How to use this worksheet

Fill it out for each building you manage, keep a printed copy at the security desk and engineering office, and store a digital copy where on-call staff can reach it from a phone. Review it at least once a year and whenever a major tenant, vendor or system changes. Share only what is necessary with outside contractors, and keep security codes and sensitive details in a controlled copy.

This is the building's own document, kept by its own staff, and it is useful no matter which contractors are eventually called.

Building systems and shutoffs

  • Domestic water main shutoff location, with a photo and the tool needed to operate it.
  • Riser and floor-level isolation valves, marked on a plan for each stack.
  • Fire sprinkler riser room, zone control valves and the fire protection vendor's emergency contact.
  • Main electrical rooms, switchgear and emergency generator, with the electrician of record.
  • Gas service shutoff, if any, and the utility's emergency line noted from the bill.
  • Air handlers and the controls to shut them down or isolate floors.
  • Sump pumps, ejector pits and their alarms.
  • Roof access, drains and the roofing contractor of record.

Contacts to fill in

Role
Property manager on call
Name and company
After-hours contact
Notes
Authority limit for emergency spending
Role
Chief engineer
Name and company
After-hours contact
Notes
Role
Security desk
Name and company
After-hours contact
Notes
Staffed hours
Role
Fire protection vendor
Name and company
After-hours contact
Notes
Impairment procedure
Role
Elevator service provider
Name and company
After-hours contact
Notes
Contract number
Role
Electrician
Name and company
After-hours contact
Notes
Role
Plumber
Name and company
After-hours contact
Notes
Role
Roofer
Name and company
After-hours contact
Notes
Role
Insurance agent or broker
Name and company
After-hours contact
Notes
Policy number and claim reporting method
Role
Owner representative
Name and company
After-hours contact
Notes
Who approves large spending

Access and tenant information

  • Freight elevator dimensions and reservation process.
  • Loading dock hours and clearance height.
  • Key and access card procedures for after-hours contractors.
  • Tenant roster with emergency contacts and suite numbers.
  • Suites with critical equipment: server rooms, labs, kitchens, medical uses.
  • Residential stacks and emergency entry rules, if the building is mixed-use.
  • Location of floor plans and as-built drawings, paper and digital.
  • Existing environmental surveys, such as asbestos reports, for older buildings.

Common questions

How detailed should valve locations be?

Detailed enough that a security officer who has never been in the mechanical room could find and identify the valve at night. Photos with arrows and floor plan marks work better than written descriptions.

General information for Downtown Denver, not a quote or professional advice. In an emergency, call 911.