Maintenance Management Flashcards
What kind of property was E. Lawns? Please explain the background
2000s 5 bedroom detached property
Cavity wall brick construction under a pitched tiled roof
Could you explain the moss situation on the roof at E. Lawns residential property + the proactive measures you took?
- Identified a reasonable build up in moss on roof
- In acknowledgement of my own limitations, I instructed a contractor to carry out a damp survey + produce a detailed report
- Damp report confirmed there were no damp issues present caused by roof, however further build up could lead to water ingress
- As such, instructed a roof clean to mitigate any future issues + maintain roof’s longevity
How did you instruct a roof clean?
Obtained like for like quotes for the works
How did you ensure quotes were like for like?
Ensured contractors were quoting for the same roof clean
Also chose contractors within a 10 mile radius of the property to keep it fair
Did you tell contractors to quote on a specific clean?
Yes - opt for hot water low pressure cleaning (when a long reach attachment on a pole with a spray head on that cleans the surface)
Why was instructing a roof clean a proactive measure?
It prevented further moss build up which could have led to a roof leak + caused damp internally
This would have been more expensive for my client, preventing costly repairs
By maintaining roof, it will also preserve its lifespan, as there will be less wear + tear on the materials
If you didn’t instruct the roof clean, what might have been the implications?
Can weaken roof material, causing rot + decay
Can cause roof leaks + significant water damage to interior
Moss also makes a roof look unsightly
When requesting a damp survey do you check the contractor is qualified/ what is the professional body?
Yes I do - they need to be specialists in building pathology
Look for CIOB (Chartered Institute of Building) + CABE (Chartered Association of Building Engineers)
What does a damp report cover?
Identification of damp types
Sources of damp, e.g. due to poor ventilation, leaks or other structural issues
Affected damp areas
Recommendations + cost estimates
How would the roof be cleaned?
Using a water low pressure cleaning (when a long reach attachment on a pole with a spray head on that cleans the surface)
What preventative measure could be taken to minimise future moss build up?
Regular cleaning of the roof
Could make use of drones too to identify any damage
Could you talk me through what happened at G.H. Farm?
- I received notification from the contractor that maintenance works were complete
- I inspected the property to check the works
- Upon inspection, noted that there were two blown windowpanes despite original quote including windowpane replacements
- Consulted notes which confirmed that they had not been blown after original quote
- As such, instructed contractor to reattend + replace missed units before instructing payment of their invoice
What kind of property is G.H. Farm?
5-bed detached 2 storey build in 1870s
Brick construction, part render
Under slate roof with extension
Includes double garage + large gravelled driveway
Was the property tenanted?
Yes - paying £2,350 pcm
What were your main responsibilities while managing the residential property G.H. Farm?
Carried out maintenance inspection which was mainly external
Arranged access with tenant + inspected condition of property to identify any repairs/actions required
What kind of things did you look for in your original inspection?
Mainly external - roof, windows + doors for redecs/replacement, patio, pathway repairs, brickwork, pointing, render repairs + redecs
Also checked inside property for damp
What were the main maintenance works carried out / what items were included on the works scope?
Works were external
Included 17 blown glazing replacements
How did you know that the windows were blown?
Inspected them on inside to check if condensation was on the inside of the window pane
What are the risks with blown windowpanes?
- Can reduce insulation = leads to higher electricity bills
- Can lead to condensation between panes = can lead to mould growth
- Condensation can make windows appear foggy = affects appearance of home
What information was included in the original scope regarding the blown window replacements?
Allowed for 17 x window glazing replacements
Included making good afterwards
How much was it to replace 17 blown glazing units?
£3,800
Did you not consider replacing the timber windows with UPVC more efficient units?
Did consider it but was of the opinion that it would not keep in character of the property (it was Victorian) + the windows were not in a bad enough condition
The windows were already double glazed too
What prompted you to identify that the window units had been missed?
To snag the works before I approved payment of the contractor’s invoice
Can you provide more detail on the process you followed upon receiving confirmation from the contractor that maintenance works were complete?
Arranged access with tenant to inspect works
Attended site + carried out snagging inspection
Identified that 2 blown unit replacements had been missed by referring back to agreed spec + original notes
Asked contractor to reattend + replace units before could pay invoice
What were the two blown units you identified?
2 separate windows to the rear elevation
Could you clarify how you confirmed that the replacement of the two blown units was included in the original scope of work?
As I was going round the property, I checked the agreed spec + referred back to original notes + photographs
What did your inspection notes say + how did you know that the blown units were not originally included?
Notes included photographs + descriptions of all the blown units, including elevation they were on
Note taking allowed me to quickly identify that 2 units were missed
How did you record your initial inspection notes?
Used an online survey tool where I could upload photos + notes together to generate a report
How did your record keeping help at G.H. Farm residential property?
Was able to identify which units were blown on the original inspection
What action did you take upon discovering that the two blown units had not been replaced as per the original quote?
Called contractor to explain observations
Then followed up with email attaching snagging report
Included photos of units missed + inserted table for contractor to insert photos once complete
What was the contractor’s response when you instructed them to return to site to carry out the replacements?
They were very apologetic
How did this experience affect your approach to managing + implementing operational maintenance policies?
Highlights importance of checking works once complete + to ensure they are in line with maintenance requirements originally set
How did you inspect the completed works at G.H. Farm?
Made sure I bought spec with me
Also bought copies of original inspection notes + digital photos
Compared works to each item listed on spec + checked off when I was happy
On the G Farm example- how could you have prevented this from occurring?
Describe the property B. Lodge
Detached single storey 4 bedroom property constructed in 2000s
Cavity brick wall under pitched concrete tiled roof
What was the purpose of your instruction for B. Lodge?
Instructed to carry out routine inspection to assess + identify any external maintenance requirements
What items did you note that required remedial action?
Noted that the gutters were blocked + had missing brackets
Rotten window which required replacement
Uneven patio slabs
Gravel on driveway needed topping up
You mentioned that you reviewed the lease. What did the lease specifically say?
It said that the responsibility of clearing the gutters was to be carried out by the tenant
How did you advise your client regarding the necessary repairs to the gutters?
Advised my client that gutter needed to be repaired but first mentioned that the tenant must clear them out before the repair work could proceed
How you verify the adequacy of the repair works done on the gutters after completion?
Went back to the property + confirmed that the works were completed
Requested up close photos from contractor too of the repairs done
What would be your next course of action if the repairs were not done adequately?
Would instruct the contractor to revisit site
Tell me about an instance of where you have provided reasoned advice on maintenance management
- At E. Lawns, carried out an external maintenance inspection + identified that there was a build up of moss on the roof
- I instructed a damp survey to assess whether this build up could pose any risks to the roof itself
- The damp report specified that although there were no immediate risks, a further build up could lead to water ingress
- I advised my client of this + instructed the roof to be cleaned to preserve its condition + maintain its longevity
How have you provided advice and recommendations on issues relating to the management of a maintenance policy?
How have you dealt with the costs associated with property maintenance?
Assisted with managing a budget for an external maintenance programme for my client
I have also requested costs from contractors + analysed these in order to recommend the preferred quote
How do you assess the lifespan of a material and that is due for replacement, use examples of your recent schedules?
- I would look at the condition of the material + take a view whether it would be able to last another 5 years
- Would also consider energy efficiency + assess whether replacement would be more beneficial in terms of sustainability
When and why is PAT testing required?
Process of checking electrical appliances for safety through visual inspections + electronic tests
Required to ensure safety of electrical appliances
Not an official requirement for landlords but considered best practice for electrical appliance they provide + recommended once a year
What do you include in your planned preventative maintenance schedules?
I have never carried out a planned preventative maintenance schedule before, however I am aware that it would include a list of assets requiring maintenance, a ranking system to prioritise maintenance requirements + details on the frequency of maintenance requirements
How have you carried out condition surveys of buildings?
Not officially conducted a condition survey, however I have conducted inspections to assess the condition of my client’s assets + identify required works
Approach in logical way - external, internal
External - roof downwards
Internal - start from top floor, work clockwise round room
Observe defects + seek advice from building surveyor when neccessary
How have you received, prioritised and actioned repair notifications from occupiers?
How have you produced planned maintenance programmes?
- I have not produced a specific planned preventative maintenance programme before, however I have assisted in creating an external maintenance programme
- Had conversations with client beforehand to understand requirements regarding scope of services required
- I inspected properties allocated from the asset managers + assessed condition of external elements
- Produced specification of works based on condition + sent out to contractors for competitive quotes
Explain your experience of planning and monitoring maintenance expenditure and budgets.
Explain your experience of inspecting completed maintenance works.
- When I organise maintenance works to a property, I will always reattend the property once I have received confirmation from the contractor that the works are complete
- E.g. at G. H. Farm, I inspected the works + identified that there were two blown window panes, despite the original quote including 17 windowpane replacements
- I referred back to my notes + original specification + observed that the contractor had missed these
- As such, instructed contractor to reattend site + carry out additional works accordingly
Tell me about how you have consulted with owners and occupiers about the quality of the maintenance service and maintenance works.
How do you keep appropriate records of buildings and works carried out?
I record all of my notes electronically + store these on my firm’s shared database called DMS
How have you provided assessments of condition and wants of repair for individual buildings or portfolios of properties?
How have you drafted and presented a planned maintenance programme?
I have inspected a portfolio of residential properties to identify external condition
Based on the condition of assets, created a programme which prioritised specific works + properties which were in the worst condition to meet my client’s budget
Created programme in excel as well as a gantt chart, showing when works will be on site + completed
Tell me about how you have prepared and presented proposals for maintenance and improvement programmes to clients, tenants and occupiers.
Tell me about how you have prepared budget and expenditure reports and predictions for building maintenance.
Why is maintenance management important?
- To prolong lifespan of assets
- To maintain value of assets
- To reduce any unexpected costs that could arise from responsive maintenance
How often should a vacant property be inspected?
Depends on where it is located/condition but I would generally say between weekly + monthly
My firm has a security team who regularly inspect vacant properties + this is actually done on a weekly basis
Why is it important for inspections to be carried out for vacant properties?
They are highly susceptible to vandalism, fly tipping, pest infestations + greater wear + tear due to no one living in them
How often should inspections be carried out to occupied properties?
Depends on what is stated in the lease, however would typically carry out annual inspections
What is fly tipping?
Illegal act of dumping waste or unwanted items in places where it is not permitted, e.g. roadsides, fields or rivers
Tell me about the compliance requirements for residential properties
- Residential properties should be complaint in terms of gas, fire + electrical safety
- They should also meet minimum requirements in terms of MEES regulations
Talk to me about gas compliance
- Gas appliances, fittings + flues must be checked for safety at least once every 12 months
- Checks must be carried out by a qualified engineer registered with the Gas Safety Register
- Legislation = Gas Safety (Installation + Use) Regulations 1998
Talk to me about electrical appliances + compliance
- Electrical installations must be inspected every 5 years
- Checks must be carried out by a qualified electrical engineer
- Legislation = Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020
Talk to me about smoke alarms + compliance
- Must be at least one smoke alarm on each storey of home where there is a room used as living accommodation
- Must be a carbon monoxide alarm in any room used as living accommodation which contains a fixed combustion appliance (excl gas cookers)
- Alarms must be tested to ensure they work on the day a tenancy begins
What are the key differences between reactive + planned maintenance?
Reactive – maintenance that is performed in response to issues as they arise (rather than being planned in advance). E.g. repairing leaking roof after starts leaking
Planned – scheduled maintenance carried out on a regular basis to prevent issues + ensure building remains in a good condition. E.g. regular inspections, routine cleaning
What is a maintenance inspection?
Routine check up of property to ensure everything is in good working condition
E.g. plumbing, electrics, compliance, building’s exterior
What is a statutory inspection?
Mandatory inspections to ensure properties are compliant
What are the disadvantages of reactive maintenance?
Unplanned - may cause disruption
Can be more expensive - contractors may charge premium for works
What are the advantages of planned maintenance?
Works can be competitively tendered to obtain best value
Funds can be planned
Prevents large, unexpected expenses
What are the benefits of implementing a PPM programme?
Reduces chances of unexpected damages
Prolongs life of assets
Can lead to cost savings in long run by preventing extensive repair or replacement costs
Is there any RICS guidance relating to PPM?
RICS Professional Standard Note Planned Preventative Maintenance, 2022
What does it say?
- RICS members should engage in an initial discussion with clients to understand their requirements
- In particular, talks about understanding particular scope of services to be included in the programme
What information would you request from a client prior to commencing a PPM programme?
- Details on ownership
- Any planned refurbs which could affect programme
- Lease arrangements
- Details of the property(ies)
- Scope of services required
What timespan do PPM programmes cover?
5-10 years but can be extended to 30 years
E.g. external maintenance programme that I assisted with covers 5 years
What is forward maintenance?
Proactive planning + scheduling of maintenance tasks to ensure continued performance + longevity of assets
Why is it important to prioritise forward maintenance?
Helps identify issues before they escalate into major problems - reduces need for costly emergency repairs
Ensures components + systems remain in good condition - extends lifespan
Ensures operational efficiency
How can you integrate maintenance activity with the occupational requirements of a property?
How can maintenance impact upon the sustainability of a property?
Talk me through your understanding of life cycle and whole life costing.
How can you benchmark maintenance costs?
Talk me through maintenance procurement routes.
Talk me through common building defects you are aware of.
Wet rot
Dry rot
Different types of damp
Structural cracking
How would you diagnose a building defect?
Take photos + notes of defect
Seek advice from a building surveyor if necessary
How does age / construction affect maintenance requirements?
- Older buildings may experience more wear + tear, requiring frequent inspections
- Buildings specific materials may require less maintenance
- E.g. UPVC windows require less maintenance than timber windows
Talk me through how you would carry out a maintenance inspection.
- Would understand clients’ requirements + understand what is included in scope of services
- Prepare for the inspection. Ensure I am competent, check compliance, arrange access with the tenant or if prop is vacant
- Would also assess what equipment I needed. E.g. PPE, fully charged mobile phone, note pad + pen
- Undertake a RA
- Inspect property in logical order
- Assess current condition of items included in scope of work + record condition
- Would assess whether would need repair/replacement + obtain costs accordingly
What issues or factors would you be looking for?
- Would be looking at condition of items + whether any works are required to preserve their lifespan
- E.g. at E. Lawns, identified that there was a build up of moss on the roof
- Instructed a damp survey to understand whether there were any immediate risks. Report confirmed that while there were no immediate risks, a further build up could lead to water ingress
- Considered it appropriate to instruct a roof clean in order to maintain structural integrity of the roof + prolong its lifespan
How does this impact upon asset value?
- Depends on extent of any damage
- Roof that is falling apart is likely to result in a lower value for the building than compared to a building with a brand new roof
Why is it important to maintain buildings?
Retain value of assets
Comply with legislation
Ensure H&S compliance
Maintain property’s appearance
Avoid expensive repairs + replacement of components
Optimise performance
Prevent damage from weather + general use
What are the reasons for maintaining buildings?
Retain value of assets
Comply with legislation
Ensure H&S compliance
Maintain property’s appearance
Avoid expensive repairs + replacement of components
Optimise performance
Prevent damage from weather + general use
What legislation / RICS guidance affects maintenance management?
RICS Professional Standard Planned Preventative Maintenance, 2022
How can maintenance activity be funded?
Budgets
Government grants
Service charges
What Government policy might affect maintenance?
What is best value?
Achieving the optimal balance between cost, quality + sustainability when procuring works
Doesn’t just refer to lowest price but also considers LT benefits + overall effectiveness of investment
How can maintenance be procured?
Tell me about a maintenance activity you have experience of
How does building type influence maintenance management?
- Newer buildings would require less maintenance
- Dated + historical buildings would require more regular maintenance
When might maintenance become an improvement or betterment?
If the works enhance the property’s value
If maintenance involves upgrading materials, e.g. installing energy efficient windows instead of repairing broken ones
When would you not want an improvement to take place?
If the cost would outweigh the potential benefits of the investment
If benefits do not pay back within time that the asset belongs to a client
What might be included in a maintenance plan?
- E.g. when I was involved in an external maintenance programme, I created a spreadsheet detailing the programme of works
- Included details of when I inspected properties, proposed costs for the works + if the works were completed, how much money had been spent
- Also included details of when works were completed + when I had gone back to assess quality of the works
What information would you need to collate a maintenance plan?
Property details
Condition assessment
Maintenance history
Budget + client’s objectives
Cost estimates
How can you minimise disruption during maintenance?
Schedule in works with tenant
Undertake different works in the same project
Undertake works during reasonable hours in the working week
How would you assess a timeframe for maintenance works?
How do Building Regulations relate to maintenance?
What is a maintenance system?
Process used to manage + carry out maintenance activities for a property
What types of contract exist?
