For many Facilities Managers (FMs), the mobilisation of a new building services contract can seem like a daunting task—an overwhelming chore that demands significant effort and resources. The sheer complexity of coordinating multiple aspects, from documentation to contractor management, often leads to the perception that the process is more trouble than it’s worth. Consequently, the positive outcomes and long-term benefits of effective mobilisation are sometimes overlooked or undervalued.
However, while the mobilisation phase does require careful planning and execution, it also presents a critical opportunity to enhance the energy management and sustainability of a commercial building. Rather than viewing it as a cumbersome obligation, FMs should recognise mobilisation as a strategic moment to set the stage for operational efficiency and environmental responsibility. In this article, John Thoroughgood, our Operations Director at MS Maintenance Solutions Ltd (MS) explored how, by focusing on key elements such as the Dilapidation (Delap) Report, energy efficiency planning, maintenance strategy review, and critical spares inventory, FMs can turn this perceived burden into a valuable opportunity for significant improvements.
The Role of the Dilapidation Report in Energy Management
A Dilapidation Report (Delap) is an essential tool in the mobilisation process, providing a comprehensive assessment of the building’s current condition. This report serves as a baseline document, detailing the state of all building assets, including HVAC systems, electrical infrastructure, and plumbing. By identifying existing defects and wear-and-tear issues, the Delap Report enables facilities managers to prioritise areas that require immediate attention.
From an energy management perspective, the Delap Report is invaluable. It allows for the identification of energy inefficiencies that may have developed over time, such as outdated equipment, poor insulation, or suboptimal system configurations. Addressing these issues during the mobilisation phase can prevent energy waste and reduce operating costs. Furthermore, the report serves as a benchmark against which future improvements can be measured, ensuring that any energy-saving initiatives are grounded in accurate data.
Developing an Energy Efficiency Plan
The transition to a new building services contract is an ideal time to develop or refine an energy efficiency plan. This plan should encompass all aspects of the building’s operations, from lighting and heating to ventilation and cooling. The goal is to create a holistic strategy that not only reduces energy consumption but also enhances the comfort and productivity of building occupants.
Key components of an energy efficiency plan include:
- Energy Audits: Conducting detailed energy audits to identify areas where energy use can be optimised.
- Upgrading Systems: Replacing or retrofitting outdated systems with energy-efficient alternatives.
- Building Automation: Implementing smart building technologies that allow for real-time monitoring and control of energy use.
- Behavioural Changes: Educating building occupants on energy-saving practices and encouraging behaviour that supports sustainability.
The energy efficiency plan should be dynamic, with regular reviews and updates to reflect changes in technology, building use, and regulatory requirements. This proactive approach ensures that the building remains energy-efficient throughout the duration of the contract.
Reviewing Maintenance Strategies: The Case for Condition-Based Maintenance
During the mobilisation phase, it is crucial to review and assess the existing maintenance strategies to ensure they align with the building’s energy and sustainability goals. Traditionally, maintenance has been carried out on a preventive or reactive basis. However, the adoption of condition-based maintenance (CBM) offers a more efficient and cost-effective alternative.
Condition-based maintenance relies on real-time data from sensors and monitoring systems to determine the actual condition of equipment. Maintenance is then performed only, when necessary, based on the actual wear and tear, rather than on a predefined schedule. This approach not only extends the lifespan of equipment but also minimises energy consumption by ensuring that systems operate at peak efficiency.
Evaluating the feasibility of CBM during the mobilisation phase allows for the integration of necessary monitoring technologies and the training of maintenance personnel. By adopting CBM, building managers can reduce unplanned downtime, lower maintenance costs, and contribute to the overall energy efficiency of the building.
Building a Critical Spares List: Ensuring ‘First-Time Fixes’
One of the often-overlooked aspects of effective maintenance management is the creation of a critical spares list. This list identifies the essential spare parts that are most likely to be needed in the event of a system failure. By analysing historical data on equipment performance and failure rates, building services providers can predict which components are most susceptible to breakdowns and ensure that these parts are readily available.
Having a well-stocked critical spares inventory can significantly reduce the response time for reactive maintenance. In many cases, it enables maintenance teams to achieve a first-time fix, thereby minimising downtime and preventing energy waste associated with prolonged system outages. The availability of critical spares also supports the sustainability goals of the building by reducing the need for emergency shipments, which often come with a higher carbon footprint.
Enhancing Efficiency and Sustainability through Strategic Mobilisation
The mobilisation of a new building services contract is not just a procedural step; it is a strategic opportunity to enhance the energy efficiency and sustainability of a commercial building. By prioritising the Delap Report, developing a robust energy efficiency plan, adopting condition-based maintenance, and building a critical spares list, facilities managers can lay the groundwork for a more efficient and sustainable operation.
These initiatives, when implemented effectively, contribute to the overall goal of reducing energy consumption, lowering operating costs, and minimising the environmental impact of the building. As commercial buildings continue to face increasing scrutiny regarding their sustainability practices, the importance of a strategic approach to contract mobilisation cannot be overstated. By seizing this opportunity, building owners and managers can ensure that their facilities are not only compliant with current regulations but also positioned for long-term success in a rapidly evolving energy landscape.
As John reiterates, “At MS, we’ve seen first-hand the transformative impact that a well-planned mobilisation can have on a building’s sustainability profile. Every new contract is an opportunity to not only improve operational efficiency but also to make meaningful strides toward our clients’ sustainability goals. Our successes in this area underscore the importance of viewing mobilisation as a strategic investment in the future of the building, rather than just a necessary process.”
