Maintenance Management Flashcards
How would you produce a planned maintenance programme for a multi-building client?
- At Denmark Rd High School, and St Werbughs School, I produced Planned Preventative Maintenance reports for the schools.
- For each element of fabric, I forecast the expenditure to keep it repair over a 10 year period.
- Cost efficiencies were achieved by carrying out work strategically to maximise use of scaffold etc.
Can you explain how you would approach prioritising maintenance works on a limited budget?
- Maximise use of scaffold access etc.
- Assess how critical an asset is to a business’ operation and allow this to dictate the maintenance strategy e.g. reactive or planned.
- Consider cost savings resulting from timing of work e.g. during periods when building is unoccupied, or from economies of scale.
What are the Pros and Cons of Planned vs Reactive Maintenance?
Reactive
Pros: Easy to Understand, Little Planning Needed, No Regular Outgoings
Cons: Risky, Large Breakdown Costs, Loss of Profit, Time Consuming.
Planned
Pros: Lower Overall Costs, Business Continuity, Increased Safety
Cons: PLanning Needed, Initial Costs can be high.
At Above Bar St, how did you decide on the urgency of the repair items in the Landlord’s repair notice?
- Had to weigh up the likelihood of the landlord entering the property, carrying out the works at their expense and then recovering the cost as a debt, under the terms of Jervis vs Harris clause in the lease.
- In this instance, the repairs were all:
(a) actual breaches of repairing covenant
(b) wind and watertight works that could lead to further diminution of the property if left unaddressed.
(c) able to be carried out without much disruption to the business operation. - A Repairs notice under a ‘Jervis v Harris’ clause, is not subject to Section 18 of the Landlord and Tenant Act which applies a statutory cap on damages to the loss that the landlord’s reversionary interest in the property has suffered as a result of the disrepair.
How would you complete a Condition Survey of a commercial property?
- Photogrpahic Schedule of Condition - cost effective, although they rely predominantly on the visual image which can be limiting as they do not record movement, crack widths, damp extent etc.
- Full Schedule of Condition - full description or each element inc form of construction and condition.
- Each item location referenced.
How does your approach to maintenance differ when a building is listed and in a conservation area?
- Listed - may need a LBA depending on type of work being carried out.
- Difference between maintenance (keeping fabric in good order), repair ( addressing defects which may extend to minor adaptations that are sustainable) and restoration (returning a building to a known earlier state).
- Conservation Area - implications for EPC and MEES regulations - might have to look for alternative ways to improve energy efficiency.
- Listed building may take longer to survey - estimate of time may change, and fee quote.
What does the RICS say about Planned Preventative Maintenance?
Guidance NOte - Planned Preventative Maintenance of Commercial and Residential Property - May 2022.
Wht might a commercial property owner need a PPM survey?
Plan necessary investment, including appropriate recovery of service charges from tenants.
How would you carry out an effective PPM survey?
- Initial discussion to understand client reqs. and request info e.g. confirmation of ownership, lease arrangements, planned or proposed works that may affect maintenance, O&M manuals, structural alterations, asbestos info etc.
*Methodical inspection of main building or construction elements. - might use Apps of other electronic data capture.
- consider client instructions in opening up areas or taking of samples.
- might want to extrapolate from a sample e.g. window openers, for large complex sites.
- RICS member should divide report up into elements, seeking specialist input where needed e.g. curtain walling, cladding
- also divide into areas e.g. staff welfare, external etc.
- note presence of deleterios materials, fire risk, use of the building for wear and tear to internal finishes etc.
- Other considerations: H&S, Fire engineering (specialist may be required), Accessibiilty, Environmental, Energy Efficiency, Cultural haritage
Are there any risks that you would need to make your client aware of in doing a PPM schedule?
- Cost increases attributable to inflation
- Cost increases due to defects evolving
- Delays in implementing timely repairs.
- Limitations e.g. the inspection is visual only with no attempt to open up etc.
What should be included in a Scope of Services for a PPM survey?
- To clarify the items that will and will not be included in the PPM Survey: e.g. sub-structure, super-structure, roofs, facades, service installation etc.
- Client may wish to add or exclude areas/items but they should be advised of the risks of doing so.
- Recommend where additional investigations should be carried out e.g. cctv drains or testing of deleterious materials.
- clarify list of other reports/materials to be included e.g. fire risk assessments, lease documentation etc.
HOw should a sub-consultant be appointed on a PPM survey?
- Directly by the RICS surveyor (check PI cover, check consultant’s PI cover, review report of consultant)
- Directly by the client (client responsible for agreeing scope of services etc. surveyor may be asked to review report).
- indirectly by the RICS surveyor on behalf of the client (surveyor coordinates but should inform client that they are not responsible for the content of the report by the subconsultant)
What should be in a PPM maintenance report?
- PPM Schedule - series of columns - location, description, condition description, Year 1 etc.
- should be clear which defects require immediate attention and which can be planned in - short term (1-2 yrs), medium term (3-5 yrs), and long term (6-10 yrs).
- Risk Ratings 1=urgent, 2=essential, 3=desirable, 4=cyclical, 5=statutory (example)
