In the retail sector, facility management encompasses a variety of responsibilities that are critical to ensuring that stores operate efficiently, safely, and in compliance with legal regulations.
One of the biggest challenges for operations managers is ensuring that stores comply with all applicable regulations in the different countries where the brand markets its products.
In this article, we explain the mandatory minimum maintenance requirements in Spain for PCI, HVAC, and Low Voltage systems.
If you are looking to outsource your store maintenance services, at Optima Retail we offer all types of corrective and preventive maintenance services, with 24/7 support 365 days a year, and an average resolution time of 3 hours.
Low Voltage Regulations
Depending on the type of voltage assigned to one or more low-voltage electrical installations, these obtain one classification or another.
The usual use of nominal voltages in alternating current distributions is 230V (Volts) in three-phase networks, meaning three conductors.
230V between phase and neutral conductor, and 400V for four-conductor three-phase networks, meaning networks with a neutral conductor and three additional phases.
The networks also have an established frequency.
This must be 50 Hz and may only be modified with prior authorization from the public authority, provided there is justification for the need and evidence that the modifications will not affect surrounding installations.
Maintaining the electrical system in good condition and ensuring that both frequency and voltage remain within the appropriate parameters is not only mandatory but also very important for the safety and integrity of your store, workers, and customers.
Electrical maintenance service is recommended once a year, and it is mandatory for an OCA (Authorized Control Body) to inspect the electrical system once every three years.
In our annual certified electrical maintenance visit, the main objective is to ensure the safety, efficiency, and reliability of the store's electrical system:
Electrical Panel Inspection
Certified energy consumption analysis.
Certified lighting evaluation.
Certified energy quality analysis.
Certified controls and automation evaluation.
Certified energy management program review.
Certified electrical panel cleaning and inspection.
Certified wiring inspection in the electrical panel, including circuit and internal line identification.
Certified equipment heating check in the electrical panel.
Certified voltage measurement at the Power Control Switch (ICP).
Power Circuit Inspection
Certified check for the presence of voltage in power outlets.
Certified inspection of the grounding network.
Certified visual inspection of the condition of electrical mechanisms.
Certified inspection of wiring in electrified equipment.
Certified low-voltage inspection.
PCI (Fire Prevention) Regulations
The fire prevention legislation covers the maintenance of both passive prevention systems and active systems.
SYSTEM | FREQUENCY |
Fire detection and alarm systems. Detectors and manual alarm activation. | Anual |
Fire-fighting water supply systems. | Anual |
Fire extinguishers | Anual and Every 5 years |
Equipped fire hydrants (EIB) | Anual and Every 5 years |
Fire hydrants | Anual and Every 5 years |
Dry wall systems | Every 5 years |
Fixed extinguishing systems: Automatic water sprinklers. Water spray. Water mist. Physical foam. Powder. Gaseous extinguishing agents. Condensed aerosols. | Anual and Every 5 years |
Smoke and heat control systems. | Anual |
Our recommendation for maintaining the fire prevention system is to schedule an annual visit to check the following points:
Comprehensive Extinguisher Inspection
Regulatory review management of fire extinguishers.
Accessibility, signage, and visible condition checks.
Visual inspection of safety devices, seals, labels, and other equipment elements.
Weight and pressure checks.
Visual inspection of the external condition of mechanical parts such as nozzles, valves, hoses, and other components.
Inspection of the extinguisher agent, weight, and appearance.
Fire Detection and Alarm System Inspection
Verification of smoke, heat, and other detector operability.
Inspection of the fire alarm control panel and verification of its correct operation.
Evaluation of the effectiveness of evacuation signage and systems.
Sprinkler and Fire Hose Systems (BIE) Inspection
Visual inspection of sprinklers and BIE.
Operational tests to ensure proper water dispersion in case of an emergency.
Automatic Fire Suppression System (Sprinklers) Inspection
Operability inspection of sprinklers and valves.
Expiration date review for sprinklers and valves.
Mandatory HVAC Maintenance by Law
Air conditioning maintenance includes the necessary operations to comply with the current regulations for thermal installations in buildings, its complementary technical instructions, and mandatory UNE standards.
In the following tables, you can see which systems require minimum maintenance by law. If your store has any of these, do not hesitate to contact us.
Heating Systems
SYSTEM | FREQUENCY |
Air conditioning 12 kW | 1 every 2 years |
Air conditioning 12 kW < Rp ≤ 70 kW. | Anual |
Gas-fired domestic hot water heaters 24.4 kW < Pn ≤ 70 kW. | Anual |
Wall-hung gas boilers Pn ≤ 70 kW. | Anual |
Other heating installations Pn ≥70 kW. | Anual |
Heat pump for domestic hot water Pn ≤ 12 kW. | 1 every 2 years |
Heat pump for domestic hot water 12 kW < Pn ≤ 70 kW. | Anual |
Solar thermal installations Pn≤14 kW. | Anual |
Solar thermal installations Pn>14 kW. | Every 6 months |
Installations with a capacity greater than 70 kW. | Mensual |
Many supermarket chains and even some stores have refrigeration equipment.
If this is your case and your stores have this type of system, the mandatory maintenance frequency is four times a year for equipment with 70kW < P≤1,000kW and a monthly visit for systems with P>1,000kW.
To ensure that HVAC systems function properly and will pass certified inspections without any issues, at Optima Retail we recommend scheduling three to four annual visits where the following checks are performed:
System startup
Noise check
Air temperature check
Inspection of grills, filters, and air ducts
Cleaning of return and supply grills
Filter replacement (materials not included)
Electrical consumption review (compressor, fans, batteries, power)
Regulation element verification (thermostats, pressure switches, valves)
Flow switch verification (checking the opening and closing of the water outlet with the pipe)
Condensation tray and drainage cleaning
Fan pulley and belt check, bearing lubrication (depending on machine access)
Refrigerant circuit leak inspection, visual inspection for oil presence
Inspection of vibration-dampening supports (silent blocks and anchors)
Inspection of the equipment's internal thermal insulation
Checking the seals of registers and doors
Electrical system and automation review
Safety element check (pressure switches, motor guards, cutoff switches)
Winter/summer operation verification
Automatic control system review (timer or thermostat)
Alarm function verification (thermostat reset and error check after filter change)
Atomizers (checking liquid perfume level, if applicable)
Visual inspection of panel mounting
Inspection of the mixing box, dampers, and regulation
At Optima Retail, we specialize in store maintenance worldwide.
We have extensive knowledge of the Retail industry, fully understanding store hours, interactions with centers, procedures, legal responsibilities, and specific store needs.