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MRICS > Maintenance Management > Flashcards

Maintenance Management Flashcards

1
Q

Question: What is a maintenance / statutory inspection?

A

A maintenance inspection is a routine examination of a property or its components to assess their current condition, identify any defects or issues, and determine necessary repairs or maintenance tasks.

A statutory inspection is an inspection required by law or regulations, usually to ensure compliance with specific safety, health, or environmental standards.

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2
Q

Talk me through compliance requirements you are aware of

A
  1. LOLER - Every six months
  2. Fire alarm test - weekly - but
  3. Sprinkler - weekly
  4. Emergency Lights - Monthly + 3 hour drain down once per year
  5. AOVs - Weekly, monthly and six monthly
  6. Vehicle gates - Annual risk assessment
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3
Q

How can maintenance impact upon the sustainability of a property?

A

Maintenance can impact a property’s sustainability by ensuring efficient use of resources, reducing energy consumption, preventing premature deterioration, and promoting the use of environmentally friendly materials and methods.

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4
Q

Question: Talk me through your understanding of life cycle and whole life costing.

A

Life cycle costing considers the total cost of ownership of an asset, including initial costs, operational and maintenance costs, and disposal costs.

Whole life costing takes into account the asset’s social, economic, and environmental impacts throughout its life, in addition to its financial costs.

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5
Q

Question: How can you benchmark maintenance costs?

A

Benchmarking maintenance costs involves comparing the costs of maintenance activities and outcomes across similar properties or industry standards, identifying best practices, and using this information to improve the efficiency and effectiveness of maintenance programs.

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6
Q

Talk me through maintenance procurement routes.

A

Maintenance procurement routes can include traditional contracts (separating design and construction), design and build contracts, management contracting, partnering, and framework agreements, among others.

The choice of the procurement route depends on factors such as project complexity, client objectives, and risk allocation.

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7
Q

Talk me through maintenance procurement routes.

A

Maintenance procurement routes can include traditional contracts (separating design and construction), design and build contracts, management contracting, partnering, and framework agreements, among others.

The choice of the procurement route depends on factors such as project complexity, client objectives, and risk allocation.

We would use JCT Contract via Chartered Building Surveyor for major works for example

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8
Q

Talk me through common building defects you are aware of

A
  1. Rotten timber through lack of external redecorations
  2. Rising damp
  3. Condensation
  4. Subsidence
  5. Collapsed Drains
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9
Q

How would you diagnose a building defect?

A

Diagnosing a building defect involves

  1. conducting a visual inspection,
  2. reviewing the building’s history and documentation,
  3. Consulting with builders
  4. Consulting with Chartered Building Surveyors
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10
Q

How does age/construction affect maintenance requirements?

A

Older buildings can:

  • Have more hazardous materials - such as asbestos
  • Suffer from compartmentation issues owing lower standards

Newer Buildings can:

Have latent construction defects

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11
Q

Talk me through how you would carry out a maintenance inspection.

A
  • Check with building/estate manager to get safe access
  • Log the appointment in diary
  • Pre-review FRA/GRA
  • Pre-review last inspection report
  • Make a note of reports from leaseholders
  • Attend site
  • Conduct inspection from outside to inside
  • Use checklist approach
  • Be vigilant of H&S hazard
  • Record actions
  • Take immediate actions on urgent items - call office
  • Record miscellaneous items
  • Upload to Asana for action within 5 days
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12
Q

What issues or factors would you be looking for?

A

During a maintenance inspection, you would look for signs of wear and tear, structural issues, safety hazards, compliance with regulations, and potential improvements to the building’s performance or sustainability.

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13
Q

How do you comply with the CDM Regulations 2015?

A

Attend site with project administrator - allow them to take lead - ensure appropriate roles are delegated - participate in risk assessment

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14
Q

Question: What is BIM?

A

BIM (Building Information Modeling) is a digital representation of a building’s physical and functional characteristics, enabling better collaboration, coordination, and decision-making throughout the design, construction, and maintenance stages.

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15
Q

Question: How does BIM affect building maintenance?

A

BIM can improve building maintenance by providing accurate and up-to-date information on building components and systems, enabling more efficient scheduling and management of maintenance activities, and facilitating better communication between stakeholders.

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16
Q

Why is it important to maintain buildings?

A

Maintaining buildings is important for ensuring the safety, functionality, and longevity of the property, as well as preserving its value and appearance.

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17
Q

How does maintaining buildings impact upon asset value?
.

A

Proper maintenance can enhance asset value by preventing deterioration, prolonging the building’s useful life, and ensuring that it remains attractive to potential occupants or buyers

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18
Q

How can planned and corrective maintenance be balanced?

A

Balancing planned and corrective maintenance involves regularly scheduling and performing preventive maintenance tasks while also addressing any unexpected issues that may arise, using a combination of proactive and reactive strategies.

For example - being prepared to fix a roof tile during the regular clearing of the gutters with access equipment

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19
Q

What strategic/technical/managerial issues relate to maintenance management?

s.

A

Answer: Issues relating to maintenance management include

  1. Budgeting and resource allocation,
  2. Prioritising maintenance tasks,
  3. Advice to clients and legal approval of plans
  4. Consultation / general comms with leaseholders
  5. Checking H&S compliance
  6. Checking contractual compliance
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20
Q

What legislation/RICS guidance affects maintenance management?

A

Answer: Legislation and RICS guidance affecting maintenance
management include:

  • S11 of Landlord & Tenant Act 1985
  • S19 of LTA 1985
  • CDM Regulations 2015
  • Health & Safety at Work Act 1974
  • Management of Healthy Safety at Work Regs 1999
  • Control of Asbestos Regulations 2012
  • Building Safety Act 2022
  • Fire Safety England Regs 2021
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21
Q

What Government policy might affect maintenance?

A

Government policies affecting maintenance can include:

  1. building codes,
  2. health and safety regulations,
    3, energy efficiency requirements
  3. sustainability initiatives
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22
Q

Question: What is best value?

A

Best value refers to the balance between cost, quality, and performance in the delivery of goods or services, ensuring that the most effective solution is chosen considering both immediate and long-term implications.

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23
Q

How can maintenance be procured?

A

Maintenance can be procured through various procurement routes, such as traditional contracts, design and build contracts, management contracting, partnering, and framework agreements, depending on the project’s complexity and objectives.

Tender excersize with JCT contract - Building Surveyor
ARMA Contract for services

24
Q

Talk me through component deterioration and failure.

A

Component deterioration and failure occur due to various factors such as age, wear and tear, environmental conditions, and design or material defects, leading to a decline in performance or eventual breakdown.

25
Q

Is there a model to explain component deterioration and failure.- can you describe the 3 phases?

A

The S-curve model is commonly used to explain component deterioration and failure, with three phases: the initial phase (slow deterioration), the normal phase (accelerated deterioration), and the final phase (slow deterioration before failure).

26
Q

What phases might a maintenance strategy to deal with this follow?

A

A maintenance strategy may follow phases such as: assessment, planning, implementation, monitoring, and review.

27
Q

How can you assess condition standard?

A

Assess condition standard by conducting inspections, reviewing maintenance records, and consulting with specialists or technicians.

28
Q

What is asset hierarchy?

A

Asset hierarchy is a system for organizing and prioritizing assets based on their importance, function, and criticality within an organization.

29
Q

How does building type influence maintenance management?

A

Hugely

Small conversions require lots of section 20 consultation planning
Limited M&E considerations

Large buildings

Escape formal consultation requirements more often
Require very diligent M&E management

30
Q

What building components need to be maintained?

A

All major components including lifts, gutters, roofs

31
Q

Tell me about a maintenance activity you have experience of

A

Blockages / partial collapses in drains

Use of CCTV surveys to inspect drains

  • Tree roots
  • Debris
  • Fat build up
  • Excavations to remedy
  • Trace and access sometimes requried
32
Q

When might maintenance become an improvement or betterment?

A

When, for example, a handset etnryphone system requires replacement and is replaced with videophone

33
Q

What legislation might relate to improvements?

A

S19 LTA 1985

London Borough of Hounslow v Waaler,

Deemed unreasonable despite lease allowing improvements

Did not take into account leaseholders views or interests

34
Q

When would you not want an improvement to take place?

A

If lease didn’t allow it

35
Q

How can you prioritise/manage planned maintenance activities?

A

In Capital works plan - we would expect surveyor to undertake this task

One should take into account:

  • Safety Risk
  • Water ingress
  • Further damage
  • Leases
36
Q

What alternative/complimentary strategies to planned maintenance exist?

A

Alternative or complementary strategies to planned maintenance include condition-based maintenance, reactive maintenance, and preventative maintenance.

37
Q

What is condition-based maintenance / responsive maintenance / improvement in relation to strategy?

A

Condition-based maintenance is a strategy that focuses on monitoring the actual condition of assets and performing maintenance when necessary.

Responsive maintenance, also known as reactive maintenance, addresses issues as they arise.

Improvement, in relation to strategy, refers to enhancing the property’s value, functionality, or efficiency through upgrades or renovations.

38
Q

What might be included in a maintenance plan?
.

A

External decs
Inernal decs
Roof replacement
M&E replacement

Cost estimates

39
Q

How would you assess a timeframe for maintenance works?

A

To assess a timeframe for maintenance works, consider factors such as the scope of work, availability of resources, building occupancy, and any required permits or approvals.

40
Q

What information would you need to collate a maintenance plan?

A
  1. Leases
  2. Plans
  3. Historic Building Survey reports
  4. Site inspection reports
  5. M&E Equipment surveys & Reports
  6. Up to date building survey notes
  7. Significant reports or complaints from stakeholders
41
Q

What is a maintenance manual / log book?

A

A maintenance manual or log book is a document that records information about a building’s maintenance history

We use Asana!

42
Q

Question: How do Building Regulations relate to maintenance?

A

Building Regulations set minimum standards for construction, design, and maintenance of buildings, ensuring health, safety, and welfare of occupants. They are relevant to maintenance as they require ongoing compliance and adherence to these standards.

43
Q

What are the requirements of Part L around log books?

A

Part L of Building Regulations focuses on conservation of fuel and power. It requires logbooks to be provided for new buildings or major renovations, detailing energy efficiency measures, system controls, and maintenance requirements for building services.

44
Q

What is a maintenance system?

A

A maintenance system is an organized method for planning, scheduling, and executing maintenance activities to ensure the proper functioning and upkeep of buildings, equipment, and infrastructure.

45
Q

How might maintenance relate to a SC (service charge)?

A

Maintenance costs are typically recoverable under leases

To spend reserve service charges statutory consultation must take place

46
Q

How would you deal with maintenance works within a SC (service charge)?

A
  1. Be transparent
  2. Be honest about costs
  3. Set transparent budgets
  4. Informally Consult
  5. Formally consult
47
Q

When and why is PAT testing required?

A

Refer to HSE for frequencies

Portable Appliance Testing (PAT testing) is required to ensure electrical appliances are safe for use.

It helps to minimize the risk of electrical accidents in the workplace and ensure compliance with health and safety regulations.

48
Q

How have you carried out condition surveys of buildings?

A

In conjunction with a chartered surveyor

Me advising on legal scope of client - surveyor on physical defects

Lots of docs procured in advance

  • Building fabric
  • Maintenance cyle health
  • Internal areas
  • Drains
  • Roof access (where safe)
49
Q

How have you received, prioritised and actioned repair notifications from occupiers?

A

Using Issue tracking software

Safety hazards critical - within 4 hours

Urgent items - same day

Some within 7 days

50
Q

How have your formulated maintenance management policies

A

Paying regard to legislation and RICS guidance on Health & Safety for Residential Property Managers

Paying regard to our competence set and PI Insurance restrictions

51
Q

How have you integrated maintenance policies with environmental and
conservation requirements and policies?

A

I have been invovled with a development containing historic sluice gates and canals which required management

Spent time researching - consulted with environment agency - met with them on site

Agreed a plan involving an approved contractor to maintain sluice gates

52
Q

Tell me about how you have prepared and presented proposals for
maintenance and improvement programmes to clients, tenants and
occupiers.

A

Large share of freehold estate in Woking

Presentation - jointly presented wit building surveyor

53
Q

Tell me about an instance of where you have provided reasoned advice
on maintenance management.

A

Silverdale Close - We convinced the client to group two project into one based on advice on costings from building surveyor

We encouraged Park View to develop a full reserve plan

54
Q

How have you provided advice and recommendations on issues relating
to the management of a maintenance policy?

A

Convinced management boards of the value of bringing surveyors on board - as a more sophisticated way of procuring building works - Pembroke Grange

55
Q

How have you dealt with the costs associated with residential property
maintenance?

A

With transparency

Regular updates

Informal consultation

Formal consultations

Pushing back on poor work to reduce costs where necessary

MRICS (14 decks)

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