Preventive Maintenance: Scope of Work

Scope of Work

The first step to creating the perfect HVAC maintenance agreement for your facility is to define the scope of work.

We know the type of preventive maintenance provided at your location is dictated by your building's needs and your business goals. We build all our programs around the following basic service activities and then add to the requirements based on our initial inspection of your facility and conversations with you.

Travel labor is an obvious part of any program. It is pretty clear we need to be onsite in order for us to perform any meaningful tasks. In some cases, we may need to add living expenses, but that is rare.

Testing labor is required so we can determine the operating condition of the system. It changes during the course of time and with the seasons. During the testing phase our Service Professionals look for excessive vibration; motor winding resistance; refrigerant charge; fan RPM; refrigerant oil (acid); water condition; safety controls; control systems.

Inspection labor is a critical part of the Testing Labor and is performed at the same time as the tests. During the inspection we are looking for worn, failed our doubtful parts; mountings; drive couplings; oil level; rotation; soot; water, oil and refrigerant leaks.

Once the foundation of our preventive maintenance service program is complete we start the actual maintenance tasks.

Tasks are the real meat and potatoes of a solid preventive maintenance program. It is during the performance of tasks that the equipment operation is improved and the life of the system is extended. This is where we catch potential failures before they happen saving you downtime, headaches and increased energy consumption.

We will develop a specific list of tasks designed for your system. It can include:

  • Cleaning coil surfaces; fan impellers and blades; electrical contacts; burner orifice; passages and nozzles; pilot and igniter; cooling tower baffles, basin, sump and float; chiller, condenser and boiler tubes
  • Aligning belt drives; drive couplings; air fins
  • Calibrating safety controls; temperature and pressure controls
  • Tightening electrical connections; mounting bolts; pipe clamps; refrigerant piping fittings: damper sections
  • Adjusting belt tension; refrigerant charge; super heat; fan RPM; water chemical feed and rate; burner fuel/air ratios; gas pressure; set point of controls and limits; compressor cylinder unloaders; damper close-off; sump floats
  • Lubricating motors; fan and damper bearings; valve stems; damper linkages; fan vane linkages
  • Painting for corrosion control, is directed by our scheduling system and on an as-needed basis.

Preventive Maintenance Types

During the execution of a proper preventive maintenance plan the activities are divided into 4 distinct categories. The effectiveness and results of the program are dependent on the implementation of each category.

  • Planned Maintenance: The Maintenance Department selects functions to be performed at specified intervals.
  • Corrective Maintenance: Actions are taken to correct any condition of impending failure.
  • Predictive Maintenance: A function of corrective maintenance whereby equipment is tested to determine corrective action necessary.
  • Repair: Performed after an interruption in system operation that requires restoration or replacement of a part or component other than those done during the corrective maintenance function.

The combination of these 4 categories improves efficiency and extends the life of the equipment. Any single category that is not utilized greatly reduces the program's effectiveness. The program is designed to provide you with an on-going, comprehensive maintenance program.

Preventive Maintenance Program Design

Program Design

The CMC preventive maintenance software program tracks maintenance tasks as well as emergency service to each of your systems' components.

CMC software assists project supervisors in determining the frequency of each maintenance task, as well as projects and industry average of routine repairs, emergency repairs and all parts necessary to assure business efficiency. As the project progresses, CMC compares actual performance to your budget and recommendations are made by the Project supervisor to correct any deficiencies.

CMC preventive maintenance software also alerts technicians to special job requirements such as tools or test equipment that are necessary to perform a particular recurring job.


Your preventive maintenance program will be initiated, scheduled, administered, monitored and updated by CMC. The service activities will be directed and scheduled, on a regular basis, by our comprehensive equipment maintenance scheduling system. The frequency is based on manufacturers' recommendations, equipment location, application, type, run time, and CMC's own extensive experience.

A complete project file will be kept on your location that contains these types of information:

  • Property description
  • System description
  • Emergency customer contacts
  • Safety/security requirements
  • Recommended spare parts
  • Scope of work
  • Job/Position descriptions
  • Response procedures
  • Yearly/monthly task plans
  • Agreement terms/conditions

Your file is available on request, and will be reviewed with you on a scheduled basis. In the event you have an in-house staff and only require CMC's management skills, the file becomes an operations manual complete with standard operating procedures and these types of information:

  • Yearly budget
  • Manpower schedules
  • Performance/counseling reviews
  • Inventory of tools/test equipment
  • Training programs
  • Quality assurance inspection schedules
  • Monthly performance to budget reports

Quality Assurance

Quality Assurance

To assure the exceptional standards CMC expects from its team members are attained, a field supervisor inspects our projects and contract facilities on a regularly scheduled basis. A report of any deficiencies or recommendations is given to the service manager for their review.

These inspections include: sanitation, safety, completeness, customer' satisfaction and timeliness.

These inspections are performed because of our commitment to excellence. We are constantly working toward our goal of being number one in our industry, which ultimately benefits you.