Lee's Building Maintenance

Management
Fourth edition

Paul Wordsworth
MA, ARICS, MLMBM 1 3739

Science
Contents

Prc Face

1 Maintenance in Context
1.1 The significance of building maintenance
1.2 Satisfaction of building needs
1.3 The building process
1.4 Maintenance defined
1.5 Maintenance or improvement
1.6 Planned preventive maintenance
1.7 Asset planning and facilities management
1.X Maintenance policy
l .9 Life cycle costs
1.10 Maintenance generators
1 . l 1 Timing of maintenance operations
1.12 Maintenance cycles
1.1 3 Maintenance profiles
I . 14 Optimising renewal cyclcs
1.l5 Repaidreplace decision
References

2 Maintenance Standards
2.1 Concept of standard
2.2 Standards and condition
2.3 Standards generally
2.4 Standards from different viewpoints
2.5 Standards and performance
2.6 Priorities and criticality
2.7 Condition monitoring
2.8 Value considcrations
Rcfcrcnccs

3 Statutory Control
3.1 Understanding legislation
3.2 The structure of legislation
 3.3 The major statutory provisions
3.4 Keeping up to date with legislative changes
References

4 Maintenance Planning
4.1 The scope and nature of planning
4.2 Risk management in planning
4.3 The planning process
4.4 Components of a planning system
4.5 Schedulelcontingency systems
4.6 Factors influencing delay time
4.7 Programming problems
4.8 Long-term programmes
4.9 Annual programmes
4.10 Short-term programmes
4.1 1 Planned inspections
4.1 2 Network analysis
4.13 Management by objectives (MS03
4.14 Maintet~anceaudits
References

5 Cost Management
5.1 Maintenance costs
5.2 Cost indices
5.3 Benchmarking
5.4 Financial planning and budgets
5.5 Annual budgets
5.6 Long-term costing
5.7 Estimating practice
5.8 Costandquality
References

6 Maintenance Information
6.1 lnfamation system
6.2 Fnformation needs
6.3 Uses of information
6.4 Sources of information
6.5 Information structure
6.6 Standard maintenance descriptions
4.7 Information technology
6.8 The information system model
References
 Conlenis vii
-.
-

7 The Maintenance Organisation

7. I Organisation theory
7.2 Functions
7.3 Structure
7.4 In-house or outsourced staff
7.5 Work order system
7.6 Stock control
References

8 Maintenance Procurement
8.1 The procurement process
8.2 Form of procurement
8.3 Formation of contract
8.4 Types of contract
8.5 Suitability of contractor
8.6 Mode of selection
8.7 Usual conditions
8.8 Scope of work
8.9 Disputes
8.10 Contract documents
References

9 Service Detivery
9.1 Maintenance managers as service providers
9.2 Liaison with occupiers and users
9.3 Attributes of maintenance service quality
9.4 Skills and competencies of maintenance operatives
References

E O Repair Diagntlsis
10.1 Monitoring building deterioration
10.2 Causes of building deterio~atien
10.3 Evidcncc o f wants of repair
10.4 The concept of performance in repair diagnosis
10.5 Repair diagnosis
References

l l Conservation and the Environment

1 1.1 The maintenance manager as conservationist
11.2 Conservation
11.3 Conservation philosophy: concurrence and conflicts
of interest
1 1.4 A framework for evaluation
1 1.5 Sourcing skills and expertise
viii Conr~nis
-

1 1.6 Environment
1 1.7 Environmental building audit
1 1.8 Energy management
I I -9 Energy appraisal
11.10 Building environment
11.1 l Asbestos and deleterious materials
1 1.12 Procurement of materials. goods and services
F 1.13 Pollution and waste management
References

Appendix: Standard Maintenance Descriptions

Further Reading and Contacts
Index
Index

Access Onto Neighbouring Land Act 1994,96 bmlding life cycle, 7

actinolite. 305 Building Maintenance Information Ltd (BMI), 138.
activity on the node system. 123, 124 1756
ud hclc and planncd maintenance systems, I04 building rnatenal and component performance life
alterations and conversions, costing of, 41-3 cycle, 284
alternative geared system, 273 building material and component propcrties and
annual equivalent (AV, 3 5 4 performance requrrements, 285
anthophyllite, 305 building matmials: agents of deterioration, 281
Asbestos (Licensing) Regulations 1983, 306 budding noticcs, 82-3
asbestos, 3 0 5 4 Building Quality Analysis (BQA}, 256-8
assct management stratcgieq, 98 Building Regulations, 7 S 8 2
assctplannmg, 12-14 Building Research Estahlishmenl (ERE), 173
averagc maintenance costs 1998.3 building value considerations, 7&72
Burra Chatter (ICOMOS), 289
biocides, use of. 306
B M Price Book, 247 calculation of econornlc batch quantity, 215
breach of contract, 221 calculation of ~nclusi~,e standard time, 272, 272
break-even analysis, 37 calcuIation of optimum stock repfemshment levels,
BREEAM, 299 216
British Board of Agrkment. 174 capital and revenwe costs. 18
British Standards Institution (BSI). 1 7 3 4 Chartered Institute of Building (CIOR). 8, 174
BS38 11 : Maintenance Management. 8, 1 5 chlorofluorocarhons (CFCs). 307
857750: Environmental Managemcnt Systems, C Z I S ~1 ,8 ~ 8 1IBI
,
298-9 Combined C'riticality Index (CC]), 68
budgets cornponcnls of maintenance plan, J 0.2,1 0 3 4
annual, 143-5 compulsory competitive tendering (CCT). 2 t 9.229
cuts in. l45 condition monitoring, 6%70
pcriod, 143 condition survey. mcs of, G9
prcpamtion, 139-143 condition surveys, 276
pnonties, 144-5 condition-controlled rnamtcnance. 52
subd~v~srons, 14M2 conservation movement, 288- 9
variance reporting, 142-3 conservation officers. 295
Building Act 1984.7943 consmatifin. 288-95
building and services element classificatton, 184 Construction (Design and Management)
hmldlng environment, 301-5 Regulations1994 (CDM), 90, 255
build~nginventory, 17 1 construction activities, 4
Construction Indusiry Training Board (CITB), 266 cost inhces, 1 3 M
Constructinn Skills Certification Scheme (CSCS), 267 cost reimbursement contracts, 2 2 5 6
construction trades, 26 1 costing
consultants, use of, 206 accounting ratios, 156- 7
contingency budget, I43 long-term. 145-8
contingency systcm for user requests. 213 criteria
contract documents, 172-3,24 1 uhsnlcsccncc, 67
contract offer, 220 physical condition, 6 6 7
contractor sultabllity. 23 1 4 critical path method. 119-12 1
amiIabil~ty,233 crocidolite. 3 05
co-operativeness. 233 Croner's Environmental Management, 175
financial stability, 23 1-2 Croner's Health and Safety Managcmcnt. 175
price levels, 2 3 3 4 Croner's Premises Management. 175
resources, 222 crysotile, 305
scope of work, 232-3 customer service. concept of, 250
contractor's estimate, 220
contractors: mode o f sclection, 234-7 dangerous buildings and structures, 8 1
contracts, typet, of. 223-23 1 data modelling, 188-9
contracts data pieces, 188-9
brlls of quantities, 2 4 6 7 day-to-day budget, 143
cost reimbursement, 2 2 5 4 Decadents, thc, 291
disputes, 24 1 ~ trecs, 3 7 8
d e c sinn
fitncss warranty, 236 Defective Premises Act 1972, 9&91
implicd terms. 2 3 6 7 duty to build dwellings properly, I
lump sum. 223 landlord's duty of care, 91-2
matcnals and workmanship, 244 defccts. 278
mcasured term. 224-5 due to consrruction rnethodq, 279
preliminaries, 244 due to fnulty design decisions, 279
quality. 240 due to ~nadequarebrieC 278-9
schedules of rates, 247 due to user activities, 279-80
scope of work, 2 3 7 4 deferral of maintenance: the downward sp~ral,146
service leveI agreements. 2 2 6 7 definition of maintenance, K-Y
specification. 2 4 3 4 degradation and iniervent~on,283
standard form oTagt:cment, 24 1-244 degradations, 282-3
statements, 238-9 biolopcal agents, 282
term contracts, 227-9 mechanical agents. 282
tlme. 2 3 9 4 0 deleterim< materials, 305- 6
usual condition<.237 Deparhncnt of Envimnrncnt. Transport and Regions
prnvislonal sums, 223 (DETR), 173.297
ri.ik, 240-4 1 depth mctcr, 287
Control nfAsbcstos at Work Iliegulations 1087; 2001, design system, 168-9
89 90,306 deterioration, causes of. 278-80
CuntroT of Substances Hazardous to Health Direct Labour Organisations (DLOs), 229-230
Reglat~ons1999 (COSBH), 89, 2 5 M direct labour, 204.229-23 1
~ontrollcdday work, 226 d~rectlyemployed operatives, 207
cost and quality. 154161 D~sab~Iity Discrimlnatron Act 1995. Y5
cost benchmarklng parameters, 137 d~scountedcash flo\v, 25-7
distortions, 280 8 1 formation of contract, 220
frequency-based maintenance, 52
endoscope, 287 FunctionaI Analysis Systems Techniquc (FAST)
Energy Appraisal of Existing Buildings (RTCS analysis, 47, 47, 191
Guide). 300
energy appraisal. 300 30 1 Gana chart, 1 19
building fabric survey, 301 geared incmtlve, 272,272
enerm supply survey, 30 1 global winning, 296
pre-inspectron, S01 grccnhnuse effect, 299
sen,iccs survey, 30 1 gross domestic product (GDP), 1
energy consumption and the environment, 300
Energy Efficiency Ofice. 300 halon gas, 307
energy management, 44,299-300 Health and Safe? at Work Act 1974,76, R690
English Her~tagc.289,292 best pnct~cablemeans, 88
English House Condition Survey, 2 Health and Safety Commission , 8 7
environment, 295 308 Health and Safety Executive, 87, 306
environmental building audit, 298-9 Health and Safety Statement, contractor's, 255
environmental concerns, 289 helpdesk function, 252
environmental impact of buildings, 2 9 6 7 hierarchical data structure, I83
Environmental Nuisancc Abatement Notice, 92.253 historic buildings, 289-95
environmental polIcy statement, 297 Housing Acts, 59,93-5
Environmental Protection Act 1990,92,297.307,30# housing limess standards, 93-5
cstirnates: medium and short-term, 149 human activrty system, 1x8
cstimating practice, 148-154
cstimating incentive schernec, 269-274
approach to, 152 direct, 27W73
contract, 1 5 3 4 indirect. 2 7 3 4
direct labour, 152-3 infornation feedback loop, 195, 196
labour costs, 149 information flow, I 7Y
labour on-costs, 1.50 ~nforma~ion rnanagcmcnt system, 162
materials, 1 5 G 5 1 ~nformat~on managcmcnt
overheads and prof t, 151 cornpanson. l70
slotting, 152 howledge'~nstruction,170
judgement, 15 1-2 prediction, 169-70
evidence af wants o f repair, 2 8 M 3 information
exposure works In rcpair diagnosis. 277 classification principles, 177-8
general and specific categories, I81
facilities management software, 1 R6 needs, 164-5
FAST d~agram.47,47 sources of, 1 7 6 7 6
financial planning, 138-142 external, 1 7 3 6
firc certificate, 8 5 6 internal. 171-3
Fire Prccautiuns (Workplace) Regulations 1997,85 structure, 177- 181
F ~ r Precautions
e Act 1971. 83-6 systcm model. 188 191
Flre Safety and Safety at Places of Sport ACE1987, uses of. 169-70
84 informalion system. 162-4
flat management structures, 206 componenfs of, l 6 5
form of procuremcnt. 2 1 8-20 criteria for assessment, 1 9 6 9 1
~nformationtechnology (IT), I 8 4 4
In-house or outsourced staff. 202-2 10
marn advantages of, 2 0 3 4
main deadvantagcs of, 2 0 4 5
inspection reports, 174
Institute of Ma~ntenanceand Bullding Management
(IMBM), 174
integrated building maintenance 1T system,
components of, 189. 190
IT systems, 186
bespoke or package, 187
ftlture-proofing. 187- 8
hollstic or partial. 1 8 M
scope and extent of. 187
Joinr Contracts TribunaI JCT). 242-3
Agrecrnent for Minor Building Works, 242
Fixed Fee Form of Prime Cost Contract, 242-3
Intermediate E m of Contract, 242
Standard Form of Building Contract, 242
Standard Form of Management Contract, 242
John Ruskin, 290.293
Kyoto Protocol, 296-7
labour force composition, 262
Landlord and Tenant .4ct 1985,5Y
landlord's duty of care, Y 1 -2
leases: dlv~sic~n of respons~biIity,5 9 4 0
legionnaires' disease 304- 5
legislntion. changes in. Y6-7
legislation. structure. 7& 7
liabilities in tort, 222
IifccycIe costs, 17, 19
lighting, 303 4
liquidated damages, 22 1
llsted hurldings, 78-9, 294
lit~gationculture. 253
long-term cstrmates. 145
lump sum contrack, 223
maintenance and design. h
maintenance and improvement, %l 1
maintcnnnce aitdits, 1 2 6 8
maintcnance costs. 13&32
bcnchmark~ng.1 3 6 7
comrnlt~edcosts, 13 1
overhead absorption, 13 1
overhead recovery, I3 1
variablekngineered costs. 13 1-2
mnnaged/discretionary costs, 132
ma~ntenancecriteria, 48-50
mamtenancc cycles, 24-7
maintenancc expenditurc and building value, 71, :]
maintenance expenditurc contrul, 1654-,, 166
maintenance generators. 2 6 2 2
maintenance information: characteristics, 162-4
maintenance managcrnent functions: relationships
between, 168
m a i n t c ~ n c emanual, 12-1 3
maintenance operatives, 249
sktlls and competencieq of. 261-74
age and stability, 2 6 3 4
maintenance organisation, 195
maintenance planning process, 101-3
mamntenancc planning, 98 129
annual programmes, 1 15
contingency system, 1067, 106
cos1 growth, 109, 109
deIay time factors, F 07-8
effectiveness, 102-3
long-term programmes, I 1 1-1 15
major repairs. 1 14-1 15
painting programmes, I 12-1 l 3
programming problems, 1 1 0 11
schedule syslem, 1 0 5 4 , 106
short-term programmes, 1 1 6 113
maintenance policy, 15-1 T
statement. I k
malntcnance practicc manual, 127-8
maintcnance profiles, 28-30, 55
maintcnance senricc quality, attributes of. 251
direct and indirect costs, 32, 72
maintenance standards, 4&74
crltena, 62-4
criticality, 6 6 6 . 67-9
priorities, 646
maintenancc technichian, 2 6 4 7
malntenancc: costs and value. 5
maintenance expenditurc 1 9 8 6 1996,2
maintenance: significance of, 1-2
maintenance: types of work. 132-3
rnamangement cultures, 1 9 4 5
management by cxccption, 202
mmagcment by objectives, 1254.202 opcrativcs' motivation, 268-9
functional perf~rm~mcc objectives. 125 opcrativcs' product~vity,267-9
key target areas, 125 organisation systems, 1 9 5 4
management: functions, 195-8 organlsatlon theory, 193-5
advisory, 19&7
control, 197-8 Party X%'xll Act 1996, 9 5 4
miscellaneous, I PR party wail. works to. 9 5 6
oipnisat~onal,197 performance and repaw diagnosis, 2 8 3 4
management: structure, 1 98-202 perrormance criteria, 284-5
centralised, 199 perrormance failure, 286
decentralised, 200 performance measures. 154
Maslow's hierarchy of needs. 269,269 performance thresholds, 286
rncasured term contracts, 2 2 4 5 p~ecework,270
mcasurcs of planning cfficrency, 157-8 planned building maintenance: RICS Guidance Notc.
degscc of scheduling, 157 YX
~nccntivecnverage. 158 p l m c d inspection system, 119
supervision factor, 158 planned inspect~ons,1 17-1 19
lost timc factor, 157-8 planned maintenance budget, 144
merit rating. 273 planned prcvcntive maintenance, 11-12,9X
moisture metcr, 286 Planning (Listcd Buildings and Conservation Areas)
monltorlng building deterioration, 2 7 6 7 Act 1990.78
multicraft skrlls. 262 pollution and waste management, 307-8
multiskilling, 264-7 post-occupancy evaluation (POE), 2 5 M 0
buildrng assessment ranges and categorics, 2SY
National Federation or Hous~ngAssoclations occupier qtrestionnaire, 258.258
WHIZ), 174 spread of responses, 259
National Schedulc of Rates, 224 the wallahrough. 257
National Trust, 289 Post-occupancy evaluation model, 25 7
Kattanal Vocational Qualification {NVQ) In precedence d l a ~ a m 123,124
,
hfaintennncc, 266 present values (PV), 25-3
National Working Rules for the Budding Industry. presuvalion. 292
269 preventive progams. 12
negligence, 222-3 proc~~remmt process. 218
nct present value (NPV), 33-5 procurement route: day-to-day maintenance, 220
nctrvnrk analysis. 119 - 1 24 procurement routes. 21 9
concurrent activltics. 12 1 , I21 productivity measures, 1 5 4 5
crltical path network. 122, 122 profit-sharing, 273
dummy activities. 120-2 1 , 1211 project information manual, 173
events and acttvities, 12%22, E20 property database, 1 3
looping error, 1 2 1-22.12 I Provision and Usc of Work Equ~pmentRegulations
resource smoothing, I23 1992.90
N H S and Community Care Act 1490.845
nuisance. 223 quality control system, 255
quality control. 1 6 0 6 1
occupier feedback, 2 5 5 4 quality oTserrice delivery. 218
Occupiers Liability Acts 1957 & 1984,W-92
occupicn, liaison with. 249-251 rencwal cycles, 23.2%30
repair surveyor subjectivity. 277
diagnos~s,286-7
logging, 252-3 temperature and humidity, 303
notificanon, 252-3 tendering
rcporting, 252-3 ncgotration, 2 3 4 5
rcpalr/replace decisinns, 3 3 4 3 open,234
rcpalrs and leases. 10 sclective. 234
repars term contracts, 227-9
appointmenlr. to carry w t , 253 timmg of maintenance opcratlons. 22-4
carrying out, 253- S total building prncess. 6
cleanup mutincs, 254 total cost analysis, 56, 56
complaints procedure. 255 total costs, 2 l0
~nsptchons,276 Town and Cvuntry Amenities Act 1974, 79
pmvi~ionof temporary services, 254 Town and Country Planrung Act 1990,77- 8
requirements for screening, 254 Town and Country Planning Acts, 77-9
repudiation of contract. 22 1-2 traditional skills, 295
responsc time, 208 tremolite, 305
risk analysis, 100 trespass, 223
nsk asscssment and management, 99-100
risk identification, 100 ullrasonic tester, 286
r i qk rcsponse, 100 Universal Decimal Classification (UDC), E 78,
179
schcdule of dilapidation, 60-61 user pamclpation. 2 6 M l
schcdule of rates, 136,2245 ucer rcports. 174
.;cope of maintenance planning, 98-9
scrvice efficiency, 1 58-9 valuc analysis, 191
servlce lever agreements, 2 2 6 7 value engineering, 47-8
scrvlce providers. maintcnance managers as. 249 valuc mnnangement, 191
scrvlce quality ~ndicators.251 V D U Screens Replations, 304
sick building syndrome, 302-3 vcnnlatlon and air quality, 303
skills, depth and breadth of, 265-7,265 volatile organic compounds (VDC's), 302
Society for the Protection of Ancient Buildings
(SPAB), 289 -90 wcar and tear, 278,280
sources of lneITect~vecosts, 103 Willlam Moms, 29 1,293
spot bonuses, 270 work inpul control, 214
Standard Maintenancc Descriptions (SM D), 68, work measurement, 27 1 2
1824,309 -28 work order system, 21 1-14
condition asscssment criteria, 323-5 work order, 2 1 1-3
criricality indcx, 3 2 5 4 description of works, 212
data categories, 3 11-23 priority, 2 1 2
maintenancc procurement, 3 2 6 7 percentage checks, 2 1 1
Standard Method of Measurement (SMM),182,246 Workplacc (Health Safety and Wclfarc) Regulations
standards from d~fferentviewpoints. 57-60 1992.89
standards of performance, 61 -2 workstat~ondeslgn. 304
slatutory prov~sions,77-(E6
stock control, 2 1 4 1 7 yeas purchase, 2 6 7