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Oakleaf have developed specific data capture pro-forma’s to cover each aspect of a Physical Condition Appraisal based on Estatecode and the ‘Risk-Based Methodology’ document.

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.

Aspects covered in the appraisal…

  • Each element will state Condition Category (A, B, C, D, CX or DX)
  • Each element will be identified with a budget cost to repair it (in £1000’s)
  • Each element will be identified with a remaining life expectancy when it will have to be either repaired or replaced.
  • Each element will be identified with a budget cost to upgrade it to Condition `B’ (in £1000’s)
  • All the above will be recorded on our standard pro-forma’s and listed in a spreadsheet or other agreed database to enable the local users to maintain and update the data base on an ongoing basis.

The survey will cover…

The condition of all building and engineering components, the cost for repairs and renewals and the time scale projected over a five year period. Any enforceable requirement necessary to comply with current legislation.

Each building (block) is to be appraised under the following categories…

  • Structure
  • External Fabric
  • Roof
  • Internal Fabric
  • Internal Fixtures & Fittings
  • External Works – roads, paths & gardens
  • Drains & Water Supply
  • Heating System
  • Steam System
  • Ventilation and air conditioning
  • Piped Medical Gases and Vacuum
  • Water – Hot, Cold installation
  • Lifts and fixed hoists
  • Boilers/Calorifier Plant
  • Fixed Plant and equipment
  • Fuel Storage
  • Electrical Installation
  • Telecommunications
  • Alarms and detection systems
  • Fixed Plant
  • Building management control systems

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

A supplementary note and cost will be 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 will be graded, utilising the WIMS system viz:

  • A =     As new
  • B =    Sound, operationally safe and exhibits only minor Deterioration
  • B(C) =Items currently condition B but will fall to condition C within 5 years period.
  • C =    Operational but major repair or replacement needed soon
  • D =    Inoperable or serious risk of failure or breakdown
  • X =    Added to C or D cannot be repaired must be replaced.

In addition a repair cost will be 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 will also be allocated.  Time allocation will cover a five year projection.

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

Digital photographs

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

Risk Assessment

Each sub element will be risk assessed. This will quantify the likelihood and potential consequences of an undesirable event or potential failure occurring.

This analysis will consider:

Existing measures to mitigate the consequences together with all relevant conditions that have an effect on the consequences.

Immediate consequences and those that may arise after certain time has elapsed.

The consequences of not undertaking the repairs.

Risk Adjusted Backlog Costs

Oakleaf will calculate the ‘risk adjusted backlog’ cost for each of the blocks on the site based on the methodology described in the NHS document ‘a risk-based methodology for establishing and managing backlog.

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.

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