Hotel Generic Hongkong

Document No.: OCP-RR / Revision No.: / Page 1 of 2
Signature of General Manager: / Date:

Revision Record[1]

Document Ref: / Rev. / Date / Nature of Changes / Authorisation
Signature
OCP-EH
HVAC Section / Director of Engineering
OCP-EE
Electrical Section / Director of Engineering
OCP-EM
Mechanical Section / Director of Engineering
OCP-EP
Plumbing, Drainage and Fire Services Section / Director of Engineering
OCP-EB
Building and Decoration Section / Director of Engineering
OCP-ET
Technical Store Section / Director of Engineering
OCP-EO
Engineering Office Section / Director of Engineering
OCP-HR
Human Resources / Deputy General Manager
OCP-SD
Security Department / Director of Engineering
OCP-FK
Kitchens / F&B Manager
OCP-FS
Services Sections / Executive Chef
OCP-FA
Administration Office / Executive Chef
OCP-HK
Housekeeping / Deputy General Manager
OCP-LD
Laundry / Executive Housekeeper
OCP-FO
Front Office / Deputy General Manager
OCP-EX
Executive Offices / Deputy General Manager
OCP-PR
Public Relations / Deputy General Manager
OCP-SM
Sales & Marketing / Deputy General Manager
OCP-PD
Purchasing / Financial Controller
OCP-AO
Accounts Offices / Purchasing Manager
OCP-AS
Accounts Stores / Purchasing Manager

Operational Control Procedures

Hotel Generic Hongkong

Document No.: OCP-EH / Department: Engineering Department
Revision No.: / Date: / Section: HVAC Section
Compiled by: Chief Engineer / Signature: / Page 1 of 6

Purpose

To maintain the heating, ventilation and air-conditioning (HVAC) system and equipment, perform monitoring and measurements so as to minimise the health/safety/environmental impact, prolong system and equipment life, optimise the use of natural resources, and comply with legal requirements.

Scope

Maintenance of HVAC system includes:

  • central chiller plant;
  • seawater cooling equipment;
  • air handling units;
  • fan coil units;
  • fresh and exhaust air fans;
  • refrigerators;
  • system control devices, etc.

Resource consumption includes:

  • material use / waste disposal;
  • chemicals handling; and
  • energy and water conservation.

Responsibilities[2]

The staff of the section are responsible for following the established engineering and resources conservation practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Chief Engineer[3] is responsible for:

  • ensuring all staff understand and implement the prescribed engineering and resources conservation practices;
  • organising monthly meeting to obtain feedback from the staff and respond to their inquiries;
  • maintaining the OCP’s for the Engineering Department (in consultation with the Director of Engineering and the EMS Manager); and
  • maintaining relevant records.

The Director of Engineering[4] is responsible for:

  • auditing and monitoring the routine activities in the Engineering Department;
  • arrange training for the staff on an as-needed basis;
  • updating the chemicals handling, system operation and maintenance manual, etc;
  • checking the material and chemical storage areas; and
  • checking whether appropriate notices are clearly visible and in the correct locations.

Procedures

General:

Damaged HVAC equipment and electrical control devices shall be repaired and reused if possible, otherwise are disassembled to recycle reusable components.

Water pipes shall be checked quarterly, and repaired as soon as possible in the event of water leakage (to prevent wastage of water, wet floors, growth of bacteria and fungi on ceilings, tops of cabinets, etc.)

The duty technician shall check and monitor the chiller operation daily. 2-hourly data such as chilled water temperature, seawater temperature, cooler and condenser pressure, etc. shall be recorded on the log sheet.

All engineering and building maintenance work shall be conducted at daytime to reduce noise impact and noisy equipment shall be encapsulated whenever possible.

The technicians shall wear ear protection to reduce potential for hearing damage done by excessive noise generating from machines.

The technicians shall use face shields fitted with the correct filter, safety glasses or protective goggles while carrying out the welding work, sawing, drilling, grinding, etc.

The Director of Engineering shall ensure HVAC technicians are Grade “R” or “A” certificate holder for the purpose of conducting electrical maintenance work.

The maintenance work orders (routine, corrective, preventive and emergency maintenance) shall be clearly recorded in the engineering daily logbooks by the engineering staff, which is maintained by the Chief Engineer.

Preventive maintenance work shall be carried out regularly (in accordance with the hotel preventive maintenance programme) in order to improve system operational efficiency, and prevent equipment failure and even fire hazard.

Monitoring and measurement instruments shall be calibrated as per manufacturers instructions, and the records and calibration certificates shall be maintained by the Chief Engineer.

All plant rooms and working places shall be kept in clean and orderly condition at all times to ensure health and safety, and prevent fire hazard during repair and maintenance work in progress.

Smoking is not allowed in any working places, while handling flammable chemicals such as thinner and paint, to prevent fire hazard.

HVAC System:

Chiller plant

A registered contractor shall carry out discharge and refilling of refrigerant. The Chief Engineer shall maintain the consumption records of refrigerant use, (classified as ozone-depleting substance under the Ozone Layer Protection Ordinance)

  • With phase out of some refrigerant (e.g. R11) and prohibition of import, the Chief Engineer shall consider the replacement of existing equipment, so that approved refrigerants are used.

The appointed contractor shall check refrigerant leakage when the equipment is being overhauled or repaired.

The technicians shall take appropriate procedures, to prevent the refrigerant from leakage to the environment during any emergency, such as:

  • Using a high sensitivity electronic refrigerant gas detector to detect for leakage of refrigerant to the environment during refrigerant refilling or plant repair.

In the event of a detector alarm signal, attempts shall be made to find out the source of leakage so that it can be plugged to minimise the amount of refrigerant escaping to the environment.

The technicians shall securely shut the valves of refrigerant containers and equipment. The container shall be stored in a dry, cool and safe place.

  • Containment units can be installed in the chillers to prevent discharge of refrigerant from the purge system.

The oil filters and refrigerant dryers shall be checked quarterly, and the oil shall be changed annually to optimise the chiller plant performance.

The lubricant oil of the chillers shall be changed annually, and used oil shall be collected into suitable containers for recycling.

The Chief Engineer shall arrange for a registered chemical waste collection company to collect the used lubricant oil for disposal or recycling.

Condenser and evaporator tubes shall be cleaned monthly to optimise the heat transfer rate and reduce power consumption.

Chilled water treatment chemicals shall be added to the chilled water return and the appointed contractor shall carry out a water test monthly. The Chief Engineer shall maintain the water test reports.

In the event of a problem with a chiller, the alarm shall ring and the duty technician shall handle the emergency maintenance.

The set point of the chilled water supply temperature shall be adjusted and monitored closely when cooling load for the hotel building is reduced.

Seawater cooling system

The chlorinator shall run continuously to prevent the growth of bacteria and coral in seawater pipes.

The chlorinator shall be checked monthly. If the concentration of chlorine in seawater exceed 0.5 ppm, a work order shall be issued to take remedial action.

The strainers and filters shall be cleaned regularly in order to maintain the seawater flow rate, so that the optimal heat transfer in the condenser can be achieved.

The sea water intake filter shall be cleaned monthly, depending on the weather conditions.

The strainer in the seawater pump house shall be cleaned monthly, depending on the weather conditions.

The strainer in the chiller plant room shall be cleaned daily.

Air-side system

The air filters located at guest floors, public areas and back of the house shall be cleaned monthly to optimise the filtration efficiency, and to maintain the indoor air quality. The wastewater shall be drained to the sump pit tank for discharge to the main sewage system.

The fan coil units, air handling units, and cooling coils shall be cleaned annually in order to improve cooling efficiency and indoor air quality.

The air ducts shall be inspected and cleaned annually in order to remove the dust and dirt accumulated inside the ductwork, and to improve indoor air quality.

The exhaust air fans with ductworks in kitchens and laundry shall be cleaned annually by the contractor to prevent the growth of bacteria and reduce the fire hazard inside the air ducts.

Sufficient ventilation shall be maintained in plant rooms, workshops and public spaces to control indoor concentration of moisture or humidity, and remove micro-organisms, vapours, odours, smoke, etc. to provide healthy working environment. The ventilation rate shall be that defined in the hotel’s operation and maintenance manual.

Materials and Waste:

Used paper, such as draft/memo sheet, shall be reused as far as possible. Otherwise, used paper shall be collected for recycling.

Packaging materials shall be reused if possible or returned to suppliers for reuse. Recyclable materials shall be separated from the main garbage for collection and recycling.

General office supplies, such as ink-refilled pens, paper clips and rubber bands, etc. shall be reused in order to minimise waste.

The condemned cloth and linen from the laundry shall be reused for general cleaning. Dirty cloth shall be sent to the Laundry in exchange of clean cloth, or shall be disposed in general waste.

The materials used for temporary applications or structures shall be dismantled and stored carefully for reuse.

Damaged and dirty filters shall be placed in plastic bags for disposal to dry waste to prevent air pollution.

Rechargeable batteries shall be used to reduce battery consumption.

Small size broken equipment and devices, such as drive belts, bearings, switches, thermostats, etc shall be disposed of to dry waste without special treatment.

Heavy broken equipment and devices, such as burnt motors, air handling units, fan coil units, refrigerators, etc. shall be collected and kept until a significant quantity is reached. The Chief Engineer shall arrange for collection by an industrial waste collection company.

Chemicals:

The chemicals labels shall contain the chemical name, the corresponding risk symbol, the particular risks involved and the safety precautions required, in accordance with legal requirements.

Copies of the chemical labels and their corresponding manufacturers instruction sheets shall be compiled into a Chemical Handling Manual to ensure the technicians know how to handle chemicals correctly.

The information in the Chemical Handling Manual shall be revised and updated by the Director of Engineering regularly.

The Chief Engineer shall organise training for technical staff to ensure that they are familiar with the handling of chemicals, and the attendance records and Post-Course Evaluation forms shall be kept on file.

The identity of chemicals shall be ascertained before transportation and containers shall be kept tightly closed.

A suitable trolley shall be used to transport heavy and large containers and cylinders containing chemicals, such as refrigerants, oxygen and acetylene gas.

Staff shall ensure transportation routes are clear, and without sources of heat and ignition, before transporting extremely flammable chemicals.

Chemicals shall be stored in safe and well-ventilated place to reduce fire and environmental risks.

The chemical containers shall be kept tightly closed at all times.

The chemicals shall be placed in an orderly manner with the chemical labels visible, and easily accessible to staff.

Smoking is not allowed in the Technical Store to prevent fire hazard.

The correct chemicals shall be used for specific purposes.

The recommended application procedures for the chemicals in use, as stated on the chemical labels or the manufacturers instruction sheets, shall be strictly followed.

Unlabelled chemicals shall not be used, unless the Chief Engineer or the supplier confirms the contents.

If a chemical needs dilution before use, the chemicals shall be diluted to exact dosing according to the information on the chemical label.

The technicians shall wear rubber gloves and mask while diluting chemicals or handling spillage, as stated in the chemical labels or the manufacturers instruction sheets.

After a chemical is diluted, the technicians shall use LABELLED containers with clear descriptions to hold the diluted chemicals.

In case of spillage of chemicals, or contact with eyes or skin, the technicians shall follow the measures detailed in the manufacturers instruction sheets, and shall seek medial advice in case of accident.

Spill incidents shall be reported to the Chief Engineer. The Chief Engineer shall establish and implement appropriate preventive and corrective action as required.

  • The Hotel shall be registered with the Director of Environmental Protection as a chemical waste producer to comply with the Waste Disposal (Chemical Waste) (General) Regulation.

Chemical waste shall be stored in safe containers to avoid leakage and volatilisation to the environment prior to collection and disposal by a licensed contractor.

Empty chemical containers shall be handled and disposed in accordance with the manufacturer’s instructions as normal waste, or returned to the suppliers.

Electricity Use:

Lighting shall be switched off when not required.

Electrical equipment shall be turned off when not in use, or not required for any prolonged period.

  • Whenever budgets permit high-efficiency equipment and products shall be selected, and used to replace damaged or inefficient equipment.
  • Whenever budgets permit, automatic timers shall be installed to effectively control on/off status of electrical equipment.

For plant with multiple chillers, it shall be ensured that an additional chiller is only turned on when the capacity of operating chiller(s) is insufficient. Chillers operation under light load conditions shall be avoided.

The speed of chilled water pumps shall be controlled by variable speed drives to cater for variable cooling demands for achieving the purpose of energy saving.

In the air side, the thermostat shall be adjusted to appropriate temperature to suit required conditions, and not set too low to over cool function rooms, restaurants, offices, etc.

Whenever budgets permit, additional electricity check meters shall be installed for monitoring the energy use.

  • Stickers and posters shall be posted on staff notice boards to draw attention on the significance of energy and water savings.

Water Use:

Water taps shall be turned off whenever not required.

Relevant Records

The Director of Engineering shall keep the following records for at least two years:

  • Maintenance work orders
  • System plant log sheets
  • Engineering daily logbooks
  • Calibration certificate
  • Chilled water test reports
  • Staff training records
  • Post-Course Evaluation forms
  • Incident records

Reference Materials

  • Preventive maintenance programme
  • Preventive maintenance work instructions
  • Chemical Handling Manual
  • Code of Practice for Electricity (Wiring) Regulations
  • Ordinances and legislative guides
  • Environmental Management Manual

End of Procedures for HVAC Section

Operational Control Procedures

Hotel Generic Hongkong

Document No.: OCP-EE / Department: Engineering Department
Revision No.: / Date: / Section: Electrical Section
Compiled by: Chief Engineer / Signature: / Page 1 of 4

Purpose

To maintain the electrical system and equipment, perform monitoring and measurements so as to minimise the health / safety / environmental impact, prolong the system and equipment life span, optimise the use of natural resources, and comply with legal requirements.

Scope

Maintenance of electrical systems includes:

  • lighting;
  • emergency generator;
  • switchboards;
  • electrical equipment and devices; etc.

Resource consumption includes:

  • material use / waste disposal;
  • chemicals handling; and
  • energy and water conservation.

Responsibilities

The staff of the section are responsible for following the established engineering and resources conservation practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Chief Engineer is responsible for:

  • ensuring all staff understand and implement the prescribed engineering and resources conservation practices;
  • organising monthly meeting to obtain feedback from the staff and respond to their inquiries;
  • maintaining the OCP’s for the Engineering Department (in consultation with the Director of Engineering and the EMS Manager); and
  • maintaining relevant records.

The Director of Engineering is responsible for:

  • auditing and monitoring the routine activities in the Engineering Department;
  • arrange training for the staff on an as-needed basis;
  • updating the chemicals handling, system operation and maintenance manual, etc;
  • checking the material and chemical storage areas; and
  • checking whether appropriate notices are clearly visible and in the correct locations.

Procedures

General:

The Director of Engineering shall ensure electrical technicians are Grade “A” or “B” certificate holder for the purpose of conducting electrical maintenance work.

The damaged electrical equipment and devices shall be repaired and reused if possible, otherwise are disassembled to recycle reusable components.

The readings of electricity energy consumption shall be taken daily from the electrical check meters by the technicians, and the Chief Engineer shall maintain the records.

The maintenance work orders (routine, corrective, preventive and emergency maintenance) shall be clearly recorded in the engineering daily logbooks by the engineering staff, which is maintained by the Chief Engineer.