Condition Survey (Local Authority)

Physical Condition Survey

The Condition Survey

Oakleaf have developed specific data capture pro-forma’s to cover each aspect of a Physical Condition Appraisal based on the DfES (DCFS) system.

Oakleaf's approach is not only to identify which items do not meet an appropriate condition, but also those which do. We consider that this approach is thorough and also enables the client to confirm that no items have simply been missed. We will also provide a written Executive Summary that lists the main findings.

Aspects covered in the appraisal:

  • Each element states Condition Category (A, B, C, or D).
  • Each element has been identified with a budget cost to repair it.
  • Each element has been identified with a remaining life expectancy when it will have to be either repaired or replaced.
  • Each element has been identified with a budget cost to upgrade it to Condition 'A'.
  • All the above have been recorded on our standard pro-forma’s and listed in a spreadsheet and database to enable the local users to maintain and update the data base on an ongoing basis.

The survey covers:

The Condition Survey comprises a systematic, uniform and objective basis for the gathering of condition information of all exposed and accessible parts of the establishment.

The survey report covers all areas of the establishment, unless specifically excluded by the Client, and details external elements of the building (Roofs, External walls, windows and doors etc.) at Block Level, whilst internal elements are examined at Room Level.

Outbuildings, boundaries and external pavings/roads and play fields were also inspected. Soft play areas and soft landscaping were excluded from the survey.

The survey was limited to the external elements of the structure of the fabric of the building and a visual non-intrusive inspection was undertaken to the interior of the building, sufficient enough to identify necessary maintenance works.

No testing, measurement or dismantling works were carried out, nor calculations carried out to verify the original design intent. Operating and Maintenance files including 'As Fitted' drawings were available to assist with the survey.

Where the structure was covered, unexposed or inaccessible, an inspection was not undertaken, and those parts cannot be reported free from defect.

At the time of survey, the premises were occupied and access to all area was available.

All costs provided are based upon present day competitive prices, and are budget estimates only, to be seen as a likely indication of the cost of the works.

The surveys identify all works that are needed at the time of the survey and/or which will become necessary within ten years of the survey date, with such needs being priority coded and costed. They also note any major, predictable repair and maintenance needs likely to arise within the following five-year period, so that these may be used to help inform the Client’s future Estate Strategy.
Where infringements of statutory requirements were observed they are noted in this report. However the absence of such observed infringements does not constitute proof nor enable the certification that the installations comply in all aspects with statutory requirements.

The investigation of asbestos contamination is beyond the scope of the survey. Reference should be made to the asbestos register for the building and where necessary specialist advice should be sought.

Each building (block) has been appraised under the following categories:

A) Physical Structure
B) External Fabric
C) Internal Fabric
D) Roof
F) External Works
G) Gardens

H) Drainage
I) Heating Systems
J) Steam Systems
K) Vent & Air Con
L) Medical Gases
M) Hot/Cold Water
N) Lifts
O) Main Plant (Boilers/Calorifiers)
P) Main Plant (Fixed Plant)
P) Lightning Protection

R) Electrical
V) Fire Alarms
W) Telecoms

Each element category has been sub-divided into subsidiary components for ease of identification for example structure has been sub-divided into: General Structure, Foundations, Ground Stability etc.

A supplementary note and cost has been provided to support identifiable work listed under subsidiary components i.e. a roof frame may require numerous items of repair such as work to wall plates, tie rods, bracing, etc.

Each subsidiary component has been graded, utilising the DfES system viz:


A = Good. Performing as intended and operating efficiently.
B = Satisfactory. Performing as intended but exhibiting minor deterioration.
B(C) = Items currently condition B but will fall to condition C within 5 year period.
C = Poor. Exhibiting major defects and/or not operating as intended.
D = Bad. Life expired and/or serious risk of imminent failure.

In addition a repair cost has been entered against each repair to bring the component up to a sound/operationally safe condition. An estimate of time remaining until the repair is implemented has also been allocated. Time allocation covers a five year projection. Extent of items has been measured and a descriptive note recording location within premises so that items can be located.

A note describing the fault and corrective work has been provided together with its location by floor and room number.

Digital Photographs

We have included digital photographs of key items requiring remedial work to assist in communicating the works required.

Priority Grading

Each non compliant item has been given a Priority Grading to indicate the urgency of the work being undertaken:

Priority 1 – Urgent Work
Priority 2 – Essential Work
Priority 3 – Desirable Work
Priority 4 – Long Term Work

Data Presentation

All data can be input into all Facilities Management Software packages, we also work with our clients to assess the most suitable format of presenting the results.

For more information please click here or call Tim Cooper on 0845 293 7571

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