building refurbishment & maintenance · 2017. 2. 10. · will influence maintenance plan. ex....

School of the Built Environment

BUILDING REFURBISHMENT & MAINTENANCE

MAINTENANCE PROCUREMENT


OVERVIEW

• INFORMATION FOR MAINTENANCE PLANNING

• STAGES OF MAINTENANCE PLANNING

• MAINTENANCE NEEDS

• PLANNED MAINTENANCE PROGRAMMES AND SCHEDULES

• MAINTENANCE REGIMES: DLO/DEL V OUTSOURCING

• MEASURED/DAYWORK TERM AND OTHER MAINTENANCE CONTRACTS


LEARNING OUTCOMES

1. Appreciate the basis of and requirements formaintenance planning.

2. Understand the management and organisationalprocedures that should be adopted for theefficient planning and programming ofmaintenance work.

3. Identify typical areas of maintenance need.

4. Understand the pros and cons of outsourcingversus DEL methods of implementingmaintenance work.


ESSENTIAL READING

• H-WU: Learning Activity 2

• Seeley, I: Chapters 10 and 12 to 14


INTRODUCTION

• Definition of Maintenance Planning: structured process put in place to achieve the efficient and effective delivery of the identified maintenance work.

• Context: the collection and analysis of all relevant condition and operational data, including strategic documentation, and applying a rigorous process to develop a plan for the short, medium and long-term maintenance of the building assets.


INTRODUCTION

• REQUIREMENTS

–Whole Life View (plan for all maintenance activities for the life of the equipment & built assets)

Forecast and plan future maintenance requirements

Plan for all maintenance activities


SCOPE TO INFLUENCE WHOLE LIFE PERFORMANCE

Maintenance

Increasingly difficult to predict, down time, failure rate etc.of components; therefore increasingly difficult to plan !


INTRODUCTION

• REQUIREMENTS -

– Coherent Policy: a realistic, affordable, achievable and flexible organisational strategic plan.

– Establish Standards: specific quality standards for individual parts of the estate, e.g. boardroom, staff rooms, corridors etc.

– Finance and Budgeting: funding must be known on the

outset ;realistic funding.

– Maintenance Cycles: standards for quality and service will determine timing/ cyclic pattern.

– Information: involve acquisition of asset knowledge from

others and dissemination of progress to others.


MAINTENANCE PLANNING:INFORMATION FOR MAINTENANCE PLANNING e

• ESTATE RECORDS – historical & current. Otherwise conduct detailed asset & condition survey

• POLICY CONSIDERATIONS – strategic requirements & how they will influence maintenance plan. Ex. plans to relocate part of the estate. Wants not necessary included in the corporate plan. Where needs are satisfied, the maintenance plan has been successful.

• PERFORMANCE REQUIREMENTS – level, quality & extent of maintenance work to be established at the outset.

• CONDITION SURVEY – current condition of asset to be known or assessed at outset of plan.

• PROPERTY DATABASES – know your current stock to avoid legal implications.

• MAINTENANCE DATA COLLECTION – info data relating to maintenance work be collected and fed back.


STAGES OF MAINTENANCE PLANNING

• CORPORATE PLAN – understand how corporate goals

impact on maintenance plan; targets

• ORGANISATIONAL NEEDS – wants vs needs.

Needs satisfied maintn plan= success in fulfilling corporate plan.

• MAINTENANCE POLICY – clearly defined- type, extent &

quality of maintenance required.

• MAINTENANCE PLAN

– Workload – identify timescales, within fiscal budget

– Priority – sequencing based on priority.

– Budget – establish at the outset & monitor budget

• EXECUTE – undertake the works as planned.

ST

RA

TE

GIC

PR

IOR

ITY


MAINTENANCE PLANNING

WORKLOAD

• Time (plan, programme).

• Materials/ supply chain.

• Men (managers, sub-contractors).

• Contingencies/ change.


MAINTENANCE PLANNING

PRIORITY

• Serious: Safety/Stability

(Collapse; impact on indoor air quality)

• Potentially Serious: Performance(Weathertightness; insulation; durability; fire resistance, etc)

• Usually Minor: Aesthetics(Appearance; finish)


MAINTENANCE PROGRAMMING

• ACTION CODES

– Rr = Repair

– Rw = Renew

– C/S = Cleaning/Servicing

– I = Inspection

• PRIORITY CATEGORIES

– Priority 1: Currently Critical (Unavoidable)

– Priority 2: Potentially Critical (Urgent)

– Priority 3: Desirable

– Priority 4: Recommended


*HOUSING MAINTENANCE PLAN

A maintenance plan* must –(a) specify the maintenance which requires to be carried

out over the period during which the plan is to apply

(b) specify –

(i) any steps to be taken for the purposes of carrying out that maintenance (including any steps to be taken where anything to be maintained under the plan requires to be repaired or replaced) and

(ii) when any such steps, are to be taken, and

(c) set out an estimate of the cost likely to be incurred in implementing the plan.

* Section 43 Housing (Scotland) Act 2006


*TYPICAL HOUSING MAINTENANCE PLAN

Activity Description of Task Priority

Code

Estimated Cost/Year

Corrective 2009 2010 2011 2012 2013

1.0 EXTERIOR

1.1 Inspecting

1.2 Cleaning

1.3 Decorating

1.4 Repairing

1.5 Servicing

•Identify damage to roof coverings

•Ensure that rainwater outlets are clear

and in good order

•Check pointing around windows

• Ensure that flashings are secure and in

good order (All every 5 yrs).

•Clean windows once a month

•Clean out roof gutters and outlets

every 6 months.

•Repaint windows and doors every 5

years*

•Repaint gutters and downpipes every 5

years

•Make annual repairs to roof coverings

•Make annual repairs to windows and

doors

•Easing and adjusting door closers and

locks annually

•Testing fire precautions equipment bi-

annually

3A

3B

2B

3B

2B

2C

2B

£600

£500

£1,200

£500

£100

£100

£100

£1,200

£2,000

£500

£100

£100

£100

£1,200

£500

£100

£100

£100

£1,200

£500

£100

£100

£100

£1,200

£500

£100

£100

£100

A = Consultant surveyors; B = Private Contractors

Totals £600 £2,500 £4,000 £2,000 £2,000 £2,000

PRIORITY CATEGORIES: Priority 1 - Currently Critical (Unavoidable);

Priority 2 – Potentially Critical (Urgent); Priority 3 - Desirable;

Priority 4 - Recommended.


MAINTENANCE NEEDS - BACKGROUND

• TYPES OF FAILURE

– Failure to Meet statutory or regulatory Standards (eg, CDM and other Regs.)

– Physical Breakdown – specific failure or impaired performances of a material, component or element

• EXAMPLES OF PHYSICAL BREAKDOWN

– Coverings: waterproofing, paint finishes

– Windows and Doors

– Services: hot & cold water; gas, foul drainage


MAINTENANCE NEEDS - BACKGROUND

• CONSEQUENCES OF FAILURE

– Economic: direct/ indirect financial cost; long/ short term, water leak may take many years to cause timber decay.

– Technical: consequence failure of components, elements or bldg services due to isolated failure; eg water ingress can seriously impair/ damage elect services

– Legal: claim or action arising from injury, impairment, non compliance. Breach or injury may outweigh maintn cost many fold.

– Functional: loss of use or enjoyment of bldg as a result of failure


MAINTENANCE NEEDS – CALENDARS

Cyclic cleaning/ servicing:

• CLEAN OUT GUTTERS

• SWEEP OFF FLAT ROOFS

• CHECK DOOR CLOSERS

• CHECK FIRE ALARMS

• CHECK FIRE EXTINGUISHERS

• CHECK SPRINKLERS

• SERVICE HEATING SYSTEM

• REPLACE FILTERS


MAINTENANCE NEEDS – SERVICES etc

• AIR CONDITIONING– Testing for Legionella

– System Sterilisation

• BOILERS - ensure heat is properly vent outside & efficient

• ALARM SYSTEM - operate as intended

• FIRE EXTINGUISHERS/SPRINKLERS – tested, fully

charge & appropriate

• LIFTS/ESCALATORS -ensure good & serviceable condition

• DRAINAGE and PUMPING PLANT - drain during normal or flooding condition

• KITCHEN EQUIPMENT

– Ovens

– Extraction Equipment

HE

ALT

H,

SA

FE

TY

, W

EL

FA

RE

–L

EG

AL

IM

PL

ICA

TIO

NS


MAINTENANCE NEEDS – MISCELLANEOUS

• WINDOWS AND DOORS

– Closers

– Ironmongery

• OTHER APPROACHES TO SERVICING PLANT

– IR Thermography (use to check electrical components in large switch & control rooms)


FACTORS INFLUENCING MAINTENANCE WORK

• BUDGETARY CONSTRAINTS amount & timing of

finance

• POLICY CONSIDERATIONS strategic org or specific

maintn policy stipulation can limit/ influence the type, timing & scale of the works/ procurement.

• STATUTORY REQUIREMENTS bldg regulations, fire

req, planning req, can influence the type & need for maintenance.

• Health & Safety influence need for maintenance &

procedures used.

• STOCK CHARACTERISTICS type, size & usage of bldg will influence how, when & where maintn work isundertaken.


FACTORS INFLUENCING MAINTENANCE WORK

• MARKET CONDITIONS bank interest rates, rental & revenue levels, buy/ sell periods ~ determine the appropriateness & viability of the works

• RESPONSE TIMES procurement routes & proposed contracting team undertake the works within desired time frame. External influence determining time frame ex. School opening, train times, etc

• CASH/WORK FLOWS can business finance or generate funds for the work.


MAINTENANCE REGIMES (Background)

• AIMS– Primary- to deliver necessary, statutory & safety maintn reqs within time, quality & cost constraints.

– Secondary- to manage relative resources of labour, budget & plant/ equipment to achieve primary aim.

• REQUIREMENTS– Resources: labours & technical personnel (competent workforce); materials & funding.

– Efficient Management: Clear, objective plan communicated to the maintn teams & all stakeholders.

• ORGANISATIONAL STRUCTURES– See Sample Structures


MAINTENANCE ORGANISATION STRUCTURE

JOINER JOINER JOINER

FOREMANJOINER

PLUMBER PLUMBER

FOREMANPLUMBER

BRICKLAYER BRICKLAYER

FOREMANBRICKLAYER

BUILDING MAINTENANCESUPERVISOR

ELECTRICIAN ELECTRICIAN

FOREMANELECTRICIAN

FITTER FITTER

FOREMANFITTER

ENGINEERING MAINTENANCESUPERVISOR

MAINTENANCEMANAGER

SENIOR EXECUTIVE

GENERALMANAGER

MAINTENANCE REGIMES


MAINTENANCE REGIMES

• DECISION DEPENDS UPON– Budget

– Types/Number/Tenure of Properties

– Geographical Factors

– Age, Value & Condition of Stock

– Legal Obligations

– Technical Knowledge of Staff

• DEPARTMENT FUNCTIONS– Advising On: bldg stock & condition, need & type of maintn required, method of procurement & feedback.

– Preparation: of condition reports, maintn plans & schedules, drawings, BQ, completion certificates

– Executing: undertaking/ managing the proposed works.

Setting Up a Maintenance Department:


OPTIONS FOR EXECUTING WORK

• DLO/DEL : directly employed labour or outsourced

– In-house Section

– Small Scale Operations (routine)

– Large Scale Operations (routine & refurbishment)

• CONTRACTING OUT– Outsourcing: Using Facilities or

Maintenance Manager

– Out-tasking: Using Maintenance Surveyor


DLO/DEL

• ADVANTAGES

– Maximum Control- overall control of budget, mgmt & tech team.

– Known Quality- quality better controlled.

– Quick Response – immediate communication

between end user & maintn team.

• CONS

– Costlier

– Limited Capacity/Expertise

– Requires Smooth Work Flow- limited by team

skill


CONTRACTING OUT

• ADVANTAGES

– Cost Effective

– Specialist Expertise

– Flexible- alternative labour options

• CONS

– Response- not as responsive as DLO

– Security- esp external contractors working in sensitive areas

– Degree of Control –difficult to control operatives in workplace


TYPES OF MAINTENANCE CONTRACTS

• Project contracts – Only Suitable for

Large Maintenance Schemes and Whenever the Quality of Delivery is Sensitive to Price

• Term contracts – Encourages Durable

Relationship Between Parties – Easy and Quick to Raise Orders and Administer


• Measured term (MTC) – Routine/repetitive Work

– Uses A Set Price Book

• Specialist term (STC) – Type of MTC For Specialist Tasks

• Daywork term (DTC) – Emergency/Unforeseen/Unusual Works

– Cost Plus % Profit

TYPES OF MAINTENANCE CONTRACTS

building refurbishment & maintenance · 2017. 2. 10. · will influence maintenance plan. ex....

Documents