8.3.3  Planned and Preventative Maintenance Regime

The Contractor is to be responsible for the maintenance of the buildings and external environs providing safe, secure and comfortable environment for its tenants/residents, employees and visitors.

The preventative maintenance regime must reduce unnecessary deterioration of all building components (including decorations to all non-apartment areas) and minimise disruptions to smooth running caused by repeated reactive maintenance interventions.  The planned maintenance is to cover routine maintenance and servicing, planned replacements and implementation of preventative regimes.

The Contractor is to actively manage the planned and preventative building maintenance regime, undertaking frequent reviews to assess performance once occupied ensuring the optimum approach to all repairs and maintenance is achieved.

Maintenance works are to follow Good Industry Practice as they develop through the term.

The maintenance services should be designed to support the units providing a serviceable life of at least sixty years.  Replacements made during the works services periods are to be constant with the requirements contained in this Output Specification.

All maintenance work is to be carried out by appropriately qualified employees in accordance with Codes of Practice, British Standards, Legislation and Good Industry Practice, using materials of suitable and sufficient quality.

[The Contractor shall arrange for the facilities to be surveyed annually by an independent advisor and a programme of routine maintenance shall be agreed thereafter.  The annual planned maintenance program is to be updated using this survey and agreed with the Authority.]40

The Contractor shall:

a)  Develop and maintain a long-term maintenance plan.  This will be reviewed at least once per annum and agreed the Authority and will be made immediately available for inspection at reasonable request.  This plan will cover all planned replacements, cyclical maintenance and asset servicing activities;

b)  Carry out the works in full accordance with the agreed long-term maintenance plan.  In good time (and not less than 28 days beforehand), the Contractor will notify the Tenant of any planned maintenance works to be undertaken within a Dwelling, advising;

i.  The areas that will be affected by the works;

ii.  The duration of the works;

iii.  The proposed working methodology; and

iv.  Any alternative arrangements made to maintain continuity of amenity (where such arrangements are required).

c)  Where planned works are to communal areas, the notifications in b) above will be provided to all residents who have cause to use the communal area.  Where appropriate, this will also include advice on any alternative arrangements that will be made (where such arrangements are required); and

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40  Some Authorities require this annual 'audit' however it should be recognised that there is a cost to this.