5  Reports and Property Management

5.1  At the commencement of each Contract Year, the Contractor shall provide to the Authority the reports23 relating to the Facility as required for monitoring of the Service stating when and to whom the Contractor will issue such reports.

5.2  The Contractor shall inform the Authority which statutory inspections have been carried out and simultaneously make available to the Authority copies of such inspection.

5.3  Each Contract Month, the Contractor shall provide a monthly Programmed Maintenance report to the Authority at least to the level of detail to the example incorporated in the Service Delivery Proposals. An indicative list of the content of the report is as follows:

(a)  for all Maintenance (planned or otherwise) undertaken in that Contract Month, a schedule of all failures to comply with the requirements of this Part A of the Services Specification and the Contractor's procedures in connection with the provision of the Maintenance Services as previously agreed with the Authority; and

(b)  details of training of personnel, changes of staff, testing (statutory, PAT, insurance company and legionella) and changes to established working practices that have occurred in that Contract Month.  

5.4  The Contractor shall make available to the Authority or authorised third parties, within five (5) Business Days of the request accurate estate record information.  This information shall include but not be limited to the following:

(a)  physical characteristics of the Facility including but not limited to:

(i)  the description and address of the Facility;

(ii)  all area and buildings volume data;

(iii)  condition surveys;

(iv)  all location plans, boundaries and titles relating to the Facility;

(v)  up to date CAD/hard copy drawings for structural, mechanical and electrical element/systems that are to be linked to the Authority elements/systems.  Ensure that all systems provided are compatible for access of information by the Authority and the Contractor; and

(b)  specific licence requirements where the Contractor is responsible for obtaining such licences. Where the Authority is responsible, the Contractor shall only be obliged to maintain records that have been provided to it by the Authority.

5.5  Test certificates and appropriate documentation and records (in particular those relating to any aspects of safety or statutory compliance) shall be maintained accurately, shall be updated appropriately and shall be available for inspection by the Authority or any other relevant party.

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23  To be specified on a project specific basis.