Preventative and Breakdown Maintenance Guidelines for Schools and Preschools

Transcription

1 Guideline Preventative and Breakdown Maintenance Guidelines for Schools and Preschools This document is currently under review. Please direct any queries regarding this document to the policy officer listed in Table 1. Insert file number Summary Table 1 - Document details Publication date February 2013 Review date February 2014 Related legislation/applicable section of legislation Related policies, procedures, guidelines, standards, frameworks Facilities Design Standards and Guidelines, Early Childhood Design Standards and Guidelines Replaces Policy officer (position) Program Coordinator, Asset Policy and Environmental Resources Policy officer (phone) Policy sponsor (position) Executive director responsible (position and office) Applies to Key words Status Approved by Assistant Director, Capital Programs Executive Director, Infrastructure DECD Schools and Preschools Maintenance, Preventative, Breakdown Approved Director, Capital Programs and Asset Services Approval date February 2013 Version 1 Preventative and Breakdown Maintenance Guidelines

2 Table 2 - Revision record Date Version Revision description 2 Preventative and Breakdown Maintenance Guidelines

3 Table of Contents Guideline... 1 Preventative and Breakdown Maintenance Guidelines for Schools and Preschools Title Purpose Scope Guideline detail Breakdown Maintenance Definition Expenditure Guidelines Service Providers Preventative Maintenance Preventative Maintenance Site Scheduled Maintenance Site Funded Breakdown Maintenance Processes Setting Breakdown Maintenance Priority Metro and Country Actioning Breakdown Maintenance Vandalism & Other Security Incidents Security / Fire Alarm Systems Fire Services Hazardous Materials (Asbestos product management) Miscellaneous Disaster Repairs Works Delivery Billing Process FAMIS Approvals and Certifications (Metro Sites) Budget Management Process Advice and Assistance Roles and responsibilities Monitoring, evaluation and review Definitions and abbreviations Supporting documents References Appendix Preventative and Breakdown Maintenance Guidelines

4 1. Title Preventative and Breakdown Maintenance Guidelines for Schools and Preschools 2. Purpose 3. Scope 4. Guideline detail In line with the Local Management initiative the maintenance management responsibilities are aimed at improving overall service responsiveness by enabling local decisions to be made. This will ensure any critical Occupational Health Safety and Welfare (OHS&W) or building infrastructure maintenance repair issues are authorised and actioned in an appropriate and timely manner. 4.1 Breakdown Maintenance Definition Breakdown Maintenance activities are those works associated with the repair and servicing of site infrastructure, buildings, plant or equipment within the site s agreed building capacity allocation which have become inoperable or unusable because of the failure of component parts. Works outside of these guidelines should not be actioned with breakdown maintenance funding. 4.2 Expenditure Guidelines Sites are provided with an annual allocation within their Resource Entitlement Statement (RES) which provides financial support to undertake breakdown maintenance activities. Site Leaders have an expenditure delegation, as per the Instrument of Delegation to expend Breakdown Maintenance funding up to the value of $10,000 for a single transaction for repairs or, alternatively, replacement for non-repairable items. NOTE: Job splitting to keep the costs within this limit is in contradiction of the DECD procurement guidelines. Breakdown maintenance funds should not be used to repair, replace or maintain curriculum equipment and/or materials or non-fixed infrastructure items (i.e.: curtains, mats, lockers etc.). The budget for Breakdown Maintenance is managed at the local level and Site Leaders are required to manage against the annual budget allocation and establish efficient procedures to monitor the commitment and expenditure levels. All breakdown maintenance activities estimated over $10,000 should be raised with the Asset Support Centre for corporate investigation and consideration. 4.3 Service Providers As a participating Agency in the Across Government Facilities Management Agreement (AGFMA), DECD sites have the availability to request planned and unplanned works using the Facilities Management Provider assigned to their respective regions. 4 Preventative and Breakdown Maintenance Guidelines

5 The current Facilities Management service providers are: Contractor Area Serviced DPTI BM Facilities Services (Metro) West Metropolitan (Region A) Spotless Property & Facilities Division Eastern Metropolitan (Region B) Spotless Property & Facilities Division Northern Metropolitan (Region C) DPTI BM Facilities Services (Country) All country areas DPTI BM Facilities Services Country is not part of the FM Contract, however does follow similar processes and procedures. Additional information on the FM arrangements can be accessed via the DPTI Building Management web site: Preventative Maintenance Preventative Maintenance DECD in association with DPTI Building Management has developed a list of mandatory corporate preventative maintenance activities that are required to be undertaken in all government assets to manage and minimise any potential risk exposure to student, staff and visitor s health and well being Each preventative maintenance service has a Technical Data Sheet (TDS) that describes the type and frequency of a particular service requirement associated with different buildings and infrastructure elements. All TDS can be viewed at the following web address: DECD Preventative Maintenance activities ensure mandatory services are carried out in compliance with: Development Act - Minister s Specification SA 76 January 2000 Maintenance and Testing of Safety Installations - Schedule of essential safety provisions. OHSW Act 1986 and Regulations 1995 Activities that minimise energy consumption and greenhouse gas emissions within the requirements in order to comply with government policy directions. An annual preventative maintenance schedule of works is developed on a financial year basis by the FM in negotiation with the Principal/Director. Costs associated with mandatory preventative maintenance are paid corporately. As in previous years maintenance items that are not deemed mandatory will not be programmed into a site s annual corporately funded preventative maintenance schedule Site Scheduled Maintenance Site Funded Site Scheduled Maintenance activities are those plant and equipment services that are not mandatory. Facility Managers can identify any recommended scheduled maintenance services applicable to each site and develop a site scheduled maintenance program that covers optional activities in consultation with the site leader. 5 Preventative and Breakdown Maintenance Guidelines

6 Items listed on a Site Scheduled Maintenance program are funded from the site s breakdown maintenance allocation and paid through their SASIF account. Sites can choose to develop a site scheduled maintenance program or alternatively action as an ad-hoc breakdown maintenance repairs through the hotline, or by using local resources and appropriately skilled personnel. The undertaking of the Risk Assessment process will ensure that an appropriate site specific Task Standard Operating Procedure is documented and recorded as well as ensuring that the person undertaking the task is competent and or appropriately qualified and will do so in a safe manner. It is imperative that the building owner, The Minister for Education and the Minister for Children s Services, is not exposed to unacceptable risks and liabilities. For information regarding Risk Assessment refer to: DECS OHS&W Risk Management Information Pack Risk Management Framework Risk Assessment Process: Sites could consider utilising skilled and competent school/preschool personnel and resources with: Replacement of light globes/fluro tubes (up to a 2.7m in height using ladders). General landscaping including minor tree trimming. Cleaning of roof gutters on single storey buildings and cleaning stormwater sumps. 12 monthly RCD testing (but not the 3 yearly testing which must be undertaken by an electrician). Minor general repairs (eg lockers, replacement of bathroom fittings, notice boards, outdoor furniture & fittings, screens, fencing). Irrigation systems maintenance and repairs. 4.5 Breakdown Maintenance Processes Setting Breakdown Maintenance Priority Metro and Country The setting of a breakdown maintenance Priority determines the response time required to address the issue in the specified timeframe. Priority 1, 2 & 3 jobs attract separate premium call out costs which contribute to the overall cost of the work. The use of Priority 4 and 5 is actively encouraged, as it does not attract any cost premium surcharge. In country regions premium costs only apply for Priority 1 and 2 requests. Principals and Preschool Directors should be mindful of the financial premiums attracted to work requests when assigning priorities to ensure efficient use of breakdown maintenance funds. 6 Preventative and Breakdown Maintenance Guidelines

7 Priority 1: An emergency requirement for attendance within 30 minutes. Priority 2: A high priority requirement for attendance within 2 hours. Priority 3: A same day service if reported prior to 1pm, or by 1pm next day if reported after 1pm. Priority 4: A requirement within 5 working days. Priority 5: Action within a 30 day period. (may be combined with other repairs reported within that period) Priority Examples Priority 1 Priority 2 Priority 3 Some examples could be: Major failed services water, gas, electricity, etc Asbestos product damage requiring repair/removal Roof leaks in the event of storms/flooding Some examples could be: Blocked sewers Failed mechanical plant that will affect the delivery of educational/care services Some examples could be: Broken stormwater pipe or fixture not threatening property or posing a risk to personal injury for the occupants. Major trip hazards pavements that are likely to pose an unmanageable risk to personal injury for the occupants. Priority 4 and 5 This level of maintenance should be utilised whenever practical in order to minimise or even costs to the site. Some examples could be: Minor external repairs, structural investigations (building cracking), dripping taps, tree removals Actioning Breakdown Maintenance Metropolitan Sites There is a 24 hour, 7 days a week Hotline to meet the emergency breakdown and maintenance requirements in metropolitan Adelaide Priority 1 and Priority 2 - emergency incidents/high priority Report P1 and P2 breakdown maintenance by telephone to the Hotline: Region A Phone: Region B Phone: Region C Phone: For your site s relevant phone number please refer to the booklet provided by your Facilities Management Provider (FMP). Note: Do not quote your Facilities Manager in P1 and P2 Hotline requests as this can often delay the response and action times in assigning an emergency contractor. Priority 3, Priority 4 and Priority 5 non-emergency maintenance 7 Preventative and Breakdown Maintenance Guidelines

8 Report P3, P4 and P5 via Fax. Fax the Hotline Request Form to fax number for nonemergency breakdown maintenance requests. For more information please visit the CPAS website at and click on H under the A-Z topics listing for Hotline request Form. Country Sites Priority 1 and Priority 2 - emergency incidents/high priority Report P1 and P2 breakdown maintenance by telephone and fax to the appropriate DPTI Regional Office using contact details shown on the Country Hotline Request Form. For more information please visit the CPAS website at and click on H under the A-Z topics listing for Hotline request Form. ALL PRIORITY 1 & 2 RESPONSES MUST BE TELEPHONED & THEN FAXED Note: Do not quote your Facilities Manager in P1 and P2 requests as this can often delay the response and action times in assigning an emergency contractor. Priority 3, Priority 4 and Priority 5 non-emergency maintenance Country sites should Report P3, P4 and P5 breakdown maintenance requests via Fax only. Fax the Country Hotline Request Form to the applicable Regional office using contact details shown on the Country Hotline Request Form. DPTI Building Maintenance Facilities Services Contact Information: MURRAY BRIDGE PORT AUGUSTA PORT LINCOLN 47 Myall Avenue Murray Bridge SA 5253 Tel: Fax: Flinders Terrace Port Augusta SA 5700 Tel: Fax: A Marine Avenue Port Lincoln SA 5606 Tel: Fax: BERRI 3 McGregor Street Berri SA 5343 Tel: Fax: WHYALLA 153 Lacey Street Whyalla SA 5600 Tel: Fax: CLARE 153 Main North Road Clare SA 5453 Tel: Fax: MT GAMBIER Cnr White Ave & Brownes Rd Mt Gambier SA 5290 Tel: Fax: PORT PIRIE 25 Worby Street Port Pirie SA 5540 Tel: Fax: Recurring breakdown maintenance issues should be investigated to determine the cause of the ongoing problem. This can be achieved with the support of the Facilities Manager. The resolution may require a management solution or replacement of the infrastructure component causing the ongoing problem. 8 Preventative and Breakdown Maintenance Guidelines

9 Actual failed Infrastructure can be addressed by: Determining possible projects for future major and minor works, or Seeking support from Capital programs and Asset Services if the issue is significantly disrupting the teaching and learning at the site. For further information or advice please contact the Asset Support Centre Ph: or via Vandalism & Other Security Incidents Costs associated with out of hours vandalism, break and enters, graffiti, major incidents of storm, flood and fire will be borne by DECD. All incidents involving crimes must be reported to SAPOL and a Police Incident Response number (PIR) must be quoted for DECD to bear the costs. The PIR number can be provided for inclusion in electronic records up to 48 hours after the work request has been raised via the Hotline or the DPTI BM Facilities Services Regional Office. Failure to provide a PIR will result in the school/preschool becoming responsible for repair costs. Note: A Crime Report must always be completed in the Incident Response Management System (IRMS) and submitted. This will ensure claims are able to be processed and reimbursed to the site, where necessary, and also enable security overviews to be generated for individual schools, preschools and districts upon which security strategies can be formulated. For more information please visit the CPAS website at and click on S under the A-Z topics listing for Security Security / Fire Alarm Systems All breakdown maintenance requirements for security/fire alarm systems need to be reported to the Police Security Services Branch (PSSB) who also monitor all alarm systems for DECD sites. PSSB can be contacted on should the alarm system need attention. (Exceptions to this would include any new installations under warranty or where a site may still have an existing contract with a private provider.) Sites should refer to their Warranty Log Register. Note: Preventative maintenance of alarm systems is included under the FM Contracts as from 1 July 2005 and will therefore be scheduled, arranged and undertaken by the FM. The associated cost is directly billed to DECD Central Office Fire Services Breakdown Maintenance processes are used for breakdown of fire services, including fire safety equipment. That is, sites need to report breakdown maintenance requirements via the DPTI Hotline by fax or phone as described on Page 4 & 5 of this document. Note: Preventative maintenance of fire services is included under the FM Contracts as from 1 July 2005 and will therefore be scheduled, arranged and undertaken by the FM. The associated cost is directly billed to DECD Central Office. 9 Preventative and Breakdown Maintenance Guidelines

10 4.5.6 Hazardous Materials (Asbestos product management) In order to comply with current whole of government legislative requirements the DPTI Asbestos Management Unit annually arrange for a condition inspection and update of a school/preschool s asbestos register. During the course of this annual inspection minor repairs to existing asbestos based products may be identified and reported to the site. Planned Asbestos removal works should be undertaken by the FM to ensure removal procedures are carried out in accordance with specific DECD and SafeWork SA guidelines. Principal/Preschool Directors should report emergency Asbestos repairs/removal works via the normal breakdown maintenance process and clearly identify it as repairs to asbestos product management. Asbestos removal and associated work is directly debited against the DECD RHM Account Code. For more information please visit the CPAS website at and click on H under the A-Z topics listing for Hazardous Materials Miscellaneous Disaster Repairs A Miscellaneous Disaster is defined as a significant, unusual and unforeseen event (which is NOT a crime), resulting in damage or loss of Departmental property. Examples include: storm damage, wind/flood/water damage, electrical storms (lightning damage), power surges or earthquakes. Miscellaneous disaster repairs will be funded by the Department upon receipt of a Miscellaneous Disaster Claim form within 3 months of the disaster event. For further information about Miscellaneous Disaster Claims and Repairs please contact the ASC Works Delivery The Facilities Management Provider will engage pre-qualified contractors to attend the site and action repair work. Breakdown Maintenance works are charged at approved, scheduled rates or on a lump sum cost. Where the estimated cost of works exceed $11,000 the Facilities Manager or Contractor is required to obtain 3 written quotes from qualified contractors. On completion of the works the Contractor will complete a Customer Service Report (CSR) indicating the time taken and materials used to affect the repair. A site representative is required to sign off the CSR as an acknowledgement that the work has been satisfactorily completed. Sites should retain a copy of the CSR as proof of completion and for matching against works billing and/or for audit purposes. NOTE: Unsatisfactory works should be raised with the FM or Contractor as soon as possible to ensure re-work activities are undertaken at no charge to the site Billing Process Currently there are two distinct billing processes. The Facilities Management Information System (FAMIS) is a computerised information system which supports the Government's Facilities Management (FM) arrangements. FAMIS is only available to our metropolitan sites, and our regional sites are supported with similar services available through the DPTI BM Facilities Services country offices using the Maintenance and Construction System (MACS) Refer to Appendix A and B Billing Process Flow Chart for Breakdown Maintenance. 10 Preventative and Breakdown Maintenance Guidelines

11 FAMIS Approvals and Certifications (Metro Sites) All metropolitan schools and preschools that use the Facilities Management Contract to procure work are required to certify any work undertaken and confirm the cost is correct via FAMIS. If certification is not done, work requests are automatically approved for payment thirty days after the initial claim, posing a significant financial risk to sites in terms of cost and quality of work. Site leaders are to ensure local administrative procedures are applied at site level to ensure the acceptance and approval of works is carried out on a weekly basis. For more information please visit the CPAS website at and click on F under the A-Z topics listing for FAMIS. 4.6 Budget Management Process Tracking Breakdown Maintenance Expenditure The budget for Breakdown Maintenance is managed at the local level. The tracking of Breakdown Maintenance can be recorded in EDSAS in the School Module. EDSAS School Module Fact Sheet FS sets out how to establish and record breakdown maintenance projects and expenditure for budget planning and reporting. All repairs and associated accumulative costs can be entered in EDSAS to enable the tracking and reporting of maintenance details. 4.7 Advice and Assistance Process and procedural advice is available from the Asset Support Centre (ASC) at: Phone: Fax: (08) DECDasc@sa.gov.au Enquiries relating to a site s funding allocation for breakdown maintenance should be directed to Site Finance and Resource Services (SFRS) at: Phone: DECD.siteallocation@sa.gov.au Quality or cost enquiries associated with repair works and preventative maintenance services is available from both metropolitan and country FM Contracts Managers. Any quality or cost issue unable to be resolved at the local level should be referred to the Asset Support Centre in writing where a formal response will be sourced from the DPTI Facilities Management Contract Administrator. Quality issues relating to the performance of the Facilities Management Provider should be referred to the DECD Senior Adviser, Asset Support Centre 11 Preventative and Breakdown Maintenance Guidelines

12 5. Roles and responsibilities Table 2 - Roles and responsibilities Role Authority/responsibility for 6. Monitoring, evaluation and review 7. Definitions and abbreviations Table 3 - Definitions and abbreviations Term Meaning 8. Supporting documents 9. References 12 Preventative and Breakdown Maintenance Guidelines

13 Appendix METROPOLITAN SITES BILLING PROCESS FLOW CHART FOR BREAKDOWN MAINTENANCE Breakdown reported via the HOTLINE Entered into FAMIS FM receives the order Work completed FM submits project for certification and approval DPTI electronically advises Site to certify and approve or dispute the work Site certifies and Approves or Disputes (within 10 calendar days of receiving) DPTI pays FM for approved work DPTI bills DECD DECD pays DPTI DECD recovers from Sites resource allocation DECD reports via monthly Site Financial Report using FABSNET 13 Preventative and Breakdown Maintenance Guidelines

14 COUNTRY SITES BILLING PROCESS FLOW CHART FOR BREAKDOWN MAINTENANCE Site identifies Breakdown Site reports breakdown to BMFS Regional office Work completed DPTI bills DECD DECD pays DPTI DECD recovers from Sites resource allocation DECD reports via monthly Site Financial Report using FABSNET Site Accepts or Disputes works by raising concern with BMFS FM Dispute Resolved 14 Preventative and Breakdown Maintenance Guidelines