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Fire is a growing risk nationally, making building fire safety a top priority for facilities managers.

Over the past decade, nonresidential fires have increased by 19%, with fire-related deaths up 70%. According to the U.S. Fire Administration, there were an estimated 110,000 nonresidential fires nationwide in 2023 alone, resulting in 130 deaths, 1,200 injuries, and losses of more than $3 billion.

Numbers like these are a big reason why fire safety is top of mind for many facilities managers. Fortunately, new technologies are making it easier to enhance any facility’s building fire safety.

Prevention and Suppression Systems for Building Fire Safety

For maximum building fire safety, structures should include both active detection and alarm systems—which can automatically trigger countermeasures like sprinklers—and passive systems that are part of the building’s structure.

In today’s modern commercial facility, the same smart technology that optimizes a building’s energy use and access security can help improve building fire safety.

Detection and Alarm Systems

Commercial fire alarm systems include detection devices for smoke, heat, and flames, a control panel, and notification devices such as sirens and strobes. There are two primary types of commercial fire alarm systems: conventional and addressable.

Conventional systems have long been the industry standard. They use wired analog signals to link initiating devices (like smoke detectors) to the control panel and allow responders to determine the general location of the fire. These systems are reliable and affordable, but there is a tendency for false alarms.

Addressable systems are digital. Each device in this system has its own unique address, which enables building personnel to pinpoint a fire’s location within a building. In addition, because addressable systems use a single cabling loop, it’s easy to integrate new devices into the system, which makes addressable systems much more scalable and customizable than conventional ones. This is a big reason why, despite their higher cost, managers of large buildings prefer them over conventional fire detection and alarm systems.

Wireless systems use radio frequency or other wireless communication methods, rather than physical wiring, to transmit signals between initiating devices and the control panel. This type of system can be either addressable or conventional, and is typically easier to install than a conventional system. Because wireless technology eliminates the need for extensive wiring, this type of system is ideal for historic buildings and other structures where it’s difficult to run new wiring.

Initiating Devices

Whether a fire detection system is conventional or addressable, it relies on sensitive detection technology to initiate a response. These initiating devices include:

  • Smoke detectors that detect smoke particles in the air
  • Heat detectors that respond to changes in temperature
  • Flame detectors that use infrared or ultraviolet sensors to detect flames
  • Gas detectors that pick up on harmful gases which could indicate a fire or other health hazard
  • Duct detectors that are designed to detect smoke or heat within HVAC systems

The oldest initiating device is the manual pull system, which is still an essential part of any fire safety system.

Passive Systems Improve Building Fire Safety

In addition to using technology to detect a fire and alert first responders, today’s facilities are also built to mitigate the impact of a fire when it does occur, using passive systems that can contain and slow down the spread of fire and smoke within a building. The following passive safety measures are required by modern building codes, but if the buildings you manage were built before these codes went into effect, you may want to retrofit to include these improvements:

  • Dampers to prevent the fire and smoke from spreading through ducts and wall openings
  • Fire Doors that can withstand high temperatures and contain a fire’s spread
  • Fire-Resistant Glass Partitions that can withstand high temperatures for an extended period
  • Smoke and Fire Curtains made of flexible fire-resistant fabric that automatically deploy when a fire is detected, sealing off elevators, stairwells, and other openings

Fire Suppression Systems that Support Building Fire Safety

Once a fire has been detected, the next step is to put it out. Fortunately, there are several types of commercial fire suppression systems, each with its own distinct benefits.

The wet pipe sprinkler system is the workhorse of fire suppression systems. The system relies on a network of pipes that are filled with pressurized water, ready for immediate discharge. Each sprinkler head contains a heat-sensitive element—either a glass bulb filled with liquid or a fusible link. When a fire starts, the heat causes the temperature around the sprinkler head to rise. Once the temperature exceeds the rated threshold (around 155°F/68°C), the glass bulb bursts or the fusible link melts, opening the sprinkler head.

A triangular graphic showing the three elements required for a fire to burn—heat, fuel, and oxygen
To prevent or extinguish a fire, you need to remove one or more of the elements of the fire triangle.

Because the system’s pipes are already full, water is released immediately through the activated sprinkler head and directed onto the fire. Only the sprinkler heads exposed to sufficient heat will activate, ensuring that water is delivered directly to the fire’s location rather than the entire building. The water is sprayed in a specific pattern, controlled by the sprinkler head’s deflector, to cool the flames, reduce heat, and limit the spread of fire. The wet pipe sprinkler system is extremely reliable, and the National Fire Protection Association (NFPA) recommends it as the go-to system for most buildings.

But in areas where temperatures drop below freezing, dry pipe systems are preferred. Dry pipe systems operate much like wet pipe systems, except that instead of being filled with pressurized water, the system’s pipes are filled with pressurized air or nitrogen. Once a sprinkler head is triggered, the pressurized gas escapes and a valve opens, allowing water from insulated pipes to flow.

Pre-action sprinkler systems add an extra layer of activation to dry pipe systems. Instead of relying only on heat to trigger the sprinkler head, a secondary initiating device, like a smoke detector, must confirm that there is a fire before the suppression system can deploy. This precautionary approach prevents accidental water discharge, making pre-action sprinkler systems ideal for environments where water damage would be especially costly or disruptive, such as data centers, museums, libraries, archival vaults, and freezer warehouses.

While water is the most common fire suppressant used in fire safety systems, it’s not ideal for certain types of structures. Water is highly destructive to electronics, paper documents, and sensitive artifacts, which is why some museums and factories rely on chemical non-liquid systems that use inert gases like argon, nitrogen, and carbon dioxide to snuff out flames through oxygen starvation, minimizing collateral damage. These gases also leave no residue and so make post-fire cleanup easier.

Similarly, areas with flammable liquids or chemicals may need to look at foam water systems, where water is mixed with foam concentrate to smother the fire.

Portable Fire Suppression

In addition to building-wide, automated fire suppression systems, hand-held fire extinguishers provide another layer of defense against fire. Regulations in most states require that fire extinguishers be mounted within 75 feet of any area within a building. This proximity can allow building occupants to begin fighting a fire even before the automated systems kick in.

There are four different types of fire extinguishers:

  • Class A extinguishers use water-based agents for standard combustible materials like paper and wood.
  • Class B models use chemical agents to smother commercial grease, motor oil, and gasoline fires.
  • Class C varieties use non-conductive agents to fight electrical fires.
  • Class K extinguishers use wet chemical agents to extinguish the cooking oil and grease fires that can occur in restaurants and other commercial kitchens.

Extinguishers should be inspected monthly and replaced every five to 15 years.

Smart Technology Enhances Building Fire Safety

As with most aspects of operating a modern commercial facility, fire prevention and suppression is benefiting from new technologies. The same smart building technology that optimizes a building’s energy use can help improve building fire safety.

Smart fire alarms can be integrated with HVAC and access-control systems to provide a unified emergency response. Smart systems deliver real-time notifications, including the nature and location of the emergency, to smartphones. These systems can automatically initiate defensive actions, like shutting down elevators and unlocking doors for evacuation. Smart systems can also improve proactive maintenance by analyzing data from sensors to predict when problems are likely to occur.

The spread of the internet of things (IoT) is one of the developments that has brought fire safety into a new era. For example, smart smoke detectors can differentiate between harmless smoke and a real fire, reducing false alarms. And if there is a fire, these devices can catch it sooner. Using thermal imaging cameras, these systems can quickly identify unusual temperature increases, even in low-visibility conditions—enabling fire alarms to sound earlier and suppression systems to deploy sooner.

Smart signage and wayfinding systems are two more developments that are making buildings safer. In the event of a fire, these systems provide occupants with clear and swift evacuation routes, and can even modify routes as conditions change, making evacuations safer. 

And fire safety technology continues to evolve. Experts see several new developments on the horizon—using AI for predictive maintenance and risk analysis, employing virtual reality in emergency scenario responses, and adding 5G connectivity for faster speeds and more efficient communication.

Maintenance and Continuous Improvement

Installing the most up-to-date fire safety equipment is only effective if the equipment is properly maintained and your response teams are fully prepared. This is why proper recordkeeping and regular inspections are so critical to building fire safety.

Routine Inspections and Training to Enhance Building Fire Safety

A well-defined inspection and maintenance schedule that follows national and local standards is critical for ensuring the safety of your facilities. Trained personnel should conduct regular visual inspections to check for obvious signs of wear and tear, note any obstructions to fire protection system components, and check for changes to furniture layouts or other structural matters that could affect system performance.

The wet pipe sprinkler system is the most common fire suppression system found in commercial buildings.

Facilities staff should also regularly test alarm systems and emergency lights, ensure emergency exits and pathways remain unobstructed, and conduct spot checks on high-risk equipment.

Smoke detectors should be tested monthly. Heat detectors should be inspected every six months or so for signs of dust or debris that might affect performance. And both these types of initiating devices need to be replaced after 10 years, as their reliability diminishes over time.

Manual pull stations should be cleaned and tested annually by a professional technician. In addition, fire extinguishers should be checked for any signs of tampering and to ensure optimal pressure. Any problems discovered should be addressed immediately to maintain compliance and safety.

Recordkeeping and Documentation

Fire safety recordkeeping isn’t just essential for maintaining your fire detection and suppression systems, it’s required by law. Regardless of size, every business must maintain an organized, up-to-date log of all fire protection systems, inspections, and maintenance. Doing so is essential for proving compliance with fire safety regulations and preparing your facility for inspections. 

The types of records that should be maintained include:

  • Fire Drill Logs that record the timing and results of scheduled fire drills, ensuring that employees know how to evacuate the building safely in the event of a fire
  • Equipment Maintenance Logs that track the servicing, repairs, and inspections of fire protection systems
  • Inspection Reports that must be kept up to date and stored in an accessible format, whether inspections are conducted by internal teams or third-party fire safety companies

Here again, smart technologies can help. A Computerized Maintenance Management System (CMMS), for example, makes it simple to maintain fire drill logs and fire safety equipment maintenance records by automating, centralizing, and streamlining critical safety tasks. A CMMS system is also ideal for automating scheduling and issuing reminders. The system can both assign tasks and track their completion, providing managers with real-time alerts and updates.

A New Era in Building Fire Safety

In 2023, fires in commercial facilities led to almost $3.2 billion in commercial property and other losses. As this figure makes clear, building fire safety is a crucial element of any business’ asset management strategy. Fortunately, new technology is making fire risk mitigation easier than ever. Today’s smart building technologies help facilities managers respond faster, meet compliance requirements more easily, and optimize operational efficiency—using a proactive, layered approach to fire safety that protects people, property, and operations.

Your Partner for Optimal Efficiency and Safety

Looking to bring greater automation to your facilities maintenance? PRIDE Industries can help. With more than 35 years of facilities management experience, and expertise in the latest safety and maintenance technologies, we can help you minimize energy consumption, reduce fire risk, and optimize the value of all your facility’s assets.
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Legacy Resort Partners with PRIDE Industries for Reliable Housekeepers

Legacy Resort Hotel and Spa in San Diego, California, opened its doors in 2020 and has since hosted hundreds of thousands of guests from across the U.S. and the world. With a footprint that includes a 126-room hotel, conference facilities, and multiple event spaces spread across more than 17 acres, Legacy is one of the largest hospitality venues in the region offering guests a full luxury experience. To maintain this high level of service and ensure that every guest has a memorable stay, the resort relies on a dedicated team of employees, including housekeepers, who keep Legacy’s reputation sparkling.

The Challenge: Staffing Housekeepers

From the start, Legacy Resort Hotel and Spa has been committed to delivering outstanding services to its guests, which is why hiring the most qualified, reliable, and dedicated staff, including housekeepers, has always been a priority. However, like many businesses in the hospitality industry, Legacy Resort has felt the impact of staffing shortages.

According to the American Hotel and Lodging Association, 76% of hotels are experiencing staffing shortages, with 13% describing themselves as severely understaffed. Additionally, the survey revealed that 50% of hotels identified housekeepers as their top hiring need.

With the pressure of a labor shortage and high standards for staffing, the hotel faced the challenge of finding qualified candidates.

The Solution: Partnering to Provide Housekeepers

For Legacy, being understaffed and relying on underqualified employees was simply not an option. Committed to finding the right team members, they turned to PRIDE Industries.

PRIDE Industries, a social enterprise dedicated to creating employment opportunities for people with disabilities, provided just what Legacy needed. Through this partnership, Legacy was able to hire skilled housekeepers and custodial staff, filling critical positions in their operations. This collaboration allowed the resort to maintain its cleanliness standards while providing meaningful employment opportunities for people with disabilities.

The Results: A Reliable, Dedicated Staff

Today, housekeeping teams provided by PRIDE Industries not only keep Legacy spotless, but they also bring a positive attitude to work every day. A standout example of this is Ben Godown, who was hired in a custodial role through PRIDE Industries. Ben has become an integral part of the Legacy Resort team, and his impact can be seen and felt by everyone on staff.

“Ben, in a lot of ways is the shining star that sets the example for everyone in the hotel. He’s one of the most conscientious employees and he has a very strong work ethic. We always know that he has a keen attention to detail and will do a fantastic job,” said General Manager Brad Naucler.

Housekeeping Manager Irma Ruiz agrees.

“It is a pleasure to have Ben on our housekeeping team,” she said. “He understands what we do and goes the extra mile every time he is assigned a task.”

Housekeepers: Legacy Resort Hotel and Spa logo

“Ben, in a lot of ways is the shining star that sets the example for everyone in the hotel. He’s one of the most conscientious employees and he has a very strong work ethic. We always know that he has a keen attention to detail and will do a fantastic job.”

— Brad Naucler, General Manager

Water conservation is a win-win for most commercial facilities. With a strong commercial water management program, facilities managers are able to satisfy tenants and community leaders looking for sustainability—while saving significant amounts of money.

The latter is especially true today. Water utilities are experiencing cost increases due to higher energy expenditures, catchups on deferred maintenance, increased wages, and in some cases, the need to import water from distant sources. These increased expenditures are being passed along to utility customers, and can hit corporate users especially hard, as commercial facilities are one of the largest consumers of water—according to the EPA, commercial buildings consume approximately 17 percent of the public water supply each year.

Fortunately, a robust water conservation plan can reduce water consumption by as much as 45 percent, leading to significant savings.

Understanding Your Facility’s Water Usage

High-impact facility upgrades include replacing outdated plumbing fixtures, optimizing cooling towers, installing submeters, and—where possible—reducing outdoor water use with desert-friendly flora.

Water use varies greatly by type of facility. In most office complexes, restrooms use the bulk of the facility’s water. Hospitals, restaurants, and other facilities have additional water needs. But no matter what type of facility you manage, developing a water conservation plan will follow similar steps.

Determine Your Annual Water Use and Costs

In order to develop a commercial water management plan, you need to know how much water your facility uses in a year. Getting this information can be as simple as adding up the amounts reported in your water bills. If you already employ submetering, you should be able to assess fairly accurately which areas and functions within your facility—landscaping, air conditioning, restrooms, etc.—are hogging the most water.

If you don’t have submeters, you may have to estimate your usage. Fortunately, there are tools that can help with this, such as portable ultrasonic water meters that clamp onto pipes to measure water flow at various points along the pipe.

Conduct a Water Audit

Once you understand where and how water is consumed in your facility, you can identify opportunities for more efficient water use. In other words, you need to conduct a water audit.

Begin your water audit by walking through your facility and identifying every point where water is used. Document each device that uses water—such as toilets, faucets, and irrigation systems—along with their locations and their flow rate. And be sure to include mechanical equipment such as boilers and cooling towers, which use a significant amount of water.

The audit is also a good time to check plumbing and related fixtures to make sure they’re in working order. Fixing drips and leaks is the low-hanging fruit of the water conservation tree.

Other easy conservation steps include:

  • Checking water submeters installed on major water-using equipment and systems.
  • Testing water pressure on each floor of a building to ensure it is within optimal range for fixture and equipment performance.
  • Checking and adjusting automatic sensors and metering the faucets to ensure accurate timing and delivery of water per cycle.
  • Testing and calibrating automatic- and sensor-flushing devices to prevent double/phantom flushes.
  • Ensuring irrigation schedules are appropriate for your region’s climate and soil conditions.

Analyze Trends

Once you’ve audited your systems, the next step is to spot patterns and opportunities for improvement.  There are many different tools available to help with water use analyses, including water management software, smart water meters, and water management sensors that can detect leaks and other anomalies. The EPA’s WaterSense Water Use and Savings Evaluation (WaterUSE) Tool is a good free resource that details how to conduct a water audit and analyze the results.

Develop a Commercial Water Management Plan

Now that you know how much water you’re using and where it’s being used, you can develop your commercial water management plan. The EPA recommends that you begin by bringing building owners, facility management staff, senior management, and any other key decisionmakers together to develop a list of goals and policy initiatives. In addition, including employees from different parts of the organization in the goal-setting process will promote a sense of ownership across the company. Once water conservation goals have been developed, they should be communicated to the entire organization. Having senior management or the building owners communicate these goals will send a message to employees (or tenants) that water conservation is a priority.

An old-fashioned faucet, with a slow drip, in an office building bathroom
Even a slow drip can waste up to 3,000 gallons a year.

Examples of commercial water management goals may include:

  • Reducing water use by a certain percentage per year for a period of years to reach a target reduction goal, using the facility’s current water consumption as the baseline.
  • Completing projects identified through the planning process within a set timeframe.
  • Upgrading targeted areas such as mechanical systems, restrooms, or commercial kitchens.
  • Establishing a leak-detection program to identify and correct any unaccounted water use that could be due to leaks.

Once water conservation goals have been set, it’s time to create an action plan for achieving these goals. Which actions or projects will lead to the desired reduction in water use? What are the associated costs for these changes, and what are the potential savings? Will improvements be funded through operating expenses or capital funding mechanisms?

Some upgrades involve significant up-front costs. Fortunately, rebates and incentive programs from local water utilities or state governments can help reduce those costs.  For example, the East Bay Municipal Utilities District offers a variety of incentives to support commercial customers, including free water-saving devices and customizable rebates up to $15,000 for landscape and equipment upgrades. Similarly, the Metropolitan Water District in Southern California offers business customers rebates for several types of upgrades, including water-saving toilets and urinals, more efficient cooling tower pH controllers, and even landscaping equipment. Many localities offer incentives for more efficient water use, so be sure to explore the rebate programs available from your local water utility or state agency.

Prevent Water Waste

One of the least expensive ways to conserve water is to prevent it from being wasted in the first place. And two of the most important ways to do this are to monitor your plumbing system for leaks, and to educate the people working in your facility about water-saving steps they can take every day.

Leak Detection and Repair

Leaks are a common cause of water waste. A dripping faucet may seem minor, but just one faucet leaking at a rate of one drip per second will waste 3,000 gallons of water a year. Regular maintenance checks will ensure that these “minor” leaks are caught quickly, and fortunately, most leaks can be repaired simply and inexpensively.

Submetering devices allow you to pinpoint opportunities for water savings.

When searching for leaks, it’s important to check behind walls and other hard-to-reach places. There are several types of handheld devices that use non-invasive thermal imaging to detect leaks, while drones can be used to inspect upper floors, rooftops, and other elevated locations. Finally, visual inspection tools like borescopes can allow your staff to see inside narrow and difficult-to-access spaces. Using the right tools will make your inspection process easier and less expensive.

When it comes to fixing water waste, smart water meters can make a big difference. These devices monitor water flow and will automatically alert you to unusual patterns. Some smart meters can even shut off a water line automatically if a significant, unexpected flow is detected.

When tightening up water use, be sure to look outside the building as well. Landscaping can be a water hog, so any efficiencies gained here can significantly impact the bottom line. Make sure that your landscaping personnel regularly check irrigation systems for leaks. Since sprinklers and drip lines are often run after business hours—when no one may be around to notice leakage—it’s important to proactively check lines and systems for leaks and other malfunctions.

Employee education

Your maintenance staff plays a crucial role in identifying and rectifying water waste, but your facility’s tenants and employees also play a big role in how water is used. To turn your facility’s occupants into water conservation allies, you can:

  • Hold regular training sessions to educate occupants about simple conservation steps like turning off faucets (if manually operated). Occupants can also be taught to identify common signs of leaks, such as water stains, musty odors, and mold growth. Using visual aids like videos and diagrams to show where leaks commonly occur can be helpful. And make it easy for occupants to report possible leaks by setting up a phone number or dedicated email address they can reach out to.
  • Create a culture of awareness in which occupants feel responsible for reporting potential issues. You can even develop a program that rewards occupants who report leaks or engage in other water conservation efforts.

Upgrade fixtures and equipment

Some of the highest-impact facility upgrades are replacing outdated plumbing fixtures, optimizing cooling towers, installing submeters, and reducing outdoor water use with desert-friendly flora that require less irrigation. You can garner big water savings by replacing older fixtures and systems with water-conserving devices that meet today’s standards. For example, if your facility was built before 1992, it may still have toilets that use as much as five gallons of water per flush. Today’s toilets must comply with the federal standard of 1.6 gallons per flush, or state standards (such as California’s) mandating no more than 1.28 gallons. Replacing these water-wasting toilets can make a big difference in water consumption.

Other major savings can be found by:

  • Integrating meters and submeters. Meters and submeters can be integrated into a centralized building management system, making it easy to track and report water usage on an hourly, daily, monthly, or annual basis. Such a system can also trigger alerts when leaks or other operational anomalies are detected.
  • Optimizing cooling tower operations to minimize water loss. One way to do this is to maximize the cycle of concentration (or concentration ratio). When water evaporates from a tower, dissolved solids remain in the recirculating water, but as more water evaporates, the concentration of solids increases and can cause scale to form, which also can lead to corrosion problems. Removing a portion of the highly concentrated water and replacing it with fresh make-up water to compensate for evaporation is the most significant way of conserving water in cooling tower operations. In some cases, water from other equipment at the facility, such as air handler condensate, can be recycled and reused for this make-up water.
  • Reducing irrigation watering. There are several ways to do this, like switching to drought-resistant landscaping, which can cut outdoor water use by up to 50 percent. Shrubs can be watered through drip irrigation instead of sprinklers. Another water-saving tactic is to install weather-based irrigation controllers, which let you water plants based on temperature and rainfall.
  • Upgrading equipment. Upgrading key equipment is one of the most effective ways to improve water conservation while maintaining system efficiency. In addition to switching to water-saving toilets, consider upgrading your boilers and chillers (especially if they’re more than a few years old) with newer, higher-efficiency models.

Implement Recycling and Reuse Systems

Cooling towers aren’t the only areas where water can be reused. Facilities can also reuse treated wastewater from sinks and showers, for example, for non-potable purposes like toilet flushing or irrigation. Doing this, however, requires a dedicated greywater system, and the costs of retrofitting an existing facility to incorporate a greywater system can be prohibitive. So, make sure to explore the cost thoroughly before making any decisions.

In areas with significant rainfall, rainwater harvesting systems can be installed, particularly where the roof is large enough to collect a sufficient volume of water. The water is funneled into storage containers, either above ground or below ground. Equipment is available to filter the water before it reaches the storage container in order to remove dirt, debris, and organic material. Using harvested  rainwater for landscaping is usually easier than using it indoors. If you plan to use the water for indoor applications or cooling towers, pumps and additional pipes will be needed. Make sure you check with local authorities first to find out if these systems are permitted and what requirements they may have. Sometimes rebates or incentives may be available to offset some of the costs of installing a water harvesting system.

Monitor and Evaluate Progress

Like anything else, preventing water waste is an ongoing process. Once you’ve established your baseline of water use and implemented your water-saving projects, you’ll need to monitor your water consumption to determine the effectiveness of your conservation system, compare current water use to your goals and benchmarks, and adjust practices accordingly.

Fortunately, there are tools to help you monitor your savings and alert you to any issues that need to be addressed. These tools include water meters, flow sensors, smart devices, and software applications

You may also want to consider conducting retro-commissioning audits. Ideally performed every five years, these audits identify operational inefficiencies and allow facilities engineers to make needed adjustments. Although primarily a tool for energy conservation, the audits can also be used to monitor water conservation.

Reaping the Benefits of Commercial Water Management

In addition to enabling you to save water (and money), a robust commercial water management plan can help you:

  • Ensure regulatory compliance. Many states are tightening their water use regulations. Water-scarce California, for example, imposed mandatory 25 percent cutbacks on water use during a drought in 2014.
  • Support LEED certification efforts. Implementing water efficiency plans demonstrates your company’s commitment to environmental stewardship and may help qualify you for the prestigious LEED certification, raising your company profile and distinguishing you from competitors.
  • Champion resiliency. By reducing dependence on limited local water resources, water-efficient properties are less vulnerable to fluctuations in water supply from weather-related disasters. Reducing water consumption also ensures a more sustainable water supply for your surrounding community.

Saving money is just one of the many benefits of reducing water use. Fortunately, with current technologies—and the right commercial water management plan—it’s easier than ever to reduce, reuse, and recycle your facility’s most precious resource.

A Facilities Management Partner You Can Rely On

With over 35 years of experience in facilities management, we know the best practices to ensure that your buildings are safe, efficient, and sustainable. Rely on us for award-winning expertise in engineering and project services, predictive maintenance, custodial services, and commercial water management.
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Before operating on a patient, a surgeon maps out the procedure in detail. This kind of careful preparation ensures the best outcome possible. In much the same way, facilities managers seeking to make improvements, streamline operations, or cut costs will achieve the best results by first creating a plan. A surgeon’s plan is based on MRIs, blood draws, and other tests. For facilities managers, the best way to gather essential information is through a facility condition assessment.

What is a Facility Condition Assessment?

A facility condition assessment (FCA) is a thorough and critical evaluation of the physical condition of a building and its assets. This comprehensive evaluation requires a thorough inspection of the building’s infrastructure, systems, and finishes. The FCA’s purpose is to identify both existing and potential failures that might affect the building’s integrity and performance. A good assessment, however, goes beyond identifying problems, and includes recommendations for addressing existing issues, along with suggestions for future improvements.

No matter the industry, a facility condition assessment (FCA) is a vital tool in the development and support of an organization’s facilities master plan.

7 Reasons Why You Need a Facility Condition Assessment

Facilities managers, as well as building owners, can benefit from an FCA in multiple ways:

  • It supplies the data needed to make informed decisions. (For example, with a comprehensive understanding of existing assets, executives can prioritize future improvements.)
  • It predicts the useful life of assets, allowing strategic maintenance and capital planning.
  • It supports compliance and safety efforts.
  • It optimizes budgets by identifying urgent repairs.
  • It saves money by identifying potential problems early, allowing for proactive versus reactive maintenance.
  • It identifies opportunities for operational efficiency. (Example: Net Zero Buildings)
  • It ensures capital projects are justified and properly funded.

How Do You Conduct an FCA?

Facilities management experts recommend conducting an FCA every five to 10 years. However, the frequency can vary. For a newer building in good condition, once a decade may be sufficient. Older buildings or those with heavy usage will need to be assessed more often, perhaps as frequently as every three years.

No matter the frequency, properly conducting an FCA requires meticulous planning and execution. There’s more than one way to conduct an FCA, but the most common approach is comprised of four steps:

1. Preparation and Planning

Your facility condition assessment will only be as good as your preparation for it. First, define the scope of your assessment, determine the buildings to be assessed, and identify your team. Your team should include professionals from multiple disciplines, such as architects, engineers, facility managers, and trade professionals. Depending on the size of your company, you may already have many of these professionals in house; however, if you don’t, there are firms specializing in professional property consultation that can provide assessment services.

2. Inspection

This is the hands-on phase. Your team will walk through each building to inspect the structure’s condition and its systems. Careful documentation is critical at this step—thorough and precise data is essential for creating an accurate FCA. During the inspection phase, be on the lookout for both current deficiencies and future opportunities for improvement. And be sure to take plenty of photographs for reference.

3. Data Analysis

Once you have your data, it’s time for an in-depth analysis. While you may be tempted to tackle all the deficiencies you discover at once, this is the time to take an intentional pause. Careful data analysis will help you prioritize your list of must-do improvements, so that the most severe issues can be addressed first. A thorough analysis will also enable you to determine the best schedule for ongoing maintenance. Rather than pre-emptively performing maintenance that may be unnecessary, you’ll be able to more accurately predict what needs to be done and when. This best practice, known as predictive maintenance, can lower maintenance costs by up to 25%, according to the Deloitte Analytics Institute.

4. Reporting

Before you can execute your plan, you need a comprehensive report. The report should include a detailed description of the condition of each facility as well as each building’s identified deficits and estimates for repair. The report should also outline opportunities for improvement and recommendations for next steps. Your report will serve as a valuable road map when you begin your repairs and improvements.

Finding the Right Tools

During each phase of creating your FCA, you may find asset management software to be a useful tool. This type of software, some of which incorporates AI, can help you easily organize and analyze the data you gather, and even propose which projects should be prioritized. For example, using such software, Frederick County, Maryland was able to improve its asset management practices. The county replaced spreadsheets and personal knowledge with a centralized data hub and a comprehensive asset inventory. These extensive data sets have not only made budget planning easier and more accurate, they’ve also made it possible for the county to become more proactive in its asset maintenance.

But what if your current employees lack the time or the expertise to conduct a facility condition assessment? In that case, the solution may be to hire a third-party facilities management services provider. While this approach will cost more than conducting the FCA in house, it can be far more cost-effective in the long run, if it prevents you from basing critical planning decisions on an incomplete, poor-quality FCA—or worse, no FCA at all.

What Should My FCA Include?

Buildings deteriorate over time, so a good place to start your facility condition assessment is with your building envelope: the structural elements such as the roof, walls, windows, and doors that help protect the building’s interior from the elements. Start by assessing the condition of the ceilings, walls, partitions, and floors, and be sure to check for overall cleanliness, proper lighting, and ventilation.

Once the building envelope has been assessed, you can move on to the building’s systems: mechanical, technology/communication, electrical, vertical transportation (escalators and elevators), etc. While this is the time to pay attention to details, don’t lose sight of the big picture. These systems are not static, so it’s important to think through how they perform in use. For example, when evaluating fire safety, go beyond inspecting fire alarms, extinguishers, and sprinkler systems, and ask questions like “Are the emergency exits easily accessible? Do they have adequate signage? Is there appropriate emergency lighting?”

A woman in a safety vest and hardhat examines the brick exterior of a building.
The building envelope is a good place to start your facility condition assessment.

This is also the time to make sure that all the facility’s systems comply with local and federal codes. Building codes and regulations change over time, so be sure to stay up to date on all applicable building standards and environmental regulations. What may have been compliant 20 years ago could easily be outdated now.

Additionally, as you conduct your FCA, remember that you’re not just looking for existing problems; you are also seeking to identify ways to eliminate or minimize potential future problems. For example, to protect your organization from unexpectedly high energy bills, look for ways to lower energy consumption by applying insulation strategically and improving the energy efficiency of lighting, HVAC assets, and even windows.

How to Use the FCA

How a facility condition assessment is used can vary from industry to industry. A facility manager for an educational institution may be concerned about the safety of a large stadium, while a healthcare facility manager may use an FCA to understand the condition of an operating theater or a specialized facility such as an imaging center. Yet, no matter the industry, a facility condition assessment is a vital tool in the development and support of an organization’s facilities master plan (FMP). An FCA supports the master plan in multiple ways.

  • Prioritizing Assets: The data from an FCA ensures that the resources of your FMP are allocated to the most critical needs.
  • Supporting the FMP Timeline: The information gained from an FCA is used to predict the future repair and replacement needs that are outlined in the FMP.
  • Providing Cost Estimates: By providing estimates for upgrades, replacements, and repairs, your FCA supports your FMP in developing realistic budgets for capital improvements and maintenance.
  • Aligning Strategic Goals: Conducting a thorough FCA lets you determine how well your facility’s assets are meeting their intended purposes, so you can align facility upgrades and replacements with the organizational goals of the FMP.
  • Supporting an Organization’s Sustainability Goals: By assessing energy usage and other environmental factors, an FCA provides insights that can be incorporated into the sustainability goals outlined in your FMP.
  • Providing Risk Mitigation: Code compliance and other safety hazards are outlined in an FCA, enabling planners to strategically and proactively address these risks in the FMP.
A man in a dress shirt and hardhat, holding a clipboard, gets a reading from a gauge attached to a large red pipe.
Conducting assessments at regular intervals will ensure your facilities remain compliant with changing building standards and regulations.

Worth the Effort

A facility condition assessment can be time-consuming, but its benefits make it worth the effort. As the foundation of your facilities master plan, it’s a strategic tool that allows you to make data-driven decisions, prioritize resources, align your facility improvements with your organizational goals, and ensure your buildings remain safe, sustainable, and efficient. With a strong FCA, you’ll do more than merely maintain your buildings; you’ll optimize them for the future.

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Technology is transforming every aspect of building management, and HVAC systems are no exception. Modern HVAC technology not only improves energy efficiency but also enhances comfort, air quality, and sustainability—all critical factors for today’s facilities managers.

Modern HVAC systems are far more energy-efficient than older models. In fact, the National Institute of Building Sciences reports that the use of high-performance HVAC technology can result in energy and cost savings of between 10 and 40 percent. In addition, buildings equipped with technologies that provide dehumidified air in the summer can see savings of between 40 and 70 percent.

The U.S. Department of Energy notes that besides cost savings, there are numerous other benefits from new HVAC technology, including improved occupant comfort, better indoor air quality (IAQ), and lower equipment noise and vibration—benefits that, according to the DOE, are as important to end users as energy savings. New zero- or low-global-warming-potential (GWP) refrigerants, for example, emit few greenhouse gases, making it easier for companies to reach their net-zero goals.

A typical HVAC system accounts for about 40 percent of a commercial building’s energy consumption. Several new technologies are designed to lower that number.

Today, facilities managers can choose from a wide range of technologies to create an HVAC system that best suits their particular circumstances and goals. Here are five important benefits that today’s HVAC technology can provide.

Real-Time Management of HVAC Systems

Until recently, most facilities managers used occupant complaints as a guide for HVAC system settings, which often meant that settings were adjusted once for a specific time of day or a season and left alone for years. Today, thanks to artificial intelligence, facilities managers can monitor and control the HVAC system remotely based on real-time data from sensors, optimizing both occupant comfort and energy efficiency. Three different HVAC technologies help make this possible.

IoT-Enabled Systems

In the same way that the Internet of Things (IoT) is transforming manufacturing and healthcare, it’s also remaking facilities management. Commonly used IoT devices in HVAC applications include:

  • Smart thermostats that learn user preferences and automatically adjust temperature based on learned schedules.
  • Occupancy sensors that trigger lowered HVAC output when a room is empty, thus preventing wasted heating or cooling.
  • Air quality monitors that trigger the system to adjust ventilation and activate air filtration as needed.
  • Chiller optimization sensors, which adjust the performance of the building’s centralized cooling system.

Smart HVAC technology that utilizes IoT and artificial intelligence (AI) can increase energy efficiency by 30 percent, resulting in a payback period of fewer than 15 years.

AI and Machine Learning

By analyzing performance patterns and detecting anomalies, AI and its subset machine learning (ML) can proactively schedule maintenance to prevent critical failures, maximizing system uptime and reducing costs. AI also simplifies the detection of faults and speeds the diagnoses of HVAC system issues, which can be complex and time-consuming. The smart thermostats mentioned above, for example, use machine learning algorithms to learn occupants’ preferences and optimize temperature settings accordingly.

Cloud-Based Management

Businesses are increasingly turning to cloud-based solutions for all aspects of their facilities management, including control of the HVAC system. Cloud-based HVAC systems allow for equipment to be controlled remotely, and as the software is updated regularly, these systems have greater scalability than in-house solutions. They also have lower upfront and ongoing costs.

HVAC Technology Fuels Energy Efficiency, Electrification, and Sustainability

Typical HVAC systems account for about 40 percent of a commercial building’s energy consumption, so in a world of rising energy costs, it makes sense for facility managers to look for savings. Several new technologies deliver on that promise.

High-Efficiency Systems

High-efficiency systems are engineered to deliver more comfort, better moisture control, improved indoor air quality, and quieter operation. One of the primary technologies in commercial applications is variable-refrigerant-flow (VRF) heat pumps for heating and cooling. These devices are similar to air conditioners in the way they use refrigerants instead of air, but they’re different in that they can both heat and cool the air, replacing the need for a separate system for heat.

A newer type of heat pump—groundwater-based geothermal heat pumps—have been found to be up to 44 percent more efficient than VRF-based heat pumps. And contrary to initial expectations, this type of heat pump works well even in cold climates. Solar-based heat pumps, which are becoming popular in residential settings, require a backup power source for commercial uses, given their variable energy source.

A geothermal heat pump for a commercial building, mounted next to a wall
Geothermal heat pumps can be more efficient than VRF-based versions, and work well even in cold climates.

Electrification

An energy-conserving trend in recent years has been the electrification of space heating and hot water systems, as these two systems represent about one-third of the total energy consumed by commercial buildings. Besides heat pumps, other technologies include electric boilers for hot water and heat pump-based hot water systems.

Eco-Friendly Refrigerants

Regulations for more eco-friendly refrigerants that would reduce greenhouse gas emissions were set to take effect in 2025, but the Department of Energy postponed their implementation. Facility managers should pay close attention to this regulatory situation. Also, be aware that HVAC experts warn that these new refrigerants have different characteristics than current products, including greater flammability. Businesses adopting the new refrigerants will need to be sure that their maintenance staff has been trained to install the equipment safely.

Indoor Air Quality and Health-Focused HVAC

Maintaining high indoor air quality promotes a healthier environment for occupants, reduces the risk of health conditions like sick building syndrome, and even enhances productivity. Here are some ways technology can help.

Advanced Filtration

Advanced air filtration technologies such as UV light filtration and multistage filtration processes gained popularity during the pandemic. These systems can remove pollutants, pathogens, and particulates from the air more efficiently than ever. In addition, UV light can be used to sterilize areas where mold easily breeds, such as cooling coils and air ducts.

Air Quality Monitoring

Indoor air quality monitors measure pollutants such as particulate matter, volatile organic compounds, and formaldehyde on a room-to-room basis. They can help determine if ventilation needs to be increased, air purifiers activated, or humidifiers turned off.

Smart Ventilation and Humidity Control

These HVAC technology systems use sensors and automated controls to monitor and dynamically adjust air humidity and ventilation. Exhaust fans or energy recovery ventilation systems, which exchange the energy contained in normally exhausted air to treat incoming outdoor air, can be helpful in high-humidity locales.

Responsive and Remote Operations

From AI-enhanced monitoring and predictive maintenance to advanced filtration and ventilation technologies, recent HVAC innovations are setting new standards in building health, efficiency, and environmental control. These and other smart HVAC technologies are leading the way to the future of HVAC systems. It’s a future in which facilities managers will be able to adjust their HVAC systems on a dime, without having to leave their offices.

For example, AI-powered direct digital controls allow the system to be monitored and controlled via a remote user interface which receives data from sensors and thermostats that measure temperature and humidity levels. Facility managers can monitor performance, detect potential heating or cooling issues early, and make adjustments remotely—long before these issues impact the comfort of building occupants. Automated systems may even be able to self-diagnose problems, allowing issues to be addressed promptly.

Many HVAC systems can now carry out text-based and voice-activated commands.

Even the HVAC control interface is changing. Many HVAC systems can now comprehend and carry out text-based and voice-activated commands. Voice assistants or mobile applications can be used by technicians to communicate with HVAC systems, making it easier and more convenient to change temperature settings, modify airflow, or keep track of energy usage. And natural language software, trained on tech support calls and other technical material, uses machine learning to help technicians solve complex problems.

Safer HVAC Maintenance

Advances in HVAC technology aren’t just increasing efficiency and enabling more precise control, they’re also making the workplace safer for HVAC technicians. Several new developments are making an impact on safety. These include:

  • Virtual reality training.
  • Automated lockout/tagout (LOTO) systems to ensure equipment is properly de-energized before work begins.
  • The use of drones for inspections in dangerous areas such as high rooftops or confined spaces.
  • Robotic arms and autonomous machines that can take over repetitive or potentially risky tasks such as tightening belts or greasing bearings.

Futureproofing Through HVAC Technology

The last 50 years have seen huge advances in HVAC technology, and these developments show no signs of slowing down. Here are a few emerging technologies that facilities managers can expect to see more of within the next few years.

Scalable Modular Systems

The use of modular HVAC systems is expected to grow in coming years. Because they are prefabricated, installation is often faster and simpler compared to traditional large-unit HVAC systems. These systems can also be customized to fit exact space requirements by adding or removing units as needed, making them highly cost-effective.

Innovative Materials

Researchers have found that polymer-based membranes (called polyimides) use less energy to dry air and are experimenting with this organic material to improve its dehumidification efficiency for HVAC use. Other new materials have the potential to significantly improve HVAC output. For example, aluminum oxide nanofluids can enhance heat transfer and improve air conditioner system performance by approximately 22 percent. These nanofluids could make it possible for facilities managers to improve HVAC performance without expensive system upgrades or replacements.

Cybersecurity for HVAC Technology

As in so many other situations, the increased use of connected devices has led to increased cybersecurity threats that exploit vulnerabilities in commercial HVAC systems. Cyberattacks on HVAC systems pose multifaceted risks to commercial buildings. These risks include unauthorized tampering with temperature and ventilation controls, disruption of critical HVAC functions, exposure of sensitive data, and in extreme cases, the compromise of entire building automation systems.

To prevent these attacks, HVAC systems under development today incorporate multiple cybersecurity technologies to restrict access to authorized personnel. These technologies include robust access control mechanisms such as multifactor authentication, role-based access controls, and secure user management systems.

HVAC Technology for Today and Tomorrow

HVAC technology has come a long way since Willis Carrier patented his “apparatus for treating air” in 1906. Today’s HVAC systems are far more efficient, responsive, and complex than their ancestors. Recent advances in technology have revolutionized commercial HVAC systems and will undoubtedly lead to even more innovations in the years to come.

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Manchester Grand Hyatt Finds Hotel Staffing Solutions with PRIDE Industries

The Manchester Grand Hyatt Hotel, located in sunny San Diego, is the largest hotel in Southern California. Boasting two towering high-rises with 1,628 guest rooms, a rooftop pool, multiple restaurants, bars, and a spa, it stands as a key player in the region’s hospitality industry. As a major employer in the area, the hotel relies on a skilled and dedicated workforce across all departments and requires reliable hotel staffing solutions. Today, the Manchester Grand Hyatt boasts a skilled and dedicated workforce that delivers top-notch customer service. But the hotel considered a number of hotel staffing solutions before choosing a winner.

The Problem: Hospitality Industry Labor Shortage

In a city where tourism is one of the top economic drivers, the Manchester Grand Hyatt plays a pivotal role in San Diego’s economy. However, as demand grew post-pandemic, the property faced a pressing need for hotel staffing solutions to fill vital roles and maintain its high service standards.

When the COVID-19 pandemic hit in 2020, the hospitality industry faced unprecedented challenges. Like many others, the Manchester Grand Hyatt had to close its doors. Later, when restrictions lifted and the industry began to recover, the hotel was eager to bring back employees and expand its workforce. With demand surging and business picking up, reliable hotel staffing solutions became critical to maintaining exceptional service. However, in addition to the uncertainties of the post-pandemic landscape, the hotel was confronted with an industry-wide staffing shortage.

According to the Bureau of Labor Statistics, in 2024 there were 196,000 fewer workers in the hotel industry than in 2020, with positions unfilled despite higher wages and improved benefits.

The Solution: Hardworking Employees with Disabilities

In search of an answer to their growing demand for employees, the Manchester Grand Hyatt reinstated their partnership with PRIDE Industries. Having previously worked with employees from PRIDE Industries, Hyatt recognized that this partnership would not only help the hotel meet its demand for qualified employees but also provide meaningful employment opportunities for individuals with disabilities. This collaboration became the ideal staffing solution, allowing the hotel to fill key positions efficiently while supporting a diverse workforce.

“The support we needed as our business reopened and grew was crucial, and we knew that the PRIDE Industries associates could deliver exceptional service and offer an extra level of support for the rest of our team,” said Matt Farnsworth, assistant director of food and beverage.

“When asked about renewing the partnership with PRIDE Industries, it was an immediate yes for us,” Farnsworth added. “Seeing the smiling faces of the Hyatt associates when they saw the PRIDE Industries employees return was incredible. They were so happy.”

This partnership aligns well with Hyatt’s commitment to empowering people. “We always make sure not to lose sight of what’s most important: the people. Partnering with organizations like PRIDE Industries, who do great work in the community, is truly rewarding and reflects our core values as a company,” Farnsworth emphasized.

Through PRIDE Industries work groups, the Manchester Grand Hyatt has successfully filled key food service roles, including stewards. In these work groups, three employees with disabilities are paired with a job coach who supports them directly, ensuring they succeed in their positions and meet the hotel’s expectations. PRIDE Industries serves as the employer of record, taking on the recruiting, hiring, training, payroll, supervision, and quality control work—eliminating management overhead for Hyatt.

“As a coach, my main responsibility is to make sure employees are safe and that I can watch out for them as they each meet certain goals,” said Employment Coach Tina Bowman. “Being at work with them, it makes me happy to see them as they grow in their work ethic. Employment means everything to them, not just financially, but mentally, physically, emotionally. I’m proud to be a part of making that happen for them.”

The Results: Reliable Hotel Staffing Solutions

The results of the partnership with PRIDE Industries have been clear and impactful for the Manchester Grand Hyatt. Employee retention has been exceptional, with some PRIDE Industries associates celebrating five and even ten-year anniversaries.

Eric, a steward at the hotel, is one such long-term employee. He’s been with the Grand Hyatt for over 13 years.

“Everyone in the building knows Eric, whether it’s housekeeping, the front desk, or our laundry team. Just seeing him interact with the team daily is very rewarding, and you can really feel the difference,” Farnsworth said.

Morale has also seen a significant boost—across the entire workforce—since the PRIDE Industries employees returned to their jobs at the hotel. “Seeing the associates interact with the PRIDE Industries employees is incredible. They create a better working environment for everyone,” Farnsworth added.

Most importantly, the hotel has once again found a dependable and dedicated workforce. As Bowman put it, “PRIDE Industries employees want to work. They love to come in, always show up on time, and when it’s time to start, they’re ready. They are hardworking.” Of all the hotel staffing solutions available, this one has gone beyond providing a reliable workforce. It has also fostered a positive, supportive workplace culture that benefits everyone.

Grand Hyatt

“Partnering with organizations like PRIDE Industries, who do great work in the community, is truly rewarding and reflects our core values as a company.”

—Matt Farnsworth, Assistant Director of Food and Beverage