A planned maintenance programme involves a detailed element by element inspection of a building or property and the subsequent compilation of a plan for strategically attending to maintenance or repair works. This is typically used for budgeting purposes or in the case of leased properties also as a means of mitigating dilapidations liabilities.
It is of importance where buildings are large and where a number of flat leaseholders or commercial property leaseholders contribute to maintenance costs.
Owners and managers of small, medium and large businesses are often not experts in property repair and benefit from outsourcing this function to a Chartered Surveyor, allowing them to devote their time to business management. Also, buy-to-let investors also often do not have the time and expertise to deal with buildings maintenance and may live many miles away from their investment property.
As part of this service we would provide:
- Carrying out preliminary discussions with the Client on the proposed programme to ensure the Clients priorities and management criteria are fully understood and satisfied.
- Carrying out a detailed element by element survey of the property
- Arrangement for the inspection of the communal building services such as lifts, hot and cold water supplies, heating, ventilation, electricity supply and drains by Specialist consultants.
- Preparing a report together with costings for each repair, prioritised in respect of the repairs urgency and their overall effect on the building and its occupants.
- Preparation of a programme of repairs, taking account of cyclical maintenance. Provision of a final programme in electronic format enabling the programme to be revised on an annual basis.
- When the plan has been adopted we can advise of its implication together with preparing Specifications for the work, obtaining tenders from suitable Contractors and carrying out the contract administration process.
Many commercial leases provide for the leaseholder to carry out repairs and to redecorate at specified intervals. Others provide for freeholders to arrange repairs at the leaseholder’s expense.
Business managers often place the planning of such work low on their priority list. This may culminate in the landlord serving a Schedule of Dilapidations on the leaseholder. This may be costly because most leases provide for the leaseholder to pay surveyors and solicitors fees for preparation and service of schedules.
The repairs and maintenance require early planning to ensure that the terms of the lease are fully complied with. In the case of Dilapidations works at the end of a lease it is prudent to complete the works prior to termination to ensure that the leaseholders interests are protected.