of work. A scope of work outline
includes:

The project objectives

Which buildings, building systems, and equipment will

be part of the assessment

The desired approach, methods and rigor for accomplishing the work

The timeframe for project completion

The number and type of expected deliverables or work

products resulting from the assessment

Although the owner or manager initially outlines the scope

of work, once the O&M consultant is hired, he or she
often develops a more detailed scope of work. This is usually the case for complex or multi-building projects.
Involving the O&M consultant in developing the scope of
work can avert misunderstandings about project expectations and the amount of staff time the project requires.

17

O&M ASSESSMENTS

Appendix B contains an RFP

checklist.

Hiring an O&M Expert / Developing the RFP

The owners last major task in the pre-planning process is
hiring the O&M consultant. Depending on the complexity and size of the project, developing an RFP may be the
best method for obtaining an experienced O&M consultant. Appendix B presents a checklist of items to include
in the RFP. The checklist is not comprehensive in terms of
developing an entire RFP from start to finish, but includes
critical items that will help owners develop a realistic proposal for obtaining a good O&M assessment. Once the
owner has hired a consultant and established a detailed
scope of work, the next five major steps in the process are
the main responsibility of the O&M consultant. Once the
assessment is underway the owners main responsibility is
to review and approve the various work products and procedures.

O&M C O N S U L T A N T S
RESPONSIBILITIES
The O&M consultants responsibilities include:

Appendix C contains a
Sample O&M Assessment
Plan.

Developing the assessment plan

Holding the kick-off meeting

Performing the assessment

Diagnostic monitoring and testing

Reporting the results

Developing the Assessment Plan

After reviewing the building documentation and gaining a
clear understanding of the project objectives, the consultant develops the Assessment Plan which is one of the
projects major work products. This task involves seeking
significant input and review from the owner and owners
staff. Appendix C presents a sample O&M Assessment
Plan.
Scheduling of the tasks described in the plan should
coincide with the project objectives. For example, if
reducing the number of comfort calls is an objective, and
these calls primarily occur during the heating season, then
any diagnostic testing should be scheduled during peak
heating conditions.

18

O&M ASSESSMENTS
Holding the Kick-of f Meeting
Generally, the O&M consultant facilitates a kick-off meeting to discuss the assessment plan. The meeting brings the
owner or manager, O&M staff, consultant and possibly a
utility representative or other relevant parties together to
review and agree to the plan and schedule. The primary
role of the owner or manager during this meeting is to reiterate the objectives for the project and show support for
the assessment process.
The owner also defines work protocols during the kick-off
meeting. It is important that the consultant and any subcontractors or ser vice contractors involved are well
informed about what is expected of them when they enter
and perform work in the building. Work protocols might
include:

Restrictions on building keys

Sign in and sign out requirements

Identification requirements

Parking permits

Need for escort while in the building or in special areas

of the building

The most acceptable times for performing work in tenant spaces

The owners goals determine

the extent of the assessment
activities.

Perf or ming the Assessment

The O&M consultant and facility staff perform the O&M
assessment that results in a master log of deficiencies
along with recommendations for repairs and improvements. The goals and scope of the project determines the
extent of the assessment process. Using a series of forms
(Appendix A presents sample assessment forms) and interviews, the O&M consultant gathers information on the following major issues:
Monthly utility data for two or more years prior to
assessment
Building energy use and demand, daily load profiles (if
available)

Equipment nameplate information

Equipment condition (broken dampers, dirty coils, sensor calibration, etc.)

Current design and operational intent and actual control

sequences all equipment included in the project
19

O&M ASSESSMENTS

Appendix D contains a sample

master log of findings.

Operational cause and effect issues (why something

cycles on/off, modulates open/shut, varies in speed or
flow, etc.)

Current run-hour schedules (time-of-day, holiday, lighting, etc.)

Current set point, reset, setback, setup, and lockout

schedules

The most severe control and operational problems

The most comfort problems or trouble spots in the

building

Current O&M program including PM schedules and service contracts

Adequacy of building documentation

Match of O&M staff skills to building technologies

Which tenants and what activities influence how the

building is operated and maintained

Organizational policies and procedures that impact

operating and maintaining the building

As the assessment progresses, the O&M consultant begins

to compile the master log of findings and recommended
improvements. This list ultimately becomes an important
decision making tool for the facility manager and building
staff and is a primary product (deliverable) of the assessment effort. Every finding is summarized on this list,
including any minor adjustments and repairs made during
the course of the investigation. At minimum, the list
should include the name of the system or piece of equipment, a description of the deficiency or problem, and the
recommended solution. In many cases the list may also
include a savings estimate or benefit statement for each
item. See Appendix D for a sample Master Log of
Findings.
Diagnostic Monitoring and Testing
During the O&M assessment the consultant or building
staff often performs some diagnostic monitoring and
functional testing of equipment. In buildings with energy
management systems they may use the system to trend critical data points as part of the investigation, provided the
system has trending capabilities and the points chosen for
trending are calibrated prior to the effort. Once the initial
information from the interviews, forms, and minor diagnostic testing is analyzed, it may be necessary to further

20

O&M ASSESSMENTS
test the systems to help understand how they are performing over a selected period of time.
Diagnostic monitoring not only gathers equipment-specific electrical data but also allows the O&M consultant to
observe space, plant, and outdoor temperatures along with
flows, pressures, speeds, and lighting levels under typical
operating conditions. By analyzing this information, the
consultant and O&M staff determine whether the systems
are operating correctly and efficiently. Three typical diagnostic methods are EMS trend logging, portable datalogging, and manual functional testing. Often, a combination
of these methods is used.
Portable dataloggers are often used alone or in concert
with the EMS for short-term (several days to two weeks)
monitoring and diagnostics. 6 For buildings lacking an EMS
or where the EMS has limited capabilities, portable dataloggers offer the only solution to tracking equipment performance over time. Short-term diagnostic monitoring
serves two main purposes. It helps to more accurately
locate and verify problems and it provides more accurate
information for calculating energy savings. See Figure 3
for a sample plot resulting from diagnostic monitoring
with dataloggers. Any problems or deficiencies that are
found during the diagnostic period of the assessment are
compiled and added to the master log of findings and recommended improvements.
300

80

OSAT

100% RLA

70

250

Chiller Load, RLA

200
50

150

40

Chiller Amps (avg of 2 phases)

RLA = 255A

30

100
20
50
10

20:24

Outside Air Temperature, F

60

This datalogger plot shows a

demand spike when the
buildings chiller starts during a typical morning. This demonstrates that the soft-start capability
of the integral controls was never
programmed when the chiller was
installed. Depending on the electric
utilitys rate structure this oversight
may be costly if it is allowed to
continue
year
after
year.
Programming of the integral controls to eliminate this problem may
take only minutes.

3:00

6:00

9:00

12:00

15:00

18:00

21:00

0:00

FIGURE 3
Datalogger Plot
6 For more information on portable dataloggers, see Portable DataloggersDiagnostic Monitoring Tools for Energy-Efficient Building Operation, another
publication in the EPA O&M Best Practices Series.

21

O&M ASSESSMENTS
Repor ting the Results
The O&M consultant prepares a comprehensive final
report that may include most of the required deliverables
for the project. The following lists the categories for a
typical O&M assessment final report includes the following sections:

A close-out meeting allows the

team to discuss lessons
learned, celebrate their successes, and review next steps.

Executive summary

Building / systems description

Scope of the O&M assessment

Utility bill analysis (if required by owner)

The original assessment plan along with corrections and

changes

Complete master log of findings (deficiencies and recommended improvements)

Estimated cost and benefit analysis for implementing

the recommended O&M improvements

Improved documentation according to the scope of

work (updated drawings, written sequences of operation, updated design intent, improved preventive maintenance plan, etc.)

List of recommended capital improvements for further

investigation (as required by owner)

EMS trending plan and datalogger diagnostic / monitoring plan (optional by owner)

Resulting data and analysis from EMS trending and

portable dataloggers

All completed functional tests and results

Once the consultant has submitted the final report for

review by the owner and owners staff, it may be desirable,
budget permitting, to hold a close-out meeting. The closeout meeting should include those directly responsible for
working on the assessment along with any individuals that
may be responsible for carrying out or influencing the next
steps for improving the buildings performance. This
meeting is valuable for discussing what worked and what
didnt and the lessons learned during the O&M assessment
process. It also provides an important opportunity to recognize individual successes, celebrate the overall success of
the project, and discuss next steps.

22

O&M ASSESSMENTS

INCREASING COST EFFECTIVENESS

Thorough preparation and willing participation by the
building staff prior to and throughout the assessment
process can reduce the overall costs. This section reviews
some ways that the owner and owners staff can help
increase the effectiveness of the consultants time. If the
project, due to size or complexity, requires using a bid
process for obtaining consulting services, the request for
proposals should state the assessment responsibilities of
the in-house building staff. This helps bidders understand
what they can expect from the owners staff and develop
their budgets accordingly.

Staff can gather building

documentation beforehand to
reduce the cost of the
assessment.

Gather Building Documentation

Compile an up-to-date building documentation package
prior to performing the O&M assessment. Otherwise the
consultant will need to gather this information as part of
the assessment process, which can be an expensive undertaking. The documentation packet should be available at
the building and include as much of the following information as possible:

Drawings relevant to the systems targeted for commissioning

O&M manuals

Testing, adjusting and balancing (TAB) reports

Original design documentation (if available)

An equipment list with nameplate information, dates of

installation, and submittals including pump curves and
fan curves

List of outside service contractors regularly used

Current PM logs or schedules

Copies of current service contracts

Control system documentation, such as sequences of

operation, special control strategies, control diagrams,
points list, control program or code, etc.

Energy-efficient operating strategies

Energy bill (electric, gas, steam, chilled water, etc.) or

energy accounting information for at least the last 24
months along with a rate schedule, unit price, or supply
contract information for each energy type

15-minute electrical demand data, if available

23

O&M ASSESSMENTS
It is possible that some of the information will not be
readily available, such as pump curves, fan curves, and
written sequences of operation. However, the more documentation that the owners staff can update and compile,
the less time the consultant needs to spend obtaining this
information.

Perform all scheduled preventive maintenance before

the assessment begins.

Perf or m Appr opriate Pr eventive Maintenance

The owner or manager should take special care to make
sure that in-house staff or an outside maintenance service
contractor completes scheduled preventive maintenance
(PM) work before the assessment begins. For example, if
the assessment occurs during the cooling season, the annual PM tasks for the cooling plant and systems should be
completed before commencing with the project. Typical
deficiencies (dirty filters, broken or cracked belts, etc.)
normally taken care of through scheduled preventive
maintenance should not be left to the O&M consultant to
find and recommend fixing. The consultants time is
better used helping the building staff to find and solve
operating, design, and installation problems rather that
equipment-care deficiencies. Also, if the EMS will be used
to gather trend data during the project, calibrate all sensors
that will be used for data gathering purposes.
Perform Simple Repairs and Improvements as the
Project Progresses
Depending on their skill level, building staff can perform
a number of improvements and repairs as the project
progresses. Completing simple repairs and adjustments
discovered during the early part of the assessment increases the effectiveness of any diagnostic monitoring and testing that may occur later in the process. For example, there
is no sense in waiting to calibrate or relocate a sensor or fix
a binding damper only to have the diagnostic and testing
phase of the project indicate, once again, that this is a
problem. Also, finding an effective solution to a problem
is often accomplished through a series of fixes that
occur over the course of the project. Often what appears
to be a simple problem, once fixed, may allow the diagnostic testing to uncover a larger but more subtle problem.
Perform Diagnostic Monitoring and Functional Tests
It is often appropriate and cost effective to have the most
motivated and interested building staff members assist the
consultant with the short-term diagnostic monitoring,

24

O&M ASSESSMENTS
trend logging, and functional testing that occurs during the
course of the assessment. This may help reduce project
costs and provide the building staff with a learning experience that they can reapply later. If building operators are
trained to initiate EMS trend logs, it reduces the amount of
time the consultant needs to spend on the task. It also
eliminates the need to hire a controls contractor to do the
trending. The consultant develops the trend plan and analyzes the data that building operators collect.
Building staff may also assist with the installation and
removal of the portable dataloggers used for short-term
diagnostics and assist with carrying out the functional test
plans. Their assistance reduces costs and gives them exposure to different approaches to troubleshooting problems
and investigating and verifying equipment performance.

25

O&M ASSESSMENTS

N EXT S TEPS

he O&M assessment expands and enhances the information required to operate a building in an energyefficient manner. However, much of the information
provided by the O&M assessment may be useless if none
of the recommended improvements are carried out. Five
to twenty percent of the annual utility bill can be saved by
implementing low cost O&M improvements. Therefore
the most important next step is to implement the recommended improvements.
The owner or manager must decide which items on the
master log provide the most benefit and effectively meet
the organizations objectives. Although each of the findings may yield definite benefits some are usually more cost
effective to implement first. For example, in some buildings it may be more cost-effective to implement plantrelated control strategies and schedule changes that obtain
comparatively quick paybacks before performing more
labor-intensive fixes, such as rebalancing the air distribution system. Its not unusual to expect a simple payback of
18 months or less for the recommended improvements
that produce energy savings. The savings generated from
these improvements can sometimes pay for other improvements that have less quantifiable benefits.
Next steps may also include:

26

Developing an organization-wide plan for performing

O&M assessments on all of the organizations buildings.

Reviewing the recommendations for capital improvements and deciding whether to further investigate their
benefits and costs.

Revising the preventive maintenance plan to include

periodically checking operating strategies and schedules
for optimization opportunities.

Tracking critical temperatures, flows, currents, and other

indicators of efficient equipment performance.

O&M ASSESSMENTS

G LOSSARY

OF

T ERMS

Commissioning. According to ASHRAE Guideline

1-1996, the process of ensuring that new systems are
designed, installed, functionally tested, and capable of
being operated and maintained to perform in conformity
with the design intent.
Datalogger. A stand-alone, electronic data gathering
device that utilizes sensors to collect equipment information over time. Data collected could include temperature, pressure, current, humidity, or other operational
information.
Diagnostic Monitoring. The practice of collecting data
on equipment operation over a period of time for the purpose of assessing the equipment performance. This data
may be obtained through a datalogger or an energy management system. This data may consist of time-series or
change-of-value (COV) data that can be collected for digital points such as temperature, pressure, or status.
Energy Accounting. The process of tracking and analyzing energy use for the purpose of detecting problems,
trends, or savings opportunities.
Typically, energ y
accounting is performed for an entire building. In the
analysis process, adjustments may be made for variations in
weather, space use, or other variables from year to year.
Energy Assessment (audit). An investigation of systems
in existing buildings with the goal of replacing or retrofitting equipment. This is a quick process that may include
building simulation and results in a list of energy conservation measures that involve significant capital investment.
Energy Management System. The automatic system
used for controlling equipment in a building. Most likely,
this will be a computer-based system, including either
pneumatic or digital components, or both.
Investment Grade Audit. An audit that incorporates the
aspects of a traditional energy audit plus a risk assessment that evaluates the impact that occupancy, management, maintenance and operational behavior will have on
energy-efficiency measures.
Nameplate Information. For a piece of equipment, the
information that gives the make, model, size, capacity,
electrical draw and other relevant factory data. This information is sometimes found imprinted on a plate affixed to
the equipment.

27

O&M ASSESSMENTS
O&M Assessment. A systematic method for identifying
ways to optimize the performance of an existing building.
This assessment involves gathering, analyzing, and presenting information based on the building owner or
mangers requirements.
O&M Consultant. A consultant who is hired by the
building owner to assist with an O&M assessment or
retrocommissioning in a management or oversight role.
This consultant guides the owner through development
and distribution of a request for proposal, through
commissioning provider selection, and possibly assists in
creating a program for retrocommissioning implementation at all owner facilities.
Payback. The length of time that an energy-efficiency
improvement will take to provide the full return on investment. For example, if a $1,000 investment will yield
$1,000 in energy or maintenance savings by the end of the
first year, that investment has a 1-year payback.
Preventive Maintenance Program. A program that is implemented to address equipment maintenance issues proactively.
The goal of such a program is to perform maintenance tasks on
a regular schedule so as to maximize the operational efficiency
and lifetime of the equipment.
Request for Proposal (RFP). A document that a project manager uses to solicit services. The RFP may ask for a proposed
approach, budget, and qualifications. The owner will then select
a service provider from among the responses received.
Retrocommissioning. For an existing building, the
process of assessing, analyzing, and upgrading its operational performance. A preliminary step in the retrocommissioning process is the O&M assessment.
Retrocommissioning usually results in a number of lowcost or no-cost activities that save energy while maintaining or improving comfort.
Trend Log. A log of data that is collected through an
energy management system. This data may consist of
time-series or change-of-value (COV) data that can be collected for digital points such as temperature, pressure, or
status.

28

O&M ASSESSMENTS

LIST

OF

ACRONYMS

COV

Change of Value

DOE

U.S. Department of Energy

EMS

Energy Management System

EPA

U.S. Environmental Protection Agency

HVAC

Heating, Ventilating, and Air Conditioning

IAQ

Indoor Air Quality

IGA

Investment Grade Audits

IRR

Internal Rate of Return

O&M

Operation & Maintenance

PM

Preventive Maintenance

TAB

Test and Balance

29

O&M ASSESSMENTS

R EFERENCES
Claridge, David, et al. Implementation of Continuous
Commissioning in the Texas LoanSTAR Program: Can
You Achieve 150% of Estimated Retrofit Savings
Revisited, in Volume 4, Pr oceedings of the 1996 ACEEE
S u m m e r S t u d y o n E n e r g y E f f i c i e n c y i n B u i l d i n g s.
Washington, DC: America Council for and Energ yEfficient Economy, 1996.
Gregerson, Joan. Commissioning Existing Buildings, a
Tech Update (TU-97-3) published by E Source, March
1997.
Haasl, Tudi, Karl Stum and W. Mark Arney, Better
Buildings through Improved O&M: A Five Building Case
Study in Pr oceedings of the Four th National Conf er ence on
Building Commissioning, 1996.
Herzog, Peter. Ener g y-Ef ficient Operation of Commer cial
Buildings: Redefining the Ener g y Managers Job, McGrawHill, New York, NY, 1997.
PECI. A P r a c t i c a l G u i d e f o r C o m m i s s i o n i n g E x i s t i n g
Buildings. Published by Oak Ridge National Laboratory for
the U.S. Department of Energy, 1999.
PECI. B u i l d i n g C o m m i s s i o n i n g : T h e K e y t o Q u a l i t y
Assurance, part of the Rebuild America Guide Series.
Published by the US Department of Energy, 1998.
Piette, Mary Ann. Q u a n t i f y i n g En e r g y S a v i n g s f r o m
Commissioning: Pr eliminar y Results fr om the Nor thw est.
Presentation at the 4th National Conference on Building
Commissioning, 1994.

30

O&M ASSESSMENTS
This publication is part of the O&M Best Practices Series,
which includes the following books:
15 Operation and Maintenance Best Practices for
Energy-Efficient Buildings
Operation and Maintenance Ser vice Contracts:
Guidelines for Obtaining Best-Practice Contracts for
Commercial Buildings
Portable Data Loggers - Diagnostic Monitoring Tools
for Energy-Efficient Building Operation
O&M Assessments:
Building Operation

Enhancing

Energ y-Efficient

Energy Management Systems - A Practical Guide

Putting the O Back in O&M: Best Practices in
Preventive Operations, Tracking, and Scheduling

31

APPENdix

SAMPLE SITE-ASSESSMENT
FORMS
Best Practices in O &M Assessm e n t s
for Ener g y-Ef ficient Buildings

hese sample forms are included to help owners and

facility managers understand what services and deliverables to expect from an O&M assessment.
Assessment forms help guide the building staff interview
process. The O&M consultant develops assessment forms
for each piece of equipment and system that is part of the
project scope. The forms may address either operation or
maintenance issues or both depending on the project
requirements. The site-assessment is an information gathering exercise. Minor repairs and simple improvements
may be implemented during the assessment. However, the
major improvement recommendations become part of the
final report and are handed off to the owner for implementation.
The sample forms in this appendix include an initial O&M
staff interview script and site assessment forms for
domestic hot water control and operation and pumps. The
pump assessment form package consists of three types of
forms: a control investigation form, a condition investigation form, and a nameplate data form. If gathering nameplate data is a part of the project scope, it may be more
cost-effective to assign this tasks to O&M staff prior to
the start of the assessment.

A-1

APPENDIX

Sample Site-Assessment Form Initial Interview

The following are sample questions for the initial interview process with facility staff members.

General O&M Questions

Has your heating system always met load?
Under what conditions has your heating system not met load?

Yes

No

Yes

No

Yes

No

Yes

No

What was or is your solution for this problem:

Has your cooling system always met load?
Under what conditions has your cooling system not met load?
What was or is your solution for this problem:
Do you feel you have any HVAC equipment that is undersized?
If yes, explain:
How do you compensate for the undersizing?
Do you feel you have any HVAC equipment that is oversized?
If yes, explain:
How do you compensate for the oversizing?
Is the building mechanical equipment (fans, pumps, etc.) scheduled to start up simultaneously or is the
startup staged (explain)?
What HVAC adjustments do you make for unoccupied areas or spaces (turn off HVAC, adjust thermostat
to minimum heating and cooling, close off diffuser, etc.)?
In your opinion, is the building HVAC system well balanced?
If no, explain:

Yes

No

Yes

No

Yes

No

Explain the method of humidifying the building:

Are there any problems with humidification (explain)?
Explain the method of dehumidifying the building:
Are there any problems with dehumidification (explain)?

From which areas in the building do you receive the most complaints (explain nature of complaints)?
What is your worst building problem and how do you deal with it?
Do you receive utility bills or energy accounting reports on a regular basis?
If YES, are they useful (explain)?

Comments and Notes:

A-2

Yes

No

ASSESSMENT FORMS
Sample Site Assessment Form for Domestic Hot Water
What is the temperature setpoint for each of the buildings hot water heaters?
Heater
ID

Area Served

Nameplate
Data

Explain method of domestic hot water control?

If hot water is preheated, explain method?

Do the recirculating pumps run continuously?

Temperature
Setting

Reason for Setting

Notes, Comments, and Observations:

Summarize deficiencies and possible improvements on Master Log:

A-3

APPENDIX

Sample Assessment Forms: Pump Control

Pump Control Questions:
Circle or explain what function the pump(s) serves:
Condenser Water

Chilled Water Primary

Heating Water Primary

Chilled Water Secondary

Heating Water Secondary

Other ___________________________________________________________________

Number of Pumps:

Parallel or Series (circle one)

Pump ID #(s):
Facility Name for Pumps:

What causes the pump to initially start?

What causes the pump to cycle?

How is capacity controlled, VFD, etc?

(If a VFD is used attach VFD Assessment Form to the appropriate Pump Form)

If applicable, what is the differential pressure control point?

If there is a lead/lag strategy, explain:

If pumps are staged, explain:

Notes, Comments, and Observations:

(Summarize deficiencies and possible improvements on Master log)

A-4

A SSESSMENT F ORMS

Sample Assessment Form: Pump Nameplate Data

Pump Nameplate Information
Use N/A for not applicable and N/O for not obtainable or available.
Pum p Function:
(H eating w ater,
condenser,etc)
Pum p ID or N um ber
Pum p M anufacturer
M odelN um ber
SerialN um ber
A ge
Im peller size
H ead pressure
Suction Pressure
D ischarge Pressure
G PM
M otor M anufacturer
M otor M odel#
Phase
N am eplate:

N am eplate:

N am eplate:

N am eplate:

M easured:

M easured:

M easured:

M easured:

Volts phase to
ground

M easured:

M easured:

M easured:

M easured:

A m ps for each
phase

N am eplate:

N am eplate:

N am eplate:

N am eplate:

M easured:

M easured:

M easured:

M easured:

kW

M easured:

M easured:

M easured:

M easured:

Pow er Factor

M easured:

M easured:

M easured:

M easured:

Volts phase to
phase

HP
R PM

Notes, Comment, and Observations:

A-5

APPENDIX

Sample Assessment Form: Pump Condition Checklist

Check if okay; enter comment number if deficient. Document comments by number
form provided below checklist. Use N/A for not applicable and N/O for not obtainable or

available.

Pump ID:
General condition good (clean and
appear well maintained)
No unusual noise or vibration
No leaks
Thermometers on supply and
return
Pressure gauges installed across
pumps and functioning (if so,
record pressures)

Suction:

Suction:

Suction:

Suction:

D ischarge:

D ischarge:

D ischarge:

D ischarge:

Pump rotation correct

Properly balanced
Strainers in place and clean? State
when strainers were last cleaned
Piping properly insulated
Piping generally in good
condition
Valves in good condition - no
leaks
Water treatment in place and
operating

Use the back of this form or attach notes briefly describing the preventive maintenance program for the
pumps.
Number

Comment

Summarize all deficiencies and possible improvements on the Master Log:

A-6

APPENDIX

O&M ASSESSMENT REQUEST

FOR PROPOSAL CHECKLIST
Best Practices in O &M Assessm e n t s for
Ener g y-Ef ficient Buildings

his appendix contains a checklist of information for

preparing an RFP to obtain O&M assessment services.
This checklist is not comprehensive, but includes items
specific to the assessment process that will help obtain a
realistic proposal.

B-1

APPENDIX

O&M Assessment RFP Checklist

Include clear objectives (energy, comfort, building control, etc.) and assign a priority to each.
Provide information about the building or buildings involved in the assessment. At minimum include:

A brief building description

Square footage

A general HVAC description (central plant as well as distribution system for both heating and
cooling); controls system description

A list of major equipment, including number and age of each type that is included in the
assessment

A brief renovation, retrofit and equipment replacement history

A building use description

Provide as much information on the trending capabilities of the EMS as possible. Ideally, provide a
complete points list. This increases the bidders ability to more accurately budget the data acquisition
tasks. Also state whether the system can be accessed remotely (by modem).
Provide a list of available, up-to-date building documentation.
Include as complete a scope of work as possible. If it is unclear what the scope of work can
realistically include, allow step one of the project to address developing a detailed scope of work. Or,
hire an experienced O&M consultant to help develop the scope of work for the RFP. The scope of
work should include a list of equipment and building systems that are included in the assessment.
State the extent to which the assessment includes zone level equipment (all, none, or a sampling
strategy). Also, clearly state in-house building staffs and/or service contractors responsibilities in
assisting with the assessment. Clearly list the O&M consultants primary responsibilities.
Request the O&M consultants general approach and a skeletal assessment plan for the project.
Otherwise specifically ask the bidder to detail their approach on these issues.
List the specific support that the consultant can expect from the facility staff and service contractors
(particularly the controls vendor) and state the skill level of each facility staff member. State how
much testing and investigation facility staff can perform.
When requiring savings calculations/estimates, state the desired method for completing the work
(qualitative ranking of measures for implementation using expert judgment, cost estimates and
engineering calculations of savings, costs from actual bids and bin or computer simulations of
savings).
List the required qualifications for the consultant and qualifications for any subcontractors.
Request work examples from previous projects (final reports, Master Log of Findings, etc.).
List the RFP selection criteria.
Give a cost range for the project.
Provide a list of required deliverables.
Other RFP checklist items:

B-2

APPENDIX

O&M SAMPLE PROCEDURES

AND PLAN
Best Practices in O &M Assessm e n t s
for Ener g y-Ef ficient Buildings

ppendix C contains sample O&M Assessment

Procedures and a Plan for a typical office building.
The procedures may be modified for more or less detail
depending on the scope and objectives of the project and
building type. This appendix is intended to give owners
and managers an idea of what to expect from the O&M
assessment process.

C-1

APPENDIX

Sample Operations O&M Assessment Procedures and Plan

Name of Building: ________________________________________________________________________
Site Address: _____________________________________________________________________________
Version:

Draft for Review

Final Approved

Owner / Manager

Date

Primary Site Contact and Telephone / Fax/ and E-mail:

O&M Consultant: __________________________________________________________________________

Firm:____________________________________________________________________________________
Telephone / Fax / E-mail:

_________________________________________________________________________________
Overview
This document outlines site procedures for the operations and maintenance assessment for Building 1. Energy
savings and improving building control are the primary focus. The assessment objectives are to:

Gain an in-depth understanding of how and why the building systems and equipment are currently
operated and maintained
Identify ways in which operations might be improved
Gain information to help focus the diagnostic monitoring and testing
Identify equipment replacement needs for further investigation

Steps in the assessment process include interviewing the facility O&M staff, conducting site inspections of all
primary energy using equipment and examining control sequences, setpoints, control parameters and
schedules. The initial site assessment does not include in-depth equipment testing. Problems and
improvements are identified solely by gaining information from facility staff, equipment vendors, the control
system and written documentation.
The O&M consultant will generate a list of significant improvements based on the assessment alone, prior to
any monitoring or functional testing. The assessment information will also reveal areas where formal
monitoring and testing have the most potential to identify further operational improvements.

Work Plan and Procedures

The first step in the assessment is to hold an initial kick-off meeting where all parties will meet to review the
building operations assessment procedures and protocols and the project schedule. During the assessment, the
O&M consultant will interview facility staff to obtain general building information, detailed operations,
equipment, and maintenance information. Furthermore, facility staff will accompany the consultant on the
initial walk-through and subsequent inspections.
The assessment consists of the eleven tasks listed below.
C-2

P RO C E D U R E S
1.

AND

PLAN

Obtain an Understanding of the Building Equipment and Systems

Obtain general information about the building energy use systems, how the systems are controlled and how
the building spaces are used.
Review all requested building documentation (equipment list, mechanical and control drawings, etc.). This
task may be completed off-site, prior to other assessment activities.
Interview facility manager and building operator/engineer for general information about the building
equipment, systems, and operation, as needed, depending on how much documentation is available.
Through all phases, keep a findings and recommendations log.
Perform a general walk-through of building spaces, equipment and systems to become familiar with their
layout and function.
Interview facility staff again for more detailed information and to answer new questions.
Interview the controls vendor and HVAC service contractor, if necessary.
Revisit plans and documentation as necessary.

2.
Understand the Buildings Energy Use Profile and Identify the Largest Energy
Using Equipment
Identify what single pieces of equipment and systems or groups of smaller equipment controlled together are
the largest energy users. For larger buildings (>60,000 sf) gather and analyze utility bills.
Gather, tabulate, graph and analyze monthly utility bills for up to four years. Obtain 15-minute pulse data, if
available. If necessary, use energy accounting spreadsheet or software.
Normalize data to weather or occupancy conditions, if possible.
Graph a 12-month rolling average consumption. Look for trends and changes in energy use. Determine
causes.
Graph consumption and demand over 12 months. Look for anomalies. Determine causes.
Calculate electric load factor [monthly kWh / (monthly kW x days in month x 24 hrs)]. If less than 0.15,
look for demand spikes.
Examine 15-minute load profile, if available, for spikes and loose schedules.
Interview facility staff.
Review equipment lists, nameplate data, plans, equipment and system documentation (some of this task may
be completed prior to site visit).
Visually inspect equipment, if necessary.
Identify where the majority of costs are being incurred (cooling, heating, base load, etc.).

3.

Identify Known Problematic Control and Operational Problems

Identify the most severe operational problems for the building operators and facility management.
Interview operators and facility management.
Visually inspect problematic equipment, as needed.
Note: During the entire assessment process, improvements that can be immediately and easily implemented,
such as control parameter or setpoint changes, and that will not negatively affect the future diagnostic
monitoring, may be implemented as they are identified, with the proper authorization and
documentation.
C-3

APPENDIX
4.

Identify the Design and Operational Intent and Control Sequences

For the largest energy users and for equipment related to the most severe control and operational problems,
identify the purpose of the equipment and its operating parameters (such as what causes the equipment to turn
on and off, cycle and stage). Also investigate the factors that limit or influence optimal equipment operations.
Clearly understand the sequence of operations and all related setpoints, schedules, resets, and lockouts.
Interview operator (and service contractors if necessary).
Review plans, control drawings, sequences, building automation system program.
Discuss the energy -efficient equipment currently installed in the building.
Gather and review equipment and system documentation.
Inspect control program(s).
Document the control sequences for each piece of equipment. Attach the original written sequences
(provided by facility staff) with annotations from this task.
Document control sequences and strategies.
During the site assessment interviews and documentation review, develop any missing documentation of
important control sequences.

5.

Identify Procedures to Reduce Unnecessary Runtime and Unnecessary

Capacity Levels

5.1. Identify when and why each of the significant energy using equipment or systems is operating.
Understand capacity control and identify who controls or influences the schedule.
Interview operator and janitorial staff.
Inspect control schedules, clocks, etc.
Conduct a night audit (when diagnostic monitoring is not used).
Identify equipment monitoring needed to better complete this task. Monitor now if no further monitoring is
planned, otherwise feed this information into the monitoring plan.
1

5.2. Determine the times that the largest energy-using equipment must operate and at what capacity level it
must operate to properly fulfill its intended function.
Interview operators, janitorial staff, and possibly tenants.
Review design intent (if available) and required sequences of operation.
5.3. Identify methods to reduce the duration and level1 of current equipment operation to the minimum point
necessary to maintain comfort, productivity and equipment life.
Analyze the needs and systems based on gathered information, manufacturer requirements and judgment.
Discuss recommendations with operator.
Consider changes to control system, time clocks, and manual schedules.
Consider upgrading to more automated control.
Document scheduling and capacity control improvements.

1level here refers to set points of supply air, mixed air, space temperature, quantity of outside air, exhaust fan speed, light
levels, etc.

C-4

P RO C E D U R E S

AND

PLAN

6.
Document Identified Equipment Condition Problems (broken dampers, dirty
coils, sensor calibration, etc.)
During the site assessment walk-through and interviews keep a list of equipment that shows significant
condition problems.

7.
Identify Changes to Control Parameters, Strategies, Set Points, Sequences or
Maintenance Activities that will Optimize Efficiency, Comfort, Operation and Control
Analyze current parameters, setpoints, deadbands, offsets, setups, setbacks, lockouts, multiple equipment
staging parameters, interlocks with other equipment or events, energy -efficient strategies, etc. Identify
appropriate changes that will reduce energy consumption or improve control while maintaining comfort,
productivity and equipment life.
Explicitly examine and minimize any simultaneous heating and cooling.
Discuss the ideas with facility staff, as needed, to verify viability of the concepts, including cost considerations.
Note the agreed solution in the recommended improvement section of the Master Log of Findings.

8.

Develop and Implement Diagnostic Testing and Monitoring Plans

From initial site assessment interviews and walk-through, determine the need for and extent of diagnostic
monitoring and testing to help verify the existence of suspected problems.
Select the method of testing such as trending with EMS, gathering data with portable dataloggers, and/or spot
testing with handheld instruments.
Develop and implement the diagnostic plan.
Analyze the diagnostic data and record findings on the master log along with recommendations.

9.

Identify Facility Staff Training Needs

Interview facility staff and discuss current levels of staff training, current training policy and ask if additional
training is needed.
Determine whether staff needs additional training.

10.

Recommend Equipment Upgrades that may be Cost-Effective

During the normal course of examining the building documentation and from the rest of the site assessment
activities, keep a list of possible upgrades to equipment that may prove to be cost effective.
At the end of the site assessment, evaluate whether efficiency upgrades for major energy -using equipment are
worthy of further consideration, taking into account current efficiency, condition and age. (This list of
recommendations is based solely on professional insight and expertise. It is not the result of a comprehensive
energy audit.)

11.

Document the Assessment Process and Results

Document the general assessment process and findings.

Finalize the recommended improvements resulting from the assessment. The recommendations list will include
the name of the system or piece of equipment involved, a description of the deficiency or problem, and a
suggested solution.
Suggest areas for further investigation, monitoring and functional testing.
Submit the assessment documentation to the owner.
Create permanent documentation of control sequence changes or clarifications, including a listing of all set
points and schedules.
C-5

APPENDIX

SAMPLE MASTER LOG

FINDINGS

OF

Best Practices in O &M Assessm e n t s

for Ener g y-Ef ficient Buildings

ppendix D contains a sample master log of findings

from an O&M assessment.

Acronyms used in the master log of findings

are as follows:

D = design
M = maintenance
O = operation

AC = air conditioner
CT = cooling tower
EMS = energy management system
MFG = manufacturer
OSA = outside supply air
RA = return air
TOD = time-of-day
VAV = variable air volume
VFD = variable frequency drive

D-1

A PPENDIX D
Sample: Master List of Deficiencies and Potential Improvements (from an actual project)
Item
#

Equipment or
System ID
All Plant Equipment

Boiler Control

Chillers 1 and 2

Lacks interface with EMCS

- (see also #2).

Chillers 1 and 2

Chilled water reset

capability not used.

Chillers 1 and 2

Energy tracking.

Chillers 1 and 2

Chillers do not operate in

parallel per original design
intent.

Chiller 1 and 2

High demand on start up.

EMCS

Trending not installed.

Heat/Cool Change
over

10

Chilled Water
Pump, P-1

11

Condensate Pump
inside AC-1

Manual change over

between heating and
cooling.
Pump is possibly
oversized.
Piping is possibly
undersized.
Pump located inside of
AC-1 may cause high
discharge air temperatures.

12

Cooling Tower Fans

13

Cooling Tower
Control

14

Cooling Tower 3way Valve

15

Heating System

16

Plant
Instrumentation

D-2

Description of Finding

Recommended Improvement

Manual Start up and shut

down of boilers, chillers,
pumps. Automatic
scheduling not
incorporated.
Control strategy for loss of
boiler not programmed.

Include and implement automatic

scheduling for plant equipment.
Using optimum start incorporate
setup and set back strategies.

Done.

Add programming to allow

automatic start up of 2nd boiler on
loss of 1st boiler.
At minimum, allow EMS to enable
and disable the chiller and add
monitoring points for water
temperatures and run status.
At minimum, allow the chillers
integral controls to reset chilled
water temperature. (See
manufacturers instructions.)
Add points to EMCS to allow
energy and demand tracking for
both chillers.
Have design engineer and chiller
mfg. review present chilled water
system. Request a proposal for
design changes necessary to allow
chillers to stage as a lead/lag
system.
Consider employing soft start
through EMS or integral controls.

Done

Done. Retest deferred

until cooling. Season.

Reset installed through

EMS system.

O/M

Done.

Design referral.
Design review in
process.

Soft start added to

chiller start up.

Add trending capabilities to EMS

to improve building staff
troubleshooting abilities.
Add points needed to incorporate
automatic change over strategy.

O/M

Done.

Done.

Investigate sizing of the pump.

Check amps against nameplate
during full load conditions.
Review piping.
Investigate possible relocated
pump or venting it to mech. room.
(Does the pump run
continuously?)
Troubleshoot CT. to determine
staging problem Repair so pony
motor cycles as 1st stage.
Investigate using the chiller
capability of staging the cooling
tower fans based on condenser
differential refrigerant pressure. If
present strategy is kept, relocate
temp. bulb lower in pan and closer
to outlet.
Troubleshoot problem and repair
so valve modulates as designed.

Pump review Done.

Piping design referral
review in process.

Insulated for
temporary solution.

M/O

Done.

Delta P Strategy not

appropriate. Staging
from sump temp.
better method. Bulb
relocated.

D/M/
O

Repaired. This will be

rechecked as part of
the design review and
PM recommissioning.

Investigate. Normally heating

water temp is between 140 and
180F.
Install pressure and temperature
gages on chiller, boiler, and
pumps as needed to facilitate
maintenance and troubleshooting.

Resolved with new

reset schedule.

As time and budget

permits for building
staff.

Diagnostics show tower

cycles on primary fan only.
Pony motor not working.
Integral chiller control for
staging cooling tower fans
not used.
Temperature bulb for
sump may be poorly
located.
According to functional
tests, the valve doesnt
modulate to maintain
condenser water
temperature as it should.
Data shows heating water
supply temperatures.
Between 80 and 90F.
Pressure and Temp gages
missing from plant piping.

Type*

Status

SAMPLE MASTER LOG FINDINGS

Sample: Master List of Deficiencies and Potential Improvements (cont)
Item
#

17

Equipment or
System ID
East Primary Air
Unit
AC-1

Description of Finding

Recommended Improvement

Type*

Status

Correct through EMS.

Done

Investigate. Remonitor during

second round of diagnostics by
measuring mixed air temp also.

Done.

Improve control through EMS.

Investigate damper and valve
functions

O/M

Done. Retest show

correction successful.

AC-13 (Multizone
Unit)

Data shows inconsistent

control of supply and
mixed air. Steam valve
erratic during temps below
35 deg. F.
Data shows erratic control
of supply air and no drop
in supply air temp when
chillers were on.
Data shows wide swings in
hot and cold deck
temperatures resulting
poor control of space
temperatures.
Data shows poor
economizer control.

18

West Primary Air

Unit AC-12

19

AC-13 (Multizone
Unit)

20

O/M

Same as 18.

21

All Air Handlers:

TOD scheduling not used.

Scheduled from plant

equip. through EMS.

22

Air Handler AC-1s

OSA Preheater

M/O

Done.
Averaging bulb
relocated.

23

Air Handler AC-11

through 18

Preheat coil is not

functioning properly.
Present averaging bulb
sensor (input for
controlling the steam
valve) was found to have
70% of its sensing element
outside of the unit.
OSA dampers not
controlled to take
advantage of economizer
capability.

Improve economizer control

through EMS. Investigate damper
function. Consider enthalpy
control using EMS.
Include and implement TOD
scheduling. Stagger start time at
occupied target and following
power loss.
Relocate averaging bulb sensing
element to read temperature of air
stream. Ensure freeze protection
operates to shut OSA damper when
OSA conditions dictate. Check
control strategy through system.

Done. 11, 13, 15, 18 fine

tuned.

24

AC-15 and 18

O/M

Same. Done.

25

Air Handlers AC-4,5

and 10

O/D

26

VAV Operation and

Control for west
conf. space

Program system and add humidity

sensors (outside and inside) to
employ enthalpy control for
economizing. At minimum use dry
bulb control.
Improve economizer control with
EMS program and investigate
damper function. (See also above
#22)
Add actuators to OSA and RA
dampers along with EMS points
and program to take advantage of
economizer function.
Consider reinstituting the VAV
system using the VFD. Repair
reheat if they are needed.

10 are done. Others

dependent on AC-1.
Design review in
progress.
Done. VFD working.
Reheats not needed.

27

OSA Temperature
Sensor

Check calibration of OSA

temperature sensor, relocate, and
properly shield if needed.

M/O

28

EMS

Facility staff did not

receive adequate training
on EMS.

29

Domestic Hot Water

High water temperature

(140).

Provide 40 hours of training to

facility staff using original
specification. Train building staff to
present data in graphical format.
Lower domestic hot water to 110F
for restrooms and 120F for
showers. Kitchen needs for hot
water have priority over this
strategy.

Data shows AC-15 OSA

damper always closed and
AC-18 opening partially
some of the time.
No air side economizing.

VAV boxes are secured

open and the VFD is
circumvented. Test need
for duct heaters.
Calibration issue.

M/O

Done. Relocated to roof

using weather resistent
type sensor and
shielding.
40 hours of training
specified and complete.

Presently, higher temp

needed for kitchen.
Point of use water
heater to be installed in
kitchen.

* O = operation; M = maintenance; D = design.

D-3