This Preventative Maintenance Plan contains 102 recurring maintenance tasks designed to keep Sample Property operating efficiently and safely.
| Frequency | Count |
|---|---|
| Daily Daily | 4 |
| Weekly Weekly | 8 |
| Monthly Monthly | 11 |
| Quarterly Quarterly | 19 |
| Semi-Annually Semi-Annually | 13 |
| Annually Annually | 28 |
| Seasonal Seasonal | 12 |
| Multi-Year Multi-Year | 4 |
| As Needed As Needed/Other | 3 |
| Category | Count |
|---|---|
| ADMIN | 8 |
| AMENITY | 4 |
| DOORS | 3 |
| ELECTRICAL | 8 |
| ELEVATOR | 1 |
| FIRE | 10 |
| GENERATOR | 2 |
| HVAC | 17 |
| INTERIOR | 3 |
| LIFE SAFETY | 3 |
| PEST | 2 |
| PLUMBING | 12 |
| SECURITY | 2 |
| SNOW | 8 |
| STRUCTURAL | 7 |
| TRASH | 2 |
| VACANTS | 1 |
Tasks are color-coded by frequency for quick reference.
| # | Task | Category | Description |
|---|---|---|---|
| 1 | Hot Water Heater Logs | ADMIN | Record temperature, pressure (if gauge available), date, time, and outside air temp for each unit (A.O. Smith and State Ultra Force in mechanical penthouse). Consistent logging identifies trends and catches issues before they become failures. |
| 2 | Fob/Key Log | ADMIN | Log all fob and key assignments, returns, and access changes as they occur. Maintains accurate records for security accountability. |
| 3 | Fire Alarm Panel Company - daily signal check | FIRE | Confirm the fire alarm monitoring company is receiving daily supervisory signals from the panel. Any signal loss should trigger immediate investigation. |
| 4 | Check boiler system pressure (Log) | HVAC | Check and log the two-pipe boiler system pressure gauge reading daily. Pressure drops may indicate a leak in the heating loop that needs immediate attention. |
| # | Task | Category | Description |
|---|---|---|---|
| 1 | Proper Signage | ADMIN | Verify all compliance signs, directional signage, and building notices are in place, legible, and not damaged. Replace paper signs with permanent framed signage where possible. |
| 2 | Verify exit paths are clear | FIRE | Walk all exit paths during the weekly building walk to confirm corridors, stairwells, and exits are free of obstructions. Remove any items blocking egress routes immediately. |
| 3 | Thermostat check - common areas | HVAC | Verify all common area thermostats are set correctly for the current season, including fitness center and community room. Install thermostat covers where missing. |
| 4 | Stairwell Check (A and B) | INTERIOR | Walk both stairwells A and B checking lighting, heat operation, door closure and latching, handrail condition, and FOB reader function. Report and address any safety concerns immediately. |
| 5 | Interior Lights | INTERIOR | Check all interior common area light fixtures for burned-out bulbs, flickering, or fixture damage. Standardize mismatched cool/warm bulbs building-wide. |
| 6 | Monitor building entries for water intrusion | SNOW | Check all building entry points including vestibule for signs of water intrusion, ice melt runoff, or moisture accumulation during winter weather. |
| 7 | Vacant unit walkthrough | VACANTS | Walk each vacant unit checking that all drains are flushed, toilets are flushed, windows are closed and secured, thermostats are set, filters are changed, and fridge thermostat is set low. |
| 8 | Trash room inspection | TRASH | Walk all trash and recycling rooms on each floor checking for overflow, door closer function, locked chemical storage, and general cleanliness. Ensure chute doors are functioning properly. |
| # | Task | Category | Description |
|---|---|---|---|
| 1 | Utility Logs | ADMIN | Review monthly utility consumption data for anomalies that could indicate leaks, equipment malfunction, or inefficiency. Flag any unusual spikes for investigation. |
| 2 | Test GFCI outlets in common areas | ELECTRICAL | Press the test and reset buttons on all GFCI outlets in common areas to verify proper trip function. Replace any outlets that fail to trip or reset correctly. |
| 3 | Verify electrical room access is clear | ELECTRICAL | Confirm that electrical closets on floors 2-6 have clear, unobstructed access to all panels with required 36-inch clearance. Remove all storage items from electrical rooms. |
| 4 | Exterior lights check | ELECTRICAL | Walk the building exterior on all sides (5th Street, Wall Street, back alley) and verify all exterior lights are functioning. Address Wall Street exterior lighting as a priority. |
| 5 | Fire Extinguisher Monthly Inspection (tag initials) | FIRE | Walk the building and visually confirm every fire extinguisher on all residential floors and retail space is in its designated location, has not been discharged, and is accessible. Initial the inspection tag on each unit. |
| 6 | Exit light and exit sign testing | LIFE SAFETY | Test all emergency exit lights and illuminated exit signs to verify battery backup illumination. Replace exit sign #15 on sixth floor and faded rooftop exit light. |
| 7 | CO detection station check | ELECTRICAL | Verify the garage CO detection station is operational and reading within normal parameters. Document readings and investigate any anomalies. |
| 8 | EV charger verification | ELECTRICAL | Verify the garage EV charger station is operational and accessible. Document any issues or damage. |
| 9 | Domestic hot water inspection | PLUMBING | Check hot water temperatures at multiple points to verify the recirculation system is delivering water at 120 degrees. Replace broken hot water recirculation thermometer. |
| 10 | Check for visible leaks under sinks in common areas | PLUMBING | Inspect under all common area sinks including community room kitchen and second floor bathrooms for drips, water stains, or moisture on supply lines. |
| 11 | Security camera verification | SECURITY | Walk the building and verify all security cameras are operational. Address blacked-out cameras in social lobby and rooftop lobby areas. |
| # | Task | Category | Description |
|---|---|---|---|
| 1 | Door hardware inspection & lubrication (common areas) | DOORS | Inspect and lubricate door closers, hinges, and hardware on all common area and fire doors building-wide. Address doors on floors 4, 5, 6, 7 not latching properly. |
| 2 | Garage door track greasing | DOORS | Grease garage door wheels, tracks, and top rail on both Garage 1 and Garage 2 doors. Inspect bottom bumper condition and spring integrity during service. |
| 3 | Inspect electrical panels for signs of heat damage or corrosion | ELECTRICAL | Open main electrical panel in lower garage and floor panels to visually inspect for discoloration, melted insulation, corrosion, or signs of overheating. Label any unlabeled circuit breakers. |
| 4 | Inspect sprinkler heads | FIRE | Perform a visual walk-through of the entire building checking sprinkler heads for debris, paint overspray, corrosion, or physical damage. Ensure no heads are obstructed. |
| 5 | Fire door inspection and testing | FIRE | Test all fire-rated doors on floors 1-7 and community room to confirm they self-close and latch properly. Document any doors that fail and schedule adjustments. |
| 6 | Clean return vents throughout building | HVAC | Remove and clean all return air vent covers in common areas including fitness center. Replace missing return vent covers. |
| 7 | Common Area Air Filter Replacements | HVAC | Replace all air filters in common area HVAC units including rooftop Aeon unit (24x24x4 and 24x24x2 sizes). Maintain on-site inventory. |
| 8 | Replace Retail Space Filters | HVAC | Replace all HVAC filters in retail tenant space air handler per the quarterly schedule. Coordinate access with tenants in advance. |
| 9 | Garage fan coil and heater coil cleaning | HVAC | Clean all 4 Garage 1 fan coils, door heater coils, and Garage 2 air handlers and heater coils. Remove dust and debris buildup for efficient operation. |
| 10 | Inspect paint and touch up as needed | INTERIOR | Walk common areas and note any scuffs, chips, or damage to painted surfaces. Touch up minor areas to maintain a professional appearance. |
| 11 | Emergency exit light testing | LIFE SAFETY | Test all emergency exit lights by pressing the test button to verify battery backup illumination. Replace batteries or units that fail to illuminate. |
| 12 | Emergency exit sign testing | LIFE SAFETY | Test all illuminated exit signs to verify they are lit, visible, and battery backup is functional. Replace any non-functioning signs. |
| 13 | Exercise hot water heater pressure relief valves | PLUMBING | Lift and release the pressure relief valve lever on both hot water heaters in the mechanical penthouse to verify proper operation. |
| 14 | Check/test sump pump | PLUMBING | Visually inspect main level sump pump and verify alarm systems are active and functional. Pour water into the pit to confirm activation. |
| 15 | Check caulking around fixtures in common areas | PLUMBING | Inspect caulk joints around all common area bathroom fixtures on second floor for cracking, separation, or mold. |
| 16 | Inspect caulking and sealants around windows, doors, penetrations | STRUCTURAL | Examine caulk joints around all windows, doors, and building penetrations for cracking, separation, or failure. |
| 17 | Check weather stripping on exterior doors | STRUCTURAL | Inspect weather stripping on all common area exterior doors including vestibule entry for compression, tearing, or gaps. |
| 18 | Pigeon deterrent inspection | PEST | Inspect all rooftop pigeon deterrent measures for effectiveness. Check generator enclosure, cooling tower area, building sign, and garage vents for pigeon activity. |
| 19 | Key audit for critical areas | SECURITY | Audit keys for fire command control room, stairwells, electrical closets, and trash rooms. Verify all critical area keys exist and are accounted for. |
| # | Task | Category | Description |
|---|---|---|---|
| 1 | Fob/Key Log Audit | ADMIN | Audit the fob and key log against active tenants and staff to identify discrepancies. Deactivate or collect any unaccounted-for access credentials. |
| 2 | Inspect conduit and wiring in mechanical rooms | ELECTRICAL | Visually inspect all conduit runs and wiring in mechanical penthouse and rooftop electrical areas for damage, loose connections, or missing covers. |
| 3 | Check surge protection devices | ELECTRICAL | Verify only UL-rated power strips and extension cords are in use throughout the building. Remove any non-rated multi-plug adapters. |
| 4 | Clean Ceiling Exhaust Fans | HVAC | Remove ceiling exhaust fan covers in common areas and clean fan blades, housings, and grilles of accumulated dust and grease. |
| 5 | Cooling tower inspection (calcium deposits, leaks) | HVAC | Inspect the rooftop cooling tower for calcium deposits, leaks, and corrosion during spring startup and fall shutdown. Verify chemical feed system operation. |
| 6 | Check window treatments in common areas | INTERIOR | Inspect all blinds, shades, and window treatments in community room and fitness center for proper operation. Repair or replace damaged treatments. |
| 7 | Floor Drain Flushing | PLUMBING | Flush all floor drains with mineral oil in retail space, janitorial closet, mechanical rooms, and throughout the building to maintain trap seals. |
| 8 | Inspect exposed pipes for corrosion or leaks | PLUMBING | Visually inspect all exposed piping in garages and mechanical areas for corrosion, rust, or active leaks. |
| 9 | Inspect main water shut-off valve for operability | PLUMBING | Verify the main water shut-off valve is clearly labeled and exercise it to ensure it opens and closes freely. |
| 10 | Roof membrane/flashing inspection | STRUCTURAL | Walk the white TPO membrane roof and inspect for tears, rips, ponding water, and flashing separation. Ensure all roof drains are clear. |
| 11 | Inspect building facade for damage | STRUCTURAL | Walk the building perimeter and inspect exterior facade for cracks, deterioration, or damage. |
| 12 | Inspect foundation for cracks, water intrusion, settling | STRUCTURAL | Inspect visible foundation surfaces in garage levels for new cracks, efflorescence, or signs of water intrusion. |
| 13 | Window cleaning - exterior | STRUCTURAL | Schedule professional exterior window cleaning for all building windows on all 8 floors. |
| # | Task | Category | Description |
|---|---|---|---|
| 1 | Emergency procedure manual verification | ADMIN | Review all emergency procedure manuals to confirm accuracy and completeness. Ensure procedures reflect current building systems and contacts. |
| 2 | Review & Update SDS Sheets | ADMIN | Verify all Safety Data Sheets are current in maintenance shop and populate the empty SDS binder. Add SDS for all chemicals stored in janitorial closet. |
| 3 | Test backup/redundant systems | ADMIN | Test backup hot water heater operation by shutting one unit off and verifying the other maintains temperature. Extend to all backup systems. |
| 4 | Compliance documentation review | ADMIN | Review and update all compliance documentation including boiler logs (establish if not found), snow removal logs, and O&M manuals. |
| 5 | Garage door spring inspection | DOORS | Inspect garage door springs on both Garage 1 and Garage 2 doors for wear and fatigue. Install revolution counters to track spring life cycles. |
| 6 | Fire door operation test (Internal) | FIRE | Test all fire-rated doors internally on all floors to confirm they self-close and latch properly. Document all failures for repair scheduling. |
| 7 | Fire door operation test (Fire Department) | FIRE | Coordinate with the Fire Department for their annual fire door inspection and testing. Retain all documentation. |
| 8 | Fire extinguisher inspection scheduled | FIRE | Schedule the annual professional fire extinguisher inspection (next due July 2026). Replace expired retail space extinguishers immediately. |
| 9 | Sprinkler system inspection - wet system | FIRE | Coordinate with licensed fire protection contractor for annual wet sprinkler system inspection (serviced Nov 2026, good until 2027). |
| 10 | Test fire alarm panel (with monitoring company notification) | FIRE | Coordinate with fire alarm contractor to perform a full panel test. Obtain access to fire command control room. |
| 11 | Inspect knox boxes and verify key inventory | FIRE | Inspect all knox boxes for proper mounting and verify key inventory matches current building locks. |
| 12 | Cooling tower seasonal startup/shutdown | HVAC | Coordinate with HVAC vendor (Northland Mechanical) for rooftop cooling tower seasonal startup and shutdown. Verify VFD operation. |
| 13 | Clean cooling tower basin | HVAC | Remove hard water sediment deposits from the cooling tower basin before seasonal startup. Verify chemical feed system is operational. |
| 14 | Boiler system annual service | HVAC | Schedule annual boiler service for the two-pipe heating system with Northland Mechanical. Establish boiler logs if not currently maintained. |
| 15 | Radon mitigation system inspection | HVAC | Inspect radon mitigation system (installed Jan 28, 2020) for proper operation. Schedule annual service and certification. |
| 16 | Clean A/C Coils | HVAC | Clean evaporator and condenser coils on all cooling units including rooftop Aeon unit and Panasonic converter. |
| 17 | Condensate drain line cleaning | HVAC | Clear condensate drain lines on all rooftop HVAC units to prevent clogs and water backup. |
| 18 | Grease anything with a motor | HVAC | Inspect and grease all motor bearings, fan shafts, and mechanical components with grease zerks throughout the building. |
| 19 | Boiler Room State Inspection is Current & Posted | HVAC | Verify the state boiler inspection certificate is current and properly posted. Schedule inspection before certificate expires. |
| 20 | Eyewash station inspection | LIFE SAFETY | Inspect eyewash stations in maintenance shop (good until 2027) and replace expired mechanical penthouse station (expired 2024). |
| 21 | Flush hot water heaters | PLUMBING | Drain and flush both hot water heater tanks (A.O. Smith and State Ultra Force) in mechanical penthouse. Inspect A.O. Smith unit cap for leaking. |
| 22 | RPZ backflow testing (scheduled) | PLUMBING | Schedule annual RPZ backflow prevention device tests for cooling tower fill RPZ, core water RPZ, and seventh floor trash room RPZ. |
| 23 | Snow logs review/audit | SNOW | Review all snow removal logs from the season for completeness and accuracy. Establish snow removal documentation if not currently maintained. |
| 24 | Trash chute deep cleaning | TRASH | Deep clean all trash and recycling chutes on every floor including floors, walls, and chute doors. Wash down and sanitize all trash rooms. |
| 25 | Rooftop amenity deep clean | AMENITY | Deep clean rooftop amenity area including composite decking, grill, countertops, and furniture. Replace weathered outdoor TV. |
| 26 | Community room deep clean | AMENITY | Deep clean community room including furniture shampooing, appliance cleaning, fireplace maintenance, and kitchen area. |
| 27 | Generator inspection and load testing | GENERATOR | Schedule professional inspection and load testing for rooftop generator (last inspection approximately October 2014 - CRITICALLY OVERDUE). Remove pigeon nests and debris. |
| 28 | Elevator permit verification | ELEVATOR | Verify elevator permit is current and properly posted. Schedule state-required annual inspection and certification. |
| # | Task | Category | Frequency | Description |
|---|---|---|---|---|
| 1 | Cooling tower system startup | HVAC | Seasonal - Spring | Coordinate with Northland Mechanical for rooftop cooling tower startup. Verify chemical feed system, fan VFD, and all components. |
| 2 | Turn OFF vestibule and entry heaters | HVAC | Seasonal - Spring | Turn off vestibule heater and all entry area heaters for warm season. Confirm all units are fully off. |
| 3 | Turn ON vestibule and entry heaters | HVAC | Seasonal - Fall | Turn on entry vestibule heater and all garage door heater coils for winter. Verify each unit is producing heat. |
| 4 | Turn ON stairwell and lobby heaters | HVAC | Seasonal - Fall | Turn on heaters in stairwells A and B and lobby areas for winter season. Set thermostats to 55-60 degrees. |
| 5 | Turn off exterior spigots/freeze protection | PLUMBING | Seasonal - Fall | Shut off and drain all exterior spigots before freezing temperatures. Verify freeze protection throughout. |
| 6 | Review snow removal plan | SNOW | Seasonal - Fall | Review the snow removal plan noting all sidewalk areas (5th Street, Wall Street, back alley). Update contractor contacts and priority areas. |
| 7 | Salt cans placement | SNOW | Seasonal - Fall | Place salt cans outside each building entry for residents and staff. Verify cans are full and accessible before first snowfall. |
| 8 | Snow equipment winterization | SNOW | Seasonal - Fall | Service all snow removal equipment including draining old gas, installing new spark plugs, and greasing all fittings. |
| 9 | Stock salt and verify equipment | SNOW | Seasonal - Fall | Inventory salt supply and order additional stock. Verify all snow removal equipment is operational. |
| 10 | Rooftop furniture seasonal setup | AMENITY | Seasonal - Spring | Move patio furniture from sixth floor electrical closet storage to rooftop amenity area. Clean and arrange for season. |
| 11 | Rooftop furniture winterization | AMENITY | Seasonal - Fall | Move rooftop patio furniture to sixth floor storage. Winterize grill and cover outdoor equipment. |
| 12 | Roof drain clearing | STRUCTURAL | Seasonal - Fall | Clear all roof drains of debris before winter. Verify proper drainage to prevent ice accumulation on TPO membrane. |
| # | Task | Category | Frequency | Description |
|---|---|---|---|---|
| 1 | Moisture Log | ADMIN | As Needed | Document any moisture events, remediation actions taken, and affected areas. Only log when remediation happens. |
| 2 | Keep Snow Logs | SNOW | Every Time | Document every snow removal event with date, time, areas cleared, and materials applied. |
| 3 | Pigeon remediation service | PEST | As Needed | Schedule comprehensive rooftop pigeon remediation when activity increases. Remove nests, droppings, and debris from generator, cooling tower, and building sign areas. |
| # | Task | Category | Frequency | Description |
|---|---|---|---|---|
| 1 | Generator full overhaul | GENERATOR | Every 5 Years | Schedule comprehensive generator overhaul including all mechanical and electrical components. Install effective pigeon deterrent cage. |
| 2 | Water Jetting vertical plumbing lines | PLUMBING | Every 3 Years | Schedule professional water jetting of vertical plumbing lines to clear scale and debris buildup. |
| 3 | Roof inspection (professional) | STRUCTURAL | Every 5 Years | Schedule comprehensive professional roof inspection of TPO membrane to assess condition, flashing integrity, and remaining life. |
| 4 | Curb line striping refresh | STRUCTURAL | Every 2 Years | Assess curb striping for fire lanes and no parking zones. Schedule restriping as needed. |
All maintenance tasks organized by category with descriptions and frequency color-coding.
| Task | Frequency | Description |
|---|---|---|
| Hot Water Heater Logs | Daily | Record temperature, pressure (if gauge available), date, time, and outside air temp for each unit (A.O. Smith and State Ultra Force in mechanical penthouse). Consistent logging identifies trends and catches issues before they become failures. |
| Fob/Key Log | Daily | Log all fob and key assignments, returns, and access changes as they occur. Maintains accurate records for security accountability. |
| Proper Signage | Weekly | Verify all compliance signs, directional signage, and building notices are in place, legible, and not damaged. Replace paper signs with permanent framed signage where possible. |
| Utility Logs | Monthly | Review monthly utility consumption data for anomalies that could indicate leaks, equipment malfunction, or inefficiency. Flag any unusual spikes for investigation. |
| Fob/Key Log Audit | Semi-Annually | Audit the fob and key log against active tenants and staff to identify discrepancies. Deactivate or collect any unaccounted-for access credentials. |
| Emergency procedure manual verification | Annually | Review all emergency procedure manuals to confirm accuracy and completeness. Ensure procedures reflect current building systems and contacts. |
| Review & Update SDS Sheets | Annually | Verify all Safety Data Sheets are current in maintenance shop and populate the empty SDS binder. Add SDS for all chemicals stored in janitorial closet. |
| Test backup/redundant systems | Annually | Test backup hot water heater operation by shutting one unit off and verifying the other maintains temperature. Extend to all backup systems. |
| Compliance documentation review | Annually | Review and update all compliance documentation including boiler logs (establish if not found), snow removal logs, and O&M manuals. |
| Moisture Log | As Needed | Document any moisture events, remediation actions taken, and affected areas. Only log when remediation happens. |
| Task | Frequency | Description |
|---|---|---|
| Rooftop amenity deep clean | Annually | Deep clean rooftop amenity area including composite decking, grill, countertops, and furniture. Replace weathered outdoor TV. |
| Community room deep clean | Annually | Deep clean community room including furniture shampooing, appliance cleaning, fireplace maintenance, and kitchen area. |
| Rooftop furniture seasonal setup | Seasonal - Spring | Move patio furniture from sixth floor electrical closet storage to rooftop amenity area. Clean and arrange for season. |
| Rooftop furniture winterization | Seasonal - Fall | Move rooftop patio furniture to sixth floor storage. Winterize grill and cover outdoor equipment. |
| Task | Frequency | Description |
|---|---|---|
| Door hardware inspection & lubrication (common areas) | Quarterly | Inspect and lubricate door closers, hinges, and hardware on all common area and fire doors building-wide. Address doors on floors 4, 5, 6, 7 not latching properly. |
| Garage door track greasing | Quarterly | Grease garage door wheels, tracks, and top rail on both Garage 1 and Garage 2 doors. Inspect bottom bumper condition and spring integrity during service. |
| Garage door spring inspection | Annually | Inspect garage door springs on both Garage 1 and Garage 2 doors for wear and fatigue. Install revolution counters to track spring life cycles. |
| Task | Frequency | Description |
|---|---|---|
| Test GFCI outlets in common areas | Monthly | Press the test and reset buttons on all GFCI outlets in common areas to verify proper trip function. Replace any outlets that fail to trip or reset correctly. |
| Verify electrical room access is clear | Monthly | Confirm that electrical closets on floors 2-6 have clear, unobstructed access to all panels with required 36-inch clearance. Remove all storage items from electrical rooms. |
| Exterior lights check | Monthly | Walk the building exterior on all sides (5th Street, Wall Street, back alley) and verify all exterior lights are functioning. Address Wall Street exterior lighting as a priority. |
| CO detection station check | Monthly | Verify the garage CO detection station is operational and reading within normal parameters. Document readings and investigate any anomalies. |
| EV charger verification | Monthly | Verify the garage EV charger station is operational and accessible. Document any issues or damage. |
| Inspect electrical panels for signs of heat damage or corrosion | Quarterly | Open main electrical panel in lower garage and floor panels to visually inspect for discoloration, melted insulation, corrosion, or signs of overheating. Label any unlabeled circuit breakers. |
| Inspect conduit and wiring in mechanical rooms | Semi-Annually | Visually inspect all conduit runs and wiring in mechanical penthouse and rooftop electrical areas for damage, loose connections, or missing covers. |
| Check surge protection devices | Semi-Annually | Verify only UL-rated power strips and extension cords are in use throughout the building. Remove any non-rated multi-plug adapters. |
| Task | Frequency | Description |
|---|---|---|
| Elevator permit verification | Annually | Verify elevator permit is current and properly posted. Schedule state-required annual inspection and certification. |
| Task | Frequency | Description |
|---|---|---|
| Fire Alarm Panel Company - daily signal check | Daily | Confirm the fire alarm monitoring company is receiving daily supervisory signals from the panel. Any signal loss should trigger immediate investigation. |
| Verify exit paths are clear | Weekly | Walk all exit paths during the weekly building walk to confirm corridors, stairwells, and exits are free of obstructions. Remove any items blocking egress routes immediately. |
| Fire Extinguisher Monthly Inspection (tag initials) | Monthly | Walk the building and visually confirm every fire extinguisher on all residential floors and retail space is in its designated location, has not been discharged, and is accessible. Initial the inspection tag on each unit. |
| Inspect sprinkler heads | Quarterly | Perform a visual walk-through of the entire building checking sprinkler heads for debris, paint overspray, corrosion, or physical damage. Ensure no heads are obstructed. |
| Fire door inspection and testing | Quarterly | Test all fire-rated doors on floors 1-7 and community room to confirm they self-close and latch properly. Document any doors that fail and schedule adjustments. |
| Fire door operation test (Internal) | Annually | Test all fire-rated doors internally on all floors to confirm they self-close and latch properly. Document all failures for repair scheduling. |
| Fire door operation test (Fire Department) | Annually | Coordinate with the Fire Department for their annual fire door inspection and testing. Retain all documentation. |
| Fire extinguisher inspection scheduled | Annually | Schedule the annual professional fire extinguisher inspection (next due July 2026). Replace expired retail space extinguishers immediately. |
| Sprinkler system inspection - wet system | Annually | Coordinate with licensed fire protection contractor for annual wet sprinkler system inspection (serviced Nov 2026, good until 2027). |
| Test fire alarm panel (with monitoring company notification) | Annually | Coordinate with fire alarm contractor to perform a full panel test. Obtain access to fire command control room. |
| Inspect knox boxes and verify key inventory | Annually | Inspect all knox boxes for proper mounting and verify key inventory matches current building locks. |
| Task | Frequency | Description |
|---|---|---|
| Generator inspection and load testing | Annually | Schedule professional inspection and load testing for rooftop generator (last inspection approximately October 2014 - CRITICALLY OVERDUE). Remove pigeon nests and debris. |
| Generator full overhaul | Every 5 Years | Schedule comprehensive generator overhaul including all mechanical and electrical components. Install effective pigeon deterrent cage. |
| Task | Frequency | Description |
|---|---|---|
| Check boiler system pressure (Log) | Daily | Check and log the two-pipe boiler system pressure gauge reading daily. Pressure drops may indicate a leak in the heating loop that needs immediate attention. |
| Thermostat check - common areas | Weekly | Verify all common area thermostats are set correctly for the current season, including fitness center and community room. Install thermostat covers where missing. |
| Clean return vents throughout building | Quarterly | Remove and clean all return air vent covers in common areas including fitness center. Replace missing return vent covers. |
| Common Area Air Filter Replacements | Quarterly | Replace all air filters in common area HVAC units including rooftop Aeon unit (24x24x4 and 24x24x2 sizes). Maintain on-site inventory. |
| Replace Retail Space Filters | Quarterly | Replace all HVAC filters in retail tenant space air handler per the quarterly schedule. Coordinate access with tenants in advance. |
| Garage fan coil and heater coil cleaning | Quarterly | Clean all 4 Garage 1 fan coils, door heater coils, and Garage 2 air handlers and heater coils. Remove dust and debris buildup for efficient operation. |
| Clean Ceiling Exhaust Fans | Semi-Annually | Remove ceiling exhaust fan covers in common areas and clean fan blades, housings, and grilles of accumulated dust and grease. |
| Cooling tower inspection (calcium deposits, leaks) | Semi-Annually | Inspect the rooftop cooling tower for calcium deposits, leaks, and corrosion during spring startup and fall shutdown. Verify chemical feed system operation. |
| Cooling tower seasonal startup/shutdown | Annually | Coordinate with HVAC vendor (Northland Mechanical) for rooftop cooling tower seasonal startup and shutdown. Verify VFD operation. |
| Clean cooling tower basin | Annually | Remove hard water sediment deposits from the cooling tower basin before seasonal startup. Verify chemical feed system is operational. |
| Boiler system annual service | Annually | Schedule annual boiler service for the two-pipe heating system with Northland Mechanical. Establish boiler logs if not currently maintained. |
| Radon mitigation system inspection | Annually | Inspect radon mitigation system (installed Jan 28, 2020) for proper operation. Schedule annual service and certification. |
| Clean A/C Coils | Annually | Clean evaporator and condenser coils on all cooling units including rooftop Aeon unit and Panasonic converter. |
| Condensate drain line cleaning | Annually | Clear condensate drain lines on all rooftop HVAC units to prevent clogs and water backup. |
| Grease anything with a motor | Annually | Inspect and grease all motor bearings, fan shafts, and mechanical components with grease zerks throughout the building. |
| Boiler Room State Inspection is Current & Posted | Annually | Verify the state boiler inspection certificate is current and properly posted. Schedule inspection before certificate expires. |
| Cooling tower system startup | Seasonal - Spring | Coordinate with Northland Mechanical for rooftop cooling tower startup. Verify chemical feed system, fan VFD, and all components. |
| Turn OFF vestibule and entry heaters | Seasonal - Spring | Turn off vestibule heater and all entry area heaters for warm season. Confirm all units are fully off. |
| Turn ON vestibule and entry heaters | Seasonal - Fall | Turn on entry vestibule heater and all garage door heater coils for winter. Verify each unit is producing heat. |
| Turn ON stairwell and lobby heaters | Seasonal - Fall | Turn on heaters in stairwells A and B and lobby areas for winter season. Set thermostats to 55-60 degrees. |
| Task | Frequency | Description |
|---|---|---|
| Stairwell Check (A and B) | Weekly | Walk both stairwells A and B checking lighting, heat operation, door closure and latching, handrail condition, and FOB reader function. Report and address any safety concerns immediately. |
| Interior Lights | Weekly | Check all interior common area light fixtures for burned-out bulbs, flickering, or fixture damage. Standardize mismatched cool/warm bulbs building-wide. |
| Inspect paint and touch up as needed | Quarterly | Walk common areas and note any scuffs, chips, or damage to painted surfaces. Touch up minor areas to maintain a professional appearance. |
| Check window treatments in common areas | Semi-Annually | Inspect all blinds, shades, and window treatments in community room and fitness center for proper operation. Repair or replace damaged treatments. |
| Task | Frequency | Description |
|---|---|---|
| Exit light and exit sign testing | Monthly | Test all emergency exit lights and illuminated exit signs to verify battery backup illumination. Replace exit sign #15 on sixth floor and faded rooftop exit light. |
| Emergency exit light testing | Quarterly | Test all emergency exit lights by pressing the test button to verify battery backup illumination. Replace batteries or units that fail to illuminate. |
| Emergency exit sign testing | Quarterly | Test all illuminated exit signs to verify they are lit, visible, and battery backup is functional. Replace any non-functioning signs. |
| Eyewash station inspection | Annually | Inspect eyewash stations in maintenance shop (good until 2027) and replace expired mechanical penthouse station (expired 2024). |
| Task | Frequency | Description |
|---|---|---|
| Pigeon deterrent inspection | Quarterly | Inspect all rooftop pigeon deterrent measures for effectiveness. Check generator enclosure, cooling tower area, building sign, and garage vents for pigeon activity. |
| Pigeon remediation service | As Needed | Schedule comprehensive rooftop pigeon remediation when activity increases. Remove nests, droppings, and debris from generator, cooling tower, and building sign areas. |
| Task | Frequency | Description |
|---|---|---|
| Domestic hot water inspection | Monthly | Check hot water temperatures at multiple points to verify the recirculation system is delivering water at 120 degrees. Replace broken hot water recirculation thermometer. |
| Check for visible leaks under sinks in common areas | Monthly | Inspect under all common area sinks including community room kitchen and second floor bathrooms for drips, water stains, or moisture on supply lines. |
| Exercise hot water heater pressure relief valves | Quarterly | Lift and release the pressure relief valve lever on both hot water heaters in the mechanical penthouse to verify proper operation. |
| Check/test sump pump | Quarterly | Visually inspect main level sump pump and verify alarm systems are active and functional. Pour water into the pit to confirm activation. |
| Check caulking around fixtures in common areas | Quarterly | Inspect caulk joints around all common area bathroom fixtures on second floor for cracking, separation, or mold. |
| Floor Drain Flushing | Semi-Annually | Flush all floor drains with mineral oil in retail space, janitorial closet, mechanical rooms, and throughout the building to maintain trap seals. |
| Inspect exposed pipes for corrosion or leaks | Semi-Annually | Visually inspect all exposed piping in garages and mechanical areas for corrosion, rust, or active leaks. |
| Inspect main water shut-off valve for operability | Semi-Annually | Verify the main water shut-off valve is clearly labeled and exercise it to ensure it opens and closes freely. |
| Flush hot water heaters | Annually | Drain and flush both hot water heater tanks (A.O. Smith and State Ultra Force) in mechanical penthouse. Inspect A.O. Smith unit cap for leaking. |
| RPZ backflow testing (scheduled) | Annually | Schedule annual RPZ backflow prevention device tests for cooling tower fill RPZ, core water RPZ, and seventh floor trash room RPZ. |
| Turn off exterior spigots/freeze protection | Seasonal - Fall | Shut off and drain all exterior spigots before freezing temperatures. Verify freeze protection throughout. |
| Water Jetting vertical plumbing lines | Every 3 Years | Schedule professional water jetting of vertical plumbing lines to clear scale and debris buildup. |
| Task | Frequency | Description |
|---|---|---|
| Security camera verification | Monthly | Walk the building and verify all security cameras are operational. Address blacked-out cameras in social lobby and rooftop lobby areas. |
| Key audit for critical areas | Quarterly | Audit keys for fire command control room, stairwells, electrical closets, and trash rooms. Verify all critical area keys exist and are accounted for. |
| Task | Frequency | Description |
|---|---|---|
| Monitor building entries for water intrusion | Weekly | Check all building entry points including vestibule for signs of water intrusion, ice melt runoff, or moisture accumulation during winter weather. |
| Snow logs review/audit | Annually | Review all snow removal logs from the season for completeness and accuracy. Establish snow removal documentation if not currently maintained. |
| Review snow removal plan | Seasonal - Fall | Review the snow removal plan noting all sidewalk areas (5th Street, Wall Street, back alley). Update contractor contacts and priority areas. |
| Salt cans placement | Seasonal - Fall | Place salt cans outside each building entry for residents and staff. Verify cans are full and accessible before first snowfall. |
| Snow equipment winterization | Seasonal - Fall | Service all snow removal equipment including draining old gas, installing new spark plugs, and greasing all fittings. |
| Stock salt and verify equipment | Seasonal - Fall | Inventory salt supply and order additional stock. Verify all snow removal equipment is operational. |
| Keep Snow Logs | Every Time | Document every snow removal event with date, time, areas cleared, and materials applied. |
| Task | Frequency | Description |
|---|---|---|
| Inspect caulking and sealants around windows, doors, penetrations | Quarterly | Examine caulk joints around all windows, doors, and building penetrations for cracking, separation, or failure. |
| Check weather stripping on exterior doors | Quarterly | Inspect weather stripping on all common area exterior doors including vestibule entry for compression, tearing, or gaps. |
| Roof membrane/flashing inspection | Semi-Annually | Walk the white TPO membrane roof and inspect for tears, rips, ponding water, and flashing separation. Ensure all roof drains are clear. |
| Inspect building facade for damage | Semi-Annually | Walk the building perimeter and inspect exterior facade for cracks, deterioration, or damage. |
| Inspect foundation for cracks, water intrusion, settling | Semi-Annually | Inspect visible foundation surfaces in garage levels for new cracks, efflorescence, or signs of water intrusion. |
| Window cleaning - exterior | Semi-Annually | Schedule professional exterior window cleaning for all building windows on all 8 floors. |
| Roof drain clearing | Seasonal - Fall | Clear all roof drains of debris before winter. Verify proper drainage to prevent ice accumulation on TPO membrane. |
| Roof inspection (professional) | Every 5 Years | Schedule comprehensive professional roof inspection of TPO membrane to assess condition, flashing integrity, and remaining life. |
| Curb line striping refresh | Every 2 Years | Assess curb striping for fire lanes and no parking zones. Schedule restriping as needed. |
| Task | Frequency | Description |
|---|---|---|
| Trash room inspection | Weekly | Walk all trash and recycling rooms on each floor checking for overflow, door closer function, locked chemical storage, and general cleanliness. Ensure chute doors are functioning properly. |
| Trash chute deep cleaning | Annually | Deep clean all trash and recycling chutes on every floor including floors, walls, and chute doors. Wash down and sanitize all trash rooms. |
| Task | Frequency | Description |
|---|---|---|
| Vacant unit walkthrough | Weekly | Walk each vacant unit checking that all drains are flushed, toilets are flushed, windows are closed and secured, thermostats are set, filters are changed, and fridge thermostat is set low. |
Recommended completion: September 15 - October 31. Complete these tasks before winter.
Recommended completion: March 15 - April 30. Transition building systems for warm weather.
Recommendations to enhance preventative maintenance operations.
The following recommendations outline opportunities to enhance preventative maintenance operations, moving from static documentation toward a dynamic, technology-enabled system that improves accountability, efficiency, and asset longevity.
Responsible Party Assignment: Add a column identifying task ownership - distinguishing between on-site maintenance staff, elevator contractors, fire safety vendors, plumbers, and other specialists. This clarifies accountability and simplifies vendor coordination.
Time Estimates: Include estimated duration for each task (15 minutes, 1 hour, half-day) to support realistic scheduling and staffing decisions.
Priority Ranking: Flag tasks as Critical (code-required, safety-related), Important (prevents major repairs), or Routine (general upkeep). This helps teams prioritize when resources are constrained.
Regulatory Compliance Flags: Identify which tasks are legally mandated (elevator certifications, fire alarm testing, backflow prevention) versus best practices. Non-negotiable items should be visually distinct.
Location & Access Notes: Document specific locations (which rooftop unit, which mechanical room) and access requirements (keys needed, ladder required, roof hatch code) to reduce wasted time.
Tools & Materials List: Specify required items for each task - grease gun, mineral oil, specific filter sizes (e.g., 20x25x1 MERV-8). Reduces return trips and ensures preparedness.
Documentation Requirements: Note which tasks require formal documentation - contractor certificates, permit verifications, sign-off logs, or photo evidence.
Implementing a QR code-based asset management system would fundamentally transform how preventative maintenance is tracked and executed. This approach moves from static checklists to a dynamic, real-time maintenance platform.
How It Works:
• Affix weatherproof QR code labels to every maintainable asset - air handlers, water heaters, fire extinguishers, elevator equipment, sump pumps, etc.
• Each scan pulls up the asset's complete profile: location, make/model, install date, warranty status, service history, and upcoming maintenance tasks.
• Technicians complete tasks directly from their phone - logging completion time, adding notes, uploading photos, and flagging issues for follow-up.
• GPS/timestamp verification confirms the technician was physically at the equipment when logging the task.
Dashboard Capabilities:
• Real-time visibility into task completion across all properties - see what's done, what's due, and what's overdue at a glance.
• Asset health scoring based on maintenance history, age, and reported issues.
• Automated alerts when tasks are approaching due dates or when equipment shows patterns suggesting failure.
• Filter views by property, category, frequency, technician, or compliance status.
• Historical reporting for ownership reviews, audits, and warranty claims.
• Cost tracking tied to specific assets - understanding true lifecycle costs.
Example - Air Handler Filter Change:
Emergency Contact Integration: Maintain a living document of vendor contacts - elevator company, fire alarm monitoring, plumber, electrician, HVAC contractor - accessible from the dashboard and linked to relevant assets.
Contract Renewal Tracking: Track service agreement expiration dates with automated reminders 90, 60, and 30 days before renewal. Prevents lapses in coverage and creates leverage for renegotiation.
Contractor Verification: Require contractors to scan asset QR codes when performing service, automatically logging their visit with timestamp and linking to uploaded service reports and invoices.
Video SOPs: Link QR codes to short instructional videos for complex or infrequent tasks. New technicians can watch the proper procedure while standing at the equipment.
Photo Standards: Include reference photos showing "good" vs. "needs attention" conditions - what does acceptable sprinkler head coverage look like? What level of belt wear triggers replacement?
Cross-Property Consistency: Standardized task definitions and completion criteria across all properties ensures consistent quality regardless of which technician performs the work.
Phase 1 (Immediate): Enhance this document with responsible party assignments, priority rankings, and regulatory compliance flags. Low effort, high clarity improvement.
Phase 2 (30-60 days): Conduct asset inventory - photograph and catalog all maintainable equipment with location, make/model, and install dates. This becomes the foundation for any tracking system.
Phase 3 (60-90 days): Evaluate and select QR/asset management platform. Options range from simple (Google Sheets + QR codes) to comprehensive (dedicated CMMS software like UpKeep, Fiix, or MaintainX).
Phase 4 (90-120 days): Pilot implementation at one property. Label assets, train staff, refine workflows before rolling out portfolio-wide.
Phase 5 (Ongoing): Expand to all properties. Continuously refine based on technician feedback and operational learnings. Add predictive maintenance capabilities as data accumulates.
• Reduced emergency repairs: Consistent PM execution catches issues before they become failures. Industry data suggests 25-30% reduction in reactive maintenance costs.
• Extended asset life: Properly maintained equipment lasts longer. A well-maintained HVAC system can exceed its expected lifespan by 5-7 years.
• Compliance confidence: Documented proof of inspections and maintenance protects against liability and satisfies insurance requirements.
• Technician efficiency: Less time searching for equipment, tracking down history, or figuring out what's due. More time doing actual maintenance.
• Ownership transparency: Property owners and managers can see exactly what's being done without chasing down reports. Builds trust and demonstrates value.
• Data-driven decisions: Historical maintenance data informs capital planning, identifies problem equipment, and supports budget forecasting.
Order recurring maintenance services performed by Saturday Services, or subscribe to training for your team. Training includes a 10% upcharge and provides hands-on instruction plus ongoing resource access.