Beyond the Basics: Advanced Strategies for Managing Building Systems and Planning Equipment Replacement
In the world of commercial real estate, understanding building systems is just the starting line. For property managers, the next level means identifying early warning signs, optimizing equipment performance, anticipating end-of-life cycles, and aligning replacements with capital planning.
Pro Tips for Property Managers
Maintain a comprehensive preventive maintenance schedule tied to manufacturer specs and ASHRAE guidelines.
Document all inspections and repairs—this protects you during audits and supports capital planning.
Collaborate with engineering and facilities teams to track system performance, schedule replacements, and optimize operations.
Use condition-based maintenance strategies to supplement PM—especially for aging equipment or critical systems.
Develop a 5 to 10 year capital plan that aligns system life cycles with budget forecasting.
Use ASHRAE life expectancy only as a guide—combine it with actual condition assessments and performance metrics.
Bundle capital projects where possible (combining HVAC and BAS upgrades).
Incorporate tenant experience and ESG goals into decision-making—upgrades can often serve both performance and sustainability agendas.
Document system failures and track repair costs—if a system exceeds 60% of its replacement cost in repairs over two years, it’s time to replace.
Key Takeaway:
Property managers don’t need to be engineers—but understanding the basics of your building’s systems gives you the edge. When you know what’s working, what’s aging, and what needs attention, you lead more proactively, avoid downtime, and add strategic value to your property.
What information do you wish you knew about sooner in your career related to building systems and equipment?
Capital Planning & Equipment Replacement Readiness Checklist
Use these topics to help plan replacements smartly over multiple years. ASHRAE (American Society of Heating, Refrigerating, and Air-Conditioning Engineers) focuses on building life cycle considerations, including energy efficiency, HVAC equipment lifespan, and decarbonization efforts, with a recent focus on whole-life carbon emissions assessment in buildings
Evaluate System Age vs ASHRAE Life Expectancy
HVAC equipment over 15–20 years
Electrical panels/generators over 20–30 years
Plumbing infrastructure over 40 years
Elevators approaching 20–25 years
Fire alarm systems over 15–20 years
BAS hardware/software outdated or unsupported
Document Repair Frequency and Cost
Repairs have exceeded 60% of replacement value over 2 years
More than 3 unscheduled failures in last year
Vendor cannot source parts for legacy systems
Strategic Planning
Replacement or modernization plan documented
Budget reserves allocated
Lifecycle aligned with lease expirations or building repositioning
Upgrades support ESG, wellness, or tech initiatives
Team Coordination
Engineering team consulted
Finance/asset management looped in
Vendor quotes and lead times researched
Impact on tenants and operations evaluated
HVAC (Heating, Ventilation, and Air Conditioning)
Purpose: Controls interior climate and air quality. Includes chillers, boilers, air handlers, VAV boxes, thermostats, and rooftop units.
Preventive Maintenance Best Practices:
Monthly/Quarterly: Change filters, check belts, lubricate motors, inspect electrical connections.
Annually: Clean coils, inspect ductwork, calibrate controls, perform combustion analysis (boilers).
Seasonally: Test heating in the fall and cooling in the spring.
ASHRAE Life Expectancy:
Air-cooled chillers: 15–20 years
Boilers (steel): 30–35 years
Rooftop units: 15–20 years
Air handlers: 15–25 years
Signs of Wear and Tear:
Inconsistent temperatures across zones
Frequent short cycling or system lockouts
Rising utility bills without load changes
Excessive noise or vibration from air handlers or compressors
Leaking refrigerant or rust on coils
Advanced Planning Tips:
Benchmark energy efficiency annually. Tools like Energy Star Portfolio Manager help track trends.
Conduct thermal imaging to detect airflow inefficiencies and insulation gaps.
Plan major replacements (e.g., chillers, boilers) 2–3 years in advance to allow for design, procurement, and installation logistics.
Consider retrofitting VFDs or demand-controlled ventilation to extend life and improve efficiency before full replacement.
Electrical Systems
Purpose: Delivers and distributes electricity safely. Includes switchgear, panelboards, transformers, generators, and lighting.
Preventive Maintenance Best Practices:
Infrared scanning of electrical panels (annually)
Inspect and torque lugs/connections (annually)
Test emergency power systems and transfer switches (monthly or quarterly)
Replace aging lighting ballasts or upgrade to LEDs
ASHRAE Life Expectancy:
Switchgear: 30 years
Transformers: 20–30 years
Emergency generators: 20–25 years
LED fixtures: 15–20 years
Common Red Flags:
Overheating panels or burning smells
Flickering lights or unexplained outages
Tripped breakers or overloaded circuits
Outdated panels not compliant with current code (e.g., Federal Pacific)
Advanced Planning Tips:
Schedule arc flash assessments and breaker coordination studies every 3–5 years.
Identify load creep—many office buildings add equipment over time that stresses older systems.
Plan for UPS, generator, and ATS testing under load, not just transfer function.
Use downtime during tenant vacancies to modernize panels or relocate electrical rooms as needed.
Plumbing Systems
Purpose: Manages water supply and waste removal. Includes domestic water lines, fixtures, pumps, water heaters, and drainage systems.
Preventive Maintenance Best Practices:
Inspect for leaks and corrosion (quarterly)
Test pressure reducing valves and backflow preventers (annually)
Drain and flush water heaters (annually)
Snake or hydro-jet main lines (semi-annually or as needed)
ASHRAE Life Expectancy:
Domestic water pumps: 15–20 years
Water heaters (tank): 10–15 years
Pipes (copper): 50+ years
Fixtures: 15–20 years
Signs to Watch:
Discoloration in water (possible corrosion in galvanized piping)
Pressure fluctuations or water hammer
Persistent clogs in stacks or drains
Unexplained water on slab or in wall cavities
Advanced Planning Tips:
Scope drain lines with cameras annually—especially in older buildings or where grease and debris accumulate.
Use water quality testing to detect scaling or corrosion potential that could reduce fixture life.
If a building is 40+ years old, budget phased replacement of galvanized piping even if issues aren’t yet visible.
Consider smart leak detection systems in mechanical rooms, restrooms, and kitchens.
Fire Life Safety Systems
Purpose: Protects life and property through detection, suppression, and emergency signaling. Includes fire alarms, sprinklers, smoke detectors, and extinguishers.
Preventive Maintenance Best Practices:
Test alarms, strobes, and pull stations (annually)
Inspect sprinklers, valves, and FDC connections (quarterly)
Recharge fire extinguishers (annually)
Conduct fire drills and egress checks
ASHRAE Life Expectancy:
Fire alarm panels: 20 years
Sprinkler heads: 50 years
Smoke detectors: 10 years
Emergency lights: 5–10 years
Early Failure Indicators:
False alarms or nuisance trips
Difficulty sourcing replacement parts for legacy systems
Lack of integration with BAS or security
Obsolete annunciator panels
Advanced Planning Tips:
Coordinate with your fire marshal or AHJ early if system replacement is needed—permitting can be lengthy.
If you’re planning renovations, pre-wire for upgrades to fire alarm and mass communication systems.
Perform sprinkler system pipe wall thickness testing (especially in older wet pipe systems).
Explore smart testing systems that reduce disruption by digitally verifying flow and alarm functions.
Elevators and Conveying Systems
Purpose: Provides vertical transportation for people and goods. Includes hydraulic and traction elevators, dumbwaiters, and escalators.
Preventive Maintenance Best Practices:
Daily/Weekly inspections by on-site staff or vendors
Monthly service checks by certified elevator technicians
Annual safety inspections per local code
Modernization planning every 20–25 years
ASHRAE Life Expectancy:
Hydraulic elevators: 20–25 years
Traction elevators: 25–30 years
Escalators: 25 years
What to Look For:
Slow or jerky starts/stops
Frequent entrapments or faults
Outdated controls or “nuisance” shutdowns
Tenant complaints or long wait times
Advanced Planning Tips:
Conduct a full elevator condition assessment every 5–7 years.
Budget for modernization 3–5 years in advance to align with availability of parts and elevator contractor capacity.
Track Mean Time Between Failures (MTBF) to spot declining reliability.
Upgrade to destination dispatch for high-traffic buildings.
Building Automation Systems (BAS)
Purpose: Centralized control for HVAC, lighting, and other systems, improving energy efficiency and system coordination.
Preventive Maintenance Best Practices:
Regular software updates and backups
Calibration of sensors and setpoints (quarterly)
Check for communication errors or dropped devices
Train staff on overrides and emergency functions
ASHRAE Life Expectancy:
Control system hardware: 15 years
Software platforms: 5–10 years (due to rapid tech evolution)
Red Flags:
Unreliable schedules or overrides sticking
Lag between command and system response
Unsupported hardware or proprietary software issues
Frequent manual intervention needed by engineering team
Advanced Planning Tips:
Prioritize open protocol BAS platforms to prevent vendor lock-in.
Plan for incremental upgrades, not just total replacements—often a phased upgrade of controllers and front-end software is sufficient.
Integrate fault detection and diagnostics (FDD) to catch inefficiencies before they cost you.
