BIM for Facility

Management
Handbook and technical
specifications for the digital model
 BIM for Facility Management

TABLE OF CONTENTS
The rationale for an FM-compatible digital model ...................................................................................................................................3
The advantages of BIM for FM .........................................................................................................................................................................4


BIM FOR FACILITY MANAGEMENT
HANDBOOK AND TECHNICAL SPECIFICATIONS ASSOCIATED WITH THE DIGITAL MODEL ............................................................. 5

1. FORMATS, SPECIFICATIONS AND STANDARDS USED FOR THE DIGITAL MODEL ......................................................................... 5

2. BIM-BASED MODELLING ............................................................................................................................................................................................... 6

3. SPACES AND ROOMS .................................................................................................................................................................................................... 6

4. SERVICES AND CONVEYED MEDIA ........................................................................................................................................................................... 7

5. EQUIPMENT ........................................................................................................................................................................................................................ 7
6. INTERFACE WITH THE BMS............................................................................................................................................................................................ 8

7. MODELLING TIPS .............................................................................................................................................................................................................. 9

8. DATA ENRICHMENT ......................................................................................................................................................................................................... 9

9. COMPLIANCE CHECK ..................................................................................................................................................................................................... 9

10. DELIVERY AND UPDATES ............................................................................................................................................................................................... 9

11. SUPPORTING ACTIVITIES ............................................................................................................................................................................................10

12. RESPONSIBILITIES OF THE MAIN CONTRACTOR AND BUILDERS ..............................................................................................................10

13. RESPONSIBILITIES OF THE SYSTEM OPERATOR .................................................................................................................................................10

14. RESPONSIBILITIES OF THE TENANT USING THE PREMISES ..........................................................................................................................10

FIND OUT MORE ............................................................................................................................................................................................................10

Successful implementation at the new Thales business complex (Hélios) ................................................................................................11

This document provides general guidelines to ensure full compatibility with the BIM format of a building
digital model for operational (or Facility Management) purposes, as set forth in the applicable professional
practices and standards. It is intended for project managers, building designers, architects and builders.
Users are advised to involve the future prospective operator at the early stages of the design in order to tailor
the digital model’s content to the project’s specific requirements.

October 2016
Document translate from « Le BIM pour le Facility Management - Cahier des charges et spécifications techniques pour la maquette numérique »,
coll. « Les Cahiers Experts », supplement published and distributed by Groupe Moniteur in april 2016.

2
 BIM for Facility Management

The rationale for an

FM-compatible digital model
Building Information Modelling (or BIM) is seen as an exciting opportunity for the real-estate and property business in general and
for operators in particular (or Facilities Management). Contractors, building designers, architects and builders are already using these
digital models extensively to foster teamwork. And it is no surprise that it is now growing into building maintenance and operation,
where it provides the hub for information pooling and management throughout the building’s lifetime.

The first experiment involving an "FM-compatible digital model" or "BIM for FM" took place in the Hélios business complex in Vélizy
Villacoublay (southwest of Paris). VINCI Facilities set up this experiment as part of the BIM FM Lab it created with Thales, Foncière
des Regions (the holding company that owns the buildings) and VINCI Construction France (the general contractor).

We discuss this approach in this document intended for everyone involved in the real estate and property sector. It comes in the
form of a handbook providing guidelines to make the digital model FM-compatible, independent and freely available as an open
source tool, in turn making it a practical and, most importantly, very logical model.

The digital model originating from the project design and on-site execution stages already contains all the graphical and technical
data related to networks, materials and equipment in the building. It also compiles digital versions of all the printed documents
relevant to the trades involved in the daily running of the building, i.e. sets of drawings, advisory maintenance file (DIUO in French)
or as-built file (DOE in French). At present, this data is scattered across a wide variety of media.

Enriched with specific data to support Facility Management, information on measuring values expected for inspection purposes and
a list of supplier contracts and contacts makes it a true digital model (or FM model) suited to building operation, and particularly
useful for corrective, preventive and predictive maintenance.

In the near future, the FM model will provide access to all standard FM tools, including the BMS (Building Management System),
CMMS (Computerised Maintenance Management System) and services portal, on a touch screen.

Take-aways
• BIM is opening up exciting opportunities for the building operation sector.
• VINCI Facilities provides a handbook to make digital models FM-compatible.
• This report is available to everyone involved in project management, design, construction and Facility Management.

Key
BIM for FM: the handbook for an FM-compatible digital model.
BIM FM: the use of BIM in FM.

3
 BIM for Facility Management

The advantages of BIM for FM

BIM contributes extensively to operational excellence in Facility Management. VINCI Facilities, for instance, has seen a
significant reduction in the interval between the time the work/repair order is drafted and time the technicians are on-site
carrying out the work. Other gains and new services have also been identified.
Qualitatively speaking, BIM for FM optimises monitoring and inspection tasks by the teams operating the building. Throu-
ghout the building’s lifetime, the digital model supports activities and makes it possible to perform corrective and preventive
maintenance using an accurate coding system for the different services (maintenance, cleaning, job estimates). Its positive
impacts ripple across a wide spectrum of areas: staff are more autonomous, technical inspections and standby duties are
easier to plan, equipment and subcontractor management are simpler, it fast-tracks spare-parts ordering, streamlines works
and assistance to project management (AMO in French), facilitates regulatory compliance, and smoothens major maintenance
and refurbishment (GER in French).
Quantitatively speaking, lthe advantages of BIM for FM become apparent when teams are managing technical repairs. For
example, BIM for FM can shorten the lead time between placing the work order and the beginning of the works on site by 40%.
21:36
Lead time required by conventional methods

20
19:12 Lead time required using BIM 19:23
The impact of BIM
on the management
of technical repairs
16:48 (Source : VINCI Facilities)

15
14:24
The management of tech-
nical repairs (electrical, hea-
ting-ventilation-air-condi-
12:38 tioning or HVAC) has been
12:00 evaluated through timed
11:07
and filmed tests performed

109:36 during technical repairs

(electrical and HVAC) by
comparing the lead times
7:31 7:31 7:30 required with and without
7:12 using BIM, excluding actual
6:16 6:08 6:22
repair time.

54:48
5:22
NOTE: The total lead time
4:52
4:02 differs from the sum of indi-
3:45
3:12 vidual lead times because
2:24 2:21 2:07 2:11 2:17
the former shows the dura-
1:30
tion of a collective opera-
tion, while the latter com-
0:32

00
0:15 0:30
0:00 pares individual lead times.
Preparing Travelling Locating Locating Technical Time spent Gathering Retrieving Finding the Travelling Waiting Checking Total time
the repair between the equipment the isolation information on actual and putting the as-built relevant data in between offices to access stock
office and actual on the actual mechanism and reference floor away tools file the as-built file the equipment availability
floor (to & fro) floor codes

Finally, in terms of services, the use of BIM for FM opens up new opportunities:
- To enhance fire safety drills, people flows and evacuation, overall comfort, lighting, dynamic thermal simulations, or even
"space management", as well as major maintenance and refurbishment (GER in French);
- For geolocation and movement throughout the building;
- Virtual reality to train operators, or increased for collaborative and inclusive work;
- Remote operation and control.
BIM has clearly shown how it contributes to FM. Now, FM needs to provide accurate specifications to be built into
the model in order to enjoy those advantages.

Take-aways
• BIM for FM can contribute to operational excellence in a wide variety of ways.
• It brings qualitative advantages (impact on the customer and working conditions) and quantitative aspects (time required,
measured), and opens the door to new and additional services.

4
 BIM for Facility Management

BIM for Facility Management

Handbook and technical specifications associated with the digital model
This handbook produced by VINCI Facilities is intended for project managers, property owners, building designers, architects and
builders. It describes the method to ensure the BIM for FM digital model is compatible with and will optimise Facility Management.
Optimisation may enable facility managers to guarantee operation quality, costs and lead times for the customer. This handbook
is divided into 14 points.

1 Formats, specifications and standards used

for the digital model
Operators generally exchange BIM data in .rvt or .nwd file
formats. Otherwise, exchanges use certified applications
for exporting data in IFC (Industry Foundation Classes), a
standardised file format (the latest version to date is IFC 4).
Export and information files may also be in XML (Extensible
Markup Language) format. In this case, they require an
identifier to reassociate the files.
Additional information specific to each piece of equipment
must meet the provisions set forth in the latest issue of
the COBie (Construction Operations Building information
exchange) standard (currently BS 1192-4) (see "Find out
more" below). The name and classification of the building
components shall be compliant with the Uniformat II 2015
code (see "Find out more" below).
Finally, an attribute containing each piece of equipment’s
classification needs to be added (mandatory).
The level of detail follows the provisions set forth in the
LOD (Level of Detail) standard:
- Min. LOD 300;
- LOD 350 for complex systems and technical rooms;
- LOD 200 for the framework/civil engineering part of the
building.
In order to optimise navigation, the models should be
located geodetically.
Succinctly, the digital model needs to comply with
five requirements: the metric system, IFC 4, BS 1192-4,
Uniformat II 2015 and LOD 2015.

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 BIM for Facility Management

2 BIM-based modelling

The breakdown of the digital model is classified according to three different views, as follows:
Site, road works and utilities (VRD in French) Generic view
Building Detailed view of the façade
Different floors Detailed view

For a greater level of detail, structural and functional systems are split into 10 groups/categories:
Structure Structural elements of the building
Architecture Shell and core of the building
Transport Lifts, freight elevators, escalators, conveyors, lifting systems
Plumbing Drinking water, softened water, wastewater treatment, rainwater
Energy systems (excluding electricity) Gas, fuel, hydrogen, cogeneration systems, etc.
HVAC (Heating, Ventilation, Air Conditioning) Systems, equipment and thermal energy production facilities
Fire protection Detectors, fire extinction systems, hydrants, fire hose cabinets, etc.
Electrical Circuits, electrical cabinets, power supplies, distribution boards, lighting, etc.
Equipment and furnishings Desks, partitions, furniture
Road works, utilities and green areas Roads, different utilities and green areas

NOTE: The list of framework components and the level of definition required are detailed in standard BS 1192-4:2014.

3 Spaces and rooms

The metrics for each facility and room are enhanced with
additional information required for maintenance and repairs.
In addition to the indoor floor surface area, the interior space
(volume), type of floor covering and associated reference
codes, the type of ceiling and associated reference codes, wall
surface and type of wall covering, need to be stated.
The different elements composing the latter need to be
classified according to the Uniformat II standard into three
categories: wall finishes, floor and ceiling finishes.
Each room’s purpose also needs to be coded (e.g. workshop,
office, corridor, kitchen, IT room, laboratory, technical room,
landing, parking space, canteen, meeting room, sanitary
installations, security, storage).

6
 BIM for Facility Management

4 Services and conveyed media

The different services and conveyed media are identified and represented using a colour code:

Hot drinking water Red Dangerous fluid (acid, base, etc.) Violet
Cold drinking water Blue Energy (fuel, gas, etc.) Orange
softened water Green Other fluids No colour
Eau sale Black Fresh ventilation air Blue
Rainwater Grey Exhaust ventilation air Red

5 Equipment

Generally speaking, equipment is modelled in 3D to a suitable scale in light of its volume and footprint. The places where the
equipment meets walls, floors and piping are positioned at their exact location (LOD 350). It is not necessary to include any
internal components or fastening mechanisms unless they are relevant for maintenance purposes. Additional documents (such
as technical data sheets, operator or user manuals, as-built file and advisory maintenance file) can also be included as PDF
documents, video files or external web links.
Uniformat II coding is replicated in the "Equipment" data sheet associated with the digital model (see table on page 8), which
affords it a degree of formality.

As a general guideline, the six categories encompassing the most commonly required attributes follow.

Coordinates and location data
Manufacturer’s data
Facilities/Asset Management
Planning data
Specifications
Energy specifications
Name of the building. Floor number. Room name or number. Office number.
Manufacturer’s name. Contact details. Equipment manufacturer’s reference. Serial
number. Year manufactured. Manufacturer-supplied barcode or QR-code.
FM identification code. FM barcode or QR-code. Replacement costs. Installation costs.
Equipment purchase price. Name of the equipment. Type of system. Reference No. in
the equipment manual. Type of warranty. Person responsible for the warranty. Date
warranty begins and expires. Spare parts list. Spare parts supplier. Instructions for
maintenance. Type of inspection. Last measured values. Means of isolation.
Date of commissioning. Inspection intervals. Latest inspection date.
Dimensions. Weight. Type of electrical connectors. Size of electrical connectors. Type
of pipe fittings. Size of pipe fittings. Type of ventilation ducts. Size of ventilation ducts.
Colour/ finish. Capacity. Noise level.
Type of power supply. Consumption. Operating temperatures. Air flow. Water flow.
Humidity levels. Operating pressure. Water consumption. Gas consumption. Power
consumption. Readings taken upon installation.

7

Name of the equipment:
Photo/Illustration
Attribute category
(Type of information)
Coordinates and location data
Coordinates and location data
Coordinates and location data
Coordinates and location data
Manufacturer’s data
Manufacturer’s data
Manufacturer’s data
Manufacturer’s data
Manufacturer’s data
Manufacturer’s data
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Facilities/Asset Management
Planning data
Planning data
Planning data
Specifications
Specifications
Specifications
Specifications
Specifications
Specifications
Specifications
Specifications
Specifications
Specifications
Specifications
Energy specifications
Energy specifications
Energy specifications
Energy specifications
Energy specifications
Energy specifications
Energy specifications
Energy specifications
Energy specifications
Energy specifications
Energy specifications
6 Interface with the BMS
It can be useful to set up interfaces linked to a BMS application,
to replicate the zoning drawings within the digital model.
This way, you will be able to automatically update zoning
later on. In other words, consider partitioning that is suitable
for the BIM model.
The BMS application developer will supply the technical
specifications required to obtain real-time readings from the
8
BIM for Facility Management
Table of specific attributes per piece of equipment
List of BIM for FM attributes for equipment
LOD modelling level:
Equipment category: Uniformat II coding:
Description: Documents to be associated with the equipment:
Attribute required Unit Format Source of the Recipient of the information
(Description) (M, Pa, L/Min) (Hardcopy, digital, mixed) information (BIM, CMMS, BMS)
Name of the building
Floor number
Room name or number
Office number
Manufacturer’s name
Contact details
Equipment manufacturer’s reference
Serial number
Year of manufacture
Manufacturer’s barcode or QR-code
FM identification code
FM barcode or QR-code
Replacement costs
Installation costs
Equipment. purchase price
Name of the equipment
Type of system
Reference No. in the equipment manual
Type of warranty
Person responsible for the warranty
Warranty starting date
Warranty expiry date
Spare parts list
Spare parts supplier
Instructions for maintenance
Type of inspection
Last measured values
Means of isolation
Date of commissioning
Inspection intervals
Latest inspection date
Dimensions
Weight
Type of electrical connectors
Size of electrical connectors
Type of pipe fittings
Size of pipe fittings
Type of ventilation ducts
Size of ventilation ducts
Colour/ finish
Capacity
Noise level
Type of power supply
Consumption
Operating temperatures
Airflow
Water flow
Humidity levels
Operating pressure
Water consumption
Gas consumption
Power consumption
Readings taken upon installation
sensor data for the relevant equipment in the model.
Data from generic sensors not replicated within the
model, but which may indicate values for a specific zone
(e.g. ambient temperature in a room) shall be included within
the item "floor" of said zone.
At this time, BMS actuator control within the BIM model is
not required.
 BIM for Facility Management
7 Modelling tips
BIM designers check modelling compliance requirements at
each stage. It is important to create an equipment library,
and expand it as the modelling process unfolds. Similarly,
classifying the items and assigning them reference codes as
per Uniformat II while adding them is easier than doing so
once the model is finalised. It is also advisable to check that
8 Data enrichment
This can be tedious at the early stages of the modelling
process. But it is nevertheless essential since most of the
equipment appears several times in the model. When properly
referenced, the quality of the various attributes enhances
the quality of the resulting model. Lastly, bear in mind that
9 Compliance check
The builder is answerable for digital model compliance. The
BIM Manager for on-site execution checks both the 3D scope
and the ongoing enrichment tasks. Upon acceptance of the
works, any non-compliance is recorded together with the
corrective measures that have been taken, and entered in the
form of notes into the digital model.
10 Delivery and updates
For operation to begin smoothly, the complete and enriched
model needs to be received at least one month before site
takeover (initial acceptance). Only the defects detected during
the DLP are tolerated, in which case a final model may be
received at the end of year during which said rectification period
concludes. Before that deadline, model compliance with the
executed works is the responsibility of the builder. The operator’s
BIM Manager will carry out four types of inspections:
the attribute fields are present when adding new equipment
or a new family to the model.
To save time, designers may use the IFC objects provided by
some equipment manufacturers, or available from download
portals on the web, such as BIMobject, TraceParts or Polantis.
part of the enrichment is done on-site following acceptance
of the works (collecting data on the actual equipment, e.g.
serial numbers). Where an attribute cannot be referenced, the
person in charge of the modelling provides the reasons in a
separate report.
There are four non-compliances categories: location error,
modelling error, equipment error and attribute error.
Responsibility for digital model compliance is only transferred
at the end of the defects liability period (DLP; now called the
rectification period).
on-site inspections on the main technical rooms, inspections
of the enrichment on 10 pieces of equipment of various
kinds according to the system (plumbing, electrical, etc.),
on-site random inspections on the location of equipment
installed under suspended ceilings, and visual inspections of
the various systems in order to identify any missing items.
Updates are added to the FM model at intervals decided by
the BIM FM Manager.
9
 BIM for Facility Management

11 Supporting activities

As early as the building stage, the operator may need to similarly, the model is used to lift reservations and during
carry out preliminary inspections and request access to final acceptance of the works, for instance to avoid
the digital model data in order to monitor the enrichment redundant or new inspections of the overall assembly once
process. the suspended ceilings have been installed.

12 Responsibilities of the main

contractor and builders
The builder guarantees that the overall information in the BIM
model is accurate. The other companies involved are responsible
for their own contributions and thus for their respective models.
For that reason, Project Management is responsible for ensuring
that the data entered into attributes or on the interfaces is
accurate until the end of the defects liability period (DLP).
Project Management notifies the operator of any missing
items.
The enriched digital as-built file does not replace legal
documents. Legal documents are therefore submitted
separately, as required in applicable legislation.

13 Responsibilities of the system operator

The operator may maintain and update the digital model and and proper execution of the provisions included in the present
associated components upon expiry of the DLP. It carries out handbook, which details the user’s instructions of "BIM for FM".
final reception and the associated audit. It shall also be required Finally, the operator is responsible for setting up interfaces to
to advise and assist the main contractor on the understanding link with the relevant CMMS and BMS tools.

14 Responsibilities of the tenant using the premises

Any work carried out by the tenant occupying the premises shall will be undertaken by the builder’s BIM Manager. The operator
be reported to the operator. Ideally, any fit-out work, i.e. specific ensures that the digital model is updated on completion of the
work requested by the tenant to conduct its business activities, fit-out work.

Find out more

- BS 1192-4:2014 standard: Collaborative production of information. Fulfilling employer’s information exchange requirements using COBie
(Construction Operations Building Information Exchange). Code of practice, published by British Standards Institution (BSI) in September 2014.
- ASTM E1557-09 (2015): Standard Classification for Building Elements and Related Sitework - UNIFORMAT II, ASTM International, West
Conshohocken, PA, 2015, www.astm.org.
- LOD - Specification - 2015: Level of Development Specification, Version: 2015, October 30, 2015, For Building Information Models by
BIMForum.

10
 BIM for Facility Management

Successful implementation at the new Thales business complex (Hélios)

BIM FM was tested at the beginning of model within the remit of the operators. all "FM operators".
2015 under real-life conditions by the It is this handbook and the experience It has already been implemented for
operator at the new building complex that Thales and VINCI Facilities share a new 55,000 m2 construction project
commissioned for Thales, which is alrea- today with everyone involved in the real at the Thales site located in Mérignac
dy a customer of VINCI Facilities. This property business and in particular, with (Dept. 31).
business complex in Vélizy Villacoublay
(southwest of Paris) comprises several
buildings and is known as Hélios. It spans THALES’ Hélios Site
50,000 sq. m. and provides a comfor-
table working environment for 2,300
people. It was designed by Quadri Fiore
Architecture and built based on a BIM
digital model developed and deployed
by VINCI Construction France for Fon-
cière des Regions (the holding company
Security Large
that owns the buildings). This teamwork systems
Building Building Building
critical
1 2 3
led Thales and VINCI Facilities to create excluded equipment
a shared laboratory for the digital model
during the operating stage, BIM FM Lab.
1 1 1
The initial audit period provided an modelled modelled modelled
opportunity to create and develop the floor sample floor sample floor sample

processes required for operating the

buildings in FM mode. It also provided
the opportunity to test the principle of
step-by-step acceptance of the enriched
Navisworks
model. The collaborative work led to database
a second enrichment stage to set up a
CMMS interface. The idea is to smoothen
the transition between the digital model
for on-site execution (EXE) and the one
used for operation purposes (FM), by lin-
king the overall technical facilities to the
CMMS traditional tools. As-built files are Equipment on other floors
associated with the equipment are referenced but
At the same time, VINCI Facilities com- included in the drawings not modelled
missioned and signed off on the Na-
visworks FM plug-in. This plug-in allows
maintenance teams to navigate throu-
ghout a tailored model showing the rele-
vant items and hiding the ones that are Information associated with each piece of equipment
irrelevant to the particular operation. - Type - Installation date
- Reference code - Warranty date
The success of this first real-life experi- - Quantity - Estimated service life (VF)
ment shows that BIM FM is now contri- - Dimensions - Cost
buting to the rapidly growing promi- - Geolocation - Equipment status attribute
- Technical data sheets
nence of building operation activities. and operating instructions
As a result, it has led to the drafting of
a practical handbook for operation in- Thales’ Helios site spans several buildings and is one of the first complexes to use a digital FM
tended to integrate BIM and the digital model to enhance its operations (Source: BIM FM Lab).

Take-aways

• T he BIM FM approach dates back to 2015, and has now been tested on a site in operation.
• T his experiment is discussed in a detailed handbook.
• T hales and VINCI Facilities are pleased to share it with everyone working in this sector.

Acknowledgements: This handbook was drafted with the assistance and advice of IMPARARIA (www.impararia.com).

11
VINCI Facilities looks after
buildings and their occupants,
and deals with potential
environmental impacts in all
types of service or industrial
sector sites.

It focuses on highlighting the

potential of real property
assets, improving working
environments, and managing
energy sources and operating
costs.

Its bespoke services leverage

Facility Management solutions
ranging from technical
maintenance to integrated
FM, and are based on flexible
infrastructure that can
be tailored to individual
customers’ needs.

Its 8,500 employees in Europe

and Morocco generate €1.4
billion in revenue.

VINCI Facilities is VINCI

Energies’ brand specialising in
Facility Management.

64 avenue de Colmar - 92565 Rueil-Malmaison cedex

Tél. : 01 56 84 53 53
www.vinci-facilities.fr