PRSM 2012 Best Practices - (Page 20)

SOLviNg hvAC iSSuES ON LANdLOrd OPErATEd SySTEMS AUTHOR ron Prager, chief operating officer COMPANY brinco Mechanical services, inc. chAllenge: A client needed to prove to its landlord that HVAC issues were rooted in the landlord’s failure to ensure the building received enough chilled water, condenser water or chilled air. best PrActice: Develop a strategy to prove, beyond a doubt, that the tenant heating or cooling issues are caused by the landlord failing to deliver adequate quantities or quality of chilled water, condenser water, or an adequate quantity of cooled air. It must be assumed that the landlord will not willingly accept fault and that all actions taken and information provided by the service provider, test and balance company, etc., will need to be relied upon in a landlord-tenant dispute handled by lease administration or corporate counsel. Process: 1. Service provider determines to its own satisfaction that the issue is due to insufficient water or air, or poor quality of water (solids present or corrosive). 2. Facility manager provides service provider with copies of lease exhibit, landlord design criteria, and original mechanical design drawings and specifications. (Plans and specifications should have been stamped approved by the landlord’s mechanical consultant when the original design was submitted for landlord approval.) 3. Service provider meets with landlord’s operating engineer on-site to discuss issue and possible remedies. Service provider takes extensive notes and provides same to facility manager. 4. Assuming issue is not resolved, an independent test and balance contractor is retained (by retailer or service provider) to document quantity and temperature of water or air being delivered. If water quality is an issue, a sample is sent to an independent testing lab for analysis. Data loggers are installed to document temperatures and possibly pressures over a period of time, usually two weeks. Data logging is required because it is common practice for landlords to vary water flow and air temperature based on loads and outdoor temperatures in an attempt to save on energy use and utility costs and, because system loads vary with occupancy load and outdoor temperatures. This can lead to an issue that is intermittent (dynamic rather than static) at the store level and recorded data is required to document the issue. 5. All reports and logged data are submitted to the facility manager to build a file on the issue. 6. A conference call is scheduled with the property manager, the landlord’s technical consultant, the landlord’s engineer and the service provider to discuss the issue and determine the steps required for resolution. If the documentation is solid, resolution normally follows at this point. 7. Assuming resolution does not occur, the issue is escalated to lease administration and a letter is sent notifying the landlord that the retailer believes the landlord has defaulted on the lease obligations. At this point, a decision may be made to withhold rent until the issue is resolved. 20 | 2012 Best Practices

Table of Contents for the Digital Edition of PRSM 2012 Best Practices

Conducting Multi-Site Paving Improvements to Ensure Continuity
Conducting Multi-Site Paving Improvements to Ensure Continuity
Exterior Rebranding
Exterior Rebranding
Getting the Most Value Out of Roof Management
Getting the Most Value Out of Roof Management
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Applying Bipolar Ionization to Improve Indoor Air Quality and Save Energy
Determining Responsibility for Ceiling Leaks
HVAC Maintenance and Repairs Quote Review
Managing HVAC Energy Usage Without Installing an Energy Management System
Solving HVAC Issues on Landlord Operated Systems
Creating a Standardized Cleaning Chemical Program
Floor Replacement Planning and Execution
Improving Pest Control Monitoring to Maintain Store Cleanliness
Streamlining Store Cleaning Through Internal Benchmarking
LED Conversion Bolsters Ambiance, Bottom Line and Environment.
LED Gas Canopy Lighting Upgrade
Lighting Maintenance
Retrofitting Signage with LED Technology
Performing Basic Troubleshooting to Save Money
Implementing Repair Audits to Ensure Customer Safety
Improving Quality, Cost and Schedule Through Safety Education
Managing Extended Power Outages Through Emergency Response
Managing Risk Through Slip Resistance Testing
Creating Energy Teams to Pursue Opportunities
Formulating Green Solutions
Making Data Centers LEED Compliant
Outfitting Facilities with an Eye on ENERGY STAR Certification
Recycling Cooling Water From Air Conditioning Systems for Toilet and Landscaping Use
Sustainability-How the Facilities Team Can Contribute
Driving Down Waste Expense
Reducing Trash and Recycling Expense for Retail Locations
Transferring Compactor Maintenance to a Service Vendor
Waste Service Efficiency and Compliance
Waste Evaluation and Right Sizing to Reduce Cost
Asset and Service Warranty Tracking and Management: More Fully Realizing the Value of Budget Expenditures
Conducting an Organized Meeting
Proactive Maintenance Scheduling and Delivery
Repair Reductions by Participating in Design and Construction Table
Streamlining the Store Closing Process
Achieving Process Improvement Through Onsite Assessment of KPIs
Forecasting a Maintenance and Repair Budget
How to Calculate Return on Investment
Tracking Finances for Facilities
Centralizing Vendor Training and Management
Creating a Service Vendor Call Center to Save End Users’ Money
Answering a Call Status Challenge with an IVR Solution
Communicating Product Recalls Using a CMMS-Inspired Module
Doing More with Less and Saving Money in the Process
Ensuring the Accuracy of Web-Based Maintenance Requests
Establishing an End to End Procure-to-Pay Process
Leveraging Existing Technologies to Provide Updated Process Improvements
Quality Management of Bundled Periodic Services
Reduced Dashboard Time at Supply Houses
Parking Lot Management
Creating Best-In-Class Snow and Ice Management White Paper
Energy Savings/HVAC Air Filter Bypass
Managing a Retail Lighting Retrofit Project – Bright Ways to Improve Your Lighting and Your Bottom Line!
Managing Energy Usage with Interval Meter Calibration
Navigating the Department of Energy’s Higher Efficiency Regulations
Supplier Insights into Competitive Sourcing White Paper
Testing HVAC System Options to Reduce Costs and Labor
Understanding Retail Facilities Sourcing White Paper
Glossary of Acronyms and Terms

PRSM 2012 Best Practices