Ref PS

Service Requirements

Performance Failure

Monitoring method

Performance monitoring period

Performance Failure Category

Rectification Time2

Remedial Period

32

The Service Provider will operate and maintain a Permit to Work system in accordance with Legislation and Good Industry Practice where any work may affect Authority operations.

Applicable work is not performed under a Permit to Work and/ or permit numbers are not recorded on job sheets and these do not correspond to Permit to Work Booklet.

2, 3, 4, 5

M

33

The Service Provider will maintain hazard notices and safety signs including those issued by the Authority and maintain a record of all such hazard notices and safety signs and put in place procedures to ensure they are located and displayed correctly and are fully serviceable.

Record of hazard notices and safety signs are not maintained, updated weekly and/ or procedures for displaying these are not followed and/or signs are not displayed correctly.

2, 3, 4, 5

W

34

The Service Provider will collect, manage and update all asset records and information on behalf of the Authority and will maintain a register describing the physical characteristics of the Facilities including but not limited to: all area and buildings volume data; condition surveys; all location plans, boundaries of the Site; up to date CAD 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 Service Provider.

Area and building volume data are not recorded on drawings/schedules and maintained monthly. Condition surveys are not carried out annually and records are not maintained. Location plans and boundary plans are not maintained monthly. All other contract drawings relating to the Facilities are not maintained monthly and/ or compatible systems are not maintained to allow access for the Authority.

2, 3, 5

M

35

The Service Provider will develop and operate a planned preventive maintenance system for all elements of the Facilities in accordance with Legislation, manufacturers guidelines and Good Industry Practice to ensure the Facilities (including Equipment) meet the following:

(a)  Zone Data Sheets;

(b)  the Service Standards listed in Appendix 1;

(c)  Legislation and Guidance.

The planned preventative maintenance will seek to actively reduce the risk of reactive repairs and maintenance work, which may or may not affect the Authority.

External Building Fabric; Internal Building Fabric; Fixtures and Fittings; Floor and Floor Coverings; Decorative Finishes; Heating, Air conditioning and mechanical ventilation; Specialist Services; Mechanical and electrical services related planned maintenance are not carried out in accordance with the planned preventative maintenance system, Legislation, Guidance, manufacturer guidelines and Good Industry Practice.

1, 2, 3, 5

M

36

The Service Provider will produce (in the agreed format) and submit to the Authority for approval:

•  20 Business Days prior to the Commencement of each Contract Year a 5 Year Maintenance Plan;

•  a Schedule of Programmed Maintenance for every 12-month period.  The Schedule of Programmed Maintenance will include as a minimum the following: detailed list of assets; maintenance frequencies; a report detailing any implications arising from carrying out the work content and the effects, if any, on Authority operations.

•  5 yearly lifecycle replacement plans are not produced to the agreed format and issued to the Authority [10] days after each anniversary of the Agreement; and/ or

•  Schedules of Programmed Maintenance are not produced to the agreed format and/or not submitted to the Review Procedure in accordance with clause 25 (Maintenance) of this Agreement;

•  Maintenance Reports are not submitted each Contract Month.

2, 3, 5

A

•  [♦] days after the end of each Contract Month a Maintenance Report for the previous Contract Month which includes as a minimum: all maintenance (planned or otherwise) undertaken in that month; a schedule of all failures to comply with the requirements of this Asset Maintenance Specification and the Service Provider's procedures in connection with the provision of Asset Maintenance Services as previously agreed with the Authority; details of training of Staff, changes of Staff, testing (statutory, PAT, insurance company and legionella) and changes to established working practices that have occurred in that Contract Month and that shall be undertaken during the following two months; and details of any request for work over and above the requirements of this Specification.  In addition the report will also include details of the forthcoming months work and include as a minimum: Location and time when the work is to be undertaken clearly identifying activities which are anticipated to cause disruption to the Authority's operations; and Risk Assessment including Health & Safety and COSHH implications & Method Statements;

37

The Service Provider will ensure that all statutory tests and inspections are undertaken within the statutory timescales, together within any repair works arising as a result. The Service Provider will undertake all Portable Appliance Testing in accordance with the Electrical Regulations Standards, HSE and Statutory Authority guidance and all legislative requirements.

Statutory tests and inspections are not carried out in accordance with the Schedule of Programmed Maintenance, Legislation, Guidance, manufacturer guidelines and Good Industry Practice; and/ or Portable Appliance Testing is not carried out in accordance with the Schedule of Programmed Maintenance, Legislation, Guidance and Good Industry Practice.

2, 3, 5

M

38

Where the Service Provider wishes to carry out Programmed Maintenance outside the Access Hours, then the Service Provider will liaise with the Authority to agree times for access. In the event that the [Zone] is in use by the Authority, the Authority may inform the Service Provider that the planned repair can not be carried out due to the disruption to Authority operations.  The Authority will agree with The Service Provider an alternative time to carry out the repair.

Planned repairs are carried out outside agreed Access Times without prior written consent from the Authority.

1, 2, 3, 4, 5

M

39

The Service Provider will provide a comprehensive reactive repairs and maintenance service so as to ensure that each element of the Facilities attain the relevant Service Standards as set out in Appendix 2, including a service giving immediate technical and managerial support and advice.  The Service Provider will respond and rectify any Faults within the Rectification Times.  The Service will be consistently delivered, sensitive to Service Users needs and responsive to the changing requirement of the [residential care home].

Any of the relevant Service Standards set out in Appendix 2 are not attained.

1, 2, 3, 4

PR

40

The Service Provider will ensure that all replacement materials and components used will be of no less quality and standard as those detailed within the Authority Construction Requirements and the Service Providers Proposals.

Replacement materials and components are a lower quality and standard to that originally installed.

2, 3, 4

PR

41

In addition to lifecycle repair/replacement, the Service Provider will repair all damage (malicious or otherwise), vandalism and graffiti both internal and external to the Site, Facilities and Equipment.

Failure to repair damage within the Rectification Time.

1, 2, 3, 4

PR

42

The Service Provider will provide a monthly report for all instances of damage to the Site, Facilities and Equipment for the previous Contract Month and as a minimum this will include:

•  location/area of damage;

•  description/cause of the damage (including if this is a repeated occurrence); and

•  repairs undertaken or proposed.

Damage report is not produced in the agreed format and quality and issued to the Authority [ ] Business Days after the expiry of each Contract Month.

1, 2, 3, 4

M

43

From time to time the Authority may require the Service Provider to provide additional technical and supervisory skills to forthcoming projects. The Service Provider will provide a comprehensive Planning, Design and Project Management Service to the Authority and these works [will be charged in accordance with an agreed Schedule of Rates] [will constitute a Change pursuant to the Change Procedure].

Planning, Design and Project Management tasks undertaken are not carried out in accordance with the agreed timescales.

1, 2, 3, 4

PR