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​​Facilities management standards and guidelines

Standards

  • To ensure that both the agency and the landlord meet their obligations, agencies shall maintain a schedule recording the landlord’s and the agency’s facilities maintenance obligations for each site as set out in each lease. Agencies can use the facilities management obligations template to record this information.
  • Agencies shall develop and maintain a tenant planned maintenance schedule and budget for each site for a rolling four year period. Note that this differs from the ten year asset management plan.
  • Agencies shall ensure they are aware of relevant health and safety legislation and procedures and ensure they are implemented by all facilities maintenance contractors who are undertaking tasks on agency sites
  • Agencies shall ensure they monitor, review and update existing systems which they are responsible for (eg lighting, security systems).
  • Facilities management staff shall be familiar with and understand their role within the agencies business continuity plan.

Guidelines

  • When creating a schedule of facilities maintenance obligations, agencies should include a list of all the facilities maintenance obligations required, who is responsible for undertaking such obligations and when the obligations need to be met.
  • Facilities managers should ensure they are familiar with their agency’s business strategies and property plans and incorporate their business intentions into facilities planning and maintenance.
  • Facilities managers need to ensure that they are familiar with the legislation and regulations which govern the operation of their property portfolio. The health and safety of staff and visitors (including contractors and subcontractors working on site whether completing tenant or landlord works) is of paramount importance. Awareness of and compliance with relevant legislation and regulations is essential.
  • In addition to statutory obligations, all contractors undertaking work on an agency occupied site should take reasonable care to ensure that both their own employees and any persons affected by their acts or omissions at work are safe and not exposed to risks to their health and safety.
  • It is also important for facilities managers to be aware of the health and safety, employment and training standards of all contractors, ensuring that responsibilities are passed on so that subcontractors are also compliant with relevant legislation and procedures.
  • Agencies should not take on a contractor who has a poor health and safety record. If an agency does and there is a serious issue on site, the agency may be held responsible for their poor performance.
  • Agencies should ensure that all contractors identify possible risks prior to commencing works and identify and implement measures that will mitigate the identified risks.
  • The performance of contractors should be monitored by agencies, particularly quality control, methods of working and standards of supervision. It is recommended that contractors are performance managed against key performance indicators.
  • Agencies should ensure that contractors are adequately insured to the level of indemnity required by the contract. This will cover liability arising from injury and third party liability.
  • Agencies should ensure that contractors understand the need to report any accident or dangerous incident to enable the appropriate preventative actions to be undertaken.
  • Agencies should investigate all accidents that occur on its premises and expect full cooperation from contractors and their employees to establish the cause of such accidents and the remedial actions necessary to prevent recurrence.
  • Any accidents should be recorded in a register. The register should document details of the accident, how the accident was dealt with and the steps taken to prevent such accidents from occurring in the future.
  • Note that criminal checks/security clearances may be required before contractors and sub-contractors can undertake work on particular sites. The facilities staff are responsible for ensuring such clearances are in place before providing access to such sites.
  • All assets (eg security systems) should be monitored and reviewed on a regular basis to minimise having to act reactively when an asset fails to operate as it should.
  • The approach taken to maintain assets should be appropriate to the criticality of the assets.
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