Maintenance Obligations: Ensuring Long-Term Building Performance

Maintenance Obligations: Ensuring Long-Term Building Performance and Compliance

After the excitement of project completion and final handover, the focus shifts to a phase that truly defines a building’s value—maintenance obligations. Whether defined by contract, regulation, or service-level agreements, these obligations are critical for keeping a facility functional, safe, and legally compliant throughout its lifecycle.

Let’s explore what maintenance obligations mean, who is responsible, and how this phase ties into the larger picture of post-handover support, performance, and satisfaction.

What Are Maintenance Obligations?

Maintenance obligations refer to the responsibilities of maintaining building systems, structures, and services after the project is handed over. These obligations may lie with the contractor (during the Defect Liability Period), facility management teams, or property owners—depending on the phase, agreement, or service contract.

They ensure that the built asset:

• Remains in operational condition

• Meets safety and legal standards

• Avoids premature wear or breakdown

• Delivers on energy efficiency and sustainability goals

When Do Maintenance Obligations Start?

Maintenance obligations can begin at different phases:

🔹 During the DLP (Defect Liability Period)

The contractor is responsible for correcting any construction or workmanship-related issues. This typically lasts 12–24 months post-handover.

🔹 After DLP Ends

The responsibility usually shifts to the client or their facility management partner. A well-defined post-handover support strategy includes ongoing maintenance through in-house teams or AMCs (Annual Maintenance Contracts).

🔹 As Per Regulatory Compliance

Buildings must comply with fire, lift, and electrical safety laws that require regular maintenance as mandated by municipal or state regulations.

Types of Maintenance Obligations

1. Preventive Maintenance

Scheduled inspections and servicing to avoid breakdowns. Includes:

• HVAC filter replacement

• Fire alarm testing

• Elevator safety checks

• Lighting and electrical system servicing

2. Corrective Maintenance

Responding to defects or malfunctions that occur unexpectedly:

• Water leakage

• Power failure

• Faulty sensors or equipment

3. Predictive Maintenance

Technology-driven monitoring (via BMS or IoT) that predicts potential failures based on system performance data.

4. Compliance Maintenance

Ensures all building services adhere to legal requirements such as:

• Fire NOC renewals

• Generator emission tests

• Water quality reports

• Lift safety certification

Responsibilities and Stakeholders

Maintenance obligations must be defined clearly during the handover process, with schedules and contacts documented for future reference.

How Maintenance Obligations Are Documented

Proper documentation is crucial for compliance and performance. Key elements include:

✅ Maintenance manuals
✅ AMC agreements
✅ Warranty documents
✅ Maintenance logs and service reports
✅ Emergency contacts and escalation matrix
✅ Asset inventory with service timelines

All this should be handed over during the client takeover and integrated into FM operations.

Why Maintenance Obligations Are Critical

• 🔒 Safety: Regular checks prevent electrical, structural, or fire hazards.

• 🧰 Performance: Ensures equipment runs efficiently and reduces energy use.

• 🧾 Legal Compliance: Meets local building and occupancy regulations.

• 💸 Cost Control: Reduces major repair costs by preventing system failure.

• 🏢 Asset Value: Preserves property value and ensures long-term ROI.

Neglecting maintenance obligations can lead to:

• Regulatory penalties

• Insurance claim denials

• Frequent tenant complaints

• Accelerated asset depreciation

Best Practices for Managing Maintenance Obligations

1. Create a Maintenance Plan: Based on the O&M manuals and asset list received during building commissioning.

2. Use FM Software: Automate scheduling, record keeping, and notifications.

3. Train Your Staff: Ensure FM teams understand maintenance cycles and legal duties.

4. Track Defect History: Especially during the Defect Liability Period to prevent repeat issues.

5. Renew Contracts on Time: Keep AMCs updated with reliable vendors and OEMs.

AMS India’s Approach to Maintenance Excellence

At AMS India, we believe our work doesn’t stop at delivery. We help our clients manage maintenance obligations through:

• Structured post-handover FM support

• Customized AMC packages

• Digital maintenance logs

• Staff training and emergency readiness

Contact AMS India to ensure your building performs reliably, year after year.

Government Resource

For maintenance compliance, fire safety norms, and inspection protocols, visit CPWD – Central Public Works Department, India’s official authority on infrastructure and public works.