Review the planned preventative, statutory and reactive maintenance records of the FM Contractor to identify any trends in maintenance activity / breakdown issues that may provide indicators to potential latent and inherent defects. This may include review of electronic helpdesk or other reports. Specifically, the Project Agreement requires the ProjectCo to produce several maintenance related schedules and information that will require review.
Typically for most projects (these will differ from project to project and the scope should be amended to meet the specific project requirements) the Project Agreement requires:
• An initial Maintenance Schedule in respect of the Facility and the Equipment for the first academic year.
• Maintenance Schedules in respect of the Facility and the Equipment for the next succeeding contract year.
• Detailed description information linked to the Maintenance Works described in a Maintenance Schedule to be carried out in the next following contract month.
• Any records where the Authority's Representative is reasonably of the view that the Maintenance Schedule did not make provision for enough Maintenance Works in the relevant year as to comply with the Services Company's obligations under the contract; and
1. Interpret from a desktop study any indicators of defects of potential latent or inherent nature for specific focus in the survey.
2. Review previous defect notifications or issues and consider as a developing line of focus for the Survey and inclusion in the Survey Report.
3. Review documentation pertaining to the assets to gain a good understanding of their construction and installations including specifications, drawings or schedules.
4. Audit the project construction contract to understand the original performance criteria, scope of works and allow later cross reference of any Defects as breaches to relevant contract clauses.
5. Review the building plans and uses and liaise with ProjectCo's manager and FM Contractor to determine and agree dates for the survey and any special access restrictions or hours.