[BCM] [BT] [E3] [PD] [CBF] [1] Asset & Facilities Management

Plan Development

BCM Plan and Procedure

CBF 1: Asset and Facilities Management

WHAT: Function Overview and Importance

CBF-1: Asset & Facilities Management involves the full spectrum of operational oversight for properties and facilities under Bandtree’s portfolio.

This function supports:

• Real-time maintenance and upkeep of government-linked infrastructure
• Monitoring of asset lifecycle and condition to optimise value
• Ensuring space utilisation aligns with operational needs
• HSSE compliance for safety and regulatory adherence
• Coordination with vendors, tenants, and internal stakeholders

Its importance lies in maintaining functional, safe, and compliant environments that support uninterrupted services across critical public infrastructure.

PRE-CRISIS: Readiness and Preparation Measures

HOW

Proactive Measures to Ensure Operational Readiness

Effective preparedness is key to minimising disruption and enabling swift response and recovery.

Bandtree shall undertake the following actions before any crisis event to ensure the readiness of the Asset & Facilities Management function and its sub-functions.

Develop and Maintain Critical Facility and Asset Inventories

• Maintain a centralised, regularly updated inventory of all properties, physical assets, building systems, and equipment under Bandtree’s management.
• Classify assets by criticality to operations (e.g., essential systems such as HVAC, lifts, fire suppression).
• Record asset location, condition, last maintenance date, and vendor/contractor responsible.

Define Recovery Time Objectives (RTOs) and Recovery Point Objectives (RPOs)

• Assign RTOs to each sub-CBF (e.g., emergency systems within 4 hours, tenant communication within 6 hours).
• Define RPOs for systems involving data monitoring or operational reports (e.g., asset tracking dashboards, energy usage logs).
• Integrate these objectives into continuity plans and testing protocols.

Ensure Availability of Facility Blueprints and Asset Documentation

• Digitally archive as-built drawings, wiring schematics, mechanical/electrical/plumbing (MEP) layouts, and BMS (Building Management System) diagrams.
• Store off-site backups (cloud and physical) with secure and redundant access for continuity teams.
• Ensure documentation is accessible to facility engineers, vendors, and recovery teams during disruptions.

Establish Alternate Vendor & Contractor Agreements

• Identify and onboard secondary vendors/ contractors who can be mobilised during primary vendor unavailability.
• Maintain updated contact details and contract terms.
• Include Service Level Agreements (SLAs) that specify emergency response timelines and resource requirements.

Conduct Preventive Maintenance (PM) and Compliance Checks

• Schedule and perform routine preventive maintenance on all critical infrastructure systems (e.g., generators, electrical panels, fire protection systems).
• Ensure that maintenance logs are complete, up-to-date, and accessible.
• Verify that all systems comply with current Health, Safety, Security, and Environment (HSSE) and regulatory standards.

Stockpile Emergency Tools, Supplies, and Equipment

• Maintain an emergency inventory including:
  • Portable generators
  • Spare parts for HVAC systems, pumps, lighting, and other equipment.
  • PPE (helmets, gloves, reflective vests, masks)
  • Flashlights, batteries, sandbags, signage
    
    
• Distribute and store stockpiles strategically across critical facilities.

Train Facilities Management and Response Teams

• Identify and train key personnel in emergency response protocols, including:
  • Damage assessment
  • Utility shutdown/startup procedures
  • Evacuation and lockdown protocols
  • First-aid and fire safety
    
    
• Conduct tabletop exercises and practical drills every 6 to 12 months.

Review and Update Incident Response and Escalation Protocols

• Maintain and periodically test Bandtree’s Facility Emergency Response Plan.
• Ensure clear designation of roles and responsibilities, including:
  • Incident Commander
  • Communications Officer
  • Logistics Coordinator
• Establish 24/7 contact lines and escalation charts (e.g., Operations ➝ Senior Management ➝ Regulatory Authorities).

Ensure Redundant Monitoring and Reporting Tools

• Set up redundancy for critical IT systems supporting asset monitoring (e.g., cloud-based dashboards for condition monitoring, CMMS platforms).
• Verify battery backups, surge protection, and secondary internet connections where necessary.

Engage Stakeholders in Business Continuity Awareness

• Brief tenants, internal departments, and key partners about response expectations and available support.
• Provide guides or briefing documents for basic emergency actions in shared premises.

WITHIN T+24 HOURS (RESUMPTION): Immediate Post-Disruption

Below is the expanded and detailed version of the "Within T+24 Hours (RESUMPTION Phase)" section for CBF-1: Asset & Facilities Management in Bandtree’s BCM Recovery Procedure.

The focus is on structured, time-sensitive, and role-specific actions designed to stabilise operations swiftly after a disruption.

HOW

Immediate Actions Post-Disruption

The Resumption Phase encompasses actions to stabilise and partially restore Asset & Facilities Management activities within the first 24 hours of an incident.

The goal is to ensure safety, secure affected facilities, initiate damage control, and resume essential subfunctions, particularly those critical to life, safety, and the operability of infrastructure.

Activate the Facilities Incident Response Team (FIRT)

• Notify and mobilise designated team members responsible for initial damage control and coordination.
• Assign specific roles:
  • Incident Commander – leads response execution and liaises with executive management.
  • Facilities Operations Lead – manages on-ground assessment and repair.
  • Logistics Coordinator – arranges tools, transport, and temporary support.
  • Communications Officer – coordinates with internal and external stakeholders.
  
  
• Activate a 24/7 command post or virtual war room for coordination and reporting.

Conduct Initial Safety and Structural Assessments

• Perform walkthroughs at affected facilities to:
  • Identify hazards (e.g., structural damage, exposed wires, gas leaks).
  • Confirm the building's stability before allowing staff to re-enter.
  • Check for fire suppression system activation or failure.
    
    
• Engage certified engineers or inspectors if required for detailed clearance.

Secure the Premises and Prevent Further Damage

• Isolate unsafe or damaged areas using barriers, signage, or locks.
• Shut down utilities (power, water, gas) if safety hazards are detected.
• Implement water extraction, ventilation, or fire damage control measures as needed.

Restore Critical Utilities and Life-Safety Systems

• Prioritise restoration of:
  • Emergency lighting
  • Fire alarms and suppression systems
  • HVAC systems for essential climate control
  • Water supply and sanitation
    
    
• Use backup generators during power outages.

Deploy Pre-Identified Emergency Contractors and Vendors

• Contact alternate vendors as per the pre-crisis agreements.
• Mobilise repair teams, cleaning crews, and emergency maintenance contractors.
• Ensure vendors check in and out through an emergency response control point.

Re-establish Basic Facility Functions

• Resume the most essential sub-CBFs such as:
  • Health, Safety, Security & Environment (HSSE) monitoring
  • Emergency and incident response systems (e.g., alarms, evacuation signage)
  • Temporary HVAC or lighting if standard systems are compromised

Protect and Preserve Physical and Digital Assets

• Move sensitive equipment and documentation to safe zones.
• Initiate backup power for IT and monitoring systems.
• Secure high-value or high-risk assets with additional surveillance or restricted access.

Initiate Stakeholder Communication and Coordination

• Notify affected tenants, internal teams, and government counterparts of:
  • Status of disruption and initial findings
  • Expected timelines for basic service restoration
  • Interim safety or access protocols
    
    
• Utilise SMS alerts, emails, and on-site notices for effective communication.

Log All Actions and Observations

• Maintain a resumption activity log capturing:
  • Time-stamped actions and decisions
  • Visual evidence (photos/videos) of damages and response steps
  • Names of personnel and vendors involved
    
    
• This will support insurance claims, audits, and later incident review.

Coordinate Temporary Relocation or Space Reallocation

• If necessary, move operations or tenants to alternate facilities.
• Leverage pre-identified contingency spaces or coordinate with Darussalam Assets for emergency space allocation.
• Update space allocation records to reflect temporary arrangements.

Note

All resumption actions within these 24 hours must be executed with a clear priority on life safety, regulatory compliance, and incident containment.

Coordination among departments, vendors, and public authorities is crucial to preventing secondary issues and facilitating a comprehensive recovery.

AFTER T+24 HOURS (RECOVERY): Full Restoration Activities

Below is the expanded and detailed version of the "After T+24 Hours (RECOVERY Phase)" section for CBF-1: Asset & Facilities Management in Bandtree’s Business Continuity Recovery Procedure.

This phase focuses on restoring full operations, ensuring compliance, and implementing long-term corrective measures to maintain stability.

HOW

Full Recovery and Continuity Restoration

The Recovery Phase begins after the initial 24-hour window and continues until full operational capability is restored across all sub-functions.

This includes thorough inspections, long-term infrastructure repair, re-engagement of stakeholders, and improvements to resilience.

Conduct Comprehensive Damage and Root Cause Assessments

• Engage certified engineers and technical specialists to:
  • Assess all systems (electrical, structural, HVAC, fire safety, etc.) in detail.
  • Identify root causes of the disruption (e.g., system failure, environmental hazard, security breach).
  • Prioritise repairs based on safety, functionality, and operational criticality.
    
    
• Prepare formal inspection reports for internal review and external compliance.

Restore Full Operations Across All Sub-Functions

• Resume full functionality for the following key sub-CBFs:
  • Property and Facility Maintenance Management: Reinstate all suspended maintenance schedules and issue deferred work orders.
  • Asset Lifecycle and Condition Monitoring: Reactivate digital asset monitoring dashboards, sensors, and reporting tools.
  • Space Planning and Allocation: Return displaced personnel/tenants to primary premises and update space usage plans.
  • Vendor and Contractor Management: Reaffirm contracts, resolve any service disputes, and resume standard workflows.
  • HSSE Compliance: Conduct post-disruption audits and correct any non-compliances.
  • Energy and Utilities Management: Reconnect to main utilities, re-tune BMS systems, and monitor energy consumption levels.
  • Emergency and Incident Response for Facilities: Replenish emergency kits and evaluate the effectiveness of emergency actions taken.
  • Capital Projects and Renovation Oversight: Reassess ongoing projects and revise timelines as needed to account for disruptions.
  • Tenant and Stakeholder Relationship Management: Schedule follow-up meetings to gather feedback and address outstanding issues.
  • Regulatory and Compliance Reporting: Complete post-incident regulatory filings and compliance documentation.

Revalidate All Building Systems and Equipment

• Test and certify the following:
  • Fire detection and suppression systems
  • Elevators, HVAC, and generator systems
  • Access control and surveillance systems
  • Water and waste systems
    
    
• Obtain recertification as required from regulatory bodies or relevant ministries.

Engage Stakeholders and Provide Recovery Status Updates

• Notify all internal and external stakeholders of:
  • Operational status and areas fully restored
  • Remaining issues are being resolved
  • Contact points for support or concerns
    
    
• Issue a formal “Return to Normal Operations” notice when appropriate.

Coordinate Post-Incident Regulatory and HSSE Reporting

• Submit detailed reports to:
  • Ministry of Development, Brunei Fire and Rescue Department (BFRD), and relevant authorities.
  • Darussalam Assets is the oversight body.
    
    
• Include:
  • Chronology of events
  • Response and recovery actions
  • Safety incident reports and non-compliance corrections

Evaluate Performance of Vendors and Contractors

• Assess:
  • Responsiveness and availability during the crisis
  • Adherence to SLAs and quality of recovery work
  • Communication and reporting standards
    
    
• Document performance reviews and initiate remedial action for non-performing vendors.

Resume and Adjust Capital Projects and Renovation Plans

• Evaluate the impact of the disruption on timelines and budgets.
• Coordinate revised project schedules with contractors and stakeholders.
• Update project charters to include additional contingency measures.

Conduct After-Action Review (AAR) and Lessons Learned Workshop

• Facilitate a structured review session involving:
  • FIRT members
  • Facilities managers
  • External responders/vendors (where applicable)
  • Risk, HSSE, and compliance officers
    
    
• Capture:
  • Successes and strengths in the recovery process
  • Gaps, delays, or miscommunications
  • Recommended changes to procedures and documentation

Update Business Continuity Plans and Procedures

• Incorporate findings from the After-Action Review into:
  • Emergency response procedures
  • Recovery playbooks
  • Training content
    
    
• Adjust RTOs/RPOs if the actual incident invalidated current assumptions.

Retrain and Reorient Staff

• Conduct refresher training for facilities and response personnel based on updated procedures.
• Simulate scenarios reflecting real lessons learned to build readiness.
• Communicate the new Business Continuity Plan (BCP) procedures to all affected departments and stakeholders.

By the end of the Recovery Phase, Bandtree aims to restore all facilities and asset functions to their pre-disruption performance levels, reinforce infrastructure resilience, and ensure that all actions comply with regulatory and contractual obligations.

Summing Up ... 

This Business Continuity Recovery Procedure provides a structured and actionable roadmap to safeguard Bandtree’s CBF-1: Asset & Facilities Management.

By maintaining preparedness, enabling rapid resumption, and ensuring complete recovery, Bandtree reinforces its commitment to operational excellence, public safety, and service continuity—key pillars of its national responsibility in Brunei Darussalam.

 

Implementing Business Continuity Management for Bandtree: A Practical Guide
eBook 3: Starting Your BCM Implementation
MBCO	P&S	RAR T1	RAR T2	RAR T3	BCS T1	CBF
CBF 1: Asset and Facilities Management
DP	BIAQ T1	BIAQ T2	BIAQ T3	BCS T2	BCS T3	PD

More Information About Business Continuity Management Courses

To learn more about the course and schedule, click the buttons below for the  BCM-300 Business Continuity Management Implementer [BCM-3] and the BCM-5000 Business Continuity Management Expert Implementer [BCM-5].

 

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