AI for facilities management
Ultramarine Work runs in the folder where your asset lists, work order exports, bills and floor plans sit. From them it builds the condition assessment and capital plan, levels bids and checks COIs. It can also bring the 300 log current.
Capital-renewal-plan-FY27-31.xlsxExample| Building | CRV | Deferred maintenance | FCI | Rating | Renewal scope |
|---|---|---|---|---|---|
| Hale Street Service Center | $3,300,000 | $561,000 | 0.17 | Poor | Replace the 84,000 sf membrane roof and two dock heaters, funded FY27. |
| Mill Street Plant | $18,400,000 | $2,150,000 | 0.117 | Poor | The Building 200 roof, condenser piping and both MCC lineups fall in FY27–FY28. |
| Riverside Annex | $9,800,000 | $1,078,000 | 0.11 | Poor | Switchgear MSA-2, the 1968 domestic risers and corridor lighting sit in FY28. |
| Northgate Office | $7,400,000 | $495,800 | 0.067 | Fair | RTU replacements and the BAS controller refresh follow in FY29. |
| Dexter Road Warehouse | $6,200,000 | $279,000 | 0.045 | Good | The LED aisle-lighting retrofit and two evaporator fans slip to FY31. |
NoteRemove the $430,000 switchgear estimate with no quote behind it, which drops the FCI to 0.066 and out of the poor band.
Ask it for
“Turn the FCA field notes and photos into a condition register, give each of the 14 buildings an FCI against replacement value and rank the 5-year plan by risk.”
Capital-renewal-plan-FY27-31.xlsx“Audit 12 months of electric and gas bills for the Mill Street plant against the meter reads and the rate schedule, and give me the weather-normalized EUI.”
Utility-audit-2025.xlsx“Level the 3 roof replacement bids against our scope sheet and price every exclusion, including the ones buried in their qualification letters.”
Roof-bid-tab.xlsx“Check Ashford Mechanical’s ACORD 25 against the janitorial contract’s insurance section and draft the deficiency letter for the missing CG 20 10 endorsements.”
Ashford-COI-deficiency-letter.docx“Build PM tasks and intervals for the 2 chillers and 28 rooftop units from the manuals and 5 years of work order history.”
PM-tasks-chillers-RTUs.xlsx“Draft the emergency action plan for the Novi plant from the floor plans and alarm drawings, with exit routes, drills and crowd managers for the open house.”
EAP-Novi-site.docx
Inside the Facilities & Workplace Management mode
Facility condition and capital plan
One pass over the walkthrough notes, photos and asset list gives you the condition register, an FCI per building and a multi-year renewal plan ranked by risk.
Energy and utility analysis
The bill audit tests usage against meter reads and the rate schedule, weather-normalizes EUI and checks it against Portfolio Manager and the carbon limit.
Emergency action plan
The 1910.38 plan it drafts covers alarm reporting, exit routes, accounting for people, critical shutdowns, drills and crowd managers.
Maintenance planning and scheduling
It breaks the backlog into ready work packages and weekly schedules loaded to the crew hours you have, with parts kitted and turnaround scope frozen.
Maintenance strategy and reliability
PM intervals come from the failure patterns. PM compliance, MTBF and MTTR are tracked, and the point where repair stops beating replacement is priced.
Bid tabulation and leveling
Quote leveling prices every exclusion and adjusts each total against the scope sheet, so the cheapest bid stops hiding its gaps.
Certificate of insurance tracking
Each ACORD 25 gets checked against what the contract requires, and the gap list names the endorsements the checkboxes cannot prove.
Safety incidents and OSHA records
It drafts the recordability call for each injury, keeps the 300 and 301 forms tied to the log, fills in the 300A and computes TRIR and DART from hours worked.
Project schedule
The move or outage schedule carries a WBS, logic-linked tasks and a critical path, baselined so slippage shows while you can still resequence.
Root cause analysis and CAPA
For a repeat failure, it works the five whys back to evidence, separates the failed coil from the failed process and checks that the corrective action held.
Business case and capital allocation
An AHU replacement or a BAS retrofit becomes a capital request with the NPV and payback the CFO can rank against every other ask.
Close variance and forecasting
It explains the utilities and services variances against budget, rolls the O&M forecast forward and assembles the pack for the leadership review.
Contract drafting and redlining
The janitorial or elevator service agreement gets marked up against your standard terms, with a list of what changed, what it risks and what it costs.
- Office skills
- Excel, Word, PowerPoint, PDF
- Tools
- Read, edit and write files, Search files, Run code, Search and read the web, View images
- Connectors
- SharePoint, Google Drive, Gmail, and additional custom connectors
- House style
- Your fonts, layouts and rules, on every file
How it works
- 1
Open the building folder
Drop in the asset list, the work order history exported from the CMMS, utility bills, floor plans, bids and COIs, plus the photos from the last walkthrough.
- 2
Tell it what you need
The ask might be an FCI by building, a leveled bid tab, a PM schedule sized to the crew-hours you have or the 300 log brought current. Each piece names the files it drew on and flags anything it could not reconcile.
- 3
Review it and decide
Spot-check the plugged costs before the award, route the 300A certification to the company executive who signs it and carry the capital case to the CFO. Every file it touched is yours to accept or send back.
Who it’s for
Facilities, workplace and building managers and coordinators, space planners and facilities directors responsible for space, building systems, service vendors and site safety.
Questions
Our asset data is messy. Does it just make things up?
It does not guess, and its skills require it to flag what it could not find or reconcile. A missing install date or a cost with no support comes back flagged, not filled in, and each FCI row cites the field notes and photos behind it. The thinner the work order history, the more flags, because every number shows where it came from.
Can we put floor plans and badge data in the folder?
Yes, it can read both, and whether they belong in the folder is your data policy’s call. Ultramarine Work changes files only in the project’s folder. When a request needs it, it can read files elsewhere on your computer, never passwords, keys or app data, and you can turn that off in settings. The model runs on Paper Instruments’ servers, so the content it works on is sent there to be processed. Paper Instruments is SOC 2 Type II, and our security and compliance details are on our compliance page.
Does it decide which vendor wins the bid?
No, the award is yours to make. It normalizes every quote against the scope sheet, prices the exclusions and shows the adjusted totals, and it counts buyout savings only where scope matches scope. The negotiation and the signature stay with you.
What if it gets a condition rating wrong?
You catch it in review, because every rating and cost cites the file it came from. Review every file it touched before the board sees the numbers, and the FCI math in live formulas makes that a spot check rather than a rebuild. Nothing replaces standing on the roof.