Establishing a Condition-Based Maintenance Program for Buildings and Facilities

Richard N. Wurzbach, Maintenance Reliability Group, LLC

Donna Phillips, National Institutes of Health
Ken Gilliam, US Navy, Naval Sea Logistics Center
Jeff Evans, Blue-Cardinal, LLC

ABSTRACT
The National Institutes of Health (NIH) is the Federal focal point for medical research in the
United States. On the main campus in Bethesda, MD, some 20,000 doctors, researchers, and
scientists work in over 60 buildings to advance the state of medical knowledge and research.

The Building Maintenance Team (BMT) provides operation and maintenance support to the
Division of Property Management for the care of all campus buildings. This includes routine and
emergency maintenance on electrical, mechanical, and structural assets including utilities and a
vast distribution system for steam, chilled water, and compressed air from a main plant on
campus. Critical environments include Bio-hazard Level 3 and 4 facilities, animal facilities, and
patient care units. Over the last four years, the BMT has partnered with the Naval Sea Logistics
Center (NAVSEA) to provide program support, diagnostic technologies, and expertise to
transition from a reactive maintenance environment to a strategic Condition-Based Maintenance
(CBM) program.

Efforts to date include the utilization of predictive maintenance (PdM) technologies including
vibration analysis, infrared thermography, motor circuit analysis, ultrasonic leak detection, and
electrical testing. Training has also been a significant aspect of the program, providing level-of-
awareness classes for the diagnostic technologies and maintenance strategies, and targeted pro-
active maintenance workshops in the use of maintenance tools such as laser alignment and steam
trap leak detection.

Key equipment in the program includes pumps, exhaust fans, air handling units, electrical
distribution systems, and steam systems. The program has demonstrated improvements in
equipment reliability and the reduction of recurring failures. By identifying improper equipment
installation, design issues, and root-causes of failures, the BMT has been able to address
underlying equipment deficiencies, and allow the NIH to fulfill their mission for Public Health.

INTRODUCTION
The NAVSEA provides a wide variety of engineering and logistic services to the Department of
Defense (DoD) and other government entities. One of their primary missions is the orderly
relocation of major facilities as government organizations strive to reduce infrastructure. Another
is the overhaul, installation, and maintenance of technical training equipment. In this capacity,
NAVSEA personnel have recognized the opportunity to utilize PdM technologies to improve the
reliability of the technical training equipment, by verifying the operating condition of the
overhauled or new equipment. As they developed these technology capabilities over the last ten
years, they also saw the opportunity to apply them in existing facilities in support of the regular
maintenance activities.

Presently, NAVSEA personnel are overseeing CBM programs on several U.S. Naval Bases, as
well as the NIH in Bethesda, MD, and the Army War College in Carlisle, PA, in support of

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ongoing maintenance efforts. In developing these programs, the effort has been primarily
focused on utilizing PdM technologies of Vibration Analysis, Infrared Thermography, Airborne
Ultrasound, and Motor Circuit Evaluation, and developing optimized maintenance programs.
NAVSEA has identified numerous opportunities for improvement in reliability and maintenance
expenditures in these installations, by pinpointing the root-causes of discovered problems and
directing proactive changes to improve equipment performance and reduce recurring
maintenance issues.

While CBM diagnostics were the starting point for these programs, it has become clear that
corrective and proactive maintenance practices for facility equipment have a significant impact
on customer satisfaction (as tracked by trouble calls) and in overall maintenance costs and
manpower requirements. Tracking root-causes of failures and excessive maintenance has
identified key trouble areas. Through proactive equipment improvement and targeted training
programs for the maintenance staff, measurable improvement is being made in the condition and
performance of facility machinery and in the capabilities and confidence of the maintenance
staff.

The approach that has evolved over the past four years in the program at the NIH is a
comprehensive CBM program. This includes a combination of diagnostic technologies in
scheduled routes, response to equipment problems with diagnostic evaluations and root-cause
analysis, operational data collection with hand-held barcode scanners and building automation
systems (BAS), targeted training to increase the advanced maintenance skills of the staff, and
proactive maintenance through design changes in low-reliability machinery and parts.

DIAGNOSTIC TECHNOLOGIES
The core technologies in use at NIH are vibration analysis, infrared thermography, oil analysis,
and ultrasonic monitoring. Routine routes are established for critical equipment and supporting
technologies are used to troubleshoot problems and provide more detailed analysis of identified
issues. Playing an important role in troubleshooting are Power Quality data loggers, motor circuit
evaluation (MCE) and online motor power signature analysis (E MAX), grease analysis, and
component failure analysis. Together these technologies allow accurate assessment of equipment
condition and enable the identification of the root-causes of problems. Once recurring failure
modes are identified and root-cause corrective actions implemented, a reduction in required
maintenance is experienced and equipment reliability and customer satisfaction are improved.

The Data Collection process is only one part of the evaluation cycle. Data must be translated into
Information, which requires knowledge of the system under test, and a course of action
effectively communicated to stakeholders. It is important that such information is then translated
into Action, which is integrated into the work management process. Once the Action is taken,
feedback is obtained through post-maintenance testing, proactive design and equipment changes,
and re-baselining of equipment diagnostic data trends, to ensure problems have been adequately
resolved so that future re-occurrence is minimized.

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The CBM program is designed to support the operation, maintenance, installation, alteration,
repair, and re-engineering of facility equipment. This includes support systems for heating,
ventilating, and air conditioning (HVAC), electrical distribution, chilled water, compressed air,
and building automation systems (BAS). The CBM program utilizes a mix of advanced
maintenance strategies and technologies to ensure the safe and reliable operation and
maintenance of the facilities equipment. The following components make up the requirements
for operating and maintaining equipment:

Program Management
Preventive Maintenance
Predictive Maintenance/Condition Monitoring
Corrective Maintenance (Repairs & Trouble Calls)
Capital Improvement
Facility Commissioning/Assessments

All activities performed in support of the CBM program are documented, tracked, and managed
in various Data Management Systems. These systems are maintained by the site facilities
maintenance personnel and/or the NAVSEA team performing maintenance, repairs, and
operations.

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To support such efforts, many organizations have redefined their concept of asset management.
One of the foundations of this new Asset Management strategy is the incorporation of certain
Reliability Centered Maintenance (RCM) principles to identify critical systems and components,
and the establishment of Preventive (PM), Predictive (PdM), and Proactive (PAM) tasks. It has
been sufficiently demonstrated in many industries and institutions that a commitment to an
integrated program as described here can be implemented cost-effectively, with the result being
fewer functional equipment failures and maximized reliability of system functions. The results
already experienced in applying these principles to a critical research facility like NIH show this
to be true in the facility maintenance environment as well.

The following sections give an overview of the technologies in the CBM program at NIH, how
they are established, and where responsibilities lie within the CBM team.

Periodic Vibration Analysis

Vibration monitoring is typically performed on critical rotating equipment on 1-3 month
intervals. Once baselines have been established and initial problems have been addressed, the
frequency of monitoring is optimized on a machine-specific basis. NIH provides technical
support and some data collection resources for this technology. NAVSEA provides baseline data
collection, troubleshooting support, data analysis, recommendations, and post-maintenance
acceptance testing.

The NIH Building Engineers are responsible for coordinating data collection, supporting
troubleshooting, initiating action, coordinating post maintenance follow-up testing, and case
history documentation and closure. Once baselines are established through detailed spectrum
analysis, the Building Engineer or his designee typically takes periodic overall vibration level

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readings with a vibration pen, ultrasonic detector, or similar device to monitor vibration trends
over time. This overall vibration monitoring activity is supplemented by less frequent spectrum
analysis on critical machines to ensure certain types of machinery faults do not go undetected.
As part of this program, coordination of vibration monitoring and lube oil analysis data is
important. The technologies are complementary and improve the ability to diagnose problems
and determine root causes.

Infrared Thermography
Routine infrared inspections (IR) are typically performed on 6-month intervals. Once baselines
have been established and initial problems have been addressed, the frequency of monitoring is
optimized based on the type of equipment being monitored and its criticality to the overall NIH
mission. IR is used on rotating equipment, electrical equipment, and steam system components.
NIH provides technical resources to support inspections. This includes individuals to open
electrical enclosures and obtain electrical load data where needed.

NAVSEA has provided initial IR certification for NIH personnel and continues to provide
analysis support when needed. The IR certification program has been established in accordance
with the American Society of Non-destructive Testing (ASNT) Recommended Practice SNT-TC-
1A. Thus far, one NIH staff electrician has completed 40 hours of classroom training, 210 hours
of field training accompanied by a Level I or higher infrared thermographer, and passed an exam
developed for NIH by an ASNT Certified PdM Level III. This in-house certification is governed
by a NIH approved written practice and all certification records are maintained by NIH
supervision.

The NIH Building Engineers are responsible for coordinating inspections, initiating action, and
coordinating post maintenance follow-up testing; NAVSEA personnel or the NIH Level I
certified Thermographer is responsible for case history documentation, PMT inspections, and
case closure.

Motor Circuit Analysis

Online electrical testing on critical facility motors is performed at varying frequencies from 12 to
36 months, depending on equipment size and application. On other motors, it is used on an as-
needed basis and particularly to troubleshoot issues identified from vibration analysis, IR, or
ultrasound. NIH provides technical support resources to support testing. This includes
individuals to open electrical enclosures and obtain electrical load data where needed. NAVSEA
provides trained MCE/EMAX technicians to perform testing and document results. The Building
Engineers are responsible for coordinating testing, initiating action, and coordinating post
maintenance follow-up testing; NAVSEA is responsible for case history documentation, PMT
tests, and case closure.

Lube Oil Analysis

Lube oil analysis is used to quantify and track bearing and lubricant condition in driving and
driven equipment. Periodic oil sampling and analysis on critical rotating equipment is typically
performed on 3-6 month intervals. Once baselines have been established and initial problems
have been addressed, the frequency of monitoring is optimized. We also sample and analyze
large oil-filled transformers to determine oil quality and dissolved gases that are present.
Transformer oil samples are taken on 6 month intervals. NIH personnel carefully extract and

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visually inspect all oil samples. The samples are properly packaged and mailed or hand-delivered
for analysis by a laboratory associated with the NAVSEA Team.

The resulting oil analysis data is provided to NAVSEA for initial review. The Building Engineers
are responsible for coordinating sampling, initiating action, coordinating post-maintenance
testing, and documenting case histories; NAVSEA provides assistance if needed. As part of this
program, lube oil analysis results are used to determine proper oil change intervals. The method
of sampling oil from bearing reservoirs is critical to the success of this technology; consideration
is given to utilizing sample ports and proper sampling procedures, in order to provide repeatable
data. NAVSEA provides assistance in determining the proper methods for sampling equipment
and/or the use of sample fittings to improve the process.

Ultrasonic and Acoustic Leak Detection

Ultrasonic and acoustic leak detection surveys are performed on compressed air and gas systems,
critical steam traps, and other applicable process equipment to identify leaks. Ultrasonic and
acoustic leak detection surveys are performed on 12 month intervals, or as-needed to identify
leakage sources observed through downward trending header pressures or high compressor
runtimes. Building Engineers establish a survey route and perform routine surveys with
assistance from NAVSEA as needed.

Ultrasound is also used to complement IR inspections of electrical equipment and vibration

analysis of mechanical equipment. The Building Engineers are responsible for coordinating
inspections, assigning problem severity, initiating action, coordinating post-maintenance follow-
up testing, and documenting case histories and work closure information. Coordination of
ultrasound leak detection data with Infrared Thermography data is important especially for steam
trap and valve leakage inspections.

Ultrasonic leak detection of air systems is especially important in facilities. Much of the
automated operation of equipment, dampers, etc., is achieved through pneumatic systems.
Excessive leakage in the supplied air headers or distribution tubing can result in lower than
required air pressure and may cause these systems to operate improperly. Also, the excessive
leakage causes high cycling rates of building air compressors, increasing wear, reducing life
cycles, and increasing energy costs to run the compressors.

NAVSEA is now experimenting with the use of Ultrasonic testing during lubrication operations
that take place during PM inspections. So far, results have been favorable in finding dry
bearings, worn bearings, and in prevention of over-filling the bearing creating additional
problems in loss of seals/shields and introduction of contaminants into the bearings.

Siemens Building Automation System (BAS)

The Building Engineers perform a regular review of process data and alarms from the BAS
system. There is a large amount of data that can be utilized to proactively manage equipment
conditions and prevent equipment failures. The team works to develop methods for capturing this
data for use in equipment performance analysis, trending, and optimizing certain PM activities.
For example, differential pressure readings can be used to determine when to change filters; run-
hour readings can be used to determine lubrication intervals; air flow readings can be used to
determine when control problems and/or damper problems may exist; compressor cycle times
can be used to indicate compressor performance and capacity degradation.

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Process data from this system is also integrated and correlated with data collected from PdM
activities to improve the condition assessment of systems and equipment. Opportunity exists to
leverage PdM data to improve the capabilities of the BAS, and vice-versa. PdM data is used,
where applicable, to help establish alarm types and levels for BAS monitoring points. Likewise,
BAS system data and trends are reviewed to optimize PdM activities. This is accomplished by
scheduled meetings that include the Facility Containment Specialists, Siemens Automation
support personnel, and NAVSEA.

Preventive Maintenance Inspections

Because the CBM approach strives to optimize traditional PM activities, there are only a few
recommended PM tasks that are defined in the CBM matrix. The actual scope of this work is
determined using condition data that exists from other CBM elements. Certain tasks like routine
regreasing, instrument calibrations, functional testing, and/or system adjustments are still
required. However, activities that can be deferred or eliminated based on the periodic diagnostic
monitoring tasks are removed from the time-based PM scope.

BIO-SAFETY LEVEL 3 AND 4 LABORATORIES

The NIH has established an initiative to obtain and maintain Bio-Safety Level 3 and Bio-Safety
Level 4 (BSL 3/4) status for certain campus facilities to support research activities and U.S.
Government strategic initiatives. Key in the process to establish this designation is the
development of a plan to ensure the reliable operation of critical assets that support building
operation and use. In order to operate more efficiently, optimize maintenance activities, and
improve asset reliability, a CBM program has been developed for all NIH Bethesda campus BSL
3/4 facilities. These labs, and the equipment that serve them, are the highest priority equipment
on the campus. The need to establish compliance with regulatory requirements for BSL 3/4
facilities directly led to the establishment of a comprehensive CBM program at NIH.

One of the foundations of this advanced strategy is the incorporation of Reliability Centered
Maintenance (RCM) principles to identify critical systems and components, and the proper mix
of Preventive (PM), Predictive (PdM), and Proactive (PAM) tasks required to maximize
equipment reliability. The use of technology (i.e., online monitoring systems, advanced
diagnostics, and automation tools) plays a significant role in this CBM approach to optimize
asset performance. By understanding the current condition of equipment through the application
of condition monitoring technologies, more effective decisions can be made regarding equipment
operation and required maintenance tasks. When adopted in an environment of continuous
improvement, this program approach results in significant benefits including:

Increased Equipment Reliability

Reduced Failures
Reduced Facility Operating Costs
Reduced Manpower Requirements to Maintain Equipment
Optimization of Maintenance Tasks
Improved Customer Satisfaction
Improved Process for Work Identification

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SUCCESSES IN FACILITY CBM
Success has been realized in the NIH CBM program through reduction of trouble calls,
elimination of long-standing recurring maintenance failures, and specific instances of
troubleshooting with diagnostics to eliminate emergent equipment problems. More recently,
government initiatives have been reinforced to stress the need to improve energy efficiency in
government operations. To support this area of focus, cost-benefit analyses are regularly
performed on equipment exceptions to document avoided costs from a maintenance perspective
and energy savings from an operational perspective.

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Case Example: Addressing Coupling failures and Noise

Building Engineer requested NAVSEA assistance

to evaluate an unusual noise coming from the city water pump number #1 in building 38A.
Vibration analysis indicated a condition of looseness and the Ultraprobe 9000 pinpointed the
problem at the coupling. Above at left, you can see the actual waveform taken from this water
pump on March 8, 2005. This shows a severe vibration that needed to be addressed immediately.
The waveform showed a peak vibration of nearly 1.0 inch per second. The center spectrum, from
the radial direction, also indicates an impact, or heavy hit, once per revolution of the shaft. The
NIH Building technicians disassembled the coupling. Contact between the motor half key and
the face of the pump coupling hub, along with a significant misalignment of the shaft were found
to be contributing factors to the vibration. The coupling was reassembled after relocating the
shaft keys, a recommendation was made to realign the pump, and documented into the TEAMM
online system.

On March 15, 2005, NIH building technicians and NAVSEA Team members realigned the pump.
With the motor alignment being out as much as 95 thousandths, shims were installed to bring the
alignment down to just 4 thousandths. Vibration measurements were taken after the alignment
and the resulting waveform is shown above, at right. The scale on this spectrum is the same as
the spectrum at the left. Ultimately, it would be desirable to align this unit even closer, but
certainly the life has been significantly extended as a result of these actions. Without these
corrections, this pump would have soon suffered a catastrophic failure.

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Case Example: Resolving Frequent Belt Failures
The Building Engineer in 29A was getting tired of changing belts in a two-belt driven fan which
was experiencing frequent failures. The first belt you couldnt keep on and the second belt
would break within a week or two, the engineer said. He had taken to writing the dates of belt
replacement on the fan door and they testified to the frequent failures.

The Building Engineer reviewed the equipment with the NAVSEA Team to determine what
could be done. Together, they initially noticed a couple of problems, including a loose mounting
bolt in the base. The sheaves were also worn so new ones were ordered.

When the new parts arrived, the

sheaves were replaced and the belts
installed. Applying knowledge from a
recent NAVSEA training class on
belt-driven equipment maintenance,
it was determined that the belt size
did not match the sheave size. While
new B-size belts needed to be
ordered to match the B-pitch of the
sheaves, the unit needed to be
returned to service in the meantime.
The team worked together to align
and tension the belts. Using a metal
straightedge and a belt tension gauge,
the all-thread jacking bolts were
adjusted to achieve proper tension
and alignment. During the repair, the team noticed that the alignment was being lost as the last
few jacking turns were made, frustrating the effort. Closer inspection revealed that the back-plate
for the jacking bolts was bent (see red arrow in image above), and allowed the motor to kick out
when tension was applied. This was likely causing the significant misalignment and short belt
life.

The jacking bolt arrangement was replaced by a solid mounting plate with integral jacking bolts.
This strengthened the support for the motor and allowed the unit to be properly aligned. Weve
set some kind of record, commented the Building Engineer on the performance of both belts on
the unit achieving 1 year of uninterrupted runtime to date. There is still more to be done. The
goal is to reduce vibration levels so that the belts can run without failure for 3 or more years
when properly installed. When this is achieved, the workload of maintaining this critical fan will
drop significantly, allowing the Building 29 team to focus their efforts on resolving other issues
that will help improve equipment reliability and customer satisfaction.

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Case Example: Improving Energy Savings in Steam Systems
A significant amount of steam is generated by the campus central utility plant and utilized in the
buildings for sterilization, equipment operation, and general area heating. Without proper
maintenance and attention, such systems will gradually develop component failures that result in
excess steam being ejected through the building vents, wasting significant amounts of energy.

In this case example, Building Engineers were trying to determine the source of excessive
condensate in Building 37 that was accumulating in the condensate tank and bubbling out
through the roof vent. The engineers teamed up with NAVSEA personnel to perform an infrared
and ultrasound inspection of the system. Initially, the infrared camera showed that one of the
steam traps was cold. The Building Engineers investigated and found a valve had been
inadvertently left closed. After restoring the valve to the proper position, it appeared as though
the steam trap failed to hold steam behind the trap. (See green arrow in the image above). Each
trap that appeared to have steam temperatures on both sides was checked with ultrasound for the
hissing of steam leaking by. When properly operating, these bucket traps should intermittently
dump condensate and then hold for a period of time. The suspected traps gave the sound of
steadily leaking steam. In total, 3 traps were identified in the system as potentially faulty, and the
team replaced the traps to restore proper operation. It was calculated that each faulty trap was
wasting about $3,000 per year in lost energy.

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Case Example: Using EMAX Motor Testing to Improve Findings

In my paper, last year, I presented a study done on Exhaust

Fan 6 and Exhaust Fan 7 in Building 50 at NIH. In that paper
it was shown that both motors had significant problems and
both had broken rotor bars. After the tests were completed
and the findings presented, the Building Engineer made the
decision to run these motors to failure. In October of 2005,
the motor on EF-7 catastrophically failed. It was replaced
with an upgraded motor (WEG) and is running much more
quietly and efficiently. The EF-6 also failed at the beginning
of March and has also been replaced with a WEG Motor.
Following are some pictures of the EF-7 motor taken during
inspection.

Both EF-6 and EF-7 motors were filled with debris from the belts and from bad grease due to
mixing of grease types. The stator on EF-7 overheated and opened. The stator in EF-6 shorted to
ground on the A phase of the motor. Both motors were in similar condition upon visual
inspection. Additionally, both of these motors had cast aluminum rotors that appear to have air-
gaps in the rotors along with broken rotor bars. The rotors are being sent back to Baldor for
further investigation into cause of failure.

CONCLUSION
Diagnostic technologies and advanced maintenance strategies have been well established in
applications such as power generation, manufacturing, and other heavy industries. The joint
efforts of NAVSEA and NIH in this CBM program have demonstrated that there are also
significant benefits to be gained by applying these technologies and strategies to facilities as
well. The comprehensive CBM program at the NIH is a strong example of such success and the
program continues to grow to transition facility maintenance from a reactionary environment, to
a planned and proactive program to optimize available resources and reduce the consumption of
energy in these operations.

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