Planned Preventative Maintenance Undertaken by Schools ECC Infrastructure Delivery

Planned Preventative Maintenance Undertaken by Schools ECC Infrastructure Delivery

10th October 2016

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What is Planned Preventative Maintenance?

Planned Preventative Maintenance is maintenance carried out to a programme and in such a way as to postpone the need for more expensive major maintenance or replacement at a future date. Maintenance of some equipmentcan be a statutory requirement under Health and Safety Legislation.

Overview

Since the establishment of Fair Funding in the late 1990s schools have responsibility for arranging such programmes of work. Failure to undertake works that increase health and safety risk may lead to prosecution by the Health & Safety Executive. Schools are strongly advised to employ a property consultant and contractor to advise and carry out planned preventative maintenance.

Servicing, Testing and Inspection

In order to ensure that equipment and services remain safe, comply with statutory obligations and continue working satisfactorily, regular servicing and maintenance must be carried out and records kept. Such work would normally be arranged, with advice from the school’s property consultant, by setting up suitable service contracts with appropriate contractors.

In addition to the testing and servicing carried out by contractors, there are obligations on school staff to undertake inspections and testing; for example testing the fire alarm and emergency lighting, visually inspecting the boiler plant, checking water temperatures, and flushing little-used water outlets etc. These checks need to be regularly undertaken and logged. Your property consultant should work with you to agree the actions that must be taken.

Statutory Inspections by the ECC Appointed Insurance Company

ECC Insurance has a policy agreement with its insurance company to undertake both statutory and duty of care inspections on certain items of plant and equipment. Allianz Insurance will send their report to The Insurance Team at Essex County Council who will then forward this to the school. The school must ensure that items reported as needing repair or attention are followed up. Equipment inspections are undertaken at no cost to schools as this is part of the schools’ insurance.

Redecoration

Schools are responsible for redecorating both internally and externally. This can be done in cycles but all windows, doors and walls should be repainted at least once every five to seven years. This will keep the school looking good as well as prevent damage, especially externally. Relocatable/demountable buildings are not excluded from this requirement.

Maintenance Log

Schools should log maintenance undertaken so that evidence can be provided to Essex County Council when capital investment is required. Failure to provide this evidence backed up by copies of invoices if requested could lead to a higher school contribution to capital maintenance works to reflect the lack of revenue maintenance by the school that may have negated or postponed the need for capital maintenance.

An example maintenance log showing school plant and equipment that should be considered for servicing and ongoing maintenance including service frequencyis given below. Please note this is an example log and schools should check the information given below with your property consultant especially where frequency is given as ‘various’.

ECC School Maintenance Log
Service / Item / Task / Statutory / Frequency / Last Undertaken / Last Cost / Last Contractor
Building / Boiler House Chimney/Flue / Inspection / Statutory / Every year / £
Building / External Walls, doors and windows / Cyclical Redecoration / Every 5 to 7 years / £
Building / External Window & Door / Servicing / Responsive / £
Building / Flat and pitched roofs / Patch repairs / Responsive / £
Building / Internal Walls, doors and windows / Cyclical Redecoration / Every 5 to 7 years / £
Building / P.E. Equipment / Servicing / Statutory / Every year / £
Building / Rainwater goods / Checking/clearing / Every 6 months / £
Building / Rainwater goods / Minor repairs / Responsive / £
Building / Sewage Pumps / Maintain / Statutory / Every year / £
Building / Surface water drains / Clearance / Responsive / £
Electrical / CCTV / Test and maintain / Every year / £
Electrical / Electrical Fixed Wire / Testing (PIR) / Statutory / Every 5 years / £
Electrical / Emergency Lighting / Test and maintain / Statutory / Every year / £
Electrical / Fire Alarms / Test and maintain / Statutory / Every 6 months / £
Electrical / Intruder Alarms / Test and maintain / Every year / £
Electrical / Lightning Conductors / Maintenance / Statutory / Every year / £
Electrical / Portable Appliances / Testing / Statutory / Various / £
Energy / Display Energy Certificate / Update / Statutory / Every year / £
External / Grounds / Maintenance / Every week / £
External / Outdoor Play Equipment / Servicing / Statutory / Every year / £
External / Trees / Survey and maintain / Every 2 years / £
Health & Safety / Asbestos Management / As necessary / Statutory / Ongoing / £
Health & Safety / Asbestos Management Policy / Review / Statutory / Every year / £
Health & Safety / Fall restraint (fall arrest systems) / Maintain / Statutory / Every year / £
Health & Safety / Fall restraint (ladder restraints) / Maintain / Statutory / Every 2 years / £
Health & Safety / Fire Extinguishers / Test and maintain / Statutory / Every year / £
Health & Safety / Fire Risk / Assessment / Statutory / Every 2 years / £
Health & Safety / Health & Safety Policy / Review / Statutory / Every year / £
Health & Safety / Water Supply (Legionella) / Risk assessment / Statutory / Every 2 years / £
Health & Safety / Pest / Control / Responsive / £
Health & Safety / Exhaust Systems (e.g. fume cupboards) / Service / Statutory / Every year / £
Health & Safety / Swimming Pool Water / microbiological testing / Statutory / To be assessed / £
Mechanical / Air Conditioning / Maintenance / Every 6 months / £
Mechanical / Air Conditioning / Energy assessment / Statutory / Every 5 years / £
Mechanical / Boiler Controls / Maintenance / Every year / £
Mechanical / Boilers (Domestic) / Maintenance / Statutory / Every year / £
Mechanical / Gas Boilers (School) / Maintenance / Statutory / Every year / £
Mechanical / Oil Boilers (School) / Maintenance / Statutory / Every 6 months / £
Mechanical / Gas appliances / Safety Check / Every year / £
Mechanical / Cold Water Tanks / Inspection / Statutory / Every year / £
Mechanical / Kitchen Air Extraction System / Maintenance / Every year / £
Mechanical / Fan/Convector Heaters / Maintenance / Every year / £
Mechanical / Gas soundness and safety / Test / Statutory / Every year / £
Mechanical / Heating System / Add corrosion inhibitor / Every 4 years / £
Mechanical / Hot Water Calorifier / Inspection & service / Statutory / Every year / £
Mechanical / Kitchen (incl. ductwork) / High Level Clean / Statutory / Every year / £
Mechanical / Kitchen Equipment/Appliances / Servicing / Statutory / Every year / £
Mechanical / Lifts / Servicing / Statutory / Every 6 months / £
Mechanical / Local Water Heaters / Inspection & service / Every 2 years / £
Mechanical / Oil pipework (above and below ground) / Pressure test / Statutory / Every 5 years / £
Mechanical / Oil tanks and associated pipework / Visual check / Statutory / Every week / £
Mechanical / Pottery Kiln / Servicing / Statutory / Every year / £
Mechanical / Pressurised Cylinders (>2.0 bar) / Test / Statutory / Every year / £
Mechanical / Thermostatic Mixing Valves / Maintenance / Every 2 years / £
Mechanical / Water taps and blending valves / Test temperatures / Statutory / Every 6 months / £
Mechanical / Water taps and blending valves / Servicing / Statutory / Every year / £
Mechanical / Powered doors / Servicing / Statutory / Every year / £
Mechanical / Powered doors / Safety Checks / Statutory / To be assessed / £
Mechanical / Sprinkler system / Checks and Servicing / Statutory / Various / £