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Facebook Twitter Google Linkedin Email. Use our PPM templates to raise capital! View PPM. Learn More. Subscription Agreement. To support this, you should have:. As part of your planning, you should consider the cost-benefit of replacing items that incur significant and ongoing maintenance costs. Find out more about producing an estate strategy and an Asset Management Plan. Your maintenance plan may cover a 3 to 5 year period but should schedule a list of works to be undertaken in each year.
These should be based on the current condition of the buildings, identified from condition surveys. Some contractors may charge premiums to carry out works during busy periods, such as summer holidays. To save costs, some projects may be completed during term time, when contractors may be less busy.
Some projects, for reasons of health and safety, may only be reasonably completed when the site is not in full use. It may be appropriate to undertake non-urgent work on asbestos-containing materials outside of term time. A clear plan for managing any works will help to minimise risk and disruption to the running of your school premises. You should consider what maintenance checks and testing regimes are required at your school. If in doubt, you should seek professional advice.
You may find it helpful to refer to other health and safety examples. In addition to maintenance checks on building services, you may need to consider other activities such as:. The best way to understand the current condition of the estate is to commission a condition survey.
This provides systematic, uniform and objective information on the state of the buildings. Condition surveys are technical assessments and should be done by qualified building professionals. Read more about condition surveys and how to procure professional services. When planning longer-term works, you should take account of the findings of regular maintenance cycles. This allows you to plan and budget effectively, minimising the risk of failure. An annual maintenance inspection of a boiler may identify potential problems so that it will need to be replaced earlier than previously identified.
Find out more about how to prioritise your maintenance works. You may have responsibilities under the Construction Design and Management Regulations This will depend on the type, scale and complexity of the works. Further information is available in estate projects. If you need to procure specialist expertise to carry out some of your maintenance work, you should:. You may wish to enter an arrangement with a professional technical advisor or property consultant.
They will be able to advise you independently on building fabric and building services issues. If you do seek external advice, you should be aware of the possible application of procurement rules. This will depend on the value of the consultancy services. You may want to consider the use of frameworks to procure professional services. You have a duty under the Construction Design and Management Regulations to provide contractors with relevant information about your estate, for example the asbestos register.
This will enable work to be undertaken safely without risks to the:. You should agree with the contractor how the site should be set up. Any changes should be communicated, considered and agreed before being implemented. Where a proposed change may increase risk, you should challenge this and get assurances that the risks are to be actively managed. You may need to issue a work permit to authorise works to take place. This could relate to works with specific risks such as hot works.
Once the works commence, the person appointed to administer the contract should make sure that it is well managed. They should make sure that the terms of the contract are met, or any variations are formally agreed. This will help:. You will need to be aware of health and safety issues when you manage and maintain land and buildings. The safety of all users of the estate, including contractors, is very important and you need to understand what your responsibilities are.
This is a complex area and you should refer to specialist guidance and if necessary, seek independent professional advice. Further guidance is available in the health and safety section. You will need to inspect and test your buildings, plant and equipment as part of your maintenance regime. Find further advice on recommended testing frequencies. You should keep certificates and details of all statutory examinations, testing and remedial work.
Use this tool to track your compliance activity or look for similar tools from other organisations. You may have contractual arrangements in place which provide technical advice or procure maintenance works on your behalf. These could be in the form of a service level agreement with your local authority, or a contract with other service providers. This is often in place for statutory inspection and testing.
In schools that are subject to a private finance initiative PFI arrangement, the PFI provider will normally have contractual responsibility for:. Where you have no formal arrangements in place, you are advised to use organisations or contractors who are recognised by an appropriate industry standards body.
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