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Portfolio 2 > Maintenance Management > Flashcards

Maintenance Management Flashcards

1
Q

What is maintenance management?

A

The process of maintaining assets and resources to ensure good organisation, maintenance and improvements to properties

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2
Q

Why is maintenance management important?

A

a. As it ensures good organisation, maintenance and improvement to properties
b. Have a good overview of stock to ensure properties are suitable which stops disrepair claims and keeps rental income

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3
Q

What is planned maintenance?

A

a. Proactive approach, work is scheduled to take place at a specific time
b. Example in practice: Stock condition surveys undertaken, produces ratings for building elements, pull spreadsheet on poor ratings and create a project
c. A type of JCT contract is used, the type varies depending on the type of work that is being undertaken

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4
Q

What is cyclical maintenance?

A

Maintenance work is provided at periodic intervals, regardless of demand and stock condition

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5
Q

What is the role of the repairs team?

A

a. Carry out right repair at right time
b. Repair value steps: Access, Diagnosis, Repair

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6
Q

What is the role of the planned maintenance team?
MEOWE

A

a. Maintain and improve our stock
b. Evaluation - through surveys
c. Options - identify to meet purpose and use PLAN
d. Work
e. Evaluation

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7
Q

What are the statutory obligations PCC must fulfil?

A

a. Gas Safety Regulations 1998
b. Fire Safety Order 2005
c. Control of Asbestos Regulations 2012
d. Minimum Energy Efficiency Standard MEES 2018

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8
Q

How does PCC adhere to legislation?

A

a. Gas safety checks
b. FRAs
c. Asbestos inspections
d. EPCs

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9
Q

Explain the tenants and leaseholder improvement policy

A

a. Guidance that allows residents to alter properties to be a suitable place to live
b. Must seek permission from council and will be given permission letter

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10
Q

Explain right to repair

A

a. The Secure Tenants of Local Housing Authorities (Right To Repair) Regulations 1994
b. Give the right to residents to have small emergency or urgent repairs carried out as quickly as possible, and receive compensation if we fail to meet obligations

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11
Q

Explain PCC’s asset management strategy (2021)?

A

a. Frameworks which PCC housing service will use to make decisions about its housing assets over the next 30 years
b. Provides a profile of housing assets that are being maintained, and how/why decisions will be made to improve the stock

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12
Q

What are the five key priorities PCC use to improve management of assets?

A

a. Undertake the repairs and maintenance service demand
b. Undertake statutory demands
c. Maintain our property
d. Improve out property
e. Utilise our assets

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13
Q

How does the repair database help management?

A

a. Increase efficiency for data management and anyone working for PCC
b. Aids planned maintenance through extracts
c. Asset register ensures statutory compliance

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14
Q

Why is it important that stock data is accurate?

A

a. Ensure statutory compliance
b. Allow for resources to be directed where required most i.e. projects
c. Allows the property to be let to the most suitable resident - GF flat for disabled

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15
Q

How is the project database used?

A

a. Database which records past, present and future projects
b. Input and record important information about the project, which is then easily accessed for all
c. It shows dates for the estimated start/finish times
d. Briefly outlines what is going to be undertaken during the project
e. Shows an estimation of the costs and a breakdown

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16
Q

How is maintenance work prioritised?

A

a. Demand led - what is needed
b. Condition ratings
c. What will earn greatest revenue
d. Statutory demands
e. Safety/structural issue

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17
Q

What contract do PCC use for reactive maintenance?

A

a. NEC Option E (cost reimbursement)
b. Cost reimbursable contract means contractor is reimbursed all costs and an additional overhead fee

18
Q

Why is the NEC3 used for reactive maintenance?

A

As the scope of works is unknown due to reactive nature

19
Q

Where does risk lie with this contract?

A

a. Risk lies with PCC (client)
b. The cost is not known until end of month

20
Q

How is risk negated from this contract?

A

a. Certain thresholds require authorisation (£15k for voids and £10k for repairs)
b. Any repairs can be challenged if felt necessary, audits can be undertaken to any repair to see how money was spent
c. Disallowable cost are acceptable if met with criteria

21
Q

What is a disallowable cost?

A

Costs that can be deducted if they do not follow the terms set out within contract such as poor workmanship or work outside the scope

22
Q

What are advantages of a reimbursement contract?

A

a. Quick and efficient
b. Higher quality of work as there is no cutting corners

23
Q

What are disadvantages of a reimbursement contract?

A

a. No competition so there’s less incentives for cost efficiency for contractor
b. Difficult to audit large quantities of works
c. Final cost not certain - risk lies with PCC

24
Q

What is a lump sum contract?

A

Contractor agrees to provide specified services for a fixed price

25
Q

What is an advantage of a lump sum contract

A

a. Owner can expect the project to be completed within budget and often quicker
b. Less financial risk for PCC as contractor is responsible for any overruns

26
Q

What are disadvantages of lump sum contracts

A

a. Due to additional risks faced by contractor, may increase their tender price
b. Careful documentation and record keeping is required

27
Q

What is a JCT contract?

A

Form of lump sum contract made between employer and contractor to deliver a building project

28
Q

How do PCC ensure they are best utilising their assets?

A

a. Assess void properties to decide whether to dispose or keep and rent
b. Monitoring demographic changes such as increases demand for sheltered housing
c. Maximise income to blocks (solar panel schemes)

29
Q

Why does PCC outsource their maintenance contractor?

A

a. Receive specialist work and broad expertise
b. Save money as no in house staff/tools
c. Service level agreement contractor must meet, if they don’t PCC can easily get rid of them

30
Q

How are maintenance works procured at PCC?

A

a. Long term service provider
b. Task orders
c. Projects - full tender
d. Framework lot

31
Q

What is a service level agreement?

A

A documented agreement between a service provider and a customer that identifies the services required and the expected level of service

32
Q

What is a task order?

A

a. Specific work procured through NEC contract managed as mini projects
b. Used for speed but are expensive due to lack of competition and large overheads

33
Q

What is a framework agreement?

A

Umbrella agreement to establish a long-term relationship with two or more parties

34
Q

What are benefits of framework agreements for procuring maintenance works?

A

a. Quick tender process as agreement already in place
b. Due diligence not required as trust is already in place
c. KPI’s would encourage for a higher quality of works

35
Q

Why do the projects team procure works differently to the repairs team?

A

a. Different demands - reactive and planned maintenance
b. Projects required significantly more planning and a full specification

36
Q

What is capital and revenue?

A

a. Capital: money the company has to pay for its day-to-day operations
b. Revenue: total money brought in by a company’s operations over a period

37
Q

What is the difference between GRA and HRA?

A

a. GRA: General Revenue Account - part of councils budget from central government, includes commercial assets
b. Housing Revenue Account - funded by rent incomes and used for works on residential buildings

38
Q

What are the responsibilities of landlords under asbestos regulations?

A

a. Determine whether asbestos is present by surveys and assess the risk
b. Implement an action plan including containing measures to manage risk
c. Provide information to those who are likely to disturb the asbestos

39
Q

Summarise the Homes (Fitness for Human Habitation) Act 2018 (HFHH)

A

equires residential rented accommodation to be provided and maintained in a state fit for habitation

40
Q

Explain the Secure Tenants of Local Authority (right to repair) Regulations 1994

A

a. Council has certain time periods to action repairs otherwise the resident can seek compensation
b. Example: total loss of electricity has 1 working day limit

41
Q

What is lifecycle costing?

A

a. Determines the cost of a building element throughout its life span
b. Boilers: installation, maintenance, repairs and gas safety checks

Portfolio 2 (5 decks)

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