New_rules_of_measurement_Order_of_cost_estimating_and_cost_planning_for_maintenance_works_2.pdf

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RICS new rules of measurement Order of Cost Estimating and Cost Planning for Maintenance Works

CONTROLLED COPY – Working Draft 1st September 2011(R) Strictly for Official Public Consultation Use Only

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RICS NEW RULES OF MEASUREMENT

Order of Cost Estimating and Cost Planning for Maintenance Works

1st edition

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Acknowledgments The project stages from the RIBA Outline Plan of Work 2007 (Amended November 2008), copyright Royal Institute of British Architects, are reproduced here in clause 1.2, with the permission of the RIBA. The new rules of measurement for maintenance recommend the use of the ‘Life Expectancy of Building Components’ (2nd revised edition 2006), copyright of the Building Cost Information Service, and one of the tables and component life data and factors to be considered has been reproduced here in clause 3.17 with the permission of the BCIS. The new rules of measurement for maintenance work recommend the use of ‘Economic life factors and methodology regarding economic service life data for building engineering services, providing in CIBSE Guide M – Maintenance engineering and management (2nd Edition planned to be published in April 2012), copyright of the Chartered Institution of Building Services Engineers, and some of the methodology has been reproduced here in clauses 3.15, 3.16 and 3.17 with the permission of the CIBSE. The cost categorises and definitions for maintenance works and life cycle costing, included in Appendix B, copyright of British Standards Institution, (from BS 8544 - in drafting) are reproduced here with the permission of the BSI. The calculation templates M1 to M6 and worked examples provides for ‘asset specific cost estimating’ of asset based maintenance task schedules, in item 3.12, copyright of the Heating and Ventilating Contractor’s Association (HVCA), are reproduced here with the permission of the HVCA. The calculation templates R1 to R3 for generating renewals work cost plan, included in item 3.16 and 3.17, copyright of the British Standards Institution (from BS 8544 – in drafting) are reproduced here with the permission of the BSI.

Published by the Royal Institution of Chartered Surveyors (RICS) Surveyor Court Westwood Business Park Coventry CV4 8JE UK www.ricsbooks.com No responsibility for loss or damage caused to any person acting or refraining from action as a result of the material included in this publication can be accepted by the author or RICS. ISBN XXXXXXXXXXXXXXXXXXXX © Royal Institution of Chartered Surveyors (RICS) XXXX. Copyright in all or part of this publication rests with RICS, and save by prior consent of RICS, no part or parts shall be reproduced by any means electronic, mechanical, photocopying or otherwise, now known or to be devised. Typeset by Columns Design Ltd, Reading, Berks

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Status of the technical drafting and industry consultation The development of the RICS new rules of measurement: Maintenance works was facilitated by the RICS Quantity Surveying and Construction Professional Group under the direction of the Steering Group. This volume has been drafting in the same style and format as the other RICS new rules or measurement suite of documents. With particular emphasis on creating an alignment between this document and the new rules of measurement; order or cost estimating and elemental cost planning of capital building works. Also significant work has been done to establish a common data structure for how cost estimating and cost planning links to cost analysis and reporting / benchmarking of maintenance works, by working in conjunction with the Building Cost Information Service (BCIS). As result of this collaboration there will be revision to the BCIS Standard Form of Cost Analysis (4th edition in 2012, scheduled to be released to coincide with planned publication date for the RICS new rules for measurement for maintenance works). In the course of its preparation, this document underwent cross industry collaboration and consultation amongst practitioners, major portfolio estate management organisations, maintenance providers and trade associations (HVCA), various professional bodies (CIBSE, BSRIA and RIBAE) and the British Standards Institution (BSI) via their technical working group members / industry subject matter experts. The Steering Group and Development Unit expresses it’s special thanks to the Chartered Institution of Building Services Engineers (CIBSE) and the Heating and Ventilating Contractors Association (HVCA) and their SFG20 technical standards committee, and to building maintenance contractor’s cost managers for their co-operation and advice in the detailed consultations that have taken place. The Steering Group and Development Unit also express their thanks to the leader author of this volume and to the authors of the other RICS new rules of measurement documents, and to the various surveyors and quantity surveying organisations, who have assisted in testing and championing the RICS new rules of measurement: order of estimating and cost planning of maintenance works. Finally to the editors who have had the task of bringing together this document.

Industry consultation and tracking changes This controlled version of this document (dated 1st September 2011) provides the basis for obtaining wider industry collaboration, via the RICS iConsult website. Specific comments and feedback will be logged and all suggested changes recorded on the consultation template provided. Cross industry consultation will continue during the RICS members consulting period and any changes will be logged and recorded against the controlled version (released version, dated 1st September 2011). Note – There are a few clauses and tables to be completed – as highlighted with shadowing in this draft. Particular focus is being given to refining and obtaining cross industry agreement to the following parts: 1

Cost categories and definitions for maintenance works and the other elements of life cycle costing (as item 1.8 and Appendix C) - with the BSI technical working group/ industry experts.

2

Aligning the reporting templates with the constituents of an order of estimate and formal cost plans (items 2.4, 3.6 with the Reporting Templates in Appendix F2 and F3)

3

Measurement rules for the element method of maintenance cost planning (as item 3.7 tables)

4

Commonly used functional types and functional units of measurement (item 3.9 and Appendix B)

5

Information requirements for costing the maintain (M) and renewals (R) works (items 3.13, 3.17 and Appendix E1 and E2)

6

Tabulated rules of measurement for asset specific cost planning of the ‘maintain’ (M) and renewal (R) works - (as item 4.4 and the tables; Group elements 0 to 14).

7

Text for item, 4.7 – planned inspections of buildings ; physical condition surveys and assessment forms

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Contents Acknowledgments Status of the technical drafting and industry consultation Foreword for the first edition Introduction Status of the RICS new rules of measurement The RICS new rules of measurement suite of documents in context Identity Enquiries Part 1: General 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12

Introduction Measurement in context with the RIBA Plan of Work and OGC Gateway Process Purpose of the rules Use of the rules Structure of the rules Benefits from having rules of measurement for maintenance works CROME – clarifying how maintenance costs relate to construction costs and life cycle costing Cost categories and definitions for maintenance works and other elements of whole life costs Levels of costing undertaken, depending on the stage in the procurement life cycle process. Preparation rules for defining the brief and the project particular requirements Projects comprising multiple buildings or facilities Symbols, abbreviations and definitions

Part 2: Measurement rules for order of cost estimating of maintenance works 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 2.11 2.12 2.13 2.14 2.15 2.16 2.17

Introduction Purpose and methods of order of estimating Information requirements for order of cost estimating Constituents of an order of cost estimate for maintenance works Unit rates used to estimate the order of estimates Measurement rules for order or cost estimating for maintenance works (maintain and renewals) Measurement rules for maintenance contractor’s management and administration costs Measurement rules for maintenance contractor’s overheads and profit Measurement rules for consultants’ fees and specialist works costs Measurement rules for other ‘employer definable’ maintenance-related costs Measurement rules for risk Measurement rules for inflation/deflation Taxation and other incentives Value added tax (VAT) Other considerations Present value, inflation and discounting Reporting of order of estimates

Part 3: Measurement rules for cost planning of maintenance works 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8

Introduction Purpose of cost planning for maintenance works Formal cost planning during the RIBA work stages Pre tender and post tender estimates Reviewing and approving maintenance cost plans Constituents of a formal cost plan for maintenance works Elemental method of estimating and the use of element unit rates Measurement rules for the elemental method of estimating and maintenance cost planning

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MAINTENANCE WORKS 3.9 3.10 3.11 3.12 3.13 3.14 3.15 3.16 3.17 3.18 3.19 3.20 3.21 3.22 3.23 3.24 3.25 3.26 3.27 3.28 3.29 3.30

Maintenance cost planning by functional unit types Functional maintenance standards (defined by using common maintenance service strategies) Measurement rules for generating formal cost plans Measurement rules for asset specific cost planning of the maintain (M) works - including calculations of annualised maintenance works estimates Information requirements for asset specific cost planning of the maintain (M) works - including customisation of the maintenance task schedules; setting service level standards Formats, structure and content of asset specific cost planning of the renewal (R) works Information requirements for asset specific cost planning of the renewal works - including determining the asset and component life expectancy; key factors to be considered Measurement rules for asset specific cost plans for the renewal (R) works – generated from capital building works cost plan, including calculations of renewal work costs Measurement rules for asset specific cost plans for the renewal (R) works – generated from applicable asset registers and related physical condition surveys and/or other forms of assessment data; including example calculations of renewal works cost plans. Measurement rules for maintenance contractor’s management and administration costs Measurement rules for maintenance contractor’s overhead and profit Measurement rules for consultant’s fees and specialist works costs Measurement rules for other employer definable maintenance-related costs Measurement rules for risk Measurement rules for Inflation/deflation Taxation and other incentives Value Added Tax (VAT) Other considerations Present value, inflation and discounting Reporting of cost plans for maintenance works Metrics and standard reporting templates used for analysis and benchmarking maintenance costs Analysis, collection and storage of cost data

Part 4: Tabulated rules of measurement for asset specific cost planning of maintenance works 4.1 4.2 4.3 4.4 4.5 4.6 4.7

Introduction UK standardised maintenance cost structure (integrating ‘construct with maintain and renewals) Logic and arrangement for integrating construct (level 1 to 3) to maintain (M) and renewals (R) Use of tabulated rules of measurement for asset specific costing of maintain and renewals works Method of codification and cost data structures for asset specific maintenance cost management Maintenance strategies – application of types of maintenance service strategies (by asset types) Planned inspections of buildings; - physical condition surveys and other forms of assessments

Tables: for asset specific cost planning of ‘maintain and renewals’ (using level 4/5M, 4/5R codes) Group element 0: Group element 1: Group element 2; Group element 3: Group element 4: Group element 5:

Facilitated works Substructures Superstructures Internal finishes Fittings, furnishings and equipment Services Supplementary listing of miscellaneous ancillaries (e.g. pumps, values, fans etc) Group element 6: Completed buildings – [Not applicable to maintenance works] Group element 7; Works to existing buildings - Dealt with in other group elements Group element 8: External works Group element 9: Maintenance contractor’s management and administration costs Group element 10: Maintenance contractor’s overhead and profit Group element 11: Other maintenance costs / consultant fees Group element 12: Employer definable maintenance costs Group element 13: Risks Group element 14: Inflation

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Appendices Appendix A1: Core definition of gross internal floor area (GIFA) Appendix A2 Core definitions of net internal area (NIA) Appendix B:

Commonly used functional types and functional unit measurements

Appendix C:

Cost categories and definitions for maintenance works and for wider life cycle costing

Appendix D1: Methods of economic evaluation and discounting (time value of money) Appendix D2 Discounting equations Appendix E1: Information required for defining the brief and project particulars Appendix E2 Checklist of Information required for estimating and cost planning maintenance works Appendix F1 Appendix F2 Appendix F3

Worked example of an order of cost estimating, combining construct, maintain, renewals Reporting template for an order of cost estimate - (based on level 0 codes) Reporting template for formal cost plans for maintenance works – (level 1 codes)

Appendix G

Other useful terms and definitions associated with maintenance works

Bibliography

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Foreword for the first edition Since 1922 the Standard Method of Measurement (SMM) has provided quantity surveyors and construction cost managers with rules of measurement for building construction works. The Measurement Initiative Steering Group set up by the RICS Quantity Surveying and Construction Professional Group found that significant improvements were required to address the problems associated with the measurement of building construction works and future maintenance works, at all stages of the design and construction and in use stages of a building project. The lack of adequate measurement rules resulted in the Group developing a suite of measurement rules covering the design and construction, maintenance, repairs /replacement (renewals) costs i.e. throughout the whole life cycle cost management process. The process of economic evaluation of the whole life cycle costing at all construction, operation and maintenance related costs during ownership is what is commonly referred to as life cycle costing. It provides a method for quantity surveyors/ cost managers to assist building owners and project teams in selecting the optimum solution for their circumstances and help inform the decision making process at various stages during the feasibility, design development and procurement and the in uses phases of building or facility. This volume does not deal with operation or occupancy or environmental costs. This volume provides essential guidance on the quantification and description of maintenance works for the purpose of preparing initial order of cost estimates during the preparation stages of a building project, elemental cost plans during the design development stages and detailed asset specific cost plans during the construction procurement and in use phases of a building project and/or constructed assets. The guidance provided by the rules also aids the procurement stages and cost control of maintenance works. This volume specifically relates to the measurement and description of future maintenance works as applied to building projects for the purposes of informing life cycle costing option appraisals and also for setting up annualised maintenance and forward investment programmes. It also addresses the collection of robust cost in use data, by using various standard templates for reporting cost estimates and cost plans – which will benefit employers, building owners, designers, and building maintenance management teams and the maintenance contractors and the supply chain, including life cycle cost managers and auditors. Although this volume does not address the measurement and description of capital building works, it does provide guidance on how to incorporate the relevant cost of capital building works into the generation of future maintenance and life cycle repairs and replacement forecasts – and how this could be used as part of a wider life cycle costing process. The rules of measurement for capital building works can be found in the RICS new rules of measurement; order of estimating and elemental cost planning for capital building works. Using the rules for capital building works together with these rules for maintenance works, quantity surveyors/cost managers will be able employers, design teams and building maintenance teams with sound guidance on the costs of construction, maintenance and replacement works, thereby that will give more robust information to inform the decision making process. The RICS new rules of measurement are based on UK practice, but the requirements for a coordinated set of rules and underlying philosophy behind each part have worldwide application.

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Introduction Status of the RICS new rules of measurement These measurement rules have the same status as RICS guidance notes. The rules provide advice to RICS members on aspects of the profession. Where procedures are recommended for specific professional tasks, these are intended to embody ‘industry accepted and best practices’, i.e. procedures which in the opinion of RICS meet a high standard of professional competence. Members are not required to follow the advice and recommendations contained in these rules. They should, however, note the following points. When an allegation of professional negligence is made against a surveyor or maintenance cost advisor, the court is likely to take account of the contents of any relevant guidance notes published by RICS in deciding whether or not the surveyor / maintenance cost advisor had acted with reasonable competence. In the opinion of RICS, a member conforming to the practices recommended in these rules should have at least a partial defence to an allegation of negligence by virtue of having followed these practices. However, members have the responsibility of deciding when it is inappropriate to follow the guidance. On the other hand, it does not follow that members will be adjudged negligent if they have not followed the practices recommended in these rules. It is for each individual surveyor, or maintenance cost advisor, to decide on the appropriate procedure to follow in any professional task. However, where members depart from the practice recommended in these rules, they should do so only for a good reason. In the event of litigation, the court may require them to explain why they decided not to adopt the recommended practice. Also, if they have not followed this guidance, and their actions are called into question in an RICS disciplinary case, they will be asked to justify the steps they did take and this may be taken into account. In addition, guidance notes (and equivalent materials) are relevant to professional competence in that each surveyor, or maintenance cost advisor, should be up to date and should have informed him or herself of guidance notes within a reasonable time of their promulgation.

The RICS rules of measurement suite of documents in context The RICS new rules of measurement are a suite of documents issued by the RICS Quantity Surveying and Construction Professional Group. The rules have been written to provide a standard set of measurement rules that are understandable by all those involved in a construction project. They provide advice and best practice guidance to RICS members involved in the cost management of construction projects worldwide. The rules provide essential guidance to all those involved in, as well as those who wish to be better informed about, the cost management of construction projects. Although the RICS new rules of measurement are principally based on UK practice, the requirements for a coordinated set of rules and underlying philosophy behind each volume have worldwide application. The suite of documents comprising the RICS new rules of measurement (NRM) consist of the following three volumes: 

RICS new rules of measurement: Order of cost estimating and cost planning for capital building works;



RICS new rules of measurement: Order of cost estimating and cost planning for maintenance, works;



RICS new rules of measurement: Detailed measurement of building works for procurement.

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1.

RICS new rules of measurement: Order of cost estimating and cost planning for capital building works This volume provides the rules of measurement for the quantification of capital building works for the purpose of preparing cost estimates and cost plans. Direction on how to quantify other items forming part of the cost of a construction project, but which are not reflected in the measurable building work items, is also provided – i.e. preliminaries, overheads and profit, project team and design team fees, risk allowances, inflation, and other development and project costs. The RICS new rules of measurement: Order of cost estimating and elemental cost planning is the ‘cornerstone’ of good cost management of construction projects – enabling more effective and accurate cost advice to be given to clients and other project team members, as well as facilitating better cost control. Although written primarily for the preparation of order of cost estimates and cost plans, the rules will be invaluable when preparing approximate estimates. In addition, the rules can be used as a basis for capturing historical cost data in the form required for order of cost estimates and elemental cost plans, thereby completing the ‘construction cost management cycle’.

2.

RICS new rules of measurement: Order of cost estimating and cost planning for maintenance works The RICS new rules of measurement: Order of cost estimating and cost planning for maintenance works provide essential guidance on the quantification and description of maintenance works for the purpose of preparing initial order of cost estimates during the preparation stages of a building project, elemental costs plans during the design development stages and detailed asset-specific cost plans during the procurement of construction and the post construction, or in use phases of a building project or facility. The guidance provided by the rules also aids the procurement and cost control of maintenance works. The rules follow the same framework and premise as the RICS new rules of measurement: Order of cost estimating and cost planning for capital building works. Consequently, they give direction on how to quantify and measure other items associated with maintenance works, but which are not reflected in the measurable maintenance work items – i.e. maintenance contractor’s management and administration charges, overheads and profit, other maintenance-related costs, consultants’ fees and risks in connection with maintenance works. Unlike capital building works projects, maintenance works are required to be carried out from the day a building or asset is put to use until the end of its life. Accordingly, while the costs of a capital building works project are usually incurred by the building owner/developer over a relatively short-term, costs in connection with maintenance works that are incurred through out the life of the building – over the short, medium and long-term. Therefore, in addition to giving guidance on the measurement of inflation, the rules provide guidance on the measurement and calculation of the time value of money, as well as VAT, and taxation and other incentives. The RICS new rules of measurement: Order of cost estimating and cost planning for maintenance works, together with the RICS new rules of measurement: Order of cost estimating and cost planning for capital building works, present the basis of life cycle cost management of capital building works and maintenance works – enabling more effective and accurate cost advice to be given to clients and other project team members, as well as facilitating better cost control.

3.

RICS new rules of measurement: Detailed measurement for building works procurement This volume provides fundamental guidance on the detailed measurement and description of building works for the purpose of obtaining a tender price. The rules address all aspects of bill of quantities (BQ) production, including setting out the information required from the employer and other construction consultants to enable a BQ to be prepared, as well as dealing with the

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MAINTENANCE WORKS quantification of non-measurable work items, contractor designed works and risks. Guidance is also provided the content, structure and format of BQ, as well as the benefits and uses of BQ. Whilst written mainly for the preparation of bill of quantities and quantified schedules of works, the rules will be invaluable when designing and developing standard or bespoke schedules of rates. These rules provide essential guidance to all those involved in the preparation of bill of quantities, as well as those who wish to be better informed about the purpose, use and benefits of bill of quantities. INFORMATIVE GRAPHIC Figure 1.1 below summarises the RICS new suite of measurement documents and how they inter-relate, as well as illustrating the link to the BCIS Standard Form of Cost Analysis (Note the planned 4th edition of SFCA is aligned with the new rules of measurement suite)

RICS New rules of measurement suite of documents Capital Building Works

Maintenance Works

Order Orderofofcost cost estimates estimates

Order Orderofofcost cost estimates estimates

Elemental Elemental cost costplans plans

Elemental Elemental cost costplans plans

Detailed Detailed Measurement Measurement

Asset Assetspecific specific cost costplans plans

Cost Analysis

BCIS BCIS Standard Standard Form Form of ofCost Cost Analysis Analysis NRM aligned NRM aligned 44ththEdition Edition 2012 2012

Building Works Procurement Building Buildingwork work packages packages procurement procurement

Identity The rules are called the RICS new rules of measurement: Order of cost estimating, elemental cost planning and asset specific cost planning for Maintenance works.

Enquiries Enquiries concerning the rules may be made in the first instance to Quantity Surveying and Construction Professional Group at RICS. Any suggestions for future revisions are welcomed and may be sent to the Quantity Surveying and Construction Professional Group at RICS.

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Part 1: General

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Part 1: General 1.1 Introduction 1.1.1

This part places the order of estimating and cost planning of maintenance works in context with the RIBA Plan of Work and OGC Gateway Process and explains the symbols, abbreviations and definitions used in the rules.

1.1.2

In addition this part describes the purpose and methods of the measurement of order of cost estimating and cost planning of maintenance works and also what cost categories constituent maintenance works, which have split into maintain and renewal works

1.2 Measurement in context with the RIBA Plan of Work and OGC Gateway Process 1.2.1

Throughout this document, references are made to both the RIBA Plan of Work and the OGC Gateway Process and the RIBA Work Stages/OGC Gateways within.

1.2.2

The RIBA Plan of Work is a construction industry recognised framework that organises the process of managing and designing building projects and administering building contracts into a number of key work stages. The RIBA Plan of Work has 11 sequential steps. Despite its apparent linear nature, it should be recognised that the sequence or content of RIBA Work Stages may need to be varied or overlapped to suit the proposed procurement method. Consequently, when two or more work stages are combined, it is not always transparent when a building project is moving from one stage to another. As such, it is an ideal tool, provided that it is conceptualised as providing the basic outline of the building project life cycle process.

1.2.3

As an alternative to the RIBA Plan of Work, central civil government, the health sector, local government and the defence sector have adopted the OGC Gateway Process as best practice for managing and designing building projects over its life cycle. The process examines programmes and projects at key decision points in their life cycle. It looks ahead to provide assurance that the employer can progress to the next stage. Project reviews are carried out under OGC Gateway Reviews 1 to 5. Typically a project will undergo three reviews before commitment to invest, and two looking at service implementation and confirmation of the operational benefits.

1.2.4

Both models are recognised frameworks for managing and designing the build as well as the post construction operation and maintain, or in use stages – i.e. project life cycle cost management.

1.2.5

Cost estimates and cost plans will need to be prepared by the quantity surveyor/cost manager at various stages of the RIBA Plan of works or at various gateways in the OGC Gateway process, whichever management process is applicable. To address the requirement RICS has determined a series of formal cost estimates and cost plans, during the construction procurement and maintenance cost planning during the in use phases of the building or constructed assets. These formal stages are shown in Figure 1 on the next page, in the context of the RIBA Work Stages and OGC Gateways. Notwithstanding this, some employers may require the preparation of cost plans at different RIBA Work Stages.

1.2.6

The various points at which measurement is carried out by the Quantity Surveyor/Cost Manager for the purpose of preparing annualised maintenance programmes of works (maintain), and/or quantified periodic life cycle major repairs and replacement schedules of works (renewals), in the context of the RIBA Work Stages and OGC Gateways is shown in Figure 2 on the next page.

1.2.7

Details rules of measurement for the build, or construction, order of cost estimates and elemental cost plan are as defined in RICS new rules of measurement: Order of cost estimating and cost planning for capital building works. This volume links the construction cost data structure and rules of measurement with those in RICS New rules of measurement: Order of cost estimating and elemental cost planning to align with the annualised maintenance (maintain) and life cycle repairs/replacements aspects (renewal) in this part, creating a totally integrated cost data structure for ‘construct, maintain and renewals’.

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MAINTENANCE WORKS MAINTENANCE WORKS - Order of cost estimating and cost planning during construction procurement and for asset specific cost planning during the in use phases of buildings and/or constructed facilities.

Preparation

RIBA Work Stages

A

B

Design

C

RICS Cost Estimating and Formal Cost Planning for Capital Building Works and Maintenance Works

Appraisal

Design Brief

Concept

D

Design Development

E

Technical Design

Pre-Construction Construction In Use

G

Tender Documentation

Pre Tender Estimate

H

Tender Action

Post Tender Estimate

K

Construction to Practical Completion

Post Practical Completion

2

Delivery Strategy

3A

Design Brief and Concept Approval

3B

Detailed Design Approval

3C

Investment Decision

4

Readiness for Service

5

Operational Review and Benefits Realisation

Formal Cost Plan 2 Construct - Maintain & Renewal

Production Information

Mobilisation

Business Justification

Formal Cost Plan 1 Construct - Maintain & Renewal

F

J

1 Order of Cost Estimate Construct - Maintain & Renewal

Formal Cost Plan 3 Construct - Maintain & Renewal

L

OGC Gateways (Applicable to Projects)

Asset Specific Cost Plan (Post Construction – In Use) Maintain & Renewal Only

Figure 1.2 : Maintenance works - Order of cost estimating, elemental cost planning and tender work package procurement stages and asset specific cost planning during the in use phases of a building or constructed assets - in context with the RIBA Plan of Work and OGC Gateways (adapted from RIBA Outline Plan of Works 2007). The project stages from the RIBA Outline Plan of Works 2007, copyright Royal Institution of British Architects, are reproduced with the permission of the RIBA

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1.3 Purpose of the rules 1.3.1

The RICS new rules of measurement: Order of cost estimating and cost planning for maintenance works has been written to provide a standard set of measurement rules that are understandable by all those involved in budgeting for, cost managing and procuring maintenance works on discrete buildings, building portfolios, establishments and or estates, including the employer; thereby aiding communication between the project team and the employer and parties associated with the delivery of future maintenance works. In addition, the RICS new rules of measurement: Order of cost estimating and cost planning for maintenance works should assist the quantity surveyor/cost manager, as well as the facilities manager, in providing effective and accurate cost advice to the employer and other project stakeholders throughout the life cycle cost management process.

1.3.2

The document provides rules of measurement for the preparation of order of cost estimates and cost plans during construction procurement and asset specific cost plans for maintenance works undertaken post practical completion (i.e. during the ‘use’ of the building). Direction on how to describe and deal with costs and allowances forming part of the cost of maintaining a building or constructed asset or it’s parts, but which are not reflected in the measurable maintenance work items, is also provided.

1.3.3

The rules also provide a cost management framework which can be used to develop labour resource plans for the annualised maintenance works and for predicting the intermittent or periodic forecast of life cycle major repairs and replacement (renewal) works, for the defined period of analysis.

1.3.4

The RICS new rules of measurement do not explain in detail estimating methods, cost planning techniques, procurement methods or contract maintenance strategies. More detailed advice on these aspects is obtainable in other RICS publications and from other external publications.

1.3.5

The RICS new rules of measurement are based on UK practice, but the requirements for a coordinated set of rules and underlying philosophy behind each section have worldwide application.

1.4 Use of the rules 1.4.1

The RICS new rules of measurement: Order of cost estimating and cost planning for maintenance works provides a structured basis for measuring annualised maintenance and life cycle repairs and replacement of building components, which are to be carried out post project completion. It also presents a consistent approach for dealing with other key cost components associated with the procurement of maintenance, repairs and replacement works when preparing order of cost estimates, elemental and asset specific cost plans. The rules represent the essentials of good practice.

1.4.2

The rules deal with measurement for the preparation of:      

order of cost estimates for maintenance and repairs and replacement works; elemental cost models for maintenance, repairs and replacement works; pre-construction phase cost plans for maintenance, repairs and replacement works; post-completion phase cost plans for maintenance, repairs and replacement works cost reporting and analyses for maintenance, repairs and replacement works; and cost benchmark analyses for maintenance, repairs and replacement works.

1.4.3

Users of the rules are advised to adopt metric units as the standard system of measurement. Where the Employer requires reference to imperial units these may be provided as supplementary information (e.g. in parenthesis).

1.4.4

Although the British Standard BS 8888: 2006 Technical Product Specification (for defining, specifying and graphically representing products) recommends the inclusion of a comma rather than a point as a decimal marker, and a space instead of a comma as a thousands separator, the traditional UK convention has been adopted in these rules (i.e. a point as a decimal marker and a comma as a thousands separator). Users should take care to ensure that this does not conflict with employer requirements.

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1.5 Structure of the rules 1.5.1

The RICS new rules of measurement: Order of cost estimating and cost planning for maintenance works is divided into four parts with supporting appendices: Part 1 - places order of cost estimating and cost planning in context with the RIBA Plan of Work and the OGC Gateway Process; defines the purpose, use and structure of the rules; clarifies how maintenance relates to other aspects of life cycle costing; what cost categorises and definitions that constituents maintenance works; provides preparation rules for defining the brief and project particular requirements (e.g. scoping the costs included/ excluded, period of analysis, base dates and methods of economic evaluations etc): guidance on dealing with projects comprising multiple buildings or facilities; and explains the symbols, abbreviations and definitions used in the rules. Part 2 describes the measurement rules for order of cost estimating for maintenance works; explains the purpose and methods used and information required to do an order of estimate; defines its key constituents; explains how to prepare an order of cost estimate using the floor area method and functional unit method; provides measurement rules for annualised maintenance and periodic life cycle repairs and replacements, during the initial phases of a construction project; together with the measurement rules for dealing with Maintenance Contractor’s management and administration, overheads and profit, other project specific costs/ consultant fees, employer definable maintenance related costs, risks, inflation – plus present value, discounting and taxation and other incentives and considerations. Guidance is also provided on rules on cost reporting of order of estimates, including the analysis and benchmarking of the maintenance works cost. Part 3 – describes the measurement for cost planning for maintenance works; explains the methods used for elemental and asset specific cost planning ; explains the constituents of an elemental and/or asset specific cost plan: defines the information required to enable preparation of elemental cost planning during construction procurement and for asset specific cost planning during in use phases of buildings or constructed facility: together with the method of dealing with Maintenance Contractor’s management and administration costs, overheads and profit, project/ consultants fees, other relevant maintenance /project costs, risks, inflation and taxation Also gives cost guidance rules for asset data collection, physical condition and remaining life surveys and other forms of assessments. Part 4 comprises the tabulated rules of measurement and quantification of asset specific cost plans for annualise maintenance and periodic life cycle repairs and replacement works; also provides a UK standardised cost structures for the maintain and renewal works; methods of codification of cost planning of annualised maintenance and service life planning of renewal works; level codes and naming conventions; methods of coding for asset surveys and condition/ remaining life assessments; highlights the need to apply specific maintenance strategies and to undertake planned inspections of buildings and services to identify and quantify the repairs and replacement works (Note. more detailed guidance obtainable from other RICS and external publications). For ease of application this part also provides the logic and arrangements of levels 1 to 3 (group, element, sub element cost structure) linked to a menu for selecting the ‘applicable’ maintain works (4M and 5M assets/components) and the applicable life cycle renewal works (4R and 5R assets/components) together with supporting measurement rules and related guidance in the form of industry practice norms. Appendices: Appendix A1: Appendix A2: Appendix B: Appendix C: Appendix D1: Appendix D2 Appendix E1: Appendix E2 Appendix F1 Appendix F2 Appendix F3 Appendix G

Core definition of gross internal floor area (GIFA) Core definition of net internal area (NIA) Commonly used functional types and functional unit measurements Cost categories and definitions for maintenance works and wider life cycle costing Methods of economic evaluation and discounting (time value of money) Discounting equations Information required for defining the brief and project particulars Checklist of information required for estimating and cost planning maintenance works Worked example of a order of cost estimate, combining construct, maintain, renewal Reporting template for an order of cost estimate (based on using level 0 codes) Reporting template for elemental cost plans for maintenance works– (level 1 codes) Other useful terms and definitions associated with maintenance works

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1.6 Benefits from having rules of measurement for maintenance works 1.6.1

At various stages during the building project’s life cycle process the relevant stakeholders will need to quantify the extent of ‘maintenance and life cycle repairs and replacement works to be executed; whether it be the employer’s quantity surveyor/cost manager, the building contractor or the maintenance contractors, for the purpose of cost budgeting, cost planning, informing specific option studies; or for obtaining a price for completing the building life cycle maintenance works: and/or for valuing the extent of work complete for purposes of payment, valuing variations in the content or extent of building maintenance works; and/or to support applications for tax or other financial accounting / commercial considerations. Consequently, having rules of measurement for maintenance and life cycle asset replacement works (order of estimating and elemental cost plans in construction procurement and for asset specific cost planning during the in use phases of buildings or constructed facilities), is beneficial for a number of reasons: (1)

Provide a consistent basis for estimating and detailed cost planning at various stages throughout the building life cycle cost management (improves confidence/ cost certainty).

(2)

During the inception and investment planning stages, having more accurate and transparency of maintenance and life cycle replacement forecasts will enable key project stakeholder’s to make better informed business case decisions, regarding which option is most viable and sustainable and represents best value for money.

(3)

During the conceptual and early stages of scheme design – using key cost groups and elemental maintenance and life cycle replacement cost plans will inform the selection of fundamental, or cost significant elements, such as ‘structure, envelope, services’ etc

(4)

During the detailed development and technical option appraisals will enable the cost managers to better evaluate alternative options based on robust through life cycle costing

(5)

Saves cost and time of several Contractors measuring the same maintainable assets and life cycle repairs and replacement works, in order to calculate their competitive bids.

(6)

During the tendering process – the new rules of measurement provides a consistent basis for obtaining and evaluating competitive maintenance bids; testing if deliverable.

(7)

During the construction and handover stages the rules of measurement will enable the relevant parties to determine the minimum and optimized maintenance strategies and life cycle repairs /replacement programmes – i.e. ‘fit for function’ based on as built assets

(8)

During the life time use of a constructed assets enable the client, and or their agents, to set and defend the appropriate maintenance and life cycle repairs and replacements budgets – based on business needs/risks and making maximum use of available funding.

(9)

Provides a precise transparent statement of the specific maintenance and life cycle repairs and replacement works to be executed; basis for tracking /monitoring compliance

(10)

Provides a very robust basis for budgetary control and accurate cost reporting of the total building and maintenance contracts (i.e. construction life cycle cost control), such as: (a) (b) (c)

preparation of the annualised budgeting and life cycle cash flow forecasts; basis for valuing variations; and basis for the preparation of progress payments (i.e. interim payments).

(11)

Having maintenance works codified, will enable robust reconciliation and any necessary transfers / adjustments to be made to the cost plan, plus facilitate effective benchmarks.

(12)

When priced and/ or final accounted, provides data to support claims for tax benefits (e.g. capital allowances) and payment of value added tax (VAT); annualised reconciliations.

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MAINTENANCE WORKS (13)

Provides one of the best sources of real-time cost data which can be used for estimating the cost of future building and maintenance projects (i.e. historic cost information from analysis, collection and storage of cost data) – basis for comparative future cost models.

1.7 CROME 1.7.1

The acronym ‘CROME is a useful phrase which simply describes the key elements of life cycle costing of a building or constructed facility - which splits out the maintenance costs into renewal costs and maintain costs and broadly indicates how they relate to the construction costs and to the other key elements of life cycle costing:

C R O M E

Construct costs Renewal costs Operation and occupancy costs Maintain costs Environmental and/or end of life costs

1.7.2

The RICS new rules of measurement: Order of cost estimating and cost planning for maintenance works deals with the renewal works (R) and the maintain (M) aspects of the building and/or constructed facility. The rules also address other aspects of the life cycle costing, such as improvements and upgrades for environmental reasons, end of interest and/or end of life considerations, and other related obligations (E) – which may be included as part of costing scope.

1.7.3

Construct (C) includes for subsequent refurbishment and adaptation works to the building or facility. The quantification of the initial construction or renovation of a building or facility, as well as the demolition of buildings and facilities (E), is dealt with under the RICS new rules of measurement: Order of cost estimating and cost planning for capital building works.

1.7.4

Appendix C provides the cost categories and definitions for maintain (M) and renewal (R) and the wider aspects of life cycle costing (O&O) and whole life costing (WLC). Notwithstanding this, some of these aspects can be included in with the maintenance works, if required by the employer to be included in the scope of works.

1.7.5

Figure 1.3 on the next page clarifies what are the key cost categories included in a ‘life cycle costing’ and those wider non construction related costs, incomes and externalities, which together will life cycle costs, are referred to as whole life costs. Note – For more detailed guidance refer to ISO 15686; 2008 Buildings & Constructed assets – Service life planning; Part 5 Life Cycle Costing - for the international definition of what costs constituent maintenance and the wider life cycle costing and whole life costing (including income and other non construction related costs and externalities)

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1.8 Cost categories and definitions for ‘maintenance works’ and the other elements of whole life cycle costing 1.8.1

Figure 1.3 indicates what key costs categories are included in the life cycle costing and those wider costs and incomes that should be referred to as life cycle costing and whole life costing respectively. Whole Wholelife lifecost cost (WLC) (WLC)

Non Construction Non Construction costs costs

Life Lifecycle cyclecost cost (LCC) (LCC)

Construction Construction costs costs

Renewal Renewal costs costs

Operation Operation&& Occupancy Occupancy costs costs

Income Income

Maintain Maintain costs costs

Externalities Externalities

Environmental Environmental and and End Endofoflife life costs costs

Figure 1.3 – Key cost categorises of life cycle costing and whole life costing 1.8.2

The scope and parameters of the key cost categories that constituent the maintenance works and how this relates to the construction key cost categorises, is summarised in Figure 1.4 below:

Construct

Maintain

Renewals

Building works estimate

Annualised maintenance:

Forward maintenance

Construction works Refurbishment works End of life costs (demolition)

Preventative (planned tasks) Reactive (unplanned tasks) Proactive (inspect/monitor) Grounds (inc. external works)

Major repairs liability Life cycle replacements Redecorations works Improvements / upgrades

Main contractor’s: - preliminaries - overheads and profit

Maintenance contractor’s: - management & admin cost - overheads and profit

Maintenance contractor’s: - management & admin cost - overheads and profit

Other project specific costs: - project/design team fees - development/ project costs

Other project specific costs - other project/consultant fees - employer definable costs

Other project specific costs - other LCC (e.g. end of life) - employer definable costs

BASE COST ESTIMATE (excluding risks/ inflation/VAT)

BASE COST ESTIMATE (excluding risks/inflation/VAT)

BASE COST ESTIMATE (excluding risks/ inflation/VAT)

Risk allowance estimate

Risks allowance estimate

Risks allowance estimate

Inflation estimate (construct) VAT assessment (if included) Other considerations

Inflation estimate (maintain) VAT assessment (if included) Other considerations

Inflation estimate (replace) VAT assessment (if included) Other considerations

TOTAL COST LIMIT At the agreed base date costs

TOTAL COST LIMIT At present day, or NPV costs

TOTAL COST LIMIT At present day, or NPV costs

Note; For ‘in use’ asset specific cost plans include asset registers and assessment data.

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1.9. Levels of measurement undertaken depending on the stage in the procurement process. Maintenance order of cost estimating and cost planning can be undertaken at various levels depending on the stage in the procurement process, the information available and the type of cost exercise (i.e. whole building level or functional unit types; cost significant items, or elemental, sub elemental down to detailed asset specific cost planning based on full design or asset specific data and life cycle plans, as Figure 1.5 below broadly illustrates; (Refer to item 3.11 for more specific details on the format, structure and content of the formal cost plans during the RIBA work stages).

Other Aspects

Renewals

Maintain

Construct

1.9.1

Built Asset (0)

Grouped (1)

Element (2)

Sub Element (3)

Asset/Component

GIFA/m2 or Function OCE

Key Building Items O of CE (GIFA/m2)

Elemental Cost Plan 1

Elemental Cost Plan 2

Detailed for Works Procurement

(GIFA/ m2)

Detailed cost plan (Project specific data structure)

Detailed cost plan (Full design details Info. available)

Elemental Cost Plan 1

Elemental Cost Plan 2

Asset Specific Cost Plans

(GIFA/ m2/pa)

Detailed cost plan (Project specific data structure)

Quantified asset specific register & maintenance plan

Elemental Cost Plan 1

Elemental Cost Plan 2

Asset Specific Cost Plans

(GIFA/m2/ap)

Detailed cost plan (Project specific data structure)

Quantified asset register and life cycle forward plans

Relevant maintenance considerations

Relevant maintenance considerations

Relevant maintenance considerations

GIFA/m2/pa or Function OCE 1

GIFA/m2/pa or Function OCE 1

As agreed in scope e.g. end of interest

Key Building Items OCE 2 (GIFA/m2/pa)

Key Building Items OCE 2 (GIFA/m2/pa)

Relevant maintenance considerations

Figure 1.5 – Levels of measurement undertaken during the procurement life cycle

1.10 Preparation rules for defining the brief and the project specific requirements 1.10.1 The main steps in the process of order of cost estimating and cost planning maintenance works are: 1 2 3 4 5 6 7 8 9 10 11

Define and agree the brief and specific requirements for costing of maintenance works Plan the procedure Establish the rules of measurement to be applied; Compile the available information and record the data assumptions Undertake the calculations and validate the results Apply risk and sensitivity analysis Interpret the results carefully Report the results and document the information and assumptions used Review the report with the employer and obtain agreement to the final outputs Whether to do an analysis for comparative benchmarking purposes (optional) Release a final authorised and signed copy of the maintenance cost plan report.

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MAINTENANCE WORKS 1.10.2 Before attempting to undertake order cost estimates, elemental or asset specific cost plans, agree the specific project requirements. The key preparation rules for formalizing the brief are: a) b) c) d) e) f) g) h) i)

agree the purpose and the project particular requirements agree the type of cost estimate or cost plan (maintain renewals, and/or life cycle costing) agree the precise scope of costs to be included and excluded and how to express them agree the period of analysis agree the method of economic evaluation agree the level of detail of the maintenance and life cycle repairs/replacement works agree the required format of reporting and presentation of the results agree if there is base case, or project benchmark, to be used as a comparator, or not establish the specific study inputs and rules of measurement to be applied (as note below) Note – the specific study inputs and preparation rules to be agreed and stated are: o o o o o o o o o o o o

Base dates Unit of time and costs Levels of the construction and maintenance (M) and renewal (R)works Costing methodology – (refer to clauses 3.11, 3.12, 3.13 and 3.14,3.15, 3.16, 3.17) (Note – including localisation and tender pricing adjustments – as item 3.23) The level at which the costs are to be reported and required format (item 3.28 /3.29) Compile a list of available information and record data assumptions used (as 3.13/17) Factoring methods/ techniques used to prioritise/optimise the renewal work (as 3.15) Extent of risks and uncertainty and other sensitivity analysis to be applied (as 3.22) Inflation / deflation (3.23) and taxation and other incentives (as 3.24 and 3.25) Establish the specific commercial considerations to be taken into account (as 3.26) Confirm if the costs are to be discounted and the inflation rates to be applied (3.27) Obtain from the project sponsor their formal sanction to the specific requirements

1.10.3 Base date year shall be stated, i.e. the point in time from which the maintenance costing period commences. All relevant costs used for the maintenance and life cycle repairs and replacement study shall be adjusted to the base date(s) for comparative prediction purposes, e.g. design date, construction base date, maintenance commencement base date and replacement period. 1.10.4 The unit of time shall be stated. The units of time are the increments to which the calculations refer, e.g. years, six monthly intervals, months, weeks, days etc. All factors in the calculations, e.g. interest rates, will relate to the stated unit of time. 1.10.5 The period of analysis of the annualised maintenance and forward repairs and replacement works (and wider life cycle costing elements study) shall be stated. The period is the time from the agreed base date year to a given point in time in the future, and over which the calculations pertain. 1.10.6. There are various methods of economic evaluation (defined in Appendix D) that are commonly used in the UK maintenance and construction industry. The most common used methods are; a) b) c) d) e)

Annual equivalent maintenance costs (AEC) – used for annualised maintenance works Discounted cash flow (NPV) – used for predicting life cycle replacement programmes Discounted cash flow (NPV) – used for option appraisals, based on multiple scenarios Present day value (PDV) for non discounted cash flow – used for short term scenarios Payback periods (PBP) – for assessing period of time to recover the investment monies

1.10.7 The level of the study may cover a single asset or multiple assets. Possible levels of study are: o o o o o o

Multiple assets or portfolio / estate level Single asset or whole building level Cluster level (multiple element, e.g. all windows and doors) Elemental level (e.g. a roof) System level (e.g. an air conditioning system) Component or sub component level (e.g. a boiler)

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MAINTENANCE WORKS 1.10.8 The costing must state whether the data used have been built up from first principles or whether comparative and benchmark data have been used, stating the source (e.g. Client historic data, published data or other specific information sources, such as BCIS, BRE, CIBSE and the HVCA) 1.10.9 Information should be input into the estimates and cost plans in a structured way, in accordance with the rules of measurement (in parts 2, 3 and 4) for all the cash flow and option appraisals. This will enable a meaningful comparison and facilitate data sharing and analysis/ benchmarking. 1.10.10 The method or techniques and the criteria used for undertaking sensitivity and/or risks and impact based analysis shall be stated on key cost significant elements, such as discount rates, factoring component service life, critical maintenance schedules, labour rates and subcontracted works. 1.10.11.Sources of design and reference service life data for component replacement should be stated, together with confirmation of the predicted range of replacement life used and the associated basis for factoring these to relate to the specific project circumstances, e.g. 24/7 use of the facilities Refer to item 3.15 for guidance on how to determining the life expectancy and factors to consider. 1.10.12 Assumptions with regard to obsolescence and the asset residual values should be stated. 1.10.13 Assumptions with regard to end of interest and/or end of contract obligations shall be stated. 1.10.14 Assumptions relating to interest rates and discount rates shall be stated, if required. 1.10.15 Iterations of the process may be required, and the level of detail and form of cost estimating, planned and reporting will change over the period of construction procurement and during the in use phases. 1,10.16 The brief will need to tailored to the employer’s specific project requirements. In some cases the quantity surveyor/cost manager may need to propose the specific preparatory inputs for the maintenance cost estimating, elemental and/or asset specific cost planning, particularly when the employer is unfamiliar with the new rules of measurement for maintenance works. 1.10.17 Certain factors may significantly affect the outcomes. It is therefore important to undertake the implications of applying certain factors (such as the period of analysis, the discount rate to be used) and to make sure these are properly considered at the outset.

1.11 Projects comprising multiple buildings or facilities 1.11.1 Where a building project or establishment comprises more than one type of building or facility, it is recommended that a separate cost plan be prepared for each building or facility; culminating in a ‘summary cost plan’ for the entire project (see Figure 1.6 below).

Summary Maintenance and Renewals Works Cost Plan

Cost Plan 1

Cost Plan 2

Cost Plan 3

Cost Plan 4

Cost Plan 5

Offices and Administration Buildings

Single Living Accommodation

Hazardous Aircraft Shelters

Bulk Fuel Installation Facilities

External Landscape Maintenance

Figure 1.6: Part of a typical cost plan breakdown structure for an establishment comprising multiple buildings or facilities

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1.12 Symbols, abbreviations and definitions Symbols, abbreviations and certain key words and phrases used in the rules are as detailed below.

1.12.1 Symbols used for measurement ha hr kg kN kW m m² m³ mm mm² mm³ min nr sys t wk

hectare hour kilogramme kilonewton kilowatt linear metre square metre cubic metre millimetre square millimetre cubic millimetre minutes number system tonne week

1.12.2 Abbreviations Cost/ft of GIFA Cost per square foot of gross internal floor area Cost/m2 of GIFA Cost per square metre of gross internal floor area Costm2 of GIFA /pa Cost per square metre of gross internal floor area per annum Cost/task Cost per maintenance task Cost/element Cost per element Cost/year Cost per year Cost/function Cost per function types (e.g. pupil, bed space etc) CIBSE Chartered Institution of Building Services Engineers CRC Carbon reduction commitment CRV Capitalised replacement values DRC Depreciation reinstatement cost EPC Energy performance certificate ECP Elemental cost plans EUQ Elemental unit quantity EUR Elemental unit rate FaCI Facilities condition indexation FCI Function condition indexation GEA Gross external area GIFA Gross internal floor area HVCA Heating and Ventilating Contractor’s Association LCC Life cycle cost or life cycle costing LCR Life cycle repairs /replacement NIA Net internal area NPC Net present cost NPV Net present value NRM New rules of measurements OCE Order of cost estimating OGC Office of Government Commerce PPM Planned preventative maintenance PV Present value RIBA Royal Institute of British Architects RICS Royal Institution of Chartered Surveyors RSL Reference service life SA Site area TPI Tender price index (or indices) WLC Whole life costing

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1.12.3 Definitions Abnormal costs – means the costs other than typically encountered for the project funding route, including costs accruing due to circumstances outside the project manager’s control. Examples of abnormal costs include issues such as; access constraints; legacy data issues; unforeseen events due to nature of assessment of works; statutory bodies (listed buildings) etc. Annual equivalent cost – means the uniform annual amount equivalent to the project real costs, taking into account the time value of money throughout the period of analysis Annualised maintenance cost – means the yearly cost of maintaining the building or facility or asset, comprising preventative, reactive and proactive maintenance (see the related definitions) Assets – means either the whole buildings, element, system, sub element, and/or a specific asset, or component or part thereof. NOTE. Assets classification can be at portfolio / estate level (offices, schools) down to specific maintainable assets (e.g. boilers). NRM 3 applies to all levels of building or constructed assets that are ‘applicable’ to maintenance and life cycle major repairs and replacement work. Asset registers – means a record of applicable maintainable assets, including information such as constructional, operational, financial and technical details about each. Authorised budget (or approved estimate) – see definition for cost limit Base cost, or benchmark cost – means the cost of an existing or selected situation against which improvement options or a specific solution selected as a benchmark against which other options can be compared. Base cost estimate – means an evolving estimate of known factors without any allowances for risk and uncertainty, or element of inflation. The base cost estimate is the sum of the works cost estimate, including maintenance contractor’s management and overheads, profit and other project specific costs (e.g. consultants fees, employer definable costs as agreed to be in scope). Base date – means the date at which the rates and prices included within the cost estimate or plans are based. Also see definition of estimated base date. Base rate – means the interest rate selected as the basis of the discount rate. This could be the current bank rate or client’s opportunity cost of capital. The base rate is commonly adjusted by the inflation rate to give the discount rate. Breakdown – means the failure resulting in the non availability of an item or asset. Capital building works costs – means the cost of initial construction of building and associated external works Capital cost – means the initial construction costs and the costs of initial adaptation where these are treated as capital expenditure Cost control – means the process of planning and controlling the costs of building(s) and maintenance works. Takes place throughout complete duration a project construction life cycle. Cost checks (cost check or cost checking) – take place during all stages of a project life cycle and are concerned with comparing current estimated costs against cost targets previously set for elements, sub elements of the building related maintenance works (in scope). Cost limit (or authorised budget or approved estimate) – means the maximum expenditure that the employer is prepared to a make in relation to the completed building or maintenance work

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MAINTENANCE WORKS Cost per functional unit (or functional unit cost) – is the unit rate which, when multiplied by the number of functional units, gives the total base maintenance works estimate (i.e. works cost estimate less maintenance contractors management and admin/ overheads and profit). The total recommended cost limit (i.e. cost limit, including inflation) can be expressed as a cost per functional unit when reporting costs. Cost plan – see definition for elemental cost plan Cost plan for maintenance and renewal works – is the critical breakdown of the cost limits for maintenance and renewal works into cost targets for each element of a built asset. It provides a statement of how the available budgets is to be distributed among the elements, a frame of reference form which to ascertain the future maintenance and renewal requirements, a tool to inform the costs of future maintenance and renewal requirements, a tool to inform design development and maintain cost control of future expenditure on maintenance and renewal works. It also provides both a work breakdown structure (CBS) which, by codifying, can be used to redistribute maintenance works into specific maintenance work packages for purposes of procurement (e.g. general mechanical and electrical building engineering services, lifts, catering equipment, refrigeration plant and systems, and landscape management). A maintenance / renewal works cost plan considers estimated maintenance and renewal costs over the life of the building, facility or asset (see definition of life cycle cost plan) Cost targets – means the recommended total expenditure for an element. The cost target for each element is likely to be derived from a number of sub elements and components. Design life – means the service life intended by the designed. Director’s adjustment – means a reduction or addition to the tender price derived by the specific contractor’s estimating team offered by the Director(s) of the maintenance contractor. Discounting – means translating projected cash-flows into present value terms using specified discount factors Discounted cash flows (DCF) – means TO DO DEFINITION Discount rate (selected) – means the percentage rate required to calculate the present value of a future cash flow (i.e. used for bringing future costs to a comparable time base). For example, if investing at 3% interest, then the present value is discounted by 3% as it is worth less than future earnings due to interest. Discount rate is a factor or rate reflecting the time value of money that is used to convert cash flows occurring at different times to a common time. Disposal costs – means the costs associated with disposal of the asset at the end of its life cycle, including taking into account any asset transfer obligations. Degradation – means the process whereby an action on an item causes deterioration of one or more properties Durability – means the ability of an item to perform a required function under given conditions of use and maintenance, until a limited state is reached. Note a limited state of an item may be characterized by the end of the useful life, unsuitability for any economic or technological reasons or relevant factors. Element – means a major part of a group element (e.g. the elements that create a group element) A separate cost target can be established for each element. Elemental cost analysis (or cost analysis) – is the full appraisal costs involved in maintaining and life cycle replacement of previously constructed buildings and is aimed mainly at providing reliable information which will assist in accurately estimating cost of future buildings. It provides a product based cost model, providing data on which initial elemental estimates and elemental cost plans can be based.

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MAINTENANCE WORKS Elemental cost plan (or cost plan) – means in the context of maintenance the critical breakdown of the cost limits for the maintenance works into cost targets for each element of a built asset. Elemental method – is a budget setting technique which covers the major elements of a building and provides an ‘order of cost estimate’ based on an elemental breakdown of a building and maintenance project. The elemental method can also be used to develop an initial cost model as a prerequisite to developing an elemental cost plan. The method involves the use of elemental unit quantities (EUQ) and elemental unit rates (EUR). Elemental unit quantities (EUQ) is the unit of measurement which relates solely to the quantity of the element or sub element itself (e.g. the area of external walls, the area of windows etc) Elemental unit rates (EUR) means the total cost of an element divided by the element unit quantity (EUQ). EURs includes all the cost of all labour materials, plant and subcontractor’s costs preliminaries, design fees and subcontractor’s overheads and profit. EURs exclude maintenance contractor’s preliminaries/ overheads and profit and other allowances, such as project/design fees, risk allowances and inflation. These cost items are to be assessed separately. Emergency maintenance – means unplanned or unscheduled maintenance works that requires immediate action to restore services, to remove problems that could adversely interrupt user activities, or to protect life and or property. (see definition for unplanned and unscheduled maintenance) Employer – means the owner and/or the developer of the building; in some cases the ultimate user. The terms Senior Responsible Owner (SRO) and Project Sponsor are used by central civil government and the defence sector; being the representatives empowered to manage the building project and make project specific decisions. For the purpose of these measurement rules, the term Employer shall also mean Senior Responsible Owner (SRO) or Project Sponsor. End of life cost – means the net cost or fee of disposing of an asset at the end of its service life or interest period, including; costs resulting from decommissioning, deconstruction and demolition or a building: recycling and making environmentally safe; recovery and disposal of components and materials; and transport and regulatory costs. Estimate base date – means the date on which the cost limit (excluding inflation – i.e. the sum of the works cost estimate, project / design team fees estimate, other related costs estimate and risk allowance estimate) is established as the basis for calculating inflation, changes or other related variances. Externality – means the quantifiable costs, or benefits that specifically occurs when the actions of organisations and individuals have an effect on people other than themselves, such as non construction costs, income and wider social and business costs. Factor method - modification of reference service lifes by factors to take account of the specific in use conditions [BS 15686-1 and guidance in CIBSE Guide M chapter 13 for building services] Fixed charge – is for work the cost of which is to be considered independent of duration. Function – means the purpose or activity of users and other stakeholders for which an asset or a facility is designed, used or required to be used Functional type – is the prime use of a facility or part of building (NB list included in appendix B) Functional unit – means a unit of measurement used to represent the prime use of a building or part of a building including all associated circulation spaces (i.e. per bed space, per house and per m2 of retail area shape). Functional unit method – is a rough budget setting technique which consists of selecting a suitable standard functional unit to use for the project, and multiplying the projected number of units by the appropriate cost per functional unit.

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MAINTENANCE WORKS Functional condition indexation (FCI) – the ratio of the functional cost estimate of predicted life cycle major repairs or replacements, identified by a condition and remaining life assessment, to the capital reinstatement/replacement value (CRV) – expressed over an agreed period of analysis Functional maintenance indexation (FMI) – the ratio of the functional unit cost estimate of annualised maintenance (i.e. planned, reactive and proactive maintenance) to the capital reinstatement or replacement value (CRV) – expressed over an agreed period of analysis (e.g. 1 2, 3 to 5 years, 6 to 10 years and 11 years plus) Functional investment indexation (FII) – the ratio of the functional cost of major repairs or replacements identified by a condition and other forms of asset assessment, to the capital reinstatement or replacement value (CRV) – expressed over an agreed period of analysis (1 to 5, 6 to 10, 11 plus) Gross external area (GEA) – is the area of a building measured externally (i.e. to the external face of the perimeter walls). The rules of measurement of gross external floor area are defined in the RICS Code of Measuring Practice (6th edition) Gross internal floor area (GIFA) – is the area of a building measured to the internal face of the perimeter walls at each floor level. The rules of measurement of gross internal floor area are defined in the RICS Code of Measuring Practice (6th Edition). Refer to Appendix A of these rules. Group element – means the main headings used to describe the facets of an elemental cost plan i.e. substructure; superstructure; internal finishes; fittings, furnishings and equipment; services etc Inspection – (technical inspection) - means the examination of an asset or a product, and/or building engineering services installations (including plant and equipment) and the determination of their conformity with specific requirements, or, on the basis of professional judgement. Immediate maintenance – necessitated by unforeseen breakdown or damage, resulting in works needing to be put in hand immediately at avoid business risks/non compliance (i.e. emergency works). Inflation / deflation – means an allowance included in the order of estimate or elemental costs plans for fluctuations in the basic prices of labour, plant and equipment and materials. Life cycle – means the consecutive and interlinked stages of the object under construction Life cycle cost – means the cost of an asset or its parts throughout its life cycle, while fulfilling the performance requirements. Life cycle costing – is a methodology for systematic economic evaluation of life cycle costs over a period of analysis, as defined in the agreed scope of assessment. Maintenance contractor (or Prime Contractor) – means the Contractor responsible for the total maintenance and completion process. The term Prime Contractor is often used to mean Main Contractor in central civil government and the defence sector. Maintenance contractor’s overheads and profit – means the Maintenance Contractor’s costs associated with head office administration proportioned to each building maintenance contract plus the Maintenance Contractor’s return on capital investment. Maintenance contractor’s management and administration – are items which cannot be allocated to a specific element, sub-element or component. Maintenance Contractor’s management and administration include the Maintenance Contractor’s costs associated with management and staff, site establishment, temporary services, security, safety and environmental protection, control and protection, common used plant and equipment, relevant temporary works, the maintenance of site records, completion and post-completion requirements, waste disposal, fees and charges, sites services and insurances, bonds, guarantees and warranties. Maintenance Contractor’s management

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MAINTENANCE WORKS and administration exclude costs associated with subcontractor’s or work package contractor’s management and administration costs. Maintenance costs – total of necessarily incurred labour, material and other related costs incurred to retain a building or its part in a state in which it can perform its required functions. Maintenance programme – means a time based plan allocating specific maintenance tasks of an item. Management and administration – means items which can not be allocated to a specific element, sub element or component. Maintenance contractor’s management and administration include the costs associated with management and staffing, site accommodation, temporary services, security, safety and environmental protection, control and use of mechanical plant and equipment, and keeping site records and running a computer maintenance management systems and interfaces with other computer aided facilities management (CAFM) systems and finance systems as applicable. Maintenance contractors management and administration exclude costs associated with subcontractors management and administration, which are to be included in unit rates or sums applied to the subcontracted works. Maximum repair cost liability – TO DO DEFINITION The term of contract is for a period of 1 to 5 years or more and the price includes one off repairs up to a specified maximum cost per repair. Minor replacement, repairs and maintenance cost – cost of scheduled replacement, maintenance and minor repairs to components or parts together with associated making good and minor redecorations Net internal area (NIA) – is the usable area within a building measured to the internal face of the perimeter walls at each floor level Net present value (NPV) – is the aggregated sum of the future income and expenditure discounted back to a common base date, usually the present day, at a given compound interest rate. Where only costs are included, this can be termed net present cost (NPC) Normal working hours – means working hours 8.30 to 5.30 Monday to Friday (excluding statutory holidays) Out of hours working – means working outside of normal working hours, and includes a uplift to rates for the extra hours worked Monday to Friday and additional time at weekend and bank holidays. Premium rates uplifts to be stated as a multiplier of normal working hour rates (i.e. 1.5) Occupancy cost – means the cost, relating to the occupation of the building, incurred by the occupant – such as rent, taxes, insurances on buildings and contents, depreciation and amortization expenses (refer to detailed list included in appendix C) OGC Gateway Process – is a process that examines programmes and projects at key decision points in their lifecycle. It looks ahead to provide assurance that the Employer can progress to the next stage. Project reviews are carried under OGC Gateway reviews 1 to 5.Typically a project will undergo three reviews before a commitment to invest, and two looking at service implementation and confirmation of the operational benefits. The process is best practice in central civil government, the health sector, local government and the defence sector. The emphasis of the OGC Gateway Process is to examine the business case, which requires an assessment of the total development cost of the building project. OGC Gateways (or OGC Gateway) – are key decision points within the OGC Gateway Process. Off-site maintenance – means maintenance performed at a location different from where the item is used Optimisation - means the least costs that provide the maximum benefit from an asset over the life cycle period defined and with respect to specified criteria.

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MAINTENANCE WORKS Other maintenance related costs – means cost that is not necessarily directly associated with the cost of maintaining the building or constructed assets, but form part of the total cost of the maintenance to the Employer. Out of hours working (or out of normal hours working) – means working outside of normal working hours, and includes a uplift to rates for the extra hours worked Monday to Friday and additional time at weekend and bank holidays. Premium rates uplifts to be stated as a multiplier of normal working hour rates (i.e. 1.5) Overheads and profit – See definition for Maintenance Contractor’s overheads and profit. Period of analysis – means the period of time over which life cycle costs or maintenance, or whole life cycle building and maintenance costs are analysed (if as pre-agreed in the scope) Planned (or scheduled) maintenance – means the maintenance organised and carried out with forethought, control and the use of records to a predetermined plan. Note. Planned preventative maintenance is always part of planned maintenance, whereas corrective maintenance may or may not be. Post tender estimate – means a cost estimate carried out after the evaluation of tenders to corroborate the funds required by the Employer to complete the building maintenance contract. Pre-tender estimate – means a cost estimate prepared immediately before calling tenders for servicing and maintenance and life cycle replacement works. Preventative maintenance – means the planned and controlled programme of maintenance and inspection carried out at predetermined intervals or corresponding to prescribed criteria and intended to reduce the probability of failure or degradation of the functioning of an item. For example, inspections, adjustment, cleaning, lubrication and or selective parts replacement of components (e.g. filters) and minor repairs, as well as performance testing and analysis intended to maximise the reliability, performance and life cycle of building systems, equipment etc. Preventative maintenance consists of many check point activities on items, which if disabled, may interfere with an essential installation operation, endanger life or property, or involve high cost or long lead time for replacement. Price stability – means boundary between inflation and deflation. Proactive maintenance – means maintenance work that is undertaken to avoid failures or to indentify defects that could lead to failure (failure finding). They are the tasks to eliminate the root cause of the failure and include routine preventive and predictive maintenance activities and work tasks identified from them. This can include plant tours, targeted inspections and monitoring tasks Reliability centred maintenance (RCM) – means a process used to determine what must be done to ensure that any physical asset continues to do what its users want it to do in its present operating context. Reference service life – service life which is expected under a particular set i.e. a reference set, of in use conditions and which might form the basis of estimating the service life under other in use conditions. Remaining life – means the period of time during which a building or component may reasonably be expected to continue to fulfil its present function provided it is given normal routine maintenance. Remaining life is the future expected life of an asset at a given point in time. Repair – means work that is performed to return equipment to service after failure, or to make its operation more efficient. The restoration of an asset or a component thereof to such a condition that it may be effectively utilised for its designed purpose by overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected by maintenance. Residual service life – is the remaining service life to an asset at the end of the period of analysis.

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Residual risk (or retained risk) – means the risks retained by the Employer. RIBA Outline Plan of Work – summarises the deliverables required under each RIBA Work Stage. RIBA Plan of Work – is a model procedure dealing with basic steps in decision making for a medium-sized building project. The RIBA Plan of Work sets out a logical structure for building projects, starting with the brief and ending with post-occupancy evaluation. The procedures identify the responsibilities of the design team at each stage of the design and contract administration process. Each step is referred to as a RIBA Work Stage. The full title of the RIBA Plan of Work is The Architect’s Plan of Work, published by RIBA, but it is commonly known and referred to as the RIBA Plan of Work in the building construction industry. RIBA Work Stage – means the stage into which the process of designing building projects and administering building contracts may be divided. Some variations of the RIBA Work Stages apply for design and build procurement. Risk – is likelihood of an event or failure occurring and the consequences or impact of that event failure. Uncertainty is the lack of certainty, deterministic values for the variable outputs in a life cycle costing analysis of an asset. Risk allowance – means the amount added to the base cost estimate for items that can not be precisely predicted to arrive at the cost limit. Risk register (or risk log) – means a schedule of identified risks. Risk value – means an estimate of the cost of individual risks. Scheduled maintenance – means the preventative maintenance carried out in accordance with predetermined intervals, number of operations, hours run etc. Note in certain instances, used for time read operating hours, distance travelled etc, as appropriate. Site area – means the total area of the site within the title boundaries (or the total area within the site title boundaries defined by the employer as the site for the building or facilities), measured on a horizontal plane, excluding the area of the building footprint. Excludes any area used temporarily for building works that do not form part of the delivered programme of maintenance. Subcontractor – means a Contractor employed by the Maintenance Contractor to undertake specific work within the building project; also known as specialist, works, trade, work package, and labour only contractors. Subcontractor’s management and administration – are the management and administration that relate specifically to maintenance and replacement works carried out by subcontractors. Costs associated with subcontractor’s management and administration to be included in the unit rates to sub elements, components and individual assigned maintenance task schedules. Sub-element – means the part of an element. Similar to elements, a separate cost target can be established for each sub element. Sunk cost – is the cost of goods and services already incurred and/or irrevocably committed. Time value of money – is the measurement of the difference between future monies and the present day value of monies. Time-related charge – is for work the cost of which is to be considered dependent on duration. Tender inflation – means the allowance included in the order of estimate of cost plan for fluctuations in the basic prices of labour, plant, equipment and materials during the period from the estimate base to the date of tender return.

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MAINTENANCE WORKS Treasury discount rate – the rate specified as the discount rate by the UK Government Treasury to be used as the discount rate for public sector whole life costing calculations. (see also definition for discount rate and discount factor) TUPE Regulations – means the Transfer of Undertakings (Protection of Employment). These regulations protects employees' terms and conditions of employment when a business is transferred from one owner to another Uncertainty – means the lack of certainty, deterministic values for the variable inputs used in a life cycle costing of maintenance analysis study. See definition of risk. Unit rate(s) – means the monetary rate applied to an element, sub element, or component per unit of measurement (e.g. cost per m, cost per m2 and cost per m3). The term also includes cost.m2 of GIFA, or cost/m2 per annum and cost per functional unit (or functional unit cost) Unplanned (or unscheduled) maintenance – means reactive and non emergency work activities that occur in the current annual program (i.e. maintenance carried out to no predetermined plan). Activities may range from unplanned/ unscheduled maintenance of a nuisance nature requiring low levels of skill for correction, to non emergency tasks involving a moderate to major repair or correction requiring skilled labour. (see also immediate maintenance definition) Utilities cost – cost of different fuels, water and drainage charges identified separately and reported on an annual basis, including in the net utilities cost any income generated from selling energy back to the national grid, or generated for other usages. What if analysis – process of changing the value of variables in calculations in order to explore the various options for funding v available budgets and specific outcome results Whole life cost – all significant and relevant initial and future costs and benefits of a building facility or an asset, throughout its life cycle, while fulfilling the performance requirements. Whole life costing – is a methodology for systematic economic evaluation consideration used to establish the total cost of ownership, or the whole life costing an option appraisals. It is a structured approach that addresses all costs in connection with a building or facility (including construction, maintenance, renewals, operation, occupancy, environmental and end of life) and can be used to produce expenditure profiles of a building or facility over its anticipated life span, or defined period of analysis. Works cost estimate – means the combined total estimated cost of the maintenance works estimate, the maintenance contractor’s management and administration and overheads and profit prepared using prices current at the time the estimate is prepared (or updated). The works cost estimate contains no allowance for other project specific / employer definable costs, or risk allowances and inflation allowances and taxation. Work order – means a written or automated instruction detailing the work to be carried out and the methods to be used. Work package contractor – means a specialist contractor who undertakes particular identifiable aspect of maintenance or replacement work; e.g. maintenance of non specialist mechanical and electrical engineering services; maintenance of specialist installations such as building management systems, fuel installations etc; maintenance of building fabric, structure, finishes and fittings, furnishings and equipment; landscaping management and grounds maintenance works or labour only. Depending on the contract strategy, works contractors can be employed directly by the Employer, or by the Maintenance Contractor. Works package contractor’s management and administration – are management and administration costs that relate specifically to work which is to be carried out by a works package contractor.

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Part 2: Measurement rules for order of cost estimating of maintenance works

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Part 2: Measurement rules for order of cost estimating of maintenance works 2.1 Introduction 2.1.1

Part 2 describes the measurement rules for order of cost estimating for maintenance works; explains the purpose and methods used and information required to do an order of estimate; defines its key constituents; explains how to prepare an order of cost estimate using the floor area method and functional unit method; provides measurement rules for annualised maintenance and forecasting life cycle repairs and replacements, during the initial phases of a construction project and post practical completion (in use); together with the measurement rules for dealing with Maintenance Contractor’s management and administration, overheads and profit, other project specific costs/ consultant fees, employer definable maintenance related costs, risks, inflation – plus present value, discounting and taxation and other incentives and considerations. Guidance is also provided on rules on cost reporting of order of estimates, including the analysis and benchmarking of the maintenance works cost.

2.2 Purpose of an order of cost estimate 2.2.1

Order of cost estimates for capital building works are produced as an intrinsic part of RIBA Work Stages A: Appraisal and B: Design Brief, or OGC Gateways 1 (Business Justification) and 2 (Delivery Strategy). Likewise, initial order of cost estimates for maintenance works, repairs and replacement works over the life of the building, should be prepared at the same time to predict the likely cost of such works over the life of the building, asset or establishment. This also permits different development and/or design options to be compared at an early stage in the design development process. Following the decision to build by the employer, the order of cost estimate can be used to set the budgetary parameters for future maintenance, repair and replacement costs, which are to be treated as cost targets and refined as the design is developed (i.e. used to inform the employer’s Forward Maintenance Plan/Programme (FMP), as well as for the employer’s building management team to formulate a business case for funding the FMP). Consequently, the requirements of RIBA Work Stages A and B, as described in the RIBA Outline Plan of Work, are equally applicable to capital works and maintenance works: (a)

RIBA Work Stage A: Appraisal ‘Identification of [employer’s] needs and objectives, business case and possible constraints on development. Preparation of feasibility studies and assessment of options to enable the [employer] to decide whether to proceed.’ OGC Gateway 1 (Business Justification) can be compared with RIBA Work Stage A.

(b)

RIBA Work Stage B: Design Brief ‘Development of initial statement of requirements into the Design Brief by or on behalf of the [employer] confirming key requirements and constraints. Identification of procurement method, procedures, organisational structure and range of consultants and others to be engaged for the project. OGC Gateway 2 (Delivery Strategy) can be compared with RIBA Work Stage B.

Project stages from the RIBA Outline Plan of Work 2007, copyright Royal Institute of British Architects, are reproduced here with the permission of the RIBA. 2.2.2

Order of cost estimates consider the likely costs in connection with maintaining and replacing building components or assets from the point of practical completion of the building (i.e.

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readiness for service) to the end of the buildings life (e.g. demolition, major rehabilitation ‘mothballing’) or the ‘defined period of analysis’ of the building or asset to ascertain if the proposed maintenance, repair and replacement programme is affordable and, if affordable, to establish a realistic cost limit for the future maintenance and repair work. The cost limit is the maximum expenditure that the employer is prepared to make in relation to the maintenance of the completed building, which will be managed by the project team (i.e. authorised budget). Together, the order of cost estimate for capital works and the order of cost estimates for maintenance works, repairs and replacement works give the life cycle costs of a building, asset and/or an establishment. 2.2.3

Order of cost estimates are commonly presented in the form of an initial ‘life cycle cost plan’ (LCCP). The constituents of an integrated LCCP are illustrated in the worked example (i.e. combining the construct, maintain and renewal cost plans) in Appendix F1 of these rules. The LCCPs for capital building works and maintenance works costs may be used by the employer to inform a wider investment appraisal (or whole life cost plan), in which other costs will be considered (e.g. operations, occupancy, environmental, end of life costs and other relevant not construction costs and/or incomes and externalities, as agreed in scope).

2.2.4

In practice there might be a range of alternative options to be considered. Order of cost estimating is an iterative process, which will involve estimating the costs of a number of options and scenarios until the optimum solution is found. The process helps inform the employer’s initial ‘investment appraisals’, which will be used to inform his decisions.

2.3 Information requirements for order of cost estimating 2.3.1

The calculation of an order of cost estimate for a building project generally involves the appraisal of options, each option having different capital and future maintenance, repairs and replacement costs. To determine the future cost of annualised maintenance and the periodic repairs and replacement (renewal) works, it is necessary to consider: (1)

The building or facility life (or period of analysis, as agreed in the brief)

(2)

The discount rate (which expressed simply, is the difference between the interest rate and inflation rate and is used to convert future payments to present values)

(3)

The cost and frequency of future payments (at the elemental or total building level as appropriate)

(4)

The benefits and dis-benefits of any taxation and incentives

2.3.2

For the purposes of an order of cost estimate, the costs of annualised maintenance and periodic repairs and replacement (renewal) works must be considered over a period of time (i.e. the life cycle of the building or facility). Therefore, an essential element of an order of cost estimate is defining the life cycle period to be adopted. An assessment must therefore be made of the life of the investment – ‘the building life’.

2.3.3

The building life (or period of analysis): (1)

For the purpose of order of cost estimates, the building life of the whole building is considered. This is because, at this very early stage of design development, extremely limited or no information will be known about the components and subcomponents that will form the building structure, fabric, finishes and services. As the design is developed, more design information will become available (together with details of products, plant and equipment to be incorporated) on which more detailed life assumptions can be made. This will help inform the cost planning process (see item 3.8; Measurement rules for elemental method of cost planning)

(2)

Typically the relevant building life will be the period over which the employer, for whom the estimate is being prepared, will be expected to hold an interest in the building or facility, and would take into account the residual value.

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(3)

At the end of the life of a building or facility there will be one of two situations. Either the building or facility will have reached the end of its life, with no alternative use, or the building or facility will have reached the end of the life for its planned purpose, but does have an alternative use. In either situation the residual value of the building or facility (and/or the land) may be significant and will need to be carefully assessed as it might well have a substantial effect on life cycle costing calculations. Residual values will be of particular significance if the time horizon used for the life cycle costing calculations is relatively short. Consequently, residual values can be a very significant factor in determining the optimum life cycle cost options

(4)

In considering residual values, an allowance is to be made for the cost of disposing of plant and equipment and for the demolition of the building or facility, if appropriate. In assessing demolition costs, allowance should be made for the value of any re-usable materials.

(5)

Building or facility life will also be influenced by obsolescence, the causes of which are as summarised in Table 2.1: Type of obsolescence

Definition of types of obsolescence

Basis for assessment of building life

Examples of factors leading to obsolescence

Physical

Life of the building to when physical collapse is possible.

How long will the building meet human desires (with the exclusion of economic considerations)?

Deterioration of external brick walls affecting their structural stability.

How long will the building be economic for the employer to own or operate?

The value of land on which the building stands is more than the capitalised full rental value that could be derived from letting the building.

Economic

Life of the building to when occupation is not considered to be the least cost alternative of meeting a particular objective.

Deterioration of structural steel frame affecting structural stability of the building.

The asset would achieve a better rate of return in the possession of another, or in the redevelopment or refurbishment scheme. Functional

Life of the building to when the building ceases to function for the same purpose as that for which it was built.

How long will the building be used for the purpose for which it was built?

Churches converted to restaurants, retail units and residential dwellings. Cinemas converted into bingo halls. Railway stations converted into residential dwellings. Bus depots converted into industrial, retail and residential dwellings.

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Technological

Life of the building until the building is no longer technologically superior to alternatives.

How long will the building be technologically superior to alternatives?

Prestige offices unable to accommodate introduction of high level of computing facilities. Storage warehouse unable to accommodate introduction of robotics for goods handling.

Social and legal

The life of a building until the time when human desire or legal requirement dictates replacement for reasons other than economic considerations.

How long will the building meet human desires (with the exclusion of economic considerations)?

Timber football stand replaced (following Bradford City Football Club fire disaster). Multi-storey flats in inner city demolished (following social and community problems).

Table 2.1: Categories, definitions, basis of assessment and examples of obsolescence

2.3.4

(6)

Every building and facility has a predicted length of life at the end of which a physical collapse is possible. However most buildings and facilities never reach that point and are demolished or replaced beforehand, generally due to economic obsolescence.

(7)

Buildings usually end their ‘life’ before the end of their physical life. The most common reasons for buildings becoming obsolete are normally economic and functional considerations. Buildings and facilities designed for a specialised use, with little or no flexibility for changing their use, are therefore likely to have shorter lives than buildings and facilities offering flexibility for change of function of the building or facility.

(8)

Notwithstanding the difficulty of the task, the quantity surveyor/cost manager, in consultation with the employer, will have to make an informed assessment of the building life to be used in the life cycle costing of capital building works and maintenance and replacement works. In making that assessment the quantity surveyor/cost manager will need to take account of a number of factors which might influence the final assessment in any particular case.

(9)

It should be noted that some employers, particularly central government, will require the quantity surveyor/cost manager to base the life cycle calculation on an ‘arbitrary life’ (e.g. 25, 30 or 50 years or longer, as agreed in the brief) – based on their internal procedures and policies.

The discount rate: (1) The life cycle costing technique is concerned with the assessment of the time stream of costs and revenues that will flow throughout the life of a building or constructed facility option. (2)

As ‘money today’ has a different value from ‘money tomorrow’ or ‘money in 15 years time’, a technique has to be adopted that will express future costs and revenues in present values. The process of converting ‘future money’ to ‘present money’ is called discounting.

(3)

Discounting involves establishing the discount rate to be used. In making the

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decision on a discount rate for a building project, some judgement will need to be made about the degree of risk return (interest) and the likely levels of future interest. (4)

Interest rates are particular to the employer and the degree of risk. It is essential, therefore, to involve the employer (and his accountant if appropriate) in the process and reach agreement on the discount rate to be used.

(5)

There are diversities of views about future levels of inflation and interest rates. Some forecasters might take the view that a different categories of inflation, these differences should be taken into account in setting discount rates. These involve establishing the discount rate to be used. In making the decision on a discount rate for a building project, some judgement will need to be made about the degree of risk return (interest) and the likely levels of future interest. These diversities of views ‘before the fact’ make it difficult to recommend any firm guidelines for quantity surveyors/cost managers to adopt for selecting discount rates.

(6)

Selection of a suitable discount rate is crucial, as it can overwhelm all other discussions.

(7)

The two main approaches to discounting are: (a) (b)

2.3.5

2.3.6

use a rate which ‘implies’ inflation of future costs and values (in this case future costs and values will be costed at today’s prices). use a rate which requires an ‘explicit treatment’ of inflation in relation to future costs and values (in this case future costs and values will be costed at today’s prices and adjusted by a factor to reflect future inflation)..

(8)

It is suggested that it is easier to deal with the former approach where future costs and values are assessed at current prices (i.e. present value).

(9)

It should be noted that some employers, particularly central government, will require the quantity surveyor/cost manager to use a prescribed discount rate – based on their internal procedures and policies.

The cost and frequency of future payments: (1)

Costs are generally dealt with using current prices (using the discount rate to allow for inflation), with assumptions made regarding when payments will occur in the future. Again, due to the very early stage of design development, the quantity surveyor/cost manager will need to estimate costs based on assumptions about future events. Such assumptions must be clearly stated. Indeed, any additional advantage of life cycle costing for maintenance and replacement works is that they require design, maintenance and replacement assumptions to be stated explicitly rather than implied.

(2)

Although current costs can be used, it is important that future cost assessment of maintenance and replacement works reflect any expected divergence of a specific cost from the level of inflation allowed in the discount rate. For example, it would be unwise to assume that market conditions will remain unchanged for any extended period when tender levels for maintenance and replacement works are very depressed. Consequently, some allowance should be made to adjust current prices and rates for maintenance and replacement works to more normal market conditions when estimating the cost of future maintenance and replacement works.

(3)

Sources of data – To be defined.

Tax allowances and incentives: Clause 2.13 (Tax allowances and incentives) of these rules provides guidance on how to deal with the effect of taxation allowances and incentives available for expenditure on capital building works and maintenance, repairs and replacement works applicable in the United Kingdom (UK), during the life of an asset.

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2.4 Constituents of an order of cost estimate 2.4,1

The key constituents of an order of estimate are as follows: Constituent (Cost Centre)

£Y1

£Y2

£Y3

…

£Yn

£k

£k

£k

£k

£k

£Y1

£Y2

£Y3

...

£Yn

See paragraph 2.6

£Y1

£Y2

£Y3

...

£Yn

See paragraph 2.6

[(3) = (1) + (2)]

£Y1

£Y2

£Y3

...

£Yn

Maintenance contractor’s management(4)and administration costs estimate for

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

Maintenance contractor’s overheads and profit (6)

£Y1

£Y2

£Y3

...

£Yn

Annual Maintenance and Renewal Works Estimate (7) [(7) = (5) + (6)]

£Y1

£Y2

£Y3

...

£Yn

Consultants’ fees and specialist works estimate (8)

£Y1

£Y2

£Y3

...

£Yn

See paragraph 2.9

Other employer definable maintenance-related costs estimate (9)

£Y1

£Y2

£Y3

...

£Yn

See paragraph 2.10

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

Cost Limit (including inflation, excluding taxation and incentives estimate and VAT assessment) (14) [(14) = (12) + (13)]

£Y1

£Y2

£Y3

...

£Yn

Taxation and incentives estimate and VAT assessment (15) [(15x) = (15a) + (15b) + (15c) + (15d)]

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

See paragraph 2.13

£Y1

£Y2

£Y3

...

£Yn

See paragraph 2.13

£Y1

£Y2

£Y3

...

£Yn

See paragraph 2.14

£Y1

£Y2

£Y3

...

£Yn

See paragraph 2.15

Cost limit (including inflation, taxation and incentives estimate and VAT assessment) (16)

£Y1

£Y2

£Y3

...

£Yn

If required Discount Factor (DF) (17)

DF1

DF2

DF3

...

DFn

See paragraph 2.16

£Y1

£Y2

£Y3

...

£Yn

See paragraph 2.16

£Y1

£Y2

£Y3

...

£Yn

See paragraph 2.16

Annual maintenance work estimate Forward renewals works estimate Sub-total

Sub-total

Sub-total

(3)

(5)

(2)

[(5) = (3) + (4)]

(10)

[(10) = (7 + (8) + (9)]

Risk allowance estimate

(11)

Cost limit (excluding inflation) [(12) = (10) + (11)] Inflation estimate

(a) Tax relief

(1)

(15a)

(c) VAT assessment

(15b)

(15c)

(d) Other considerations

Present Value (PV) (17)]

(15d)

(18)

[(18) = (16) x

Net Present Value (NPV) ((Total) Cost limit) (19) [(19) = ∑(PV) (18))] Annual Equivalent Value

See paragraph 2.7

See paragraph 2.8

See paragraph 2.11

(12)

(13)

(b) Capital allowances

Reference/Notes

(20)

£Yk

See paragraph 2.12

See paragraph 2.16

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Notes: £Y1 = Year 1 costs £Y2 = Year 2 costs £Y3 = Year 3 costs £Yn = Final year costs in which either maintenance or replacement works are to be undertaken DF1 = Year 1 discount factor DF2 = Year 2 discount factor DF3 = Year 3 discount factor DFn = Discount factor for final year in which either maintenance or replacement works are to be undertaken 2.4.2

Order of works estimates are normally calculated using the floor area method or functional unit method, and the cost estimates expressed as cost/m2 of GIFA, per annum

2.4.3

The base maintenance order of cost estimate is the total for the maintenance and life cycle repairs and replacement (renewals) works, plus maintenance contractor’s preliminaries and overheads and profit. This contains no allowances for risks; other employer definable works.

2.4.4

Allowances for non measurable works such as risks, inflation and commercial / other considerations are to be costed separately and added to the base maintenance works order of cost estimates to determine the maintenance cost limit for the project specific period of analysis, as agreed in the study scope.

2.4.5

To enable the preparation of an order of estimate, information will be required, as defined in:  Clause 3.13 - Information requirements for cost estimating/ planning annual maintenance  Clause 3.17 -Information requirements for service life planning of life cycle renewals work Note - Information required for undertaking an elemental and/or asset specific cost plans also refer to the minimum information requirement list in included in Appendix E1 and E2.

2.5 Unit rates used to estimate order of estimates 2.5.1

Unit rates used are to be current at the time the order of cost estimate is produced. That is, they must exclude any allowances for future inflation and/or deflation (refer to clause 2.12 (Measurement rules for inflation).

2.5.2

Unit rates applied to measured quantities are to be applicable to the method of measurement used (i.e. rates based on cost/m² of GIFA to be used for measured quantities determined using the floor area method, a cost per functional unit for measured quantities calculated using the functional unit method (as item 2.6) and for appropriate element unit rates (EURs) where measured quantities are derived using the elemental method – as item 3.7 in Part 3).

2.5.3

Both unit rates (i.e. cost/m² of GIFA or cost per functional unit (or functional unit cost)) and element unit rates (EURs) used to estimate the total cost of maintain and renewal works are to include the cost of all materials, labour and plant that are specifically required to maintain and renew the building or element.

2.5.4

Unit rates and EURs are also to include allowances for any subcontractors’ or suppliers’ design fees, subcontractors’ preliminaries and subcontractors’ overheads and profit.

2.5.5

Unit rates and EURs are to exclude allowances for maintenance contractor’s operating costs, maintenance contractor’s overheads and profit and other allowances, such as consultants’ fees, other related costs, risk allowances and inflation.

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2.6 Measurement rules for order of cost estimates for maintenance works (maintain and renewal works) 2.6.1

For the purpose of developing order of cost estimates, costs in connection with maintenance works, repairs and replacement works are to be initially ascertained under two separate cost categories as follows: (1)

Annual maintenance costs, which are divided into the following sub-categories: (a) Preventative costs – annualised maintenance programme such as preventative maintenance work, includes minor repairs and replacement items (e.g. consumables such as filters, belts etc) (b) Reactive costs – annualised unscheduled of responsive maintenance, included minor repairs and replacement items (within set level of costs) (c) Proactive maintenance – such as planned inspection of buildings, audits, testing / monitoring regimes and specific management procedures

(2)

Forward maintenance costs, which are divided into the following sub-categories: (a) Forecast maintenance plans – includes cyclical maintenance works (e.g. redecoration and scheduled major repairs and replacement works). (b) Unscheduled repair costs –e.g. emergency and corrective maintenance (c) Unscheduled replacement costs –.emergency/corrective maintenance

2.6.2

A more detailed breakdown of estimated costs will evolve through cost planning as the design of the building is developed. The rules for the cost planning of maintenance, repairs and replacement works are at Part 3 (Cost planning of maintenance works) of these rules.

2.6.3

Quantities for the annualised maintenance work (maintain) and the forward maintenance scheduled forecasts and the unscheduled repairs and replacement works (renewals), shall each be determined by measuring the total GIFA of the building or buildings (using the floor area method) or by projecting the number of functional units (using the functional unit method). In certain circumstances, a combination of both floor area methods and functional unit methods may need to be employed. (1)

Floor area method: (a)

The total gross internal floor area (GIFA) of the building or buildings is measured and multiplied by an appropriate cost/m² of GIFA. (i)

The equation for calculating the total estimated cost of annualised maintenance works (all maintain elements) is therefore: c1 = a x r1 where: a = GIFA r1 = cost/m² of GIFA for the annual maintenance works c1 = maintenance works estimate (i.e. total estimated cost of annual maintenance works)

(ii)

The equation for calculating the total estimated cost of forward repairs (part of renewal) works, per annum, is therefore: c2 = a x r2 where: a = GIFA r2 = cost/m² of GIFA for repairs works (forecast and unscheduled) c2 = repairs estimate (i.e. total estimated cost of repairs)

(iii)

The equation for calculating the total estimated cost of forward replacement (part of renewal) works, per annum, is therefore:

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C3 = a x r3 where: a = GIFA r3 = cost/m² of GIFA for replacement works (forecast/unscheduled) c3 = replacement works estimate (i.e. total estimated cost of replacement works)

(2)

(b)

The gross internal floor area (GIFA) is to be measured in accordance with the ‘Core definition: gross internal area (GIA)’ of the RICS Code of Measuring Practice, which is reproduced in Appendix A1 of these rules.

(c)

Where measurement is for more than one building, the measurement for each building is to be shown separately.

(d)

Where a single building comprises more than one user function (e.g. residential, retail and offices), then the GIFA of each function is to be calculated and quantified separately. The sum total of the GIFA for each separate function is to be equal to the GIFA for the whole building. For the purpose of establishing the GIFA of each separate building function, the centre line of the party wall shall be used to delineate the functions.

(e)

Where the external works are to be measured separately, the site area (SA) is to be measured. The SA is the total area of the site within the site title boundaries (or the total area within the site title boundaries defined by the employer as the site for the building), excluding the footprint of the new building(s), measured on a horizontal plane.

(f)

Unit rates (i.e. cost/m² of GIFA) used are to be current at the time the order of cost estimate

(g)

The estimated cost of maintenance, repair and replacement works are to be calculated for each year of the building or assets life cycle (e.g. Year 0, Year 1, Year 2, Year 3 …… Year 25 – with ‘Year 0’ being the current year). All costs are to be current at the time the order of cost estimate.

(h)

Given that costs in connection with maintenance, repair and replacement works will be expended in the future, the present value (PV) of the future cash flow, both the total (i.e. the net present value (NPV)) and the yearly present values (PVs), is to be calculated. The rules for ascertaining the annual PV and the NPV of a future cash flow are as clause 2.15 of these rules.

(i)

Based on the cost estimates prepared for each year of the buildings or facilities life cycle, an initial ‘Life Cycle Cost Plan’ can be prepared. A ‘Life Cycle Cost Plan’ is sometimes referred to as a ‘Discounted Cash Flow (DCF)’.

Functional unit method: (a)

Functional units are a unit of measurement used to represent the prime use of a building or part of a building. Each functional unit includes all circulation necessary. It is essential that the functional unit is clearly identified when measurements are expressed in this way. A list of commonly used functional units and functional units of measurement for buildings, or constructed facilities, is provided in Appendix B of these rules.

(b)

A suitable functional unit of use for the building is to be selected. The total number of functional units is determined and multiplied by an appropriate cost per functional unit (or functional unit cost).The equation for calculating the total estimated cost of annualised maintenance and the periodic repairs or replacement works (renewals), is therefore:

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c=axr where: a = number of functional units r = cost per functional unit (or functional unit cost) c = maintenance, repairs and replacement works estimate (i.e. total estimated cost of maintenance, repairs and replacement works) (c)

Where measurement for the functional unit is to be ‘net internal area’, the net internal area (NIA) is to be measured in accordance with the ‘Core definition: net internal area (NIA)’ of the RICS Code of Measuring Practice, which is reproduced in Appendix A2 of these rules.

(d)

Where measurement for the functional unit is to be expressed as ‘retail area’, the retail area of the shop is to be measured in accordance with the ‘Special Use Definition: Shops’ of the RICS Code of Measuring Practice (as defined in rules of measurement for capital building works, appendix A)

(e)

A functional unit includes all circulation necessary.

(f)

Where the external works are to be measured separately, the area to be measured is the site area (i.e. the total area of the site within the site title boundaries, or the total area within the site title boundaries defined by the employer as the site for the building), less the footprint of the new building(s), measured on a horizontal plane.

(g)

Unit rates (i.e. cost/m² of GIFA) used are to be current at the time the order of cost estimate

(h)

The estimated cost of maintenance, repair and replacement works are to be calculated for each year of the building or assets life cycle (e.g. Year 0, Year 1, Year 2, Year 3 …… Year 25 – with ‘Year 0’ being the current year). All costs are to be current at the time the order of cost estimate.

(i)

Given that costs in connection with maintenance, repair and replacement works will be expended in the future, the present value (PV) of the future cash flow, both the total (i.e. the net present value (NPV)) and the yearly present values (PVs), is to be calculated. The rules for ascertaining the annual PV and the NPV of a future cash flow are at clause 2.16 of these rules.

(j)

Based on the cost estimates prepared for each year of the buildings or facilities life cycle, an initial ‘Life Cycle Cost Plan’ can be prepared. A ‘Life Cycle Cost Plan’ is sometimes referred to as a ‘Discounted Cash Flow (DCF)’.

2.7 Measurement rules for the maintenance contractor’s management and administration costs 2.7.1

Maintenance contractor’s management and administration costs are to be added as a percentage to the total cost of maintenance works (i.e. to the total maintenance works estimate). The percentage addition to be applied for maintenance contractor’s management and administration can be derived from a properly considered assessment of cost analyses of previous maintenance projects. The percentage can be ascertained by calculating the maintenance contractor’s management and administration costs as a percentage of the total cost of all elements forming the maintenance works. Benchmark data from previously completed maintenance work contracts can also be used to assess the level of maintenance contractor’s management and administration costs to be applied to a new maintenance project.

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2.7.2

The maintenance contractor’s management and administration estimate is added to the maintenance works estimate.

2.7.3

If known during the early stages, costs relating to known site constraints (e.g. access, special security or operational conditions, sequencing of works, or other employer or site specific non standard requirements) are to be assessed and identified separately.

2.7.4

Allowances for sub contractors and suppliers management and administration design fees and risk allowances and overheads and profit are to be incorporated in the cost/m2 of GIFA, cost per functional unit (or functional unit cost); or element unit rates (EURs) if used to estimate the cost of maintenance works (i.e. to calculate the maintenance works estimate).

2.7.5

A list of typical items found within maintenance contractors’ management and administration costs is provided as Part 4 table 9 and has been broadly summarised below:

2.7.6

o

Employer’s requirements: o Site accommodation – may not be charged to the contractor (but part of client costs) o Site records o Completion requirements

o

Maintenance contractors cost items: o Management and staff o Site establishment (if maintenance team are to be resident on site) o Site records (e.g. updating operating and maintenance manuals; H&S files etc) o Temporary services o Security (e.g. maybe cost of escorting to be considered) o Safety and environmental protection o Control and protection o Mechanical plant o Temporary works o Completion and post completion requirements (e.g. re -setting to works) o Cleaning and waste disposal o Fees and charges o Site services o Insurances, bonds, guarantees and warranties (if applicable)

For the most part, management and administration are the cost of administering a maintenance contract and providing plant, site staff, facilities, and site based services and other items not included in the rates for measured works. For the avoidance of doubt, or double accounting, specifically state what is included or excluded, or by others (i.e. employer costed items) in the maintenance contractor’s management and administration.

2.8 Measurement rules for the maintenance contractor’s overheads and profit 2.8.1

When preparing a cost estimate for maintenance contractor’s overheads and profit, can be either combined as a single cost centre or treated as two separate cost centres (i.e. one being maintenance contractor’s overheads and the other maintenance contractor’s profit). Maintenance contractor’s overheads and profit are to be based on a percentage addition. The estimated cost of any maintenance contractor’s overheads and profits is to be calculated by applying the selected percentage addition for overheads and profit to the combined total cost of the maintenance works estimate (maintain and renewals) and the maintenance contractor’s management and administration estimate.

2.8.2

The percentage addition to be applied for maintenance contractor’s overheads and profit is to be derived from a properly considered assessment of maintenance contractor’s overheads and profit found from previous projects or as submitted with a competitive tender for the maintenance works.

2.8.3

It is recommended that the allowance for maintenance contractor’s overheads and profit be treated as a separate cost target.

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2.9 Measurement rules for consultants’ fees and specialist works costs 2.9.1

Consultants’ fees and specialist works are the costs associated with the maintenance works. A typical list of consultants’ fees and specialist works costs is provided at Part 4: Tabulated rules of measurement for cost planning (Group element 11: Consultants’ fees and Specialist works costs). This list is not meant to be definitive or exhaustive, but is simply a guide.

2.9.2

Consultants’ fees and specialist work costs are to be included in order of cost estimates unless specifically excluded at the request of the employer.

2.9.3

It is recommended that a single allowance be made for consultants’ fees and specialist works costs, including stating the specific purpose as applicable to the maintenance works in scope.

2.9.4

For the purpose of order of cost estimates, it is recommended that consultants’ fees be based on a percentage addition consultants’ fees are to be calculated by applying the selected percentage addition for consultants’ fees to the Annual Maintenance/Replacement Works Estimate. The equation for calculating consultants’ fees and specialist works is therefore: c

= (a + b) x p

a b p c

= = = =

Where:

2.9.5

annual maintenance and repairs, replacement works estimate other maintenance-related costs estimate percentage for consultants’ fees and specialist works costs estimate consultants’ fees and specialist works costs estimate (i.e. total estimated cost of consultants’ fees and specialist works costs)

The consultants’ fees and specialist works cost estimate is added to the ‘Annual Maintenance (maintain) Works’ and ‘Forward Renewal Works’ Estimates.

2.10 Measurement rules for other employer definable maintenance-related costs 2.10.1 Other employer definable maintenance-related costs are for costs that are not necessarily directly associated with the Annual Maintenance and/or Forward Renewal Works, or consultants’ fees/ specialist contractors costs, but form part of the total cost of annualised maintenance, repairs/replacement (renewal) works to the employer; for example, insurances, fees in connection with party wall awards, decanting and relocation costs. Note. Examples of other maintenance-related costs are provided in Part 4: Tabulated rules of measurement for cost planning (Group element 12: Other employer definable maintenance-related costs). These examples do not provide a definitive or exhaustive list of items, but are simply a guide. 2.10.2 Other maintenance-related costs are to be included in order of cost estimates unless specifically excluded at the request of the employer. Other maintenance-related costs are to be added as a lump sum allowance. 2.10.3 The nature of other employer definable maintenance-related costs and the extent of the lump sum allowance to be included in the order of cost estimate are to be ascertained in conjunction with the employer. 2.10.4 The total estimated cost of other employer definable maintenance-related costs is added to the combined total of the annualised maintenance (maintain) and forward repairs and replacement (renewal) works estimates and the consultants’ fees/ specialist estimate. 2.10.5 The combined total of the annual maintenance/ renewals works estimate, the consultants’ fees estimate and the other employer definable maintenance-related costs estimate is the base cost estimate.

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2.11 Measurement rules for risk 2.11.1 All maintenance projects involve risks; some obvious, some less so. The proper management of risk saves time and money. Risks can occur at any point in a building project life cycle and it is essential that they are identified, assessed, monitored and controlled. 2.11.2 Risk exposure (i.e. the potential effect of risk) changes as the building project progresses; continually managing the risks is therefore essential. As the design evolves, more of the project requirements are defined, and a risk response can be decided. For example: (a)

(b)

(c)

(d) (e)

Risk avoidance: where risks have such serious consequences on the project outcome that they are totally unacceptable. Risk avoidance measures might include a review of the employer’s brief and a reappraisal of the project, perhaps leading to an alternative design solution, or its cancellation. Risk reduction: where the level of risk is unacceptable. Typical action to reduce risk can take the form of: (i) Redesign: combined with improved value engineering. (ii) More detailed design and related maintenance considerations, or site investigations: to improve the information on which cost estimates and programmes are based. (iii) Different materials or engineering services: to avoid new technology or unproven systems and in order to assess the level of potential obsolescence. (iv) Different approaches to maintenance and renewal works: to avoid inherently risky maintenance techniques. (v) Changing the contract strategy: to allocate risk between the contracting parties in a different way. Risk transfer: where accepting the risk would not give the employer best value for money. The object of transferring risk is to pass the responsibility to another party able to better control the risk. Whenever risk is transferred there is usually a premium to be paid (i.e. the receiving party’s valuation of the cost of the risk). To be worthwhile, risk transfer should give better overall value for money to the employer (the total cost of the risk to the employer is reduced by more than the cost of the risk premium). Risk transfer measures include taking out insurance cover where appropriate. Risk sharing: occurs when risk is not entirely transferred and the employer retains some element of risk. Risk retention: risks retained by the employer that are not necessarily controllable. This remaining risk is called the residual risk exposure.

2.11.3 Considering the limited information about the building project’s maintenance requirement, the risk allowance at the RIBA Preparation Work Stage (i.e. A: Appraisal and B: Design Brief) and the OGC Business Justification and Delivery Strategy Gateways can be a significant percentage of the total estimated cost; whereas, after completion (when all accounts are settled) the requirement for a risk allowance will be zero. Proper risk identification, assessment, monitoring and control are therefore a prerequisite of realistic cost estimates and of minimising the consequential costs arising from the employer’s residual risk exposure. 2.11.4 It is recommended that risk allowances are not a standard percentage, but a properly considered assessment of the risk, taking into account the completeness of the design and other uncertainties such as the amount of site investigation done. 2.11.5 It is recommended that separate allowances be made for each of the following: (a)

Design development and associated maintenance risks – an allowance for use during the design process to provide for the risks associated with design development on the maintenance works and changes in estimating data.

(b)

Unplanned/ Unscheduled maintenance risks – an allowance for use post during the ‘in-use’ phase to provide for the risks associated with prematurity failure, resulting emergency or corrective maintenance / unplanned repairs and replacement works.

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(c)

Employer change risks – an allowance for use during both the design process and the construction process to provide for the risks of employer driven changes (e.g. changes in scope of works or brief, changes in maintenance levels; changes in time).

(d)

Employer other risks – an allowance for other employer risks (e.g. unconventional contracts and or tender action, supplementary conditions of contract, and special contract arrangements).

2.11.6 Lists of typical risks for each category of risk are at Part 4: Tabulated rules of measurement for elemental cost planning (group element 14: Risk allowances).These lists are not meant to be definitive or exhaustive, but are simply a guide. 2.11.7 Risk allowances are to be included in the order of cost estimates. Even at the RIBA Preparation Work Stage and the OGC Business Justification and Delivery Strategy Gateways, it is recommended that the size of the initial risk allowance is based on the results of a formal risk analysis. If the risk characteristics are not acceptable to the employer, it is advisable that the risk allowance is not determined until management action has been taken to review the employer’s risk exposure and to identify suitable risk responses that will reduce this exposure to an acceptable level. It is recommended that a revised risk analysis is undertaken to determine the most likely out-turn cost and the risk allowance. 2.11.8 Throughout the RIBA Preparation Work Stage and the OGC Business Justification and Delivery Strategy Gateways of a building project, it is advisable that effort is concentrated upon the main sources of risk. It may be beneficial, even at this stage of the project, to prepare a maintenance-specific risk register incorporating the major risks identified and a risk management strategy. It is recommended that risks are not excluded without due consideration. Take care not to allow the natural optimism which surrounds the early stages of a building project to influence the realism of judgments which are to be made. 2.11.9 The risks, which can influence the cost of maintenance, repairs and replacement works, change as the building project progresses through the subsequent RIBA Work Stages. It is recommended that risk registers and risk estimates are reassessed at regular intervals throughout the various formal stages of cost planning which follow once the cost limit has been authorised by the employer. 2.11.10 For the purpose of order of cost estimates, risk allowances for design development risks, unplanned/unscheduled maintenance risks and employer’s risks based on the application of percentage additions are to be calculated by multiplying the base cost estimate by the selected percentage additions. The equation for calculating the risk allowances for design development risk, construction risk and employer’s risk are therefore: for design development impact on associated maintenance risks: R1 = a x p1 for unplanned/unscheduled maintenance risks: R2 = a x p2 for employer change risks: R3 = a x p3 for employer other risks: R4 = a x p4 where: a p1 p2 p3 p4 R1

= = = = = =

base cost estimate percentage risk allowance for design development risks percentage risk allowance for unplanned/unscheduled maintenance risks percentage risk allowance for employer change risks percentage risk allowance for employer other risks risk allowance estimate for design development risks (i.e. total estimated cost of risk allowance for design development risks) R2 = risk allowance estimate for unplanned/unscheduled maintenance risks (i.e. total estimated cost of risk allowance for unplanned/unscheduled maintenance risks) R3 = risk allowance estimate for employer change risks (i.e. total estimated cost of risk allowance for employer change risks) R4 = risk allowance estimate for employer other risks (i.e. total estimated cost of risk allowance for employer other risks)

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2.11.11 The equation for calculating the total risk allowance estimate is therefore: RA = R1 + R2 + R3 + R4 where: R1 R2 R3 R4 RA

= = = = =

risk allowance estimate for design development associated maintenance risks risk allowance estimate for unplanned/unscheduled maintenance risks risk allowance estimate for employer change risks risk allowance estimate for employer other risks risk allowances estimate

2.11.12 The risk allowance estimate is added to the base cost estimate. This gives the proposed cost limit (excluding inflation). The equation for calculating the cost limit (excluding inflation/deflation) is therefore: CL = a + b where: a = base cost estimate b = risk allowances estimate CL = cost limit (excluding inflation/deflation)

2.12 Measurement rules for inflation 2.12.1 Since money today can earn interest, all costs must be adjusted to reflect the inflation rate and then discounted to reflect their present value 2.12.2 An order of cost estimates is to be prepared using rates and prices current at the time the estimate is prepared. However, it is also necessary to consider possible future effects of inflation on these rates and prices over a period of time (i.e. from the estimate base date to construction completion). The rules divide inflation over a period of time into the categories below: (a) (b)

to date of tender of construction works(i.e. tender inflation); and to construction completion (i.e. construction inflation) Note. Refer to item 2.16 (Present Value, Inflation and Discounting) for details of how the time value of money is dealt with by applying discounting – which will cover the maintenance life cycle period. TO DO TEXT for treating inflation when maintenance costs are not discounted

2.12.3 For the purpose of order of cost estimates, the period used to ascertain the effects of inflation are as follows: (a) (b)

Tender inflation: the period from the estimate base date to the date of tender return. Construction inflation: the period from the date of tender return to the date of completion of the building project (e.g. the date of practical completion and handover for use).

Note - Maintenance tender adjustment covered by discounting – as defined in item 2.12.6 2.12.4 For the purpose of order of cost estimates, a simple approach can be used to ascertain the amount of tender inflation during construction, as the maintenance inflation to be included. Inflation from the cost base date of the estimates to the tender should reflect inflation in the underlying cost of resources (labour and materials etc) and the competitive market conditions. Inflation during the maintenance contract period would normally reflect the changes in underlying costs of resources only. 2.12.5 An order of estimate for the maintenance works only, should be prepared at current prices. 2.12.6 Where the estimate is prepared for use in a Life Cycle Cost Plan (LCCP) then this will need to be adjusted for future price changes (inflation) to the start date of the LCC plans – year zero. RICS NEW RULES OF MEASUREMENT

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Inflation during the period of the study will be covered by the discount rate in Net Present Value and discounting factor calculation. 2.12.7 The amount of tender inflation is ascertained by applying a single percentage rate for tender inflation to the cost limit (excluding inflation). The addition of tender inflation gives the projected cost limit (excluding construction inflation) for the building project. The equation for calculating the amount of tender inflation is therefore: t

= CL x p

where: CL = cost limit (excluding inflation) p = percentage for tender inflation t = tender inflation estimate The percentage for tender inflation (p) can be computed using published indices (i.e. maintenance price indices, tender price indices (TPI), building cost indices or retail price indices (RPI)). Alternatively, the percentage addition can be derived from in-house sources of indices. 2.12.8 The tender inflation estimate is added to the cost limit (excluding inflation). This gives the proposed cost limit (excluding construction inflation). The equation for calculating the cost limit (excluding construction inflation) is therefore: CL2

=

CL1 + t

where: CL1 = cost limit (excluding inflation) CL2 = cost limit (excluding construction inflation) t = tender inflation estimate 2.12.9 The amount of construction inflation is ascertained by applying a single percentage rate for construction inflation to the cost limit (excluding construction inflation). The addition of construction inflation gives the projected cost limit (including inflation) for the building project. The equation for calculating the amount of construction inflation is therefore: c

= CL x p

where: CL = cost limit (excluding inflation) p = percentage for construction inflation c = construction inflation estimate The percentage for construction inflation (p) can be computed using published indices (i.e. maintenance price indices, tender price indices (TPI), building cost indices or retail price indices (RPI)). Alternatively, the percentage addition can be derived from in-house sources of indices. 2.12.10 The construction inflation estimate is added to the cost limit (excluding inflation). This gives the proposed cost limit (including inflation). The equation for calculating the cost limit (including inflation) is therefore: CL2

=

CL1 + c

where: CL1 = cost limit (excluding construction inflation) CL2 = cost limit (including inflation) c = construction inflation estimate Note: Care should be taken to ensure that the rates used to calculate an order of cost estimate that were derived from cost analyses or benchmark analyses have been adjusted to reflect prices current at the time the order of cost estimate is prepared (i.e. adjusted to remove allowances included for construction inflation). 2.12.11 It is recommended that potential cost increases/decreases caused by tendering conditions and the effects of changes in the market are also considered, such as price RICS NEW RULES OF MEASUREMENT

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increases/decreases associated with particular materials or products or the impact of major projects sapping resources (home and abroad); particular specialist, works, trade, work package, and labour only subcontractors; or other countries buying major quantities of raw materials (e.g. China). However, it is recommended that such potential cost increases/decreases caused by tendering conditions and the effects of changes in the market be initially dealt with under risk allowances.

2.13 Taxation allowances and other incentives 2.13.1 Taxation allowances, taxation relief and grants can provide valuable financial aid to an employer on certain types of building, as well as on maintenance and replacement programmes. However, due to the complexity of, and constantly changing, legislation, it is recommended that specialist advice is sought to maximise the availability and quantum of taxation allowances, taxation relief and grants. For that reason, unless specifically requested by the employer, it is recommended that allowances in connection with taxation allowances, taxation relief and grants be excluded from the order of cost estimates.

2.14 Value added tax (VAT) 2.14.1 Value added tax (VAT) in relation to capital building works and the maintenance, repairs and replacement works, is a complex area. Therefore, for the purpose of order of cost estimates, it is recommended that VAT is excluded from cost plans. 2.14.2 It is recommended that specialist advice is sought on VAT matters to ensure that the correct rates are applied to the various aspects of the building maintenance works. Notwithstanding this, if required by the employer, provision for VAT assessment can be incorporated in the cost estimate or maintenance cost plans.

2.15 Other considerations 2.15.1 Other considerations include; (a) (b) (c) (d)

Finance accounting (i.e. asset depreciation/write downs. Not covered by these rules) Service credits or ‘non performance rebates’ Defects and warranty implications [Note – others to be defined during the industry consultation as applicable?]

2.15.2 Service credits or performance rebates – maybe applied during the execution of the maintenance, but are not applicable to be considered for order of cost estimates purposes. 2.15.3 Defects and warranty considerations – is outside of the scope covered by these rules.

2.16 Present value, inflation and discounting 2.16.1 The present value concept captures the time value of money by adjusting through compounding and discounting cash flows to reflect the increased value of money when invested. The present value of a cash flow reflects in today’s terms, the value of future cash flows adjusted for the cost of capital. In essence, the time value of money reflects the fact that money in hand today is more valuable than an identical amount of money received in the future and that benefits and costs are worth more if they are realised earlier. Since money today can earn interest, all costs must be adjusted to reflect the inflation rate and then discounted to reflect their present value. The time value of money reflects the idea that a pound (£ or euro (€)) in hand today is worth more than a pound (£ or euro (€)) in the future, even after making adjustments for inflation. 2.16.2 Discounting is the procedure for presenting all costs and future benefits in the one time frame (i.e. on a common basis). The present value of an investment is calculated from the time series of projected cash flows using discount rates. RICS NEW RULES OF MEASUREMENT

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2.16.3 To estimate net present value, future benefits and costs must be discounted. Discounting translates projected cash flows into present value terms using specified discount factors (or present value factors (PVF)). The equation for calculating discount factors (DF)) for each year of the building life is therefore: DF = 1/(1 + r) n where: DF = Discount factor r = Discount rate as a factor of 1 n = Number of years from the date of practical completion or handover of the building project – i.e. from the point at which the ‘in-use’ phase commenced (i.e. 1, 2, 3 … 25, etc.)

Figure 2.2: Illustration of compounding and discounting processes Note - PV = present value; FV = future value; I = discount rate (as a rate of 1); n = number of years. [Also see Appendix D2 for other types of discounting equations]

2.17 Reporting order of cost estimates 2.17.1 Costs are to be expressed as ‘cost/m² of GIFA’ per annum 2.17.2 Where appropriate and/or required by an employer, costs may be expressed as a ‘cost per functional unit’ (or ‘functional unit cost’) as an alternative to, or in addition to, the cost/m² of GIFA. The functional unit may be an employer defined unit. It is essential, therefore, that the functional unit is clearly identified when costs are expressed in this way. 2.17.3 Order of cost estimates, as with all estimates, are to be of forecast out-turn cost, with stated allowances for consultants’ fees, other maintenance-related costs, risk allowances, inflation and VAT as appropriate. 2.17.4 Items included in and excluded from the estimated cost are to be clearly communicated to the employer when reporting the order of cost estimate. 2.17.5 Typical items to be included in order of cost estimates reports for maintenance works are: (a) (b) (c) (d) (e) (f) (g) (h) (i)

project title; project description; a statement of cost (including cost limit); details of the information and specification on which the cost plan was prepared; a statement of the floor areas; basis of cost estimates (i.e. assumptions); estimate base date (i.e. to which inflation has been applied); estimated costs of and a request for decisions on any alternative proposals (i.e. summary of option costs); and inclusions and exclusions (i.e. a clear and unambiguous statement of what is included in and excluded from the order of cost estimate).

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Part 3: Measurement rules for cost planning of maintenance works

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Part 3: Measurement rules for cost planning of maintenance works 3.1 Introduction 3.1.1

Part 3 of the rules describes the purpose, methods, content and types of cost plans used for maintenance works, as well as explaining the rules of measurement for the preparation of formal cost plans. The formal cost planning stages are also put in context with the RIBA Plan of Work and the OGC Gateway Process.

3.1.2

The content and application of unit rates to measured quantities to generate the base cost of the maintenance, repairs and replacement works is also described; together with the method of dealing with cost allowances for maintenance contractor’s management and administration charges, maintenance contractor’s overheads and profit, project/design team fees, other maintenance-related costs, consultants’ fees , risk allowances, inflation, and discounting for time-value of money, Value Added Tax (VAT) and taxation allowances and other incentives.

3.1.3

In addition, the basic information requirements needed (from the employer and other project / maintenance team members) by the quantity surveyor/cost manager to complete a cost plan at each stage are outlined. The essential content of the quantity surveyor’s/cost manager’s cost reports to the employer is also described.

3.1.4

The measurement rules for cost planning can also be used as a basis for measuring quantities application for asset specific cost planning during the pre and post construction (in use phases). Also how it can be used in life cycle cost plans and/or whole life cost studies.

3.1.5

In addition, Part 4 of the rules deals with other aspects regarding maintenance cost planning in use, including asset data assessments, condition surveying and use of factoring methods.

3.1.6

Guidance is also provided rules on cost reporting and maintenance management, including the analysis and benchmarking of annualised maintenance costs and the forecast periodic repairs and replacement programmes and unscheduled expenditure.

3.2 Purpose of cost planning for maintenance works 3.2.1

Maintenance works cost plans, as the cost plans for capital building works, are produced as an intrinsic part of RIBA Work Stages C: Concept, D: Design Development, E: Technical Design, F: Production Information and L; Post Practical Completion; or, when the OGC Gateway Process is used, Gateways 3A (Design Brief and Concept Approval), 3B (Detailed Design Approval), 3C (Investment decision) and 4 Readiness for Service. The requirements of RIBA Work Stages C, D, E, F and L, as described in the RIBA Outline Plan of Work, are as follows: (a)

RIBA Work Stage C: Concept: ‘Implementation of design brief & preparation of additional data. Preparation of concept design, including outline proposals for the structural and building services systems with outline specifications. Review of procurement route.’ OGC Gateway 3A (Design Brief and Concept Approval) can be compared with RIBA Work Stage C.

(b)

RIBA Work Stage D: Design Development: ‘Development of concept design to include structural and building services systems; updated outline specifications and cost plan. Completion of the project brief. Application for detailed planning permission.’ Note: Application for detailed planning permission may be moved to suit project requirements.

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(c)

RIBA Work Stage E: Technical Design: ‘Preparation of technical design(s) and specifications, sufficient to co-ordinate components and elements of the project and information for statutory standards and construction safety.’ Note: Information for statutory standards and construction safety may be moved to suit project requirements.

OGC Gateway 3B (Detailed Design Approval) can be compared with RIBA Work Stages D and E. (d)

RIBA Work Stage F: Production Information: ‘F1 Preparation of production information in sufficient detail to enable a tender or tenders to be obtained. Application for statutory approvals.’ Note: Application for statutory approvals may be moved to suit project requirements.

‘F2 Preparation of further information for construction required under the building contract.’ Note: Further information for construction may be moved to suit project requirements.

OGC Gateway 3B (Detailed Design Approval) can be compared with RIBA Work Stages D and E. (e)

RIBA Work Stage L; Post Construction; In Use Phases [Asset Specific Cost Plan] Note - Preparation of information post practical completion, required for maintenance contracts.

OGC Gateway 4 (Readiness for service) can be compared with RIBA Work Stages L. Project stages from the RIBA Outline Plan of Work 2007, copyright Royal Institute of British Architects, are reproduced here with the permission of the RIBA. 3.2.2

The main purposes of cost planning during the construction work stages is to: (a) (b) (c) (d) (e) (f)

3.2.3

There two main types of maintenance cost planning: (a) (b)

3.2.4

ensure that employers are provided with value for money – in terms of both capital costs and the maintenance, repairs and replacement costs and other costs in scope (over the defined life cycle of the building project); make employers and designers aware of the cost consequences of their desired and alternative proposals; provide advice to designers that enable them to arrive at practical, balanced and optimised designs within budget, based on maintenance plans that are sustainable and meet the employer’s requirements in respect of future maintenance costs; provide advice to maintenance teams to arrive at optimal plans within budget, which also meet the employer’s requirements in respect of future maintenance costs; keep life cycle expenditure within the cost limit approved by the employer; and provide robust cost information upon which the employer can make informed decisions.

Elemental method used for maintenance cost planning Asset specific cost planning of maintenance works

Maintenance works cost planning is a budget distribution technique that is first implemented during the design stages of a building project. It involves a critical breakdown of the cost limit (i.e. the employer’s authorised budget) for maintenance and repairs/replacement works into cost targets for each element of the building(s). Cost targets are the recommended expenditure for each element (e.g. maintenance of roof, internal finishes and services etc).

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3.2.5

The cost plan that results is a statement of how the project team proposes to distribute the available maintenance budget among the elements of the building. It provides a frame of reference from which to develop the design and maintain cost control. It also provides both a work breakdown structure (WBS) and a cost breakdown structure (CBS) which, by codifying, can be used to redistribute works in elements to construction works packages for the purpose of procurement.

3.2.6

Asset specific cost plans – can be produced once designed detailing is available, along the same lines as for cost planning of the capital building works. It is more commonly used post construction handover, as the basis for setting up the annualised maintenance cost plans and for establishing the forward repair and replacement programmes of works.

3.2.7

Maintenance asset specific cost plans differs from elemental cost plans in that they can be derived from a maintenance asset register, or from detailed production information based or ‘as built’ final accounted construction cost plans. It is an iterative process, which is performed annually to reset the annual maximum expenditure that the employer is prepared to make in relation to the total cost of maintenance.

3.2.8

The main purposes of asset specific cost planning of the ‘maintain and renewal’ works, is to:      

3.2.9

determine the target cost limit for the annualised maintenance and life cycle repairs/replacement programmes needed to maintain and undertake renewal works on the applicable in scope assets, to a defined standard, over the period of analysis; inform setting the annualised maintenance budgets .vs. available funding constraints; and prioritisation of maintenance expenditure against competing risks, liabilities etc provide the basis for procuring the maintenance work as a whole or in work packages provide robust cost information upon which the employer can to make informed decisions (e.g. whether to refurbish or disinvest in an asset or part thereof); inform what asset investment are funded, or not funded – and then track and monitoring the expenditure of sanctioned works, including revising life cycle cost plan ensure the employer is provided with best value for money from maintenance spend.

Maintenance cost planning is an iterative process, which is performed in steps of increasing detail as more design and production information becomes available.

3.3 Formal cost planning during the RIBA Work Stages 3.3.1

There are a number of formal cost planning stages, which are comparable with the RIBA Design and Pre-Construction Work Stages and OGC Gateways 3A (Design Brief and Concept Approval) and 3B (Detailed Design Approval) for a building project.

3.3.2

For most building projects, formal life cycle cost plans are be completed, and submitted to the employer for approval, for each of the following RIBA Work Stages or OGC Gateways: Formal Cost Plan

RIBA Work Stage

1 – Formal cost plan 2 – Formal cost plan 3 - Formal cost plan 4 - Asset-specific cost plan (in use)

C: Concept D: Design Development F: Production Information K: Construction to Practical Completion L: Post Practical Completion

Formal Cost Plan

OGC Gateway

1 - Formal cost plan 2 - Formal cost plan 3 - Formal cost plan 4 - Asset specific cost plan (in use)

3A: Design Brief and Concept Approval 3B: Detailed Design Approval 3C: Investment Decision 3D: Readiness for Service

Table 3.1: Formal cost planning stages RICS NEW RULES OF MEASUREMENT

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3.3.3

Formal Cost Plan 1 is prepared at a point where the scope of work is fully defined and key criteria are specified, but no detailed design development or maintenance planning will have commenced.

3.3.4

Formal Cost Plans 2 and 3 does not involve the preparation of a completely new cost plan; it is a progression of Formal Cost Plan 1, which is developed through the cost checking of the maintenance and renewal costs applicable to the buildings elements and components and cost targets, as more design information and further information about the elements and components becomes available. Note. Formal Cost Plan 1 will provide the frame of reference for Formal Cost Plan 2. Likewise, Formal Cost Plan 2 will provide the frame of reference for Formal Cost Plan 3.

3.3.5

Formal Cost Plan 4 (Asset Specific Cost Plan, post construction) is prepared at a point where the quality, operational and performance criteria has been fully defined and specified and is normally based on the asset register as built maintainable elements. Formal Cost Plan 4 is an ‘asset-specific’ cost plan which, in addition to elements, sub-elements and sub-elements, considers sub-components (using level 4 and 5 codes – refer to the Part 4 tables).

3.3.6

Whether or not a formal cost plan is prepared at each RIBA Work Stage or OGC Gateway is dependent on the procurement strategy selected. For example, the preparation of an updated cost plan might not be required at Work Stage F: Production Information where a design and build contract strategy is selected.

3.3.7

The cost targets within each formal cost plan approved by the employer will be used as the baseline for future cost comparisons. Each subsequent cost plan will require reconciliation with the preceding cost plan and explanations relating to changes made. In view of this, it is essential that records of any transfers made to or from the risk allowances and any adjustments made to cost targets are maintained, so that explanations concerning changes can be provided to both the employer and the project team.

3.3.8

The employer is required to ‘approve’ the cost plan on completion of each RIBA Work Stage before authorising commencement of the next RIBA Work Stage.

3.3.9

Costs are normally at reported at building elemental level on the entire asset. Information may be a mix of typical benchmark costs for key elements, comparable cost modelling or approximate estimates during the concept stage. As more detailed design development is produced then more detailed elemental cost estimates can be produced, however the level of services information may not to sufficient to effective cost plan the building services element for 4M and 4R applicable asset levels, during the pre construction work stages.

3.3.10 Sub elemental and component level cost planning at Design Development stage is commonly used for cost planning specification choices of systems, elements or component levels during design development and also for optimizing the life cycle costing for the preferred options based on more detailed information. Costs to be included will depend on the purpose and scope of study agreed and the stage in the asset life cycle at which the study is carried out – and availability of level of information required to undertake the study (see Appendix E). 3.3.11 The cost plans are should be expressed as cost per square metre of GIFA and presented for elemental analysis using the standard form of reporting (as the reporting templates in Appendix F2 and F3), aligned to the level of capital building works formal cost plans. 3.3.12 To avoid unnecessary conflict, it is essential that employers and other project/design and maintenance team members are aware of what is included in each element of the cost plan. 3.4313 While the process of establishing the life cycle costing of construction and maintenance and repairs/replacement works will be the same at each stage, the context in which is being prepared will set the level of detail, the need for iterations, the need for component option appraisals, the type of report (i.e. specific outputs and format to suit the clients defined required outputs) and the requirement to share data and assumptions with other interested parties. RICS NEW RULES OF MEASUREMENT

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3.4 Pre tender and post tender estimates 3.4.1

Pre Tender Estimate and Post Tender for Maintenance Cost (Maintain and Renewal works) To enable the preparation of construction and maintenance works tenders (including life cycle replacement, if in agreed scope), the information required as the outcome of RIBA Work Stages E (Technical Design) and F (Production Information) will be required. (1)

During the tender documentation, tender action and post tender stages – having maintenance rules of measurement will enable the production of detailed maintenance tender documents, which can provide transparency for the client / key decision makers to compare the robustness and competitiveness of bids and test the affordability of overall project (life cycle costing) as well as also help establish and set an appropriate budgets for maintenance and life cycle replacement works (over the defined period of analysis.

(2)

Essentially, programmes of maintenance are schedules of planned maintenance tasks and programmes of life cycle major repairs and replacement, in the form of a forecast schedule of major repairs/replacement work items, with detailed identifying descriptions and quantities, which make up the component parts of a building or constructed assets.

NOTE – Detailed measurement for maintenance works procurement – is not covered in this document. Refer to the RICS new rules of measurement; detailed measurement of building works procurement and how this can be applied for maintenance related construction works.

3.5 Reviewing and approving cost plans 3.5.1

Prior to the employer authorising commencement of the next RIBA Work Stage or OGC Gateway, the formal cost plan for the preceding RIBA Work Stage or OGC Gateway is to be reviewed by the employer and the project team to ensure that: (a) (b) (c)

3.5.2

the capital costs and future maintenance and replacement costs are affordable; the cost target for each element is reasonable and up to date; and the cost limit has not been exceeded.

Following the review, the employer will sign off the cost plan and give any necessary instructions and/or authorise commencement of the next RIBA Work Stage or OGC Gateway.

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3.6 Constituents of a cost plan for maintenance works 3.6.1

The key constituents of a cost plan for maintenance works are as follows: Constituent (Cost Centre)

£Y1

£Y2

£Y3

…

£Yn

£k

£k

£k

£k

£k

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

Reference/Notes

Annual maintenance works estimates (Maintain): (a) Facilitating works (1a) (b) Substructure

(1b)

(c) Superstructure

(1c) (1d)

(d) Internal finishes

(e) Furniture, fittings and equipment (f) Services

(1e)

(1f)

(g) Work to existing buildings (h) External works

(1g)

(1h)

Total - Maintenance works estimate (1) [ (1) = ∑ (1a) + (1b) + (…) + (1h)]

See paragraph 3.7, 3.8 and 3.11, 3.12, 3.13

Forward renewal works estimates: (a) Facilitating works (2a) (b) Substructure

(2b)

(c) Superstructure

(2c)

(d) Internal finishes

(2d)

(e) Furniture, fittings and equipment (f) Services

(2f)

(g) Work to existing buildings (h) External works

(2g)

(2h)

Total - Renewals works estimate [ (2) = ∑ (2a) + (2b) + (…) + (2h)] Sub-total

(3)

(2e)

(2)

[(3) = (1) + (2)]

Maintenance contractor’s management and administration costs estimate (4) [(4) = (4a) + (4b)]

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

See paragraph 3.7 & 3.8 and 3.14, 3.15, 3.16, 3.17

£Y1

£Y2

£Y3

...

£Yn

(a) Maintain works

(4a)

£Y1

£Y2

£Y3

...

£Yn

See paragraph 3.18

(b) Renewal works

(4b)

£Y1

£Y2

£Y3

...

£Yn

See paragraph 3.18

[(5) = (3) + (4)]

£Y1

£Y2

£Y3

...

£Yn

Maintenance contractor’s overheads and profit (6)

£Y1

£Y2

£Y3

...

£Yn

Annual Maintenance and Renewal Works Estimates (7) [(7) = (5) + (6)]

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

See paragraph 3.20

£Y1

£Y2

£Y3

...

£Yn

See paragraph 3.21

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

Sub-total

(5)

Consultant/specialist work estimate

(8)

Other employer definable maintenance-related cost estimate (9) Sub-total

(10)

[(10) = (7 + (8) + (9)] –

Carried forward

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£Y1

£Y2

£Y3

…

£Yn

£k

£k

£k

£k

£k

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

Cost Limit (including inflation /deflation, excluding taxation and incentives estimate and VAT assessment) (14) [(14) = (13) + (13)]

£Y1

£Y2

£Y3

...

£Yn

Taxation and incentives estimate and VAT assessment (15) [(15x) = (15a) + (15b) + (15c) + (15d)]

£Y1

£Y2

£Y3

...

£Yn

£Y1

£Y2

£Y3

...

£Yn

See paragraph 3.24

£Y1

£Y2

£Y3

...

£Yn

See paragraph 3.24

£Y1

£Y2

£Y3

...

£Yn

See paragraph 3.25

£Y1

£Y2

£Y3

...

£Yn

See paragraph 3.26

£Y1

£Y2

£Y3

...

£Yn

1

2

3

Constituent (Cost Centre)

Reference/Notes

Brought forward Sub-total (10) [(10) = (7 + (8) + (9)] – Risk allowance estimate (11) [(11) = (11a) + (11b) + (11c) + (11d)]

See paragraph 3.22

(a) Design development risks estimate (11a)

(b) Specific maintenance risks

(11b)

(c) Employer change risks estimate (d) Employer other risks estimate

Cost limit (excluding inflation) [(12) = (10) + (11)] Inflation estimate (13b)]

(13)

(11xc)

(11d)

(12)

[(13) = (13a) +

(a) Tender inflation estimate

(13a)

(b) Other inflation estimates, if apply

(a) Tax relief

(13b)

(15a) (15b)

(b) Capital allowances (c) VAT assessment

(15c)

(d) Other considerations

(15d)

Cost limit (including inflation, taxation and incentives estimate and VAT assessment) (16 [(16) = (14) + (15)] Discount Factor (DF) Present Value (PV) (17)]

(17)

(18)

[(18) = (16) x

Net Present(19)Value (NPV) ((Total) Cost limit) [(19) = ∑(PV) (18))] Annual Equivalent Value

(20)

See paragraph 3.23

DF

DF

DF

...

DFn

See paragraph 3.27

£Y1

£Y2

£Y3

...

£Yn

See paragraph 3.27

£Y1

£Y2

£Y3

...

£Yn

See paragraph 3.27

£Yk

See paragraph 3.27

Table 3.3: Constituents of a cost plan Notes: £Y1 = Year 1 costs £Y2 = Year 2 costs £Y3 = Year 3 costs £Yn = Final year costs in which either maintenance or replacement works are to be undertaken 1 DF = Year 1 discount factor DF2 = Year 2 discount factor 3 DF = Year 3 discount factor n DF = Discount factor for final year in which either maintenance or replacement works are to be undertaken

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3.6.2

The base cost estimate is the total estimated cost of the maintenance works, maintenance contractor’s management and administration costs and maintenance contractor’s overheads and profit. The base cost estimate is to contain no allowances for risk or inflation and taxation

3.6.3

Allowances for risk and inflation are to be calculated separately and added the base cost estimate to determine the cost limit for the maintenance works for the project.

3.7 Elemental method and the use of elemental unit rates 3.7.1

The elemental method is an alternative approach to using the floor area method or functional unit method for order of cost estimates. The elemental method considers the major element of the building maintenance works (in scope) and provides an order of estimate based on an elemental breakdown of the applicable maintenance related to the works agreed in scope.

3.7.2

Originally the group elements and elements used in the elemental method are the same as those used in the elemental cost planning process for construction. However, the choice and number of elements used to breakdown the cost of maintenance works will be dependent on the ‘applicable maintainable assets’ in scope and also the information available. The major elements commonly used when preparing elemental cost plans and/or asset specific cost planning works, using the elemental method - are listed in the following table 3.4 below; Group element

Element

1-3

STRUCTURE, FABRIC & FINISHES

1.0 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 3.1 3.2 3.3

Substructures Frame Upper floors Roof Stairs and ramps External walls Windows and external doors Internal walls and partitions Internal doors Wall finishes Floor finishes Ceiling finishes

4

FF&E

4.1

Fittings, furnishings and equipment

5

SERVICES

5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 5.12 5.13 5.14

Sanitary installations Services equipment Disposal installations Water installations Heat source Space heating and air conditioning Ventilation Electrical installations Fuel installations Lift and conveyor installations/systems Fire and lightning protection Communication, security & control systems Special installations/ systems Builder’s work in connection with services

7

WORKS TO EXISTING

N/A covered elsewhere (except redecorations work)

8

EXTERNAL WORKS

8.1 8.2 8.3 8.4 8.5 8.6 8.7

Not applicable (this is a construction item) Roads, paths and pavings Planting (grounds maintenance) Fencing, railings and walls External fittings External drainage External services

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3.7.3

The method of measuring and unit of measurement for each of the elements are set out in clause 3.8 tables; Measurement rules for elemental method of cost planning.

3.7.4

The elemental method can also be used to generate an initial cost estimate (or an outline elemental cost plan) at the commencement of RIBA Work Stage C – Concept or OGC Gateway 3A; Design Brief and Concept Approval, whichever is applicable. This elemental breakdown provides a frame of reference from which formal cost plan 1 can be developed. The initial EUQs and EURs will eventually be superseded by more detailed measurement of elements, sub elements and components and unit rates once suitable design information has been prepared and the elemental cost plan evolved.

3.7.5

The unit rates (including element unit rates (EURs) and composite unit rates) used to estimate the total cost of maintenance works are to include the cost of all labour, materials and plant and equipment that are specifically required to undertaken the item of work. Costs are also to include any subcontractor’s management on costs, design fees, risk allowances and overheads and profit.

3.7.6

Unit rates used to estimate the cost of maintenance works (i.e. maintenance work estimate) are to exclude maintenance contractor’s management and administration costs, overheads and profit, other consultants fees, risks and inflation/ deflation. These items are to be assessed separately and added to the maintenance works estimate.

3.7.7

When using unit rates from cost analyses and benchmark analyses, care should be taken to ensure that such rates have been adjusted to reflect prices current at the time the cost plan is prepared (i.e. adjusted to remove allowances for inflation/ deflation) Note. Refer to clause 3.12 in the RICS new rules of measurement for capital building works; updating unit rates and other costs to current estimate base date.

3.7.8

If suitable information is available, then element unit quantities (EUQ) are measured for an element in accordance with the rules and priced with suitable element unit rates (EUR) to ascertain the cost target for an element. Where insufficient information is available for a particular element, the EUQ for the element is based on the GIFA. The equation for calculating the cost target for an element is therefore: c=axb Where: a = EUQ b = EUR c = cost target (for element)

3.7.9

The total estimated cost of maintenance works (i.e. the maintenance works estimate) is ascertained by adding together the cost target for each element. The equation for calculating the building works estimate using the elemental method is therefore: b = ∑ (a0 + a1 + a2 + a3 + a 4 + a5 + a6 + a7 + a8) Where: a0, a1, a2, a3, etc. = cost target for element b = maintenance works estimate

3.7.10 Where measurement is to be based on the GIFA, the area is to be measured in accordance with the ‘core definition: gross internal floor area (GIA)’ of the RICS Code of Measuring Practice, which is reproduced in Appendix A of these rules. 3.7.11 Where a building project comprises more than one building, the measurement for each building is to be shown separately.

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3.8 Measurement rules for elemental method of cost planning of maintenance works 3.8.1

This table comprises the rules of measurement for elemental unit quantities (EUQ), which can be used to develop an order of cost estimate and/or elemental cost plan, using the elemental method of estimating. The rules are tabulated.

3.8.2

Table 3.4 included in this item comprises the elemental rules of measurement for cost planning of maintenance works. The table is structured as follows: o o o o o

The first column lists the group element The second column lists the element The third column lists the unit of measurement for group elements and elements, as appropriate (see notes for how maintenance differs from the capital building works tables) The fourth column lists contains the rules of measuring elemental unit quantities (EUQs) for group elements and elements/sub elements, as appropriate. The last column contains further advice on measuring EUQ including highlighting specific differences to the building works rules, applicable to measuring the maintenance works

o

Horizontal lines divide the tables to denote the end of group element or element

o

The rules are written in the present tense

3.8.3

The definitions of each group element and element used in the elemental method of cost estimating are the same as those defined for elemental cost plans in RICS New rules of measurement: Order of cost estimating and cost planning for capital building works – tabulated rules of measurement elemental cost planning (as revised in the drafted 2nd edition)

3.8.4

If suitable information is available, then elemental unit quantities (EUQs) are measured for a group element, or element, or sub element, in accordance with the rules and priced with suitable elemental unit rates (EUR) to ascertain the cost target for an element.

3.8.5

Where insufficient information is available for a particular element, the EUQ for that element is to be the gross internal floor rate (GIFA).

3.8.6

The measurement rules for elemental method of estimating in Table 3.6 can also be used as a basis for measuring element unit quantities (EUQs) for the purposes of preparing cost analysis and benchmark analysis of maintenance works and life cycle repairs/ replacement works – associated directly with building construction projects. Refer to clause 3.29 and 3.30.

3.9.1

Table 3.6: Rules of measurement for elemental method of maintenance cost planning on the follow page. NOTE: (a) Also used to develop order of cost estimates using the elemental method of estimating (b) Where insufficient information is available for a particular element, the EUQ for that element is to be the gross internal floor area (GIFA or GIA) NBTHESE TABLES ARE BEING REFINED IN CONJUNCTION WITH INDUSTRY GROUPS.

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Measurement rules for the elemental method of maintenance cost planning Group element

Element

Unit

Measurement rules

Notes

1 Substructure

1 Substructure

m²

1 The area measured is the area of the lowest floor measured to the internal face of the external perimeter walls. 2 The area of the lowest floor shall be measured in accordance with the rules of measurement for ascertaining the gross internal floor area (GIFA). 3 Areas of basements to be shown separately. 4 The area of basements shall be measured in accordance with the rules of measurement for ascertaining the GIFA.

Substructure not applicable to routine maintenance works. Some elements are applicable to specific maintainable work, as itemised in the tables in part 4 – e.g. gullies, ducts, manholes and drainage

Note – rules are applicable to life cycle renewal costing if the scope of the study includes replacement and /or demolition, at the end of life

2 Superstructure

1 Frame

2 Upper floors

m²

m²

1 The area measured is the area of the floors related to the frame. 2 The area of the frame shall be measured in accordance with the rules of measurement for ascertaining the gross internal floor area (GIFA).

Frame structures – not applicable to routine maintenance works (i.e. reactive)

Note – rules are applicable to life cycle renewal costing if the scope of the study includes replacement and/or demolition, at the end of life

Inspection regime may identify remedial maintenance works, to be measured as specific items of repairs or replacement works (refer to part 4 tables)

1 The area measured is the total area of upper floor(s). 2 The area of the upper floors shall be measured in accordance with the rules of measurement for ascertaining the gross internal floor area (GIFA). 3 Sloping surfaces such as galleries, tiered terraces and the like are to be measured flat on plan. 4 Areas for balconies, galleries, tiered terraces, service floors, walkways, internal bridges, external links, and roofs to internal buildings shall be shown separately. Note – rules are applicable to life cycle renewal costing if the scope of the study includes replacement and/or demolition, at the end of life

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Inspection regime may identify remedial maintenance works, to be measured as specific items of repairs or replacement works (refer to part 4 tables – e.g. underpinning and drainage works )

Where balconies are included, the sum of the upper floors and lowest floor will exceed the GIFA. Upper floor structures – not applicable to routine maintenance works (i.e. reactive) Inspection regime may identify remedial maintenance work, to be measured as specific items of repairs or replacement works (refer to part 4 tables)

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Measurement rules for the elemental method of maintenance cost planning Group element

Element

Unit

Measurement rules

Notes

3 Roof

m²

1 The area measured is the area of the roof on plan. 2 The area measured is the area of the roof on plan measured to the inside face of the external walls.

Roof structure not applicable to routine maintenance works. Some elements are applicable to specific maintainable work, as itemised in the tables in part 4 – e.g. gutter cleaning and roof access systems

Note – rule are applicable to life cycle renewal costing if the scope of the study includes replacement and/or demolition, at the end of life

Inspection regime may identify remedial works, to be measured as specific items of repairs or replacement works (refer to part 4 tables) 4 Stairs and ramps

5 External walls

nr

m²

1 Enumerate; giving total number of storey flights, i.e. the number of staircases or ramps multiplied by the number of floors served (excluding the lowest floor served in each case). 2 The total vertical rise of each staircase or ramp is to be stated, measured from top of structural floor level to top of structural floor level.

Stairs and ramp structures – are not applicable to routine maintenance. (See applicable specific maintainable assets – as listed in tables in part 4)

Note – rules are applicable to life cycle renewal costing if the scope of the study includes replacement and/or demolition, at the end of life

Inspection regime may identify remedial works, to be measured as specific items of repairs or replacement works (refer to part 4 tables)

The area measured is the area of the external wall, measured on the internal perimeter (i.e. the internal face) of the external wall. No deductions for windows or external doors. Note – rules are applicable to life cycle renewal costing if the scope of the study includes replacement and/or demolition, at the end of life

1 Costs to be separately shown for each type of external wall system. External walls – structure not applicable to routine maintenance works. (Refer to asset specific maintainable works – as listed in tables in part 4, e.g. re-pointing) Inspection regime may identify remedial works, to be measured as specific items of repairs or replacement works (refer to part 4 tables)

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Measurement rules for the elemental method of maintenance cost planning Group element

Element

Unit

Measurement rules

Notes

6 Windows and external doors

m²

The area measured is the area of windows and external doors measured over frames.

Windows and external doors – are not applicable to routine maintenance works. (Refer to itemised specific maintainable works – as listed in tables in part 4)

Note – rules are applicable to life cycle renewal costing if the scope of the study includes replacement and/or refurbishment, at the end of life

Inspection regime may identify remedial works, to be measured as specific items of repairs or replacement works (refer to part 3 tables e.g. ironmongery / redecs) 7 Internal walls and partitions

m²

The area measured is the area of internal walls and partitions, measured on the centre line of the internal wall or partition. No deduction is made for door openings, screens or the like. Note – rules are applicable to life cycle renewal costing if the scope of the study includes replacement and/or demolition, at the end of life

Costs to be separately shown for each type of internal wall or partition. Internal walls and partitions – are not applicable to routine maintenance works. (Refer to itemised specific maintainable works – as listed in tables in part 4) Inspection regime may identify remedial works, to be measured as specific items of repairs or replacement works – (refer to part 4 tables - e.g. redecorations)

8 Internal doors

nr

Enumerate; giving total number of internal doors.

Irrespective of door type.

Note – rules are applicable to life cycle renewal costing if the scope of the study includes replacement and/or upgrades, at the end of life

Internal doors– are not applicable to routine maintenance works. (Refer to itemised specific maintainable works – as listed in tables in part 4) Inspection regime may identify remedial works, to be measured as specific items of repairs or replacement works – (refer to part 4 tables – e.g. ironmongery)

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Measurement rules for the elemental method of maintenance cost planning Group element

Element

Unit

Measurement rules

Notes

3 Internal finishes

1 Walls

m²

The area measured is the total area of wall finishes (i.e. the area of wall to which finishes are applied).

Wall finishes – normally reactive. See applicable specific maintainable works itemised in the tables in part 3

Note – rules are applicable to life cycle renewal costing if the scope of the study includes for finishes replacement linked to a redecoration strategy

2 Floors

m²

Redecoration works – as required by the maintenance strategy

Inspection regime may identify remedial works, to be measured as specific items of repairs or replacement works – (refer to part 4 tables e.g. redecorations)

The area measured is the total area of floor finishes (i.e. the area of floor to which finishes are applied).

Floor finishes – normally reactive (see applicable specific maintainable works as itemised in the tables in part 3)

Note – rules are applicable to life cycle renewal costing if the scope of the study includes for finishes replacement linked to a redecoration strategy Redecorations works – as required by the maintenance strategy

3 Ceilings

m²

The area measured is the total area of ceiling finishes (i.e. the area of ceiling to which finishes are applied). Note – rules are applicable to life cycle renewal costing if the scope of the study includes for finishes replacement linked to a redecoration strategy Redecoration works – as required by the agreed maintenance strategy

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Note - skirtings included wall finishes.

Inspection regime may identify remedial works, to be measured as specific items of repairs or replacement works – (refer to part 4 tables)

Ceiling finishes – normally reactive. See applicable specific maintainable works – are itemised in the tables in part 4) Inspection regime may identify remedial works, to be measured as specific items of repairs or replacement works – (refer to part 4 tables)

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Measurement rules for the elemental method of maintenance cost planning Group element

Element

4 Fittings, furnishings and equipment

Unit

Measurement rules

Notes

m²

1 The area measured is the gross internal floor area (GIFA). 2 The area measured is measured in accordance with the rules of measurement for ascertaining the GIFA.

Define the asset specific applicable routine maintenance regimes, to be included in the elemental unit costs, based on one or more of the following::

For life cycle replacement works costing state the total number of fittings, furnishings and equipment enumerating the total number of items below; (a) general fittings, furnishings and equipment - by component type (nr) (b) domestic kitchen units and equipment – by component type (nr) (c) signs/notices – by component type (nr) (d) works of art – by component type (nr) (e) non mechanical equipment – by component type (nr) (f) special FF&E – by particular building type (nr) (g) internal planting – by component type (nr)

(1) (2) (3) (4)

planned as manufacturers spec planned as HVCA schedules inspection only regimes reactive maintenance regimes

Costs and measurement for life cycle replacement works to be separately shown for items a) to g) listed in the adjacent column

Define the asset specific make/ model and materials to determine the reference service life expectancy and factors to be considered – fit for function application for the life cycle repairs / replacement works. 5 Services

1 Sanitary installations

nr

1 Enumerate; giving total number of appliances. 2 The total number of appliances enumerated is the total number of items listed below: (a) domestic sanitary appliances (nr) (b) specialist sanitary appliances (nr) Define the asset specific applicable routine maintenance items, to be included in the elemental unit cost (fit for function maintenance standards) Define the asset specific make/ model and materials to determine the reference service life expectancy and factors to be considered (fit for function) application for the life cycle repairs/ replacement works.

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Costs and measurement of maintain and replace works to be separately shown for items a) to b) as applicable. 1 Do not separately enumerate ancillary fittings/items. Costs of ancillary fittings/items to be included in unit cost for appliance. (Refer to asset specific maintenance tasks included in part 4 tables for PPM tasks) 2 Costs and measurements to be separately shown for : (a) domestic sanitary appliances (b) specialist sanitary appliances

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Measurement rules for the elemental method of maintenance cost planning Group element

Element

Unit

Measurement rules

Notes

2 Services equipment

nr

1 Enumerate; giving total number of items. 2 The total number of items enumerated is the total number of items listed below: (a) commercial catering equipment (nr) (b) sinks supplied as an integral part of catering equipment(nr) (c) food storage equipment (nr) (d) specialist equipment (nr) - applicable to specific building/ function type

Costs and measurement for maintain and replace works to be separately shown for items a) to b) as applicable.

Define the asset specific applicable annual maintenance items, to be included in the elemental unit cost (fit for function maintenance standards) Define the asset specific make/ model and materials to determine the reference service life expectancy and factors to be considered – (fit for function) application for the life cycle repairs/ replacement works.

3 Disposal installations

nr

1 Enumerate; giving total number of above ground waste installations to sanitary appliances and services equipment, and entry chutes to refuse disposal installation. 2 The total number of items enumerated is the total number of items listed below: (a) waste points sanitary appliances (nr) (b) waste points to services equipment (nr) (c) waste points for laboratory and industrial liquid waste(nr) (d) entry points to rubbish chutes (nr) (e) entry points to chemical and industrial waste appliances (nr). Define the asset specific applicable annual maintenance regimes, to be included in the elemental unit cost – fit for function maintenance standard Define the asset specific make/ model and materials to determine the reference service life expectancy and factors to be considered – fit for function application for the life cycle replacement works.

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1 Do not separately enumerate ancillary fittings/items. Costs of ancillary fittings/items to be included in unit cost for item. 2 Costs and measurements to be separately shown for: (a) commercial catering equipment (b) sinks supplied as an integral part of catering equipment (c) food storage equipment (d) specialist equipment (e.g. dental chair and equipment in dental surgery).

Costs and measurement for maintain and replace works to be separately shown for items a) to e) as applicable. 1 Do not separately enumerate ancillary fittings/items. Costs of ancillary fittings/items to be included in unit cost for item. 2 Costs and measurements to be separately shown for: (a) drainage to sanitary appliances (b) drainage to services equipment (e.g. sinks) (c) drainage for laboratory and industrial liquid waste (d) refuse disposal installations (e) chemical and industrial refuse disposal installations.

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Measurement rules for the elemental method of maintenance cost planning Group element

Element

Unit

Measurement rules

Notes

4 Water installations

m2

1 The area measured is the area serviced by the system. 2 The area serviced is measured in accordance with the rules of measurement for ascertaining the gross internal floor area (GIFA).

Costs and measurement for applicable maintain and replacement works to be separately shown for :

Costs and measurement for applicable assets to be annual maintained and/or life cycle replacement works is to be based on gross internal area (GIFA or GIA). Refer to list of m2 applicable components in part 4 tables

(a) pipelines and associated fittings (b) cold water distribution (c) Hot water distribution (d) Thermal insulation (e) Local hot water (f) Steam and condensate distribution

nr

1 Enumerate; giving total number of draw-off points. 2 The total number of draw-off points enumerated is the total number of items listed below: (a) mains supply draw-off points (nr) (b) cold water draw-off points (nr) (c) hot water draw-off points (nr) (d) steam and condensate draw-off points (nr).

Costs and measurement for maintain and replacement works to be separately shown for items a) to f) as applicable.

Define the asset specific applicable annual maintenance regimes, to be included in the elemental unit cost (fit for function maintenance standards) Define the asset specific make/ model and materials to determine the reference service life expectancy and factors to be considered ( fit for function) application for the life cycle repairs / replacement works. 5 Heat source

nr

1 Enumerate; giving total number of heat sources. 2 Rating in kilowatts (kW) to be stated for each heat source.

Costs to be separately shown for each heat source

Define the asset specific applicable annual maintenance regimes, to be included in the elemental unit cost (fit for function maintenance standards)

Refer to the listing of different asset component types is included in the part 4 tables

Define the asset specific make/ model and materials to determine the reference service life expectancy and factors to be considered (fit for function) application for the life cycle repairs and replacement works.

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Measurement rules for the elemental method of maintenance cost planning Group element

Element

Unit

Measurement rules

Notes

6 Space heating and air conditioning

m²

1 The area measured is the area serviced by the system. 2 The area serviced is measured in accordance with the rules of measurement for ascertaining the gross internal floor area (GIFA). 3 Where more than one system is employed, the area measured for each system is the area serviced by the system. Areas to be measured using the rules of measurement for ascertaining the GIFA.

Costs to be separately shown for each type of system.

Define the asset specific applicable annual maintenance regimes, to be included in the elemental unit cost ( fit for function maintenance standard)

For electrical installations stated the number of enumerated components by system type: (a) mains and sub mains distribution (b) power installations (c) lighting installations (d) specialist lighting installations (e) local electricity generation (f) transformation devices (g) earthing and bonding systems

7 Ventilation

For ventilation stated the number of enumerated components by system type (a) central ventilation (b) local and special ventilation (c) smoke extract / control

8 Electrical installations

Define the asset specific make/ model and materials to determine the reference service life expectancy and factors to be considered (fit for function) application for the life cycle repairs/ replacement works.

9 Fuel installations For fuel installations stated the number of enumerated components by system type; (a) fuel storage (b) fuel distribution systems 10 Lift and conveyor installations / systems

nr

Enumerate; giving total number of lift and conveyor installations/ systems Define the asset specific applicable annual maintenance regimes, to be included in the elemental unit cost ( fit for function maintenance standard) Define the asset specific make/ model and materials to determine the reference service life expectancy and factors to be considered (fit for function) application for the life cycle repairs /replacement works.

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1 Costs to be separately shown for each type of lift and/or conveyor installation: (a) lifts (passenger, goods, fire fighting, etc); also state number of levels served (b) enclosed hoists; also state number of levels served (c) escalators; also state number of levels served (nr),rise (m) and length of travel (m)

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Measurement rules for the elemental method of maintenance cost planning Group element

Element

Unit

Measurement rules

Notes (d) moving pavements; also state length of travel (m) (e) powered stair lifts (f) conveyors (passenger or goods); also length of travel(m) (g) dock levellers and scissor lifts; also state total rise(m) and designed load (kN) (h) cranes and unenclosed hoists; also state total rise(m) and designed load (kN) (i) car lifts; also state number of levels served (j) car stacking systems; also state capacity (k) car/lorry turntables and the like (l) document handling systems (m) other lift and conveyor installations.

11 Fire and lightning protection

12 Communication, security and control systems

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m²

1 The area measured is the area serviced by the system. 2 The area serviced is measured in accordance with the rules of measurement for ascertaining the gross internal floor area (GIFA). 3 Where more than one system is employed, the area measured for each system is the area serviced by the system. Areas to be measured using the rules of measurement for ascertaining the GIFA.

Costs to be separately shown for each type of system.

Define the asset specific applicable annual maintenance regimes, to be included in the elemental unit cost (fit for function maintenance standard)

For comms, security and control systems stated the number of enumerated components by system type: (a) communications systems (b) security systems (c) central control – BMS/other

Define the asset specific make/ model and materials to determine the reference service life expectancy and factors to be considered (fit for function) application for the life cycle repairs and replacement works.

For fire and lightning protection systems stated the number of enumerated components by system type: (a) fire fighting systems (b) fire suppression systems (c) lightning protection system

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Measurement rules for the elemental method of maintenance cost planning Group element

Element

Unit

Measurement rules

13 Specialist installation/ systems

14 Builders’ work in connection with services

Notes For specialist installations/systems state the number of enumerated components by system type: (a) specialist piped supply (b) specialist refrigeration systems (c) other specialist mechanical systems (d) specialist electronic installations (e) water features

m²

1 The area measured is the gross internal floor area (GIFA). 2 The area measured is measured in accordance with the rules of measurement for ascertaining the GIFA.

Costs to be separately shown for each element.

State if costs include for testing and resetting the systems to works. 6 Complete buildings and building units

1 Prefabricated buildings

m²

1 The area measured is the gross internal floor area (GIFA) of the complete buildings or prefabricated room units. 2 The area measured is measured in accordance with the rules of measurement for ascertaining the GIFA.

NOT APPLICABLE TO MAINTENANCE

7 Work to existing buildings

1 Minor demolition and alteration works

m²

1 The area measured is the gross internal floor area (GIFA) of the building(s) demolished or altered. 2 The area measured is measured in accordance with the rules of measurement for ascertaining the GIFA.

NOT APPLICABLE TO MAINTENANCE

m²

1 The area measured is the gross internal floor area (GIFA) of the room(s) treated. 2 The area of the rooms treated is measured in accordance with the rules of measurement for ascertaining the GIFA.

NOT APPLICABLE TO MAINTENANCE

2 Repairs to existing services 3 Damp-proof courses/fungus and beetle eradication

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Measurement rules for the elemental method of maintenance cost planning Group element

8 External works

Element

Unit

Measurement rules

Notes

4 Facade retention

m²

The area measured is the area of facade to be retained.

Inspection regime may identify remedial works, to be measured as specific items of repairs or replacement works

5 Cleaning existing surfaces

m²

The area measured is the surface area of the surface to be cleaned. No deduction for voids.

NOT APPLICABLE TO MAINTENANCE Dealt with as part of operation costs, (unless defined as in scope)

6 Renovation works

m²

The area measured is the area to be renovated. Costs to be separately shown for each type of surface to be renovated.

EXCLUDED – part of refurbishment covered by construction works rules.

1 Site preparation works

m²

1 The area measured is the site area (SA).

Costs to be separately shown for each element.

2 The area measured is measured using the rules of measurement for ascertaining the SA.

2 Roads, paths and pavings

Site preparation – not applicable Planting cost as grounds maintenance

3 Planting 4 Fencing, railings walls

Items 2, and 4 to 7 normally reactive work (define specific maintenance work)

5 Site/street furniture and equipment

Inspection regime may identify remedial works, to be measured as specific items of repairs or replacement works

6 External drainage 7 External services 8 Minor building works and ancillary buildings

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m²

1 The area measured is the gross internal floor area (GIFA) of the building(s). 2 The area measured is measured in accordance with the rules of measurement for ascertaining the GIFA.

Costs to be separately shown for each building/

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3.9 Maintenance cost planning by functional unit types 3.9.1

The functional unit method is an alternative approach to calculating the total estimated cost for the maintenance works (i.e. the maintenance works estimate). The functional unit method when used for maintenance cost planning, considers all of maintainable assets ‘applicable’ to the specific functional unit or type of function being measured (e.g. house, shop, school, fire or train station) and originates from an asset specific maintenance cost plan, based on an elemental, sub element and component breakdown of the maintenance items for each function unit being measured, which is then used to calculate the maintenance works estimate.

3.9.2

A list of commonly used functional unit and functional units of measurement is provided in Appendix B.

3.9.3

Suitable functional unit types of use for the maintenance works is to be selected. The total number of functional units is determined and multiplied by an appropriate cost per functional unit (or functional unit cost). The equation for calculating the total estimated cost of building works, is therefore: c=axb where a = number of functional unit b = cost per functional unit (or functional unit cost) c = maintenance works estimate (i.e. total estimated cost of maintenance works)

3.9.4

Where measurement for the functional unit is to be ‘net internal area’ the net internal should be measured in accordance with the Core definitions; net internal area (NIA) defined in appendix A.

3.9.5

A functional unit includes all circulation necessary. Where external works is to be measured separately, the site area (SA) is to be measured. The SA is the total area of the site within the site title boundaries (or the total area within the site title boundaries defined by the employer as the site for the built assets, excluding the footprint of the new building(s) measured on horizontal plan.

3.10 Functional maintenance standards – defined by common maintenance service strategies (good industry practice) 3.10.1 Functional maintenance standards – (i.e. fit for function office, station, retail unit standard) provide a robust baseline for setting and optimising the functional maintenance requirements, in order to ensure legal/maintenance compliance and not under or over maintain the constructed assets. 3.10.2 Specific techniques can be used to determine the appropriate maintenance strategies and service standards. Some of the commonly used techniques in the maintenance industry are listed below: o o o o o o

Availability, reliability and maintenance (ARM) + other forms of durability assessments; Business focused maintenance (BFM) Condition based monitoring maintenance (CDM) – e.g. thermal imaging / vibration analysis; Reliability centred maintenance (RCM); Failure mode effect consequence analysis (FMECA); Others – as applicable to the specific project application

. 3.10.3 Functional maintenance standards can be specifically defined by using the ‘common maintenance service strategies’ (as informative illustrated on figure 3.7 below). Note – This method can be used to customise the functional maintenance standards to suit the specific project circumstances. Refer to clause 3.13 for more details on how to customise the planned preventative maintenance standards. Note - BS 8544 Guide to life cycle costing of maintenance works – provides detailed guidance on how to apply functional maintenance standards by functional types.

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Table 3.7 - Common maintenance service strategies:

Maintenance Maintenance

Planned Planned

Unplanned Unplanned

Before Before Failure FailureEvent Event

After After Failure FailureEvent Event

Emergency Emergency Maintenance Maintenance

Preventative Preventative Maintenance Maintenance

Corrective Corrective Maintenance Maintenance

Run To Run To Failure Failure

Immediate or Immediate or Deferred Deferred

Immediate or Immediate or Deferred Deferred

Pre Predetermined determined (standard) (standard)

Condition Condition based based

Scheduled Scheduled

Scheduled Scheduled

3.10.4 The common maintenance strategies shown in the figure 3.7 can be broadly summarised as below: PLANNNED Legal /mandatory compliance - i.e. the statutory/ legal /mandatory minimum maintenance levels required to ensure legal/mandatory compliance; i.e. must do scheduled maintenance Fit for function - i.e. determine business focused, or criticality risk based maintenance to set the maintenance standards to align to the core functional activities, taking account of business risks, resilience and performance of maintainable assets – in order to ensure the design, functional, environmental, contractual obligations and other user definable required standards, are achieved. Discretionary - i.e. the optimal maintenance levels used to help to reduce the risk of unplanned failures; and set optimal frequency of when non critical maintenance works are done, or not done. UNPLANNED Emergency or Corrective -i.e. the unscheduled maintenance level applicable for responsiveness service levels. (see the definitions included for emergency and corrective maintenance in Part 1) RENEWALS Proactive - i.e. includes for the proactive use of planned inspections of buildings, specific plant room checks, site tours and inspection and energy monitoring etc – focusing on critical assets. Repairs and replacement – i.e. major repairs and replacements to maintain the required asset performance level; also to avoid significant business disruption or downtime / loss of productivity. Improvements and upgrades – TO DO Spend to save – i.e. interventions which result in future savings (e.g. reduce energy consumption) Note – More detailed guidance on how to apply ‘Functional maintenance standards’ will be obtainable from the BSI in the new BS 8544(currently in drafting).

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3.11 Measurement rules for generating the formal cost plans 3.11.1 Capital building works (Construct – C) are to be measured in accordance with the RICS new rules of measurement: Order of cost estimating and cost planning for capital building works. The detailed rules of measurement for capital building works (i.e. group elements 0 to 8) are detailed in Part 4: Tabulated rules of measurement for cost planning. 3.11.2 Measurement for the purpose of cost planning of maintenance works (maintain – M and renewal (R) works) is an iterative and progressive process. Limited information will be known about the maintenance requirements of the building or facility at the commencement of cost planning process, whereas detailed information about the individual components and sub-components (i.e. the assets) that will be incorporated into the building or facility will be known on design completion and post practical completion (i.e. in use phases) Depending on the contract strategy used, design completion will occur either before the building project is procured (i.e. where the building is fully designed before a contractor is selected) or during the design and construction phase (i.e. where either a design and build strategy, or where works based on a performance specification and subject to contractor design). Consequently, measurement is to be carried out to increasing levels of detail as the design is developed. 3.11.3 The degree of detail to be measured for maintenance and renewal works is to be related to the cost significance of the component (level 3) or sub-component (levels 4/5M and 4/5R). Where sufficient information is available, cost significant items are to be measured by means of approximate quantities. Composite items are measured by combining or grouping together work items to common forms of measurement. Non-cost significant items (such as minor items and labours on cost significant items) are ignored in measurement, but are to be accounted for by increasing the applicable unit rate by an appropriate percentage or by other appropriate methods. 3.11.4 Quantities shall be given to the nearest whole unit except that any quantity less than one whole unit shall be given as one unit. Quantities measured in tonnes shall be given to two places of decimals. 3.11.5 The method of measuring quantities for each formal cost plan shall be as follows: (a)

Formal Cost Plan 1 (i)

This is the first formal cost plan. It coincides with the completion of the concept design at the point where the scope of works is fully defined and key criteria are specified but no detailed design has commenced.

(ii)

Cost Plan 1 will provide the frame of reference for Cost Plan 2.

(iii)

The key information required from the employer and other project/design and maintenance team members to enable preparation of Formal Cost Plan 1.

(iv)

For Cost Plan 1, a condensed list of elements is used, which will be developed into a full list of elements, sub-elements and components as more design and other information becomes available as the building project progresses.

(v)

Quantities for maintenance and replacement works shall be determined in accordance with clause 3.8: Tabulated rules of measurement for elemental cost planning (i.e. group elements 1 to 8).

(vi)

Where insufficient design information is available from which to quantify maintenance and replacement works in accordance with the rules of measurement for elemental cost planning, then the quantity measured is to be the GIFA.

(vii)

It is likely that a number of alternative concept designs will be considered at this stage.

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MAINTENANCE WORKS

(b)

(c)

Formal Cost Plan 2 (i)

This is the second formal cost plan, which coincides with the completion of the design development. Formal Cost Plan 2 is a progression of Formal Cost Plan 1. It is developed by cost checking of cost significant cost targets for elements as more detailed design information is made available from the design team.

(ii)

Cost Plan 2 will provide the frame of reference for Cost Plan 3.

(iii)

The key information required from the employer and other project/design and maintenance team members to enable preparation of Formal Cost Plan 2.

(iv)

The cost checks are to be carried out against each pre-established cost target.

(v)

Quantities for maintenance and replacement works shall be determined in accordance with clause 3.8: Tabulated rules of measurement for elemental cost planning (i.e. group elements 1 to 8).

(vi)

Where insufficient design and maintenance information is available from which to quantify the maintenance works, in accordance with the rules of measurement for elemental cost planning, then the quantity measured is to be the GIFA.

Formal Cost Plan 3 (during the construction procurement) and Formal Cost Plan 4 (post construction, based off of a maintenance asset register and condition survey data.) (i)

This third formal cost plan stage is based on technical designs, specifications and detailed production information for construction. Formal Cost Plan 3 is a progression of Formal Cost Plan 2.

(ii)

Cost Plan 3 and 4 will provide the frame of reference for appraising tenders.

(iii)

The key information required from the employer and other project/design and maintenance team members to enable preparation of Formal Cost Plan 3 and 4.

(iv)

The cost checks are to be carried out against each pre-established cost target.

(v)

Formal cost plan 4, if it is an ‘asset-specific cost plan’, can be used to aid the procurement and cost management of a maintenance programme (whatever the length of programme). Because it is asset-specific, the maintenance works required to elements, components and sub-components of the assets incorporated in the building or facility are to be measured in detail.

(vi)

Planned maintenance task schedules define the specific maintenance activities to be performed on each maintainable asset type (e.g. boiler/ atmospheric HS BOI 01). The PPM task activities are allocated to specific frequency sets (e.g. daily, weekly, monthly, 3M, 6m or annually or others). The task frequency sets are common known as PPM job tasks (i.e. six month boiler maintenance task).

(vii)

The rules for measuring and describing maintenance and renewals works for formal cost plan 3 are set out at clauses 3.12 to 317 of these rules.

(viii)

Unless otherwise stated in clauses 3.12 to 3.17 of these rules, quantities for asset specific maintenance works shall be determined in accordance with Part 4: Tabulated rules of measurement for asset specific cost planning (i.e. Group elements 1 to 8).

(ix)

Where insufficient design and maintenance information is available from which to quantify maintenance works, in accordance with the rules of measurement for elemental cost planning, then the quantity is measured is to be the GIFA.

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MAINTENANCE WORKS

3.12 Measurement rules asset-specific cost plans for the maintenance works (Maintain - M) This clause defines the measurement rules and methodology for asset specific cost planning of the ‘maintain’ (M) works estimates. For ease of use the estimating process is defined in key stages. Refer to Templates M1 to M6 included below, which provide the calculation templates with informative worked examples, - they have been reproduced with the permission of the HVCA. The key actions required to cost the labour resource and other related costs, based on an asset specific costing are defined in item 3.12 1 – steps 1 to.4 below (Note. Ensure the labour resource cost estimating model has been properly set up and validated being attempting to begin): 3.12.1 The composition of the ‘maintain’ (M) works cost plan will depend on what is included, such as: (a) (b) (c) (d) (e) (f) (g)

Items to be maintained (the asset maintenance register – for applicable assets in scope) Maintenance strategy adopted for applicable assets (i.e. legal compliance/ fit for function) Work to be done - (defining applicable asset types and quantification of assets, in scope, then assigning and customising the relevant maintenance task schedules to asset types) Note – including preventative, reactive, proactive maintenance and unallocated activities Labour required (i.e. total annualised hours by skilling or trade and by competency types) Specific sub contracted/ supplier work elements (i.e. specialist tasks, as applicable) Material resources required (including critical spares and stocks and storage provisions) Plant, equipment and sundry items (as applicable)

Note Post construction asset specific cost plans will be based on asset registers and customised maintenance service standards (fit for function) for the applicable maintainable assets in scope. 3.12.2 In addition, costs need to reflect: (i)

When the work is undertaken (I.e. during normal working hours, or outside of normal working hours. Works to be undertaken outside of normal working hours will attract a higher labour charge.

(ii)

How the maintenance programme will be administered (e.g. contract management, works supervision and monitoring, use of computer maintenance management systems, etc)

(iii)

Who is responsibility for minor repairs, major repairs and replacements (i.e. clearly define maximum repair liabilities and responsibilities for maintenance and repairs/ replacement)

(iv)

How the asset performance will be recorded, monitored and analysed (e.g. Function maintenance indexing – FMI’s and Functional condition indexing – FCI’s and any other performance indicators, as agreed in the project brief)

3.12.3 The measurement rules for the ‘maintain’ (M) works cost planning in these rules are structured into four steps as follows: 1.

Calculation of total annualised hours, by labour trade types (labour resources required)

2.

Costing of labour resources for preventative, reactive, proactive and unallocated activities

3.

Costing of identified subcontracted /supplier maintenance works (estimated or tendered)

4.

Costing of materials (including spares) and the plant, equipment and other sundry items

Refer to Appendix C for more details of the maintenance cost categories and definitions of what costs are included and excluded and how to express them.

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Template M1 – Calculation template for annualised labour resource hours Refer to item 3.12 (1) for rules or measurement for selecting and quantifying maintainable assets, timing, skilling and calculating the labour total annual hours

SELECT THE APPLICABLE MAINTAINABLE ASSETS A Maintain Task Code 5.5

QUANTIFICATION

EXTRACT OF SELECTED ASSET TYPES

NRM 3 Standard

Maintainable Asset Description

Unit of Measure

B

ACCEPT/ADJUST TASK FREQ, TIMING & STANDARD TIMES C

Asset Task Quantity Frequency (Q) (Months)

Standard Times

D

E

Estimated Total Out of Hours Time Particularised Adjustment (Minutes) Time (PT)

SKILLING /TASK Default from C

Calculation

F

Annualised Total Annualised Trade Type Calculated Required Time (Competency) Frequency (Q x PT x CF) (CF)

LABOUR HOURS CALCULATED ANNUAL HOURS by TRADE TYPES Calculation

Mechanical (Hours)

Calculation

Calculation

Calculation

Calculation

Contractor / Electrician Building Trade Painter (Hours) Specialist (Hours) (Hours) (Hours)

Heat Source (HS)

HS BOI 1

Gas Boiler Atmospheric

nr

26

12M

240

0

240

1

6,240 CONTRACTOR

0.00

0.00

0.00

0.00

104.00

HS BUR 1

Burners - Force Draft

nr

14

6M

60

0

60

2

1,680 CONTRACTOR

0.00

0.00

0.00

0.00

28.00

HS BUR 1

Burners - Force Draft

nr

14

12M

120

0

120

1

840 CONTRACTOR

0.00

0.00

0.00

0.00

14.00

HS BUR 2

Burners - Atmospheric

nr

12

12M

30

0

30

1

360 CONTRACTOR

0.00

0.00

0.00

0.00

6.00

HS CON 1

Equipment - Boiler Controls - General Maintenance

nr

20

12M

15

0

15

1

300 MECHANICAL

5.00

0.00

0.00

0.00

0.00

HS CON 2

Boiler Controls - Single Boiler on/off

nr

14

12M

30

0

30

1

420 MECHANICAL

7.00

0.00

0.00

0.00

0.00

HS CON 3

Boiler Protection Controls

nr

26

12M

15

0

15

1

390 MECHANICAL

6.50

0.00

0.00

0.00

0.00

HS CON 4

Multiple Boilers - Sequence Controls

nr

12

12M

15

0

15

1

180 MECHANICAL

3.00

0.00

0.00

0.00

0.00

HS CON 5

Boilers Space Temp Controls

nr

26

12M

15

0

15

1

390 MECHANICAL

6.50

0.00

0.00

0.00

0.00

HS CON 7

Heating System Controls

nr

26

12M

15

0

15

1

390 MECHANICAL

6.50

0.00

0.00

0.00

0.00

HS FIR 3

Fire and Safety Circuits

nr

26

6M

15

0

15

2

780 MECHANICAL

13.00

0.00

0.00

0.00

0.00

HS FIR 3

Fire and Safety Circuits

nr

26

12M

15

0

15

1

390 MECHANICAL

6.50

0.00

0.00

0.00

0.00

HS FLU 1

Flues (all Flues)

nr

26

1M

15

0

15

12

4,680 MECHANICAL

78.00

0.00

0.00

0.00

0.00

HS FLU 1

Flues (all Flues)

nr

26

12M

60

0

60

1

1,560 MECHANICAL

26.00

0.00

0.00

0.00

0.00

Room Conditioners

nr

35

6M

30

30

60

2

4,200 MECHANICAL

70.00

0.00

0.00

0.00

0.00

SH AC 1

Room Conditioners

nr

35

12M

6

6

12

1

420 ELECTRICAL

0.00

7.00

0.00

0.00

0.00

SH AC 2

Split Systems

nr

16

6M

120

0

120

2

3,840 MECHANICAL

64.00

0.00

0.00

0.00

0.00

5.6 SH AC 1

Space Heating and Air Conditioning (SH AC)

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3.12.4 The measurement process for ‘asset-specific cost plans’ for the maintain works is as follows: (Step 1) Calculation of total annualised hours, by labour trade types (i.e. resources required) (a)

Set up and validate the labour resource cost estimating model. Using Calculation Template 1 in Template M1 (Template for calculation the annual labour resource hours), to compile a list of applicable maintainable assets, quantify the assets register and then assign planned maintenance task frequencies, all in accordance with Steps A, B and C, which are as follows: (i)

Step A – Compile list of, and codify, applicable maintainable assets and insert the asset specific project data into Template M1.

(ii)

Step B – Insert quantity of each maintainable asset into Template M1.

(iii)

Step C: (a) Insert the task frequency sets for each maintainable asset (e.g. daily, weekly, fortnightly, monthly, three monthly, six monthly or annually) into the Template M1. Refer to industry standard schedules and then customise them to the project specific brief. (b)

(b)

Insert estimated standard task times (i.e. the norm) (in minutes) against each maintainable asset, into Template M1. Note – task times exclude access and other unallocated activities see 3.12.4.

Review, accept and or adjust ‘task frequency’ and ‘estimated tasks times’ and the out of normal hours working, for all maintainable assets, in scope: (i)

Step D - Identify by exception maintenance tasks that are to be carried out outside of normal working hours, in Template M1 Note: The default is that all maintenance tasks are carried out during normal working hours.

(ii)

(c)

Step E - Accept or adjust the task frequency and standard task times (in minutes) for maintainable assets for non-typical task completion times (e.g. input appropriate specific-task frequency and task completion times) in Template M1

Assign resource type to each maintainable asset (e.g. type of labour or skill type and/or use of a works contractor or specialist): Step F: (i) Use, or by exception amend the default trade types (e.g. mechanical, electrical, combustion, plumber etc, and/or contracted or subcontracted).

(d)

(ii)

Add labour types for non-typical maintenance tasks (i.e. any additional industry tasks peculiar to the organisations – such as laboratory assets).

(iii)

Assign specific tasks and times to be undertaken by a specialist works package subcontractors (e.g. lifts, uninterrupted power supplies (UPS) and building management systems (BMS).

Fix the ‘skilling/trade’ types – for all the labour types (by competency) for labour trade rate costing purposes later: Step G: (i) Insert competency grades (e.g. skilled, semi-skilled, non-skilled operatives) (ii)

Code labour constants (i.e. trade types and training skill level).

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Template M2: Calculation template for costing annualised labour hours for planned, reactive and proactive maintenance, unallocated activities & adjustment factors Refer to item 3.12 (2) for rules of measurement for costing the total annualised labour hours. Also refer to Template M3 for the labour rate cost build ups.

Maintain Work

A A B C

Planned tasks Proactive tasks Reactive tasks Unallocated activity

Calculated

E1 E2 Calculated

Total Calculated Annualised Time

Mechanical

Electrician Building Trade

Painter

Contractor / Specialist

Total Calculated Annualised Time Total Calculated Annualised Time Total Calculated Annualised Time Total Calculated Annualised Time Adjustment for local /other factors (as applicable)

4,540 0 2,105 0 600

7,388 0 4,762 0 500

0 3,189 1,855 0 400

2,480 0 548 0 100

1,268 0 255 255 0

Sum of Annualised Hours by Labour Types

7,245

12,650

5,444

3,128

1,778

Labour Rates - Normal Working Hours Labour Rates - Extra for Out of Hours Working

£55 £75

£42 £55

£35 £45

£35 £45

See item 3.11 & 3.12 See item 3.11 & 3.12 See item 3.11 & 3.12 See item 3.11& 3.12 Adhoc factors (extra hours or %) check and validate

£65 include labour rates build ups £80 include labour rates build ups

Total Cost of Annualised Labour Resources £398,448 £531,312 £190,540 £109,466 £115,599

£1,345,365 check and validate

Note – figures are included for informative example purposes only RICS NEW RULES OF MEASUREMENT

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Template M3; Calculation template for labour trade rates cost build ups Including management /administration (based on annual resource profiles) Refer to Item 3.12 (2) for rules of measurement for quantification and costing of labour resources for planned maintenance (outputs from steps A to G); unallocated activities (H); labour costing of PPM hours by trade /skill summary, including working hours adjustments (J) and staff costing for management & administration support Total PPM hrs NWHrs

BUILDING

Example of a Functional Type (e.g Offices)

Total PPM ONWHrs

-

Non-Productive NWHrs

-

-

Non-Productive ONWHrs

-

Rea ctive Atte ndance NWHrs

Re a ctive Atte ndance ONW Hrs

-

-

Tota l NWHrs

-

Tota l ONWHrs

-

Direct Labour Resource by Skilling and Cost Build-up Routine PPM Hours Technician Trade / Skill Mechanical Technician Electrical Technician Plumber Craftsman Handyman / Semiskilled Technician Refrigeration Technician Controls Technician Combustion Technician Multi-service Technician

Trade Code Mech Elec Plum Fab H/M Refr Cont Comb M/Ser

Contract Manager Contract Administrator Contract Supervisor Attendance on Specialist Other Unallocated PPM Tasks

CM CA CS Specialist

NWHrs

ONWHrs

Non-Productive & Ad hoc Allowance Hours NWHrs ONWHrs

Reactive Attendance Makeup Hours NWHrs ONWHrs

£ NWHrs

£ ONWHrs

Total Key: NWHrs = Normal Working Hours

Averaged Hourly Rates (Used for cost calculations by BCIS Element)

ONWHrs - outside Normal Working Hours

Management, Supervision and Administration Support

Discipline Director Contracts Manager Project Surveyor Planning Supervisor Maintenance Administrator Secretary Contract Supervisor

No Off

Annual Cost for FTE

Annual

Total £

Total £

Total £

Total Key: FTE = Full Time Equivalent

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(Step 2))

Costing of labour resources for the planned preventative maintenance, and for the annual provisions for reactive, proactive and unallocated activities: Note: From steps A to G the total annualised total time for each labour type will be calculated, as the shown on the worked example template M2 above. Total man hours per annum by labour trade type (see Template M2 - Template M2: Calculation template for costing annualised labour hours) (i)

(ii)

Calculate labour resource hours for planned maintenance tasks totalled and multiplied by labour trade/annualised hour’s summary: (1)

totalled and multiplied by labour trade/annualised hours summary

(2)

View and validate the total hours (i.e. review number of hours and when task will be carried out (e.g. undertaken during or outside of normal working hours) and check and validate results

(3)

Re-assess Steps D to F as required, to ensure appropriate resources to delivery planned maintenance model.

Add hours for proactive maintenance tasks: Include additional resource time by total annualised hours, by trade type, for the following activities:

(iv)

(1)

adhoc activities – including plant room tours and critical assets visual checks; proactive tasks (e.g. spot re-lamping and the like)

(2)

planned inspections of buildings (PIBs) – (Note scope of PIBs are to be agreed with the employer when establishing his maintenance requirements brief).

Add hours for reactive maintenance tasks: Include additional resource time by total annualised hours, by trade type, for the following activities – such as: (1) (2) (3) (4) (5)

(v)

Unplanned/unscheduled maintenance (call-outs /minor repairs). Emergency maintenance Malfunctions and/or unplanned plant failure. Customer requests via helpdesk. Out of scope assistance requests.

Add hours for unallocated activities (i.e. extra over task specific times) Include additional resource time by trade, for the following activities (this is to be expressed as sum of hours or as a percentage of the total annualised hours of planned maintenance tasks) – such as: (1) (2) (3) (4) (5) (6) (7)

Travelling times and transport to site On site access and working constraints Escorting visitors; attendance on subcontractors/suppliers and the like Employer meetings and site administration Site documentation and record keeping Others as applicable (project and contract specific – e.g. environmental monitoring) Adjustment for resident ‘on-site’ operatives , or use of mobile/visiting operatives.

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(vi)

Calculate the total annualised cost of labour resources: Using the Calculation Template M2 for costing annualised labour hours (at Template M2 to these rules), insert the labour rates for each trade type; both those for normal working hours and for working out of normal working hours. Note: Use the Calculation Template M3 for costing the labour trade rates (as Template M3) for the project specific labour types selected. Labour rates cost build ups are to include for all costs in connection with the employment of an operative. The Calculation Template M3 includes a provision for costing the Management, Supervision and Administration Support annual cost totals. (Refer to 3.18)

(Step 3)

Calculating the cost of maintenance works to be undertaken by a specialist works package subcontractor/ supplier: (a)

Using the Calculation Template M3, on the next page (Template for subcontracted costing of asset-specific maintenance tasks). The rules and method of costing of specialist subcontracted/ supplier PPM works, should follow the same rules of measurement as described in steps A to G in item 3.12.4 (1).

(b)

Add hours for reactive and proactive maintenance provisions as agreed in scope. (e.g. emergency and unscheduled call-out cover on specialist assets – subject to sub-contract arrangements that are applicable to the project)

(Step 4)

Calculating the cost of consumables, spares, and sundry items used for the maintenance of building components, and mechanical and electrical plant and equipment: (a)

(b)

Using the Calculation Templates M4 and M5, on pages 49 and 50 respectively (namely: Template for costing of consumables/spares and sundry items for asset-based maintenance; and Template for costing plant and equipment for asset based maintenance), (1)

quantify the level of consumables, spares and sundry items.

(2)

input estimates for the cost of consumables, spares, and sundry items:

Costing consumables: Consider the following: (1) (2) (3) (4)

(c)

Consumables /spares provisions Materials for routine maintenance activities (regular replacement items) Disposal of waste regulated items (e.g. lamps, oils and filters) Disposal of packaging and arising from maintenance works

Costing plant, equipment and sundry items: Consider the following: (1) (2) (3) (4)

Plant prices (e.g. mechanical plant; jet washers etc) Access equipment (e.g. scaffold towers, lifting equipment etc) Workplace safety / protection signage etc Sundry items (e.g. survey tablets, computers maintenance management systems, etc)

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Template M4: Calculation template for annualised subcontracted costing (based on ‘applicable’ 4/5M assets, level 4/5 codes) Refer to Item 3.12 (3) for rules of measurement for quantification of asset specific costing of subcontractors/ suppliers for applicable in scope subcontracted /supplier work items

Example of Schedules Typically Subcontracted NRM 3 Task Codes

Maintainable Asset Description

Maintenance Task Schedule Frequencies Unit of Measure

2.3 - Roof Safety Latchway System 2.6 - Windows and External Doors WD MECH 9 Roller Shutter Doors WD MECH 1D Auto Revolving Doors 5.2 - Services Equipment SE M CAT 17 Refrigeration Equipment SE M CAT 23 Cold rooms 5.6 -Space Heating and Air Conditioning SH V CHL 1 Packaged Chiller Units SH V DIS 1 Refrigerant Distribution System 5.8 - Electrical Installations S LAT 1

Dly

Wkly 2 Wkly Mnth

2 Mnth

3 Mnth

4 Mnth

6 Mnth

nr

Itemised Specialist Services Provider Costs

12 Mnth 2 Yrly 3 Yrly

4 Yrly

Specialist Specialist Specialist Specialist Specialist Specialist Specialist Specialist

1

nr nr

1-9 1-2

nr nr

1-16

nr m²

1-15 1, 2, 4, 6

Labour Type (Skilling)

1-16 1 - 13

Asset Quantity

TOTAL Yearly SSP Cost 1

TOTAL Yearly SSP Cost 2

TOTAL Yearly Cost

2.3 - Roof Sub-total £

-

£ £

-

£ £

-

£ £

-

£

-

2.6 - Windows and External Doors Sub-total

5.2 - Services Equipment Sub-total

5.6 -Space Heating and Air Conditioning Sub-total 16-18 3, 5 5.8 - Electrical Installations Sub-total

EI E UPS 1

Uninterruptible Power Supplies

nr

EI E BAT 1

Batteries - Lead Acid Unsealed

nr

1-6

£

-

EI E BAT 2

Battery Charging Equipment

nr

1-9

£

-

£

-

£ £ £ £ £ £

-

Specialist

£

-

Specialist Specialist Specialist Specialist

£ £ £ £ £

-

LI L HYD 1 FL E EAR 3 FL A FIR 9 FL A FIR 10 FL A FIR 11 FL A FIR 12 FL A FIR 13

5.10 - Lift and Conveyor Installations/Systems Lift - Hydraulic 5.11 - Fire and Lightning Protection Lightning Conductor & Earth Fire Extinguishers – Co2 Fire Extinguishers – Foam Fire Extinguishers – Powder Fire Extinguishers – Water Gas Cartridge Fire Extinguishers – Water Stored Pressure 5.12 - Communications, Security and Control Systems

nr

BMS - Central Operating Station (PC based)

nr

CS CS CS CS

BMS – Communications BMS - Outstations Intruder Alarms CCTV

nr nr nr nr

RICS NEW RULES OF MEASUREMENT

1-8

9 - 12

13

m² nr nr nr nr nr

CS C BMS 1 C BMS 4 C BMS 5 E ALS 1 ELEC 1

1-13

1-2 1-5 1-6 1-9 1-9 1-7 A1-A4

A5-A14, B, C 1-4 1-10 1-6 1-10

7

8

7

Specialist Specialist Specialist Specialist Specialist Specialist Specialist Specialist Specialist Specialist

5.10 - Lift and Conveyor Installations/Systems Sub5.11 - Fire and Lightning Protection Sub-total

5.12 - Communications, Security and Control

| 84

Template M5: Calculation template for costing annual consumables/spares (based on ‘applicable’ 4/5M assets) Refer to Item 3.12 (4) for rules of measurement for quantification and itemised costing of consumables - for all the ‘applicable’ in scope assets required to be maintained. Example of Schedules Typcially Requiring Consumables NRM 3 Task Codes

HS HS HS HS HS HS HS HS

H BOI 1 H BUR 2 H CON 3 H CON 4 H CON 5 H CON 7 H FIR 3 H FLU 1

SH V A/C 1 SH V CHL 1 SH V CON 2 SH V COO 3 SH V AHU 1 SH V DUC 1 SH V DUC 2 SH V DUC 3 SH V EXC 2 SH V EXC 4 SH V FIL 1 SH V GRI 1 SH V GRI 2 SH H FAN 4 SH H PUM 1 SH H PUM 2 V V V V V V

V V V V V V

FAN 1 FAN 2 FAN 3 FAN 4 FAN 6 FAN 7

Maintainable Asset Description

5.5 - Heat Source Gas Boiler (Atmospheric) – BS5258 Safety & Domestic Burners - Atmospheric Gas Burners Boiler Protection Controls Multiple Boilers – Sequence Control Boilers Spacetemp Controls Heating System Controls Fire and Safety Circuits Flues (all flues) 5.6 -Space Heating and Air Conditioning ROOM AIR CONDITIONERS – unitary reverse cycle heat Packaged Chiller Units Condenser - Air Cooled Unit Type Air Coolers Air Handling Unit – incl Belt Drives and Filters Ductwork System – General Ducting – Volume Control Dampers and Fire/Smoke Ducting – Acoustics Heat Exchangers – Coils – Water to Air (reheaters) Electric/Air Heater Air Handling – Disposable Filters Grilles and Diffusers Louvres, Bird and Insect Screens Electrical Fan Heaters Pumps – General Circulating Pumps 5.7 - Ventilation systems Centrifugal Fans Ventilating – Fans – General Axial Fans Propeller Fans – Direct Drives Bifurcated Fans Extract Fans

Unit of Measure

Itemised Consumables Costs Labour Type (Skilling)

Ion Exchange Plant - Base Exchange Commercial Chemical Dosing - Manual

RICS NEW RULES OF MEASUREMENT

Filter Media

Drive Belts

Boiler / Burner Thermocouples etc

Lubricating materials, fixing materials etc

Water treatment chemicals, salt, descaling chemicals etc

Other minor maintenance items

TOTAL Yearly Cost

5.5 - Heat Source Sub-total nr nr nr nr nr nr nr nr

£ £ £ £ £ £ £ £

-

£ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £

-

£ £ £ £ £ £

-

£ £ £

-

5.6 -Space Heating and Air nr nr nr nr nr m² m² m² nr nr nr nr nr nr nr nr 5.7 - Ventilation systems Sub-total nr nr nr nr nr nr 5.13 - Special Installations/Systems Sub-total

5.13 - Special Installations/Systems SI A WAT 2 SI A WAT 16

Asset Quantity

nr nr

Mech

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Template M5: Calculation template for costing plant and equipment / sundry items (based on ‘applicable’ 4/5M assets) Refer to Item 3.12 (4) for rules of measurement for quantification and itemised costing of plant, equipment and sundry items – for all ‘applicable’ in scope assets. Examples of Schedules Requiring Plant and Equipment NRM 3 Ta sk Code s

BF COV 1 S LAT 1 EI EI EI EI EI EI EI EI

E E E E E E E E

ARM 1 CIR 1 CIR 2 CIR 3 DIS 1IEE EAR 1 PAN 1 PAN 1A

Ma inta ina ble Asse t De scription

2.3 - Roof Pitched and Flat Roof Coverings Safety Latchway System 5.8 - Ele ctrica l Insta lla tions Armoured Cables and Conduits Ring Main & Sub-circuits Ring Main & Sub-circuits - spur outlets Three Phase Circuits - Power outlets Distribution Boards Earthing Main Switchgear and Circuit Distribution System Isolators

Access, Lifting, Handling Equipment Costs

Unit of Me a sure

La bour Type (Skilling)

m² nr

Fab Specialist

Asset Quantity

Pla nt & Equipme nt Costs

Pla nt & Equipme nt Costs

TOTAL Ye a rly Cost

2.3 - Roof Sub-tota l £ £

-

m² m² m² m² nr m² nr nr

£ £ £ £ £ £ £ £

-

5.8 - Ele ctrica l Insta lla tions Sub-tota l

EI E PDU 1

Power Distribution Unit (PDU)

nr

£

-

EI EI EI EI EI EI

Lighting – Switches – Internal and External Lighting Fittings including Luminaries – general External Lighting including Illuminating Signs Emergency Lighting – Self Contained Emergency Lighting – Externally Powered Stage Lighting

m² m² m² m² m² nr

£ £ £ £ £ £

-

EI E UPS 1

Uninterruptible Power Supplies

nr

£

-

EI E BAT 1

Batteries - Lead Acid Unsealed

nr

£

-

EI E BAT 2

Battery Charging Equipment

nr

£

-

Item Item

£ £

-

E E E E E E

LIG LIG LIG LIG LIG LIG

1 2 3 4 5 8

EI E CHECKS General Routine Inspection EI E TES 1 5 Yearly Test & Inspection (33% p.a.) 5.12 - Communica tions, Se curity a nd Control Syste ms CS C ACT 4 Motor Driven Actuators CS C BMS 1

BMS - Central Operating Station (PC based)

CS CS CS CS CS CS CS CS CS CS CS CS CS CS CS CS CS

BMS – Communications BMS - Outstations DBAC BMS Controller - software Controller - Timer Type Controller - Multi Input Type Speed Controller - Inverter Type Control Panel General Drive Elements - Starter Temperature Measurement Sensors Smoke Detectors Gas Detector Sensors Selector Switches and Push Buttons Intruder Alarms CCTV Fire alarm System Fire alarm System - Associated Equipment Fire Alarms - Fire Doors

C BMS 4 C BMS 5 C BMS 6 C CON 4 C CON 9 C CON 17 C PAN 1 E STA 1 C SEN 2 C SEN 9 C SEN 10 C SWI 2 E ALS 1 ELEC 1 E ALF 1 E ALF 2 E ALF 12

nr

Specialist Cont

£

-

nr

Specialist

£

-

nr nr nr nr nr nr nr nr nr nr nr nr nr nr Item Item nr

Specialist Specialist Cont Cont Cont Cont Cont

£ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £

-

Cont Cont Cont Cont Specialist Specialist Elec Mech

5.12 - Communica tions, Se curity a nd Control

£

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TEXT STILL TO DO TO COVER: More detailed rules of measurement to explain the Calculation Templates M4, M5 and M6:   

specialist contractors, annualised consumables and materials and plant and equipment and other sundry items

Quantifying and estimated the cost of ‘Maximum Repair Cost Liabilities’ (i.e. the cost of unplanned one-off repairs up to a specified maximum cost per repair (e.g. £250, £500, £1,000, £2,500, etc…) How is the quantity surveyor to estimate the annual cost of maximum repair cost liabilities of a maintenance contractor? This can be based on labour only or labour and material costs. Material costs should be uplifted annually. The period of maintenance contracts needs to be considered by the quantity surveyor/cost manager. Is it I year, 3 years, 5 years, etc…? If longer than 1 year, how are subsequent costs to be adjusted for inflation at each anniversary of the contract? What is the formula?

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3.13 Information requirements for costing the maintain works 3.13.1 Refer to the information requirement tables and lists, included in Appendix E1, for defining the project particular requirements, encompassing: General particular requirements: - the project, location, salient details of maintenance contracts Building usage and hours of operations – functional usage and asset classification; working hours The site, existing buildings and services – location, blocks, functional details, existing services etc Number of storeys and floor areas – schedule of space classification and floor level conventions Description of the works – project title and purpose etc Assets required to be maintained – applicable maintainable assets included/excluded/out of scope Drawings and other documents – available as built drawings; operating and maintenance manuals Contractual information – salient details such as responsibilities for repairs and maintenance etc 3.13.2 To enable the preparation of an order of estimate, elemental cost plan and asset specific cost plans, information will be required from various sources. The level of information required will depend on the type of cost estimate, or cost plan being undertaken and will vary depending on the purpose, use of the output data, scope of costs and stage of project. For example, for asset specific cost plans: Minimum information required; - asset maintenance register (for in scope assets/ work packages) - maintenance strategies (i.e. define the maintenance standards) - PPM task schedules, including standard timings and skilling/task - measurement areas (GIFA) for the existing floors and zoning - build structure and finishes – planned inspection survey findings - reactive trends – volumes of call outs/ historical expenditure - space utilisation data – i.e. areas in use/ empty or vacate spaces - management details (alignment of employer / contractor/support) - labour resources currently deployed (i.e. any TUPE implications) - material resources (details of stock / transferred or removed) - plant and equipment required (available at no charge or not) - use of specialist subcontractors/suppliers (novation/ termination) - specific risks/ liabilities (e.g. landlord / hand back obligations etc) Other information, if available -

budget /cash flow constraints details of particular restraints to be imposed by employer details of any particular site conditions (e.g. use of site facilities) resetting to works obligations information management systems requirements treatment of risks mitigation and shared savings mechanisms

Refer to appendix E1 which provides a summary list of the minimum level of information required during each type of costing (construct, maintain and replace.. 3.13.3 Other preparation items are covered in item 1.9 - to be dealt with as applicable. 3.13.4 Grounds maintenance may be dealt with as a separate works package, if so cost plan separately. 3.13.5 Other project specific costs – such as consultant’s fees/ employer definable costs – to be defined. 3.13.6 Compile a risk log – and develop a mitigation plan upon which to base the risk cost provision. Refer to the table 13 in part 3 for the checklist of potential risks related to maintenance works. 3.13.7 The requirement to annualise of maintain costs to a base date and any future years to be defined. 3.13.8 Any other considerations which need to be taken into account should be stated at the outset. 3.13.9 Before attempting to begin the cost exercise – obtain formal agreement to the brief and the associated information requirements as part of the sanction to proceed. 3.13.10 As more detailed information becomes available – include this on the information register and confirm how this has influenced the revised cost planning (e.g. tendered prices v estimates rates).

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Customisation of planned preventative maintenance – PPM task schedules’ 3.13.11 The UK maintenance industry uses standard maintenance task schedules for planned preventative maintenance activity, which commonly relies on generic planned preventative tasks and frequencies. Caution should be taken to not be over reliant on the use of generic maintenance task schedules. They need to be customised to suit the maintainable assets operating under conditions and output requirements to those required in the maintenance schedules. For example an asset may operate 24 hours/7 days a week in certain situations, but only run 8 hours a day in other situations. 3.13.12 Maintenance task schedules for predetermined planned preventative maintenance (PPM) should be customised to take account of the specific design, functional, performance and other evaluation considerations – so that they appropriate defining the ‘fit for function maintenance standards’ – to ensure that the responsible persons are not at risk of statutory/legal or mandatory non-compliance and also that the maintenance regime is optimised, so that all the applicable maintainable assets are not being over or under maintained. 3.13.13 Fit for function maintenance strategies (described in item 3.9) should be adopted as a basis for costing planning the ‘maintain and renewal’ works. Consideration should be getting to where the function is in use or vacate and have alternative maintenance regimes ready to apply for empty spaces (i.e. apply mothballing and decommissioning maintenance schedules in vacate spaces). 3.13.14 Establishing the maintenance standard will also be dependent on specific site and local factors; o o o o

Responsibilities for maintenance and renewals – i.e. landlord and tenant/ operator scenarios Criticality of the assets – i.e. defined by risk assessments and impact/consequences of failure Efficiency and leaner /greener agendas – energy efficiency / carbon reduction commitments Hours of operation and usage – e.g. 24/7 facility in use 365 days a year (no vacate space)

3.13.15 The customised maintenance standards will need to be tailored to specific project or estate/ facilities functional requirements – by explicitly establishing the precise ‘asset by asset’ service level specification to create the appropriate maintenance regime to suit the business needs, risks and service strategies taking accounting of tenure, contractual obligations and budget constraints. 3.13.16 Care should be taken to consider the full range of maintenance activities – not just the routine planned scheduled maintenance regimes. Include for all relevant maintenance activities, such as: 

Preventative maintenance activity (i.e. scheduled planned preventative maintenance tasks)



Proactive maintenance – for example: o Plant rooms tours o Critical plant inspections o Monitoring (e.g. compliance and energy efficiency) o Planned inspections of buildings (i.e. structure and fabric, finishes and FF&E etc)



Unallocated activities – for example: o Travelling times / transport to site o On site access and working constraints o Escorting duties (visitors, sub contracted staff etc) o Client meetings and site administration o Stores / stock management o Site documentation and record keeping o Others as applicable (i.e. project / contract specific requirements)



Employer management activity and procedures (user definable, as applicable)

3.13.17 Customisation of maintenance standards can often be used to control the costs to suit various wider estate strategies and footprint rationalisation programmes. Alternative maintenance regimes may be created and used to apply to different types of buildings or functional types, across a portfolio of assets. Then the maintenance service levels should to be costed by functional types.

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3.14 Formats, structure and content of asset specific cost planning for the renewals (R) works 3.14.1 Life cycle repairs / replacement (renewals) works can be estimated from either capital cost plans, during the construction procurement, or from asset specific maintenance data (i.e. asset maintenance registers and condition / remaining life surveys). The level of information available and resultant methodology to estimate the life cycle renewals cost is different for each scenario, however both should be prepared in accordance with the preparation rules defined in clause 1.9. Life cycle major repairs /replacement (renewal) works - during the construction procurement; 3.14.2 The Life cycle repairs and replacement costs, during the construction procurement process, can be derived from the capital building works elemental cost plan. The life cycle replacement costs are normally built-up from first principles using the following information contained in a typical elemental construction cost plan, namely: o o o

Description of the elements, sub-elements and components Quantity and unit of measurement of the elements, sub-elements and components Capital cost rate of the elements, sub-elements and components

3.14.3 To generate the renewal forecast cost per replacement event the capital building works unit cost rates needs to be adjusted to reflect the renewal costs for each of the items, by applying agreeing the replacement cycles (i.e. reference service life); agreeing an uplift factor (%) and then quantity of replacement (%), which can then be used to calculate a cost per replacement event. For example:

Window with a capital cost of £500 each (i.e. element unit rate).

(a)

Replacement cycles

- Window 20 years - Ironmongery 5 years

b)

Uplift factor for renewal %

- Window 15% on build costs for refit price - ironmongery 25% on build costs for refit price

c)

Quantity of replacement % - e.g. 80% of windows (Note: 20 year life expectancy)

Window Cost per replacement event = a) £500 x b) +15% x c) 80% = £460 /event (for 20 year life item) Ironmongery Cost per replacement event = a) £500 x b) + 25% x c) 20% = £125 /event (for 5 year life item) 3.14.4. Replacement life frequencies need to be applied all to the relevant work component, quantities and costs, in order to then generate the related life cycle replace costs over the period of analysis. Note: Refer to item 3.15 for more detailed instructions on determining the asset life expectancy; applying uplift factors % and quantity of replacement % and replacement lifing frequencies. 3.14.5 Compiling all of the relevant replacement assets replace cost forecasts will create a first cut of the life cycle replacement cost plan for the period of analysis. Further review and analysis of the forecast is required, using various factoring and sensitivity analysis techniques, in order to cost check and validate the results. Refer to item 3.15 for details on factoring and sensitivity analysis. 3.14.6 In option appraisal may use the life cycle replace forecasts, or cash-flows of multiple replace forecast cost plans, in order to compare the results – with or without a base case comparator. Life cycle repairs and replacement works - during the ‘in use’ stages (i.e. post construction) 3.14.7 Life cycle renewal cost plans during the in-use phase are fundamentally different to the method used during construction work stages. The cost plan will be based on asset register information, as construction as built cost plan records are unlikely to be available and are generally inaccurate as the facility may have had alterations and adaptations since it was built. Before using any

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existing assets maintenance register they must be verified, as it may not have been kept fully up to date. Refer to clause 3.14 to 3.17 for more detailed rules of measurement for in use cost plans 3.14.8. Should the project stakeholders require a replacement plan for a longer period of analysis beyond the next 3 to 5 years, then typical condition surveys will normally only have short term views on identified repairs and replacement based on asset condition and remaining life assessments. Therefore the scope of the condition survey will need to be widened to include all relevant replace items (from applicable 4R and 5R list in part 3) include asset quantification for all assets in scope.

3.15 Information requirements for costing the renewal works 3.15.1 The life cycle replacement of assets and their major component parts is intrinsically linked with the life expectancy resulting from the built environment that contains them. Hence the primary source of information and data sources is from the construction works and functional performance standards peculiar to the constructed asset and the functional usage of the built environment. 3.15.2 There are various industry sources of reference service life of components for common building components based on testing laboratories and specific advice from manufacturers, trade associations and research organisations, particularly the Building Research Establishment. There is less information available about the general performance of materials and components in buildings in use. BCIS – Life expectancy of building components 3.15.3 Information requirements are listed in Appendix E1/ E2 – of which the minimum level required is: Applicable asset register in scope – i.e. the 4R & 5R renewal list (refer to tables in part 3) Condition surveys findings – identified actions required (major repairs and replacements) Remaining life assessments – from condition assessments or failure mode analysis Next intervention points – frequency and next date of repair and replacements by assets Lifing factors to be considered – to adjust extent, timing works and associated cost rates

o o o o o

3.15.4 This document provides an initial reference point for life expectancy information for inputs into:        

Life cycle costing at the feasibility stage of a project Determining approximate component replacement intervals at outline design stage Considering the life expectancy of specific designs (as part of an option study) Value engineering workshops Assessing remaining life in stock condition surveys Risk analysis of failure and life expectancy Analysing the causes of deterioration of building components Benchmarking the performance of buildings and components in use Typical Life Expectancy

35

Softwood Windows

30

25 Frequency

Mean Median Mode Sample

20

15

36 30 26 to 30 74

10

5

10 0+

10 0

95

to 96

90

to 91

85 to

to 86

80 81

75 to

to 76

66

71

65

to

60 to

to 61

55 56

50

to 51

45

to

to 41

46

40

35

to 36

30 to

to 31

25 26

20 to

to

to 21

15 16

10 11

6

to

5 to 0

70

0

Life expectancy (years)

Source – BCIS: Life Expectancy of Building Components (2nd revised edition 2006)

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3.15.5. The level of reference service life planning information data needed to produce a life cycle renewal cost estimate will vary depending on the purpose, use of the LCC output, scope of costs and the stage in the project. Refer to items 3.16 and 3.17 for detailed instructions. 3.15.6 For replacement elemental costs plans the reference service lives and expectancies for the asset components can be derived from the following industry available sources: (1) (2) (3)

(4) (5) (6)

Manufacturers and Trade association Testing houses and Certification Bodies, such as Building Research Establishment (BRE) Published sources – such as BCIS Life Expectancy of Building Components 2006 CIBSE Guide M - Maintenance engineering and management 2008 HAPM, Building Life Plans - Component Life Manuals Research Organisations such as CIRIA, TRADA Specialist consultants Clients practice and in house records

Note - All reference service lives should be factored in accordance with the proposed use, environment and level of maintenance for the project.

Determining the asset and component life expectancy; key factors to consider 3.15.7 In order to identify the appropriate asset/ component life expectancy the quantity surveyors/ cost managers need to make an assessment of the expected life of an asset, or its constituent parts thereof. Note – Important to first understand the distinction regarding what is difference between ‘design life’ and ‘service life’. ISO 15686 Part 1 defines the terms as follows: Service life;- period of time after installation during which a building or its part meets or exceeds the functional performance requirements. Design life; intended service life, or expected service life, or service life included by the designer. 3.15.8 In practice the term ‘lifing of assets’ when applied to a constructed asset can be defined in a number of ways depending on the interests and objectives of the user. Lifing factors to consider: Physical life (from construction to demolition or replacement). Every asset has a predicted length of life at the end of which a physical collapse is possible. However most assets never reach that point and are demolished or replaced beforehand, generally due to economic obsolescence. Note the physical life corresponds to the ISO 15686 part1 definition of service life. Economic life (from construction to economic obsolescence). Economic obsolescence happens when a further use of an asset is no longer the most economic solution among alternatives. Functional life (from construction to the point when the asset ceases to function for its intended purpose). An asset reaches the end of functional life when it can no longer function for the purpose for which it was intended. Technological life (from construction to the point when the asset is technologically obsolete). End of technologically life occurs when an asset, typically a system or component, is no longer technologically equal to or better than available alternatives Social/legal life (from construction to the point when replacement is required for social or regulatory reasons). An asset reaches the end of its social or legal life when requirements other than economic dictate replacement or change, e.g. health and safety or legislative issues. Contractual / duration of interest life (for any period of time during the duration the physical life of an asset). This period of analysis covers the length of a contract for a particular service. Arbitrary life (length of time e.g. 25, 30, 50 years), assumed due to national practice, local best practices, clients stipulation etc

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3.15.9 Factors affecting life expectancy – BS 7543; 1992 – Guide to Durability of Buildings and Building Elements, Components and Materials (BSI 2003) states that the basic causes of deterioration in buildings are due to the action of weathering, biological infestation, stress, chemical interactions, physical interactions and normal use. The standard also states that deterioration will be accelerated by:       

Poor design/ detailing Inappropriate selection of material or component for intended use Quality of material or component used Adverse onsite storage and handling Poor workmanship Inadequate maintenance Inappropriate use

3.15.10 These factors all result from human endeavours and therefore do not lend themselves to accurate prediction. This is the key problem associated with determining component and material life expectancy. 3.15.11 Industry recognised sources for reference services lives, provide indicative lives only and should be used with caution as they assume that appropriate maintenance will be undertaken. In addition to the impact of the environment as described above, it states that the hours of occupation and hours run should be taken into consideration. All factorings applied should be recorded as part of the assumptions. 3.16.12 Location factors can be applied however this needs to be with caution as the life cycle replacement costs are derived from the construction costs, which will already have the location factor applied. Location factors for local resource to carry out the replacement works may however, differ from the factors applied by the construction provider.

3.16 Measurement rules asset-specific cost plans for repairs/ replacement works (renewals -R); generated from capital building works cost plans 3.16.1 Formal cost plan 4 is an ‘asset-specific cost plan’, which can be used to aid the procurement and cost management of a renewal works programme (whatever the length of programme). Because it is asset-specific, the (renewal) works required to elements, components and sub-components of the assets incorporated in the building or facility are to be measured in detail. 3.16.2 The measurement process for ‘asset-specific cost plans’ generated from a capital building works cost plan is as follows: (a)

Determine components and sub-components of assets to be replaced during building life: (i)

Using Calculation Template with worked example, as Template R1 (Template for costing the life cycle repairs/replacement (renewals), to record data for cost plan.

(ii)

Capital building works information (columns 1 to 5 inclusive): Insert element, component and sub-component descriptions, together with the quantity, unit of measurement, unit rate and total cost in columns 1 to 5 of Template R1.

(iii)

Work Item (A – column 6): For each component and/or sub-component, identify, describe and insert the replacement work required (e.g. take up existing vinyl sheet floor covering and renew with same).

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Template R1: Calculation template for generating the renewal works cost Worked example (floor finishes) generated from a construction cost plan. Refer to item 3.16 for rules of measurement for the quantification and costing of life cycle replacement forecast schedules of works – from a capital cost plan

FLOOR FINISHES Example Base dates

Construction cost plan base date

2Q11

Capital Cost Plan Element / Component

Quantity

Unit of Measure

Reporting maintenance cost base date

2Q11

Period

Repair & Replacement Cost Plan Construct Unit Rate

Total

Work Item (Action Required)

CUR

Event Cycle Scale of Unit of Replace Quantity CUR Uplift Replacement Measure Unit Rate %

FLOOR FINISHES

Lifing (RSL)

Lifing Factored 1st Intervention / Factor Life Remaining Life

Cost per Event

%

FLOOR FINISHES

Vinyl sheet: non-slip

82

m2

£30.60

£2,509.20 Replace vinyl sheet: non-slip

100%

82

m2

50%

£45.90 10 yrs

1.00

10 yrs

10 yrs

£3,764

Vinyl sheet: standard

133

m2

£21.00

£2,793.00 Replace vinyl sheet: standard

80%

106

m2

50%

£25.20 10 yrs

1.00

10 yrs

10 yrs

£2,681

Replacement allowance for premature failure

20%

27

m2

50%

£25.20 10 yrs

0.50

5 yrs

5 yrs

£670

Replace floor finishes: lift existing and lay new fitted carpet - heavy duty

100%

1,073

m2

20%

£45.00 10 yrs

1.00

10 yrs

10 yrs

£48,285

100%

816

m

50%

£19.50 50 yrs

1.00

50 yrs

50 yrs

£15,912

100%

816

m

n/a**

£5.00

6 yrs

1.00

6 yrs

6 yrs

£4,080

100%

1

nr

n/a**

£72.17

10 yrs

0.80

8 yrs

8 yrs

£72

100%

1

nr

n/a**

£106.63

20 yrs

0.80

16 yrs

16 yrs

£107

D

E

calculated

F

Carpeting: heavy duty / general areas

1,073

m2

£37.50

£40,237.50

Skirting: softwood, painted

816

m

£13.00

£10,608.00 Replace softwood skirting Decorate skirtings: reapply gloss paint

Matwells; metal framed

1

nr

£149.00

£149.00 Replace matting Replace matwell frame

Prior to undertaking the following steps, ensure the preparation rules in establishing the brief/specific inputs, as outlined in 2.4, has been followed.

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A

B

calculated NRM 3

C

calculated substituted rate

calculated

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Template R2: Calculation template for generating the renewal work costs Worked example (windows/doors) generated from construction cost plan WINDOW & DOORS Example Base dates

Construction cost plan base date

2Q11

Capital Cost Plan Element / Component

Quantity

Unit of Measure

Reporting maintenance cost base date

EXTERNAL DOORS External Doors; Double; 1 hr fire rated

Double doors to main entrance

Main entrance door arrangement

1,181

nr

Construct Unit Rate

Total

Work Item (Action Required)

£400.00

20

1

nr

nr

nr

£500.00

£300.00

£7,500.00

Scale of Unit of Uplift on Replace Quantity Replacement Measure CUR Unit Rate

£10,608.00

£10,608.00

Lifing (RSL)

Lifing Factor

Factored 1st Intervention / Life Remaining Life

Cost per Event

%

100%

1,181

nr

10%

£440.00

40 yrs

0.71

28 yrs

28 yrs

£519,640

15%

177

nr

10%

£66.00

16 yrs

1.00

16 yrs

16 yrs

£11,692

80%

110

nr

10%

£440.00

40 yrs

1.00

40 yrs

40 yrs

£48,576

Replace ironmongery

15%

21

nr

10%

£82.50

20 yrs

1.00

20 yrs

20 yrs

£1,708

Replace seals

5%

7

nr

10%

£27.50

20 yrs

1.00

20 yrs

20 yrs

£190

Replace double doors to main entrance

80%

16

nr

10%

£264.00

20 yrs

1.00

20 yrs

20 yrs

£4,224

Replace ironmongery

15%

3

nr

10%

£49.50

20 yrs

1.00

20 yrs

20 yrs

£149

Replace seals

5%

1

nr

10%

£16.50

20 yrs

1.00

20 yrs

20 yrs

£17

Replace main entrance door arrangement

80%

1

nr

10%

£6,600.00

20 yrs

1.00

20 yrs

20 yrs

£5,280

Replace door controls

20%

1

nr

10%

£1,650.00

20 yrs

1.00

20 yrs

20 yrs

£1,650

D

E

calculated

F

EXTERNAL DOORS £10,608.00 Replace external doors; double; 1 hr fire rated

Prior to undertaking the following steps, ensure the preparation rules in establishing the brief/specific inputs, as outlined in 2.4, has been followed.

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Event Cycle

% EXTERNAL WINDOWS £10,608.00 Place aluminium; polyester powder coated; double glazed units Replace ironmongery

138

Period

Repair & Replacement Cost Plan

CUR EXTERNAL WINDOWS Aluminium; polyester powder coated; double glazed units

2Q11

A

B

calculated NRM 3

C

calculated substituted rate

calculated

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(b)

Determine the extent and cost components and sub-components of assets to be replaced: (i)

Using Calculation Template with worked example, (Template R1 for costing the life cycle repairs/replacement – renewals works), to record data for cost plan.

(ii)

Scale of replacement (B – column 7): Determine and insert the extent of the component or sub-component to be replaced. The quantity is to be expressed as a percentage of the component or sub-component to be repaired or replaced (up to but not exceeding 100%). Notwithstanding this, the percentage of the component or sub-component at each interval might not be the same. For example the first interval may require a 30% replacement activity, whereas the second interval may trigger a 100% replacement activity.

(iii)

Quantity and unit of measure (columns 8 and 9): Insert the actual quantity to be replaced and the unit of measure. The quantity is calculated by multiplying the quantity from the capital building works cost plan by the scale of replacement.

(iv)

Uplift and unit rate for replacement works (C) - columns 10 and 11: This is the required increase to the unit rate in the capital building works cost plan (i.e. for new works) for replacement works. This uplift is sometimes referred to as a ‘re-fit uplift’. The uplift allows for such items as removal/stripping out, disposal, redesign work, making good, access requirements (including access scaffolding), management on costs and allowances for out of normal hours working. The unit rate in the capital building works cost plan is uplifted by the uplift to give the unit rate for maintenance works.

(v)

Lifing (Reference service life (RSL) – (D – column 12): This is the frequency at which the repair or replacement activity will occur after the first year of action. This is measured in years. Reference service life is the expected service life of an asset.

(vi)

Lifing Factor (E – column 13): This is the adjustment that is applied to take into account factors that affect the frequency of repair or replacement such as hours run, material quality, environment, usage and location etc. This can be expressed either as a percentage or fraction of the replacement frequency.

(vii)

Factored life (column 14): This is calculated by multiplying the Reference Service Life (RSL – column 12) by the Lifing Factor (column 13).

(viii)

First intervention point/remaining life (F – column 15): This is the first year that the repair or replacement activity for a component or sub-component of an asset will occur. This year of action will be derived either by applying service life information to the capital building works cost plan or from remaining life data from the condition survey.

(ix)

Cost per event (column 16): This is the total cost, at current price levels, of replacing components and sub-components at each occasion. It is calculated by TO DO INSERT CALCULATION & FORMULA

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3.17 Measurement rules asset-specific cost plans for repairs/ replacement works (renewal (R)) – generated from asset registers, physical condition surveys and other data 3.17.1 Cost plans for renewal works generated from condition survey reports will be ‘asset-specific cost plans. The measurement process for ‘asset-specific cost plans’ generated from condition survey (or technical inspection) reports are as follows: (1)

(2)

Determine components and sub-components of assets to be replaced during building life: (a)

Using the Calculation Template with worked example, as Template R2 below (Template for costing the life cycle repairs/replacement), to record data for the cost plan.

(b)

Work Item (A - column 1): Identify and insert a description of the repair or replacement works required.

Determine the cost components and sub-components of assets to be replaced: (a)

Using the Calculation Template with worked examples as Template R2 (Template for costing the life cycle repairs/replacement), to record data for cost plan.

(b)

Quantity and unit of measure (B - columns 2 and 3): Where the repair or replacement works have been quantified in the condition survey reports, the quantities can be directly inserted. Where not included in the condition survey report, the quantity surveyor/cost manager will be required to ascertain the quantity from record drawings or physically measure the works on-site (column 3). The unit of measurement is inserted in column 3. The unit of measurement is to be in accordance the tabulated rules of measurement at Part 4 (Tabulated rules of measurement for cost planning of maintenance works).

(c)

Replace unit rate (C – column 4): - This is the unit rate, at current price levels, applicable to the component or sub-component to be repaired or replaced. The unit rate is to include the cost of all materials and labour, appropriately adjusted for local and regional variations, and access /other considerations.

(d)

Lifing (Reference service life (RSL) – D – column 5): This is the frequency at which the repair or replacement activity will occur after the first year of action. This is measured in years. Reference service life is the expected service life of an asset. RSL of windows from published source Reference service Factors life assumptions

Project conditions

Factors

Quality of components

Average

High quality spec

Design level

not known

average

1

Work standard

good practice

good practice

1

Indoor environment

not relevant

not relevant

Exterior environment

Uk average

west coast scotland

In-use conditions

external envelope

external envelope

Maintenance level

regular cleaning

no cleaning

Overall factor Reference service life years

1

1.1

1 0.8 1 0.8 0.704

project life 25 years

18

Table 3.10. Example of a reference service life; Factoring table for windows.

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Template R2 – Calculation worked example of a life cycle renewal cost plan from an asset specific register and condition/ remaining life survey Refer to item 3.17 for rules of measurement for the quantification and costing of life cycle replacement forecast schedules of works. Illustrative costs only

FLOOR FINISHES Example Base dates

Asset condition survey cost base date

Repair & Replacement Cost Plan Work Item (Action Required)

2Q11

Reporting maintenance cost base date

2Q11

Period of analysis

10 years

Event Cycle Quantity

Replace floor finishes: lift existing and lay 82 new non-slip vinyl sheet Replace floor finishes: lift existing and lay 106 new standard vinyl sheet Repair floor finishes: lift existing and lay new 27 standard vinyl sheet Replace floor finishes: lift existing and lay 1,073 new fitted carpet - heavy duty

Unit of Replace Lifing Measure Unit Rate (RSL)

Repair & Replacement Cash Flow

Lifing Factored 1st Intervention / Factor Life Remaining Life

Cost per Event

1

2

3

4

5

6

7

m2

£45.90 10 yrs

1.00

10 yrs

7 yrs

£3,764

£3,764

m2

£25.20 10 yrs

1.00

10 yrs

7 yrs

£2,671

£2,671

m2

£25.20 10 yrs

0.50

5 yrs

1 yrs

£680

m2

£45.00 10 yrs

1.00

10 yrs

3 yrs

£48,285

Replace softwood skirting

816

m

£19.50 50 yrs

1.00

50 yrs

47 yrs

£15,912

Decorate skirtings: reapply gloss paint

816

m

£5.00 6 yrs

1.00

6 yrs

3 yrs

£4,080

Replace matting

1

nr

£72.17 10 yrs

0.80

8 yrs

2 yrs

£72

Replace matwell frame

1

nr

£106.63 20 yrs

0.80

16 yrs

12 yrs

£107

A

B

Note

E

calculated

F

£680

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D

9

10

Total 1-10 £3,764 £2,671

£680

£1,361

£48,285

£48,285 £0

£4,080

£4,080

£72

£680 C

8

£72

£8,160 £72

£52,365

£0

£0

£680

£6,435

£0

£4,080

£72

£144 £0 £64,385

calculated

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WINDOW & DOORS Example Base dates

Asset condition survey cost base date

Repair & Replacement Cost Plan Work Item (Action Required) EXTERNAL WINDOWS Place aluminium; polyester powder coated; double glazed units

2Q11

Reporting maintenance cost base date

2Q11

Period of analysis

20 years

Event Cycle Quantity

Unit of Replace Lifing Measure Unit Rate (RSL)

Repair & Replacement Cash Flow

Lifing Factored 1st Intervention / Factor Life Remaining Life

Cost per Event

1-11

12

13

14

15

16

17

18

nr

£440.00 40 yrs

0.71

28 yrs

25 yrs

£519,640

177

nr

£66.00 16 yrs

1.00

16 yrs

13 yrs

£11,692

110

nr

£440.00 40 yrs

1.00

40 yrs

37 yrs

£48,576

Replace ironmongery

21

nr

£82.50 20 yrs

1.00

20 yrs

17 yrs

£1,708

£1,708

Replace seals

7

nr

£27.50 20 yrs

1.00

20 yrs

17 yrs

£190

£190

Replace double doors to main entrance

16

nr

£264.00 20 yrs

1.00

20 yrs

17 yrs

£4,224

£4,224

Replace ironmongery

3

nr

£49.50 20 yrs

1.00

20 yrs

17 yrs

£149

£149

Replace seals

1

nr

£16.50 20 yrs

1.00

20 yrs

17 yrs

£17

£17

Replace main entrance door arrangement

1

nr

£6,600.00 20 yrs

1.00

20 yrs

17 yrs

£5,280

£5,280

Replace door controls

1

nr

£1,650.00 20 yrs

1.00

20 yrs

17 yrs

£1,650

£1,650

A

B

Note

E

calculated

F

EXTERNAL DOORS Replace external doors; double; 1 hr fire rated

20

Total 1-20 £0 £0

1,181

Replace ironmongery

19

£0 £11,692

£48,576

£48,576

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C

D

£11,692 £0 £48,576

£0

£11,692

£0

£0

£0

£13,217

£1,708 £190 £4,224 £149 £17 £5,280

£0

£0

£0

£1,650 £73,484

calculated

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(e)

Lifing Factor (E – column 6): This is the adjustment that is applied to take into account factors that affect the frequency of repair or replacement such as hours run, material quality, environment, usage and location etc. This can be expressed either as a percentage or fraction of the replacement frequency.

(f)

Factored life (column 7): This is calculated by multiplying the Dereference Service Life (RSL – column 5) by the Lifing Factor (column 6).

(g)

First intervention point/remaining life (F – column 7): This is the first year that the repair or replacement activity for a component or sub-component of an asset will occur. This year of action will be derived either by applying service life information to the capital building works cost plan or from remaining life data from the condition survey.

(h)

Cost per event (column 8): This is the total cost, at current price levels, of replacing components and sub-components at each occasion. It is calculated by STILL TO DO - INCLUDE FORMULA AND CALCULATION

(i)

Repair and replacement cash flow forecast (columns 9 to 19): This will be generated off of the cost per event and factored life (in years) as shown on the template in appendix H2.

(j)

Life cycle cost plan: An example of how the floor finishes repair and replacement forecast costs have been pulled through into the combined elemental cost plan is shown on the Calculation worked example of a life cycle renewal cost plan, as Template R3 – generated from elemental cost plans in Templates R1 or R2.. Note: The life cycle repair /replacement cost plan in Template R3 includes a cumulative cost per annum and also provides an example of using Net present value cost per annum (optional) on the following page.

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Template R3: Calculation worked example of a life cycle renewal cost plan - generating from elements (R1/R2), including NPV/annualised cost Refer to item 3.16 and 3.17 for rules of measurement for the quantification and costing of life cycle replacement forecast schedules of works. LIFE CYCLE REPAIR / REPLACEMENT CASH FLOW Period of analysis - EXAMPLE shown over 10 years 1 0

GROUP ELEMENTS (level 1 and 2 codes) Facilitating Works

1

Substructure

2 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

Superstructure Frame Upper Floors Roof Stairs and Ramps External Walls Windows and External Doors Internal Walls and Partitions Internal Doors

3 3.1 3.2 3.3

Internal Finishes Wall Finishes Floor Finishes Ceiling Finishes

4

Fittings, Furnishings and Equipment

5 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 5.12 5.13 5.14

Services   Sanitary Installations Services Equipment Disposal Installations Water Installations Heat Source Space Heating and Air Conditioning Ventilation Electrical Installations Fuel Installations / Systems Lift and Conveyor Installations / Systems Fire and Lightning Protection Communication, Security and Control Systems Special Installations / Systems Builder’s Work in Connection with Services

6

Complete Buildings and Building Units

7

Work to Existing Buildings

5

4

7

6

Subtotal

-

-

-

Subtotal

-

-

-

-

1,650 439 2,089

-

Subtotal

851 851 -

72 72 -

52,365 52,365 -

-

19,950 19,950 -

Subtotal

-

-

-

-

Subtotal

-

-

-

Subtotal

-

-

-

-

-

40,000 43 25,000 65,043

Subtotal

Subtotal

8

3

2 -

External Works Total Base Maintenance Works Cost Estimate Other Costs (in scope) Management / admin costs Overheads and profit @ 5% Project costs/ consultant fees Employer definable costs Subtotal Cost Limit (exclduing risks and inflation/VAT) Risks / Inflation estimate Risk allowance Inflation Other considerations Total cost of risks and inflation / other TOTAL LIFE CYCLE REPLACEMENT COST LIMITS Cumulative total NPV of Total LC Replace Cost (3.5% Discount factor)

RICS NEW RULES OF MEASUREMENT

-

-

9

8 -

TOTAL

10 -

-

-

-

2,830 1,414 6,968 11,212

-

-

1,650 439 2,089

2,830 4,714 878 6,968 15,390

-

7,103 7,103 -

17,532 30,616 48,148 -

4,080 4,080 -

19,950 19,950 -

57,432 64,470 30,616 152,518 -

4,940 4,940

6,587 6,587

9,880 9,880

209 573 2,534 2,447 10,380 16,143

279 764 3,379 3,262 1,700 9,998 19,381

418 1,146 5,465 18,524 2,266 7,587 19,313 54,719

906 2,482 11,378 24,234 3,966 49,371 19,313 111,650

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

37

50

18,242

18,329

40,000 4 25,000 65,004

40,000 2,618 25,000 67,618

40,000 25,000 65,000

40,000 1,349 25,000 66,349

40,000 329 25,000 25,000 90,329

40,000 1,410 25,000 66,410

40,000 3,216 25,000 68,216

40,000 1,176 25,000 66,176

40,000 4,750 25,000 25,000 94,750

400,000 14,894 250,000 50,000 714,894

30,000 10,000 5,000 45,000

30,000 10,000 5,000 45,000

30,000 10,000 5,000 45,000

30,000 10,000 5,000 45,000

30,000 10,000 5,000 45,000

30,000 10,000 5,000 45,000

30,000 10,000 5,000 45,000

30,000 10,000 5,000 45,000

30,000 10,000 5,000 45,000

30,000 10,000 5,000 45,000

300,000 100,000 50,000 450,000

110,893 110,893 107,143

110,076 220,969 102,757

164,983 385,952 148,805

110,000 495,952 95,859

138,328 634,280 116,468

141,916 776,196 115,449

139,604 915,800 109,728

177,545 1,093,345 134,829

134,687 1,228,032 98,824

234,751 1,462,782 166,419

1,462,782 1,196,281

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3.18 Measurement rules for maintenance contractor’s management and administration costs 3.18.1 Maintenance contractor’s management and administration cost estimates are a cost significant element in most maintenance works contracts. The cost checking of maintenance contractor’s management and administration charges is an iterative process which is repeated at each for each formal cost plan. 3.18.2 The methods of estimating the cost of the management and administration cost estimate will vary according to the RIBA Work Stage or OGC Gateway reached. To begin with, for Formal Cost Plan 1 (prepared for RIBA Work Stage C: Concept or OGC Gateway 1: Business Justification), the estimated cost of maintenance contractor’s management and administration charges will be based on a percentage addition derived from a properly considered assessment of cost analyses of previous similar maintenance contracts. However, as more information becomes available a more detailed approach to cost checking the cost target for maintenance contractor’s management and administration costs is to be taken. 3.18.3 When preparing Formal Cost Plans 2 and 3 (i.e. at RIBA Work Stages D, E, and F or at OGC Gateways 3A and 3B), to ensure that the previous cost target is sufficient, it is essential that thorough cost checks are carried out on cost significant items of maintenance contractor’s management and administration costs. To facilitate the cost checking process, it is recommended that the checklist of maintenance contractor’s management and administration charges included in these rules of measurement be used as an aide memoire. (Refer to Part 4:Tabulated rules of measurement for elemental cost planning; table 9. Also refer to part 2, clause 2.7 of these rules). 3.18.4 Where the estimated cost of maintenance contractor’s management and administration charges, or any part of the maintenance contractor’s management and administration charges, is to be based on a percentage addition, the estimated cost is to be calculated by applying the selected percentage addition for maintenance contractor’s management and administration charges to the cost of the building works estimate. The equation for calculating the total estimated cost of maintenance contractor’s management and administration charges is therefore: (a)

For annualised maintenance (M) works: c1 =

m x p1

m=

maintenance works estimate (i.e. total estimated cost of maintenance works) percentage for maintenance contractor’s management and administration costs maintenance contractor’s management and administration cost estimate (i.e. total estimated cost of maintenance contractor’s management and administration costs)

where: p1 = c1 =

(b)

For periodic renewal (R) works: c2 =

r xp2

r = p2 =

renewal works estimate (i.e. total estimated cost of forward renewal works) percentage for maintenance contractor’s management and administration costs maintenance contractor’s management and administration cost estimate (i.e. total estimated cost of maintenance contractor’s management and administration costs)

where:

c2 =

3.18.5 Alternatively, the estimated cost of all or part of the maintenance contractor’s management and administration charges for either or both maintenance (M) works and forward renewal (R) works can be assessed as a lump sum.

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3.18.6 The maintenance contractor’s management and administration charges estimate is added to the annualised maintenance works estimate or periodic renewal works estimate as appropriate. 3.18.7 Allowance for subcontractors’ management and administration charges is to be made in the unit rates applied to measured quantities. 3.18.8 It is recommended that the allowance for maintenance contractor’s management and administration charges be treated as a separate cost targets.

3.19 Measurement rules for maintenance contractor’s overheads and profit 3.19.1 When preparing a cost estimate for maintenance contractor’s overheads and profit, can be either combined as a single cost centre or treated as two separate cost centres (i.e. one being maintenance contractor’s overheads and the other maintenance contractor’s profit). Maintenance contractor’s overheads and profit are to be based on a percentage addition. The estimated cost of any maintenance contractor’s overheads and profit is to be calculated by applying the selected percentage addition for overheads and profit to the combined total cost of the maintenance works estimate and the maintenance contractor’s maintenance and administration estimate. 3.19.2 Where maintenance contractor’s overheads and profit are to be combined as a single cost centre, the equation for calculating the total estimated cost of maintenance contractor’s overheads and profit is: d = (a + b) x c Where: a = maintenance works estimate (i.e. total estimated cost of maintenance works) b = maintenance contractor’s overheads and profit estimate (i.e. total estimated cost of maintenance contractor’s overheads and profit) c = percentage for main contractor’s overheads and profit d = main contractor’s overheads and profit estimate (i.e. total estimated cost of maintenance contractor’s overheads and profit) 3.19.3 The percentage addition to be applied for combined maintenance contractor’s overheads and profit is to be derived from a properly considered assessment of maintenance contractor’s overheads and profit found on previous maintenance projects. 3.19.4 The maintenance contractor’s overheads and profit estimate is added to the combined total of the maintenance works estimate and the maintenance contractor’s management and administration estimate. This gives the works cost estimate. The equation for calculating the works cost estimate is therefore: d=a+b+c Where: a = maintenance works estimate b = maintenance contractor’s management and administration charges estimate c = maintenance contractor’s overheads and profit estimate d = maintenance works cost estimate 3.19.5 Where maintenance contractor’s overheads and profit are to be treated as two separate cost centres, the equations for calculating the total estimated cost of maintenance contractor’s overheads and profit are as follows: (a)

For maintenance contractor’s overheads: d Where: a

= (a + b) x c = maintenance works estimate (i.e. total estimated cost of maintenance works)

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b c d (a)

= maintenance contractor’s management and administration charges estimate (i.e. total estimated cost of maintenance contractor’s management and administration charges) = percentage for maintenance contractor’s overheads = maintenance contractor’s overheads estimate (i.e. total estimated cost of maintenance contractor’s overheads)

For maintenance contractor’s profit: d Where: a b c d

= (a + b) x c = maintenance works estimate (i.e. total estimated cost of maintenance works) = maintenance contractor’s management and administration charges estimate (i.e. total estimated cost of maintenance contractor’s management and administration charges) = percentage for maintenance contractor’s profit = maintenance contractor’s overheads estimate (i.e. total estimated cost of maintenance contractor’s profit)

3.19.6 The percentages addition to be applied for maintenance contractor’s overheads and maintenance contractor’s profit are to be derived from a properly considered assessment of maintenance contractor’s overheads and profit found on previous maintenance works contracts. 3.19.7 The maintenance contractor’s overheads and maintenance contractor’s profit estimates are added to the combined total of the maintenance works estimate and the maintenance contractor’s management and administration charges estimate. This gives the works cost estimate. The equation for calculating the works cost estimate is therefore: e

= a+b+c+d

a b c d e

= = = = =

Where: maintenance works estimate maintenance contractor’s management and administration charges maintenance contractor’s overheads estimate maintenance contractor’s profit estimate annual maintenance (maintain) repairs and replacement (renewal) works estimates

3.19.8 It is recommended that the allowances for maintenance contractor’s overheads and profit be treated as either single cost target or separate cost targets.

3.20 Measurement rules for consultants’ fees and specialist works costs 3.20.1 Consultants’ fees and specialist work costs are associated with the employment of consultants, or specialist contractors, to advise and manage the procurement and implementation of maintenance works contracts, or execute specialist maintenance works (e.g. inspections / audits) 3.20.2 A list of typical consultants’ fees and specialist works costs is included in Part 4: Tabulated rules of measurement for elemental cost planning (group element 11). The tables are intended to be used by the quantity surveyor/cost manager to assist in the cost estimating and cost checking process. The lists are not meant to be definitive or exhaustive, but are merely a guide. 3.20.3 Consultants’ fees and specialist works costs are to be included in cost plans unless specifically excluded at the request of the employer. 3.20.3 Calculation of the consultants’ fees estimate is as follows: (1)

Estimates of consultants’ fees are to be based on a percentage addition.

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(2)

The estimated cost of consultants’ fees is to be calculated by applying the selected percentage addition for consultants’ fees to the works cost estimate (i.e. the combined total of the building works estimate, main contractor’s preliminaries and main contractor’s overheads and profit). The equation for calculating project/design team fees is therefore: c=axb Where: a = annual maintenance and periodic renewal works estimates b = percentage for consultants’ fees c = consultants’ fees estimate (i.e. total estimated cost of consultants’ fees)

(3)

The percentage addition to be applied for consultants’ fees is to be derived from a properly considered assessment of consultants’ fees on other similar previous maintenance projects.

(4)

Where actual consultants’ fees are known (e.g. for the consultant constructing the asset register), the actual fee is to be included in the cost plan. Any compensating adjustments are to be made to the applicable cost targets.

3.21 Measurement rules for other employer definable maintenance-related costs 3.21.1 Other employer definable maintenance-related costs are the costs that are not necessarily directly associated with the maintenance works costs or consultants’ fees, but form part of the total cost of maintenance to the employer (for example, insurances, statutory fees, fees in connection with party wall awards, decanting and relocation costs, move costs and any other project specific item identified by the parties (NB see employer definable maintenance works, in item 3.21 below). 3.21.2 Other maintenance-related costs are to be included in the cost plan, unless specifically excluded at the request of the employer. Other maintenance-related costs are to be added as lump sum allowances. Examples of other maintenance related costs are provided in Part 4; Tabulated rules of measurement for cost planning (Group element 12; Other maintenance related costs). These examples do not include a definitive or exhaustive list of items, but merely simply a guide 3.21.3 Other maintenance related costs are to be included in formal cost plans unless specifically excluded at the request of the employer. Other maintenance related costs are to be added as a lump sum allowance.. 3.21.4 The nature of other project related maintenance costs and the extent of the lump sum allowance to be included in the cost plan estimates are to be ascertained in conjunction with the employer. 3.21.5 The total estimated cost of other project related maintenance costs is added to the combined total of the maintenance works estimate and the agreed in scope other project related items of costs.

3.22 Measurement rules for risk 3.22.1 Risk allowances, based on the results of a formal risk analysis, are to be included in each formal cost plan. Risk allowances are to reflect the employer’s risk exposure. In setting the amount of the risk allowances, the possible consequences of the employer’s residual risk should be taken into account. The only satisfactory way to ensure that risk allowances provide for the risks to the project is to determine the size of the allowances from the results of risk analysis. Risk allowances are not to be standard percentages, but a properly considered assessment of the risk, taking account of the completeness of the design and other uncertainties. 3.22.2 The need to undertake a formal risk analysis to identify the employer’s risk exposure and to make considered risk allowances for risks is explained in section 3.22 (Measurement rules for risk) in Part 2: Measurement rules for order of cost estimating, later in this paragraph.

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3.22.3 Risk registers and risk estimates are to be reassessed at regular intervals throughout the various RIBA Work Stages and OGC Gateways to ensure that estimates, formal cost plans and cash flows realistically reflect the potential impact of any residual risks. 3.22.4 Successive assessments are to show decreasing risk due to reducing uncertainty as a consequence of the increasing definition of the project itself and decreasing uncertainty as a result of decisions which are made as the project progresses. However, it should be noted that risk does not always decrease. 3.22.5 It is recommended that risk allowances be treated as four separate cost targets, which are used to ‘top up’ other overspending cost targets as the project progresses. As an element overruns its cost target, a transfer is made from the appropriate risk allowance to allow for the increase. Similarly, if a cost target is likely to under run, the surplus is transferred into the appropriate risk allowance. The recommended cost targets are: (a) (b) (c) (d)

Design development risks; Maintenance specific risks; Employer change risks; and Employer other risks.

Note: See clause 2.11 (Risk allowances) in Part 2: Measurement rules for order of cost estimating for definitions of the above categories of risk allowance. Examples of risks are provided in Part 4; Tabulated rules or measurement for cost planning (Group element 13; risks checklist). These examples do not provide a definitive or exhaustive list of risk items, but are simply a guide. 3.22.6 Where any aspects of risk allowances for unplanned or unscheduled maintenance and/or renewal risks, emergency maintenance risks and employer risks are to be based on a percentage addition, the allowances are to be calculated by multiplying the base cost estimate by the selected percentage additions. The equations for calculating the risk allowances for unplanned or unscheduled maintenance and/or replacements risks, emergency maintenance risks and employer risks are therefore: for unscheduled maintenance and/or replacements risks: R1 = a x p1 for emergency maintenance risks: R2 = a x p2 for employer change risks: R3 = a x p3 for employer other risks: R4 = a x p4 where: a = p1 = p2 = p3 = p4 = R1 =

base cost estimate percentage risk allowance for unscheduled maintenance and/or renewal risks percentage risk allowance for emergency maintenance risks percentage risk allowance for employer change risks percentage risk allowance for employer other risks risk allowance estimate for unscheduled maintenance and/or renewal risks (i.e. total estimated cost of risk allowance for unscheduled maintenance works risks) R2 = risk allowance estimate for emergency maintenance risks (i.e. total estimated cost of risk allowance for emergency maintenance risks) R3 = risk allowance estimate for employer change risks (i.e. total estimated cost of risk allowance for employer change risks) R4 = risk allowance estimate for employer other risks (i.e. total estimated cost of risk allowance for employer other risks) 3.22.8 The equation for calculating the total risk allowance estimate is therefore: RA = R1 + R2 + R3 + R4 Where: R1 = risk allowance estimate for unscheduled maintenance risks R2 = risk allowance estimate for emergency maintenance risks R3 = risk allowance estimate for employer change risks R4 = risk allowance estimate for employer other risks RA = risk allowances estimate

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3.22.9 The risk allowance estimate is added to the combined total of the base cost estimate, project/design and maintenance team fee estimate and the other maintenance related costs estimate. This gives the proposed cost limit (excluding inflation). The equation for calculating the cost limit (excluding inflation) is therefore: CL = a + b Where: a = base cost estimate b = risk allowances estimate CL = cost limit (excluding inflation) 3.22.10 Other examples of typical commercial and regulatory risks to be considered include: Commercial considerations o o o o o o

Type of contract ( e.g. cost reimbursement v risk transfer – i.e. Comprehensive) Period of the contract Geographical coverage (versus the contractor’s normal area of operations) Contractual obligations (risk allocation; indemnities, insurances Staffing turnover Maintenance contractors commercial adjustment

Other considerations - as defined in item 3.28 includes taking into account of the following: o o o o

TUPE implications Disability Discrimination Acts 1995 and 2005 Regional variations (i.e. location adjustment factors) International working conventions – in country differences

3.23 Measurement rules for Inflation 3.23.1 The rules for measuring the potential effects of inflation for cost planning are the same as those of order of cost estimating. Refer to paragraph 2.12 (Measurement rules for Inflation) at Part 2 (Measurement rules for order of cost estimating) of these rules.

3.24 Tax allowances and other incentives 3.24.1 In the UK, tax legislation offers private commercial organisations tax relief by allowing expenditure upon certain assets to be depreciated, which is offset against the organisation’s taxable profits. 3.24.2 Tax relief is available on both capital and revenue expenditure. Capital costs receive this relief by way of capital allowances which are deductable items from the taxpayer’s taxation liability account. Maintenance costs are a charge on the profit and loss account, which again reduces the tax payable. 3.24.3 The significance of tax relief depends upon the amount of allowable expenditure. This varies considerably, being dependant upon the type and function of the asset, its design and sophistication (particularly in respect of services) and whether or not the building project is a new building or refurbishment. 3.24.4 The impact of tax relief on the life cycle cost plan lessens proportionately with the ratio of allowable expenditure to the total expenditure and timing of relief, which is dependant on the annual rate of taxation allowances. 3.24.5 The impact of tax relief should be sensitively tested at the earliest possible stage in the design development of the building project.

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3.24.6 In addition to taxation allowances and taxation relief, development and other types of grant might be available to the employer. 3.24.7 Taxation allowances, taxation relief and grants can provide valuable financial aid to an employer on certain types of building, as well as on maintenance and replacement programmes. However, due to the complexity of, and constantly changing, legislation, it is recommended that specialist advice is sought to maximise the availability and quantum of taxation allowances, taxation relief and grants. For that reason, unless specifically requested by the employer, it is recommended that allowances in connection with taxation allowances, taxation relief and grants be excluded from cost plans.

3.25 Value added tax (VAT) assessment 3.25.1 In the UK, capital allowances are given against the net capital cost to the taxpayer. Therefore, as VAT is part of that capital cost, employers will incur differing overall capital expenditure for the same item depending on whether they can or cannot recover, or recover only a portion of, the VAT. 3.25.2 Value added tax (VAT) in relation to capital building works, and maintenance and replacement works is a complex area. Therefore, it is recommended that VAT is excluded from cost plans. 3.25.3 It is recommended that specialist advice is sought on VAT matters to ensure that the correct rates are applied to the various aspects of the building maintenance works. Notwithstanding this, if required by the employer, provision for VAT assessment can be incorporated in the cost plan.

3.26 Other considerations 3.26.1 Other considerations include; (c) (d) (e)

service credits or ‘non’ performance rebates defects and warranty liabilities others – (i.e. asset depreciation/write downs – not covered as part of finance accounting)

3.26.3 Service credits or performance rebates – maybe applied during the execution of the maintenance works, which are often a contract condition, which entitle the employer to make deductions to payment for not performing some of the contracted maintenance services. It is recommended that any cost credits or rebates are excluded from the order of estimates and elemental cost planning. 3.26.4 Defects and warranty liabilities – DB/JM rules for costing maintenance defects and warranty period - to clarify who is responsible for defects /warranties – impact of inappropriate maintenance 3.26.5 It is recommended that specialist advice is sought on asset depreciation/ write downs matters.

3.27 Present value, inflation and discounting 3.27.1 The rules for dealing with present value, inflation and discounting for cost planning are the same as those of order of cost estimating. Refer to clause 2.16 (Present value, inflation and discounting) at Part 2 (Measurement rules for order of cost estimating) of these rules.

3.28 Reporting of maintenance estimates and cost plans 3.28.1 Costs are to be expressed as ‘cost/m2 of GIFA (gross internal area) per annum and in Functional unit cost/m2/p.a (e.g. cost per primary school). Refer to Appendix B for common functional types. 3.28.2 Where appropriate and/or required by an employer, costs may be expressed as cost/ft2 of GIFA, or cost per functional unit (or functional unit cost), as an alternative to, or in addition to, the cost/m2 of GIFA. The functional unit may be an employer defined unit. It is essential, therefore,

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that the functional unit is clearly identified when costs are expressed in this way. Refer to Appendix B for types of functional units 3.28.3 Items included in and excluded from the estimated cost are to be clearly communicated to the employer when reporting maintain and replace and/or the combined maintenance cost plans. 3.28.4 Typical items to be included in maintenance cost plan reports are as follows:              

project title; project description; status of cost plan; a statement of cost (including cost limit); details of the information and service standards on which the cost plan was prepared: a statement of the floor areas; the cost plan; basis of cost estimates (i.e. assumptions): estimate base date (i.e. to which inflation has been applied) reasons for changes to previous cost targets (explaining the transfers and adjustments that has taken place against the previous cost plan); estimated costs of and a request for decisions on any alternative proposals cash flow forecast, where appropriate; and inclusions and exclusions (i.e. a statement of what is included in and excluded from the order of cost estimate or elemental cost plans) others as relevant to maintain, replace and /or the total combined maintenance cost plans

Below is a table which summarises the level of cost reporting and analysis, during the RIBA work stages:

Level of Cost Reporting – Applications during each of the RIBA Work Stages Order of Estimate

RIBA Work Stages Construct

Maintain

Elemental Cost Plan Replace

Construct

Maintain

Asset Specific Cost Plan Replace

Construct

Maintain

Replace

Pre Construction New Build or Refurbishment Stage A - Appraisals

Whole Building or by Functional Unit Type

Stage B - Design Brief

Whole Building or by Functional Unit Type

Stage C - Concept

Elemental

Whole Building

Elemental

Stage D - Design development

Sub element

Whole building

Sub element

Stage E - Technical design

Sub element

Whole building

Sub element

Stage F,G,H - Tender Works

Maintainable asset level - as applicable in scope

Stage J and K - Construction

Maintainable asset level - as applicable in scope

Post Construction Stage L - Generated from Construction cost plan Capital cost plan (adjusted as built)

Whole Building or by Functional Type

Bills of quantities (adjusted as built)

Whole Building or by Functional Type

Asset specific register

Maintainable asset level - as applicable in scope

Building fabric/structure Building services Other maintainable assets Asset condition/RSL survey

Maintainable asset level - as applicable (in scope)

Building fabric/structure Building services Other maintainable assets

Note - Standard templates

Appendix F1

Appendix F2

Appendix 1

Appendix F3

Appendix F1

Appendix F4

Note - Refer to Appendix F2 and F3 which provides standard templates for cost reporting and analysis.

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3.29. Metrics used for analysis / benchmarking maintenance 3.29.1 Maintain and Life cycle renewal costs can be measured and reported in a variety of metrics, e.g. Whole building or elemental unit rates examples:   

Cost/m2/per annum of GIFA or NIA (as applicable) Functional unit cost – by function types (refer to Appendix B functional types) Cost per unit/year (for example per bed, per hotel room, per pupil, etc.)

System or element / asset or component examples   

£/kw/year (boilers) £/point/year (sanitary ware) £/lift

3.29.2 Derived cost indexation by expressing the ratios of the functional unit cost of maintenance (FMI) and functional condition (FCI), versus the capital reinstatement value (CRV), or rebuild costs. 3.29.3 If other forms of assessment data are used to identify the asset investment risks and liabilities then this can be expressed as a ‘function re-investment index (FRI), being the ratio of identified actions versus the RICS Reinstatement Costs, or rebuild costs. TO DO TEXT TO EXPLAIN the FMI and FMI and the use of RICS Depreciation Reinstatement Costs (guidance note).

Note – BS 8544 Guide for life cycle costing of maintenance works (currently in drafting) – provides more detailed guidance on how to apply functional maintenance and condition indexing for investment scenario modelling (i.e. how to assess the impact of funding or not funding renewal works) and for cost analysis and cost benchmarking purposes (.

3.30 Analysis, collection and storage of cost data 3.30.1 The RICS new rules of measurement for maintenance works can be used as a basis for measuring elemental or asset specific cost planning of maintain and replace works and also creating elemental unit rates (EUR) and elemental unit quantities (EUQ) for the purposes of preparing detailed cost analysis of the maintenance works. 3.30.2 The cost data generated by the asset specific cost planning can be retrieved, analysed and stored and reprocessed in various ways (e.g. as distinct rates, detailed elemental cost analyses, elemental unit rates (EUR), cost/m2 per annum of gross internal floor area, and/or functional unit rates) for use in order of estimating and elemental cost plans. It can also be used for benchmarking purposes. 3.31.3 Asset specific maintain and replace cost plans make available the best sources of real time cost data, which can be used by quantity surveyors/ cost managers to provide evidence based cost advice on the likely cost of future maintenance and life cycle repairs and replacement works. Moreover, they afford a complete cost model for the ‘maintain and replace’ and/or the combined total maintenance costs.

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Part 4: Tabulated rules of measurement of asset specific cost planning for maintenance works

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Part 4: Tabulated rules of measurement for asset specific cost planning for maintenance works 4.1 Introduction 4.1.1

Part 4 of the rules comprises the rules of measurement for asset specific cost planning of the maintain (M) and renewal (R) works. It explains the use of the tabulated rules and describes how to codifying asset specific cost elements. Advice is also given on how to reallocate costs form elements and sub elements to work packages where building maintenance works are to be procured through the use of work packages.

4.1.2

Maintenance works shall fully describe and accurately represent the quantity and quality of the works to be carried out. More detail than is required by these rules shall be given where necessary in order to define the precise nature and extent of the required work.

4.1.3

The rules of measurement for asset specific cost planning can also be used as a basis for measuring quantities for the application of maintain (M) works and life cycle renewal (R) works (i.e. integrating capital building works with the annualised maintenance works and periodic life cycle renewal works cost estimates and cost plans).

4.2 UK standardised maintenance cost data structure (integrating construct with maintain and renewal works) 4.2.1

Part 4 of this document includes an standardised cost data structure which links the RICS New rules of measurement: Order of cost estimating and elemental cost planning for capital building works, detailed ‘inclusions’ listing at the building works component level (or constructed assets) to the applicable ‘maintainable assets’ and to the assets applicable for service life planning life cycle repairs/ replacement (renewal) works – thereby creating a fully integrated and standardised construction and maintenance works cost breakdown data structure (i.e. construct with maintain and renewals – based on the level 3 ‘inclusions’ listing). See the logic and arrangement tables.

4.2.2

Where ever the detailed rules of measurement, and/or units of measurement, differ between the capital building works rules and the maintenance and life cycle replacement works rules, then this has been highlighted by exception in the Part 4 tabulated rules of measurement (Group elements 0 to 14)

4.3 Logic and arrangements for integrating the construct - C (level 1 to 3) to maintain (M) and renewals (R) work items 4.3.1

The table on the next page provides the reproduction of the logic and arrangements, as published in Appendix F (revised in 2nd edition) of the RICS new rules of measurement; order of cost estimates and cost planning for capital building works – and then links the logic to the relevant maintain (M) items and renewal (R) work items.

4.3.2

Unique abbreviation codes have been added to each of the group element and element items, for example; upper floors (UF) and ventilation systems (VS) and external drainage (ED) etc Column 4 - links the group element code to the maintain items, where applicable to maintenance Column 5 – links the group element code to the renewal items, where applicable to maintenance Note – The detail listing of the specific maintain and renewal items is provided in Part 4; Tabulated rules of measurement for asset specific cost planning (group element tables 0 to 8).

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4.3 Logic and arrangements for integrating construct (level 1 to 3 codes) to the maintain (4M) and renewal (4R) work items Revisions to the published NRM Part 1 elements are highlighted in italics

0

1

2

Note N/ A

Not applicable to maintenance and/or repairs & replacements - (i.e. is a Construction works item)

LEVEL 1 codes

LEVEL 2 codes

LEVEL 3 codes

Construct Group element

Construct Element

Construct Sub-element

Facilitating Works (FW)

Substructure (BFM)

Superstructure (BFM)

1

Toxic / Hazardous Material Removal (THW)

1

Toxic or hazardous material removal

2

Contaminated land

3

Eradication of plant growth

2

Major Demolition Works (DEM)

1

Demolition works

3

Specialist Ground works (SGR)

1

Site dewatering and pumping

2

Soil stabilisation measures

3

Ground gas venting measures

LEVEL 4M / 5M codes

LEVEL 4R/5R codes

Maintain items

Renewal items

N/A

THW items

N/A

N/A

THW items

THW items

N/A

DEM items

SGR items

SGR items

N/A

N/A

SGR items

SGR items

4

Temporary Diversion Works (TDW)

1

Temporary diversion works

N/A

TDW items

5

Extraordinary Site Investigation Works (ESI)

1

Archaeological investigation

N/A

ESI items

2

Reptile / wildlife mitigation measures

N/A

ESI items

3

Other extraordinary site investigation works

N/A

ESI items

1

Standard foundations

N/A

SUB items

2

Specialist foundation systems

N/A

SUB items

3

Lowest floor construction

N/A

SUB items

4

Basement excavation

N/A

N/A

5

Basement retaining walls

N/A

SUB items

1

Steel frames

N/A

FRA items

2

Space decks

N/A

FRA items

3

Concrete casings to steel frames

N/A

FRA items

4

Concrete frames

N/A

FRA items

5

Timber frames

N/A

FRA items

6

Other frame systems

N/A

FRA items

1

1

Substructure (SUB)

Frame (FRA)

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2

Superstructure (BFM) continued

2

3

4

5

6 7

3

Internal Finishes (BFM)

Upper Floors (UF)

Roof (ROO)

Stairs and Ramps (STR)

External Walls (EWAL)

Windows and External Doors (WIN & EDR) Internal Walls and Partitions (IWAL)

1

Floors

N/A

UF items

2

Balconies

UF list

UF items

3

Drainage to balconies

UF list

UF items

1

Roof structure

ROO items

ROO items

2

Roof coverings

ROO items

ROO items

3

Specialist roof systems

ROO items

ROO items

4

Roof drainage

ROO items

ROO items

5

Roof lights, skylights and openings

ROO items

ROO items

6

Roof features

ROO items

ROO items

1

Stair / Ramp structures

STR items

STR items

2

Stair / Ramp finishes

STR items

STR items

3

Stair / Ramp balustrades and handrails

STR items

STR items

4

Ladders / Chutes / Slides

STR items

STR items

1

External enclosing walls above ground floor level

EWAL items

EWAL items

2

External enclosing walls below ground level

EWAL items

EWAL items

3

Solar / Rain screening

EWAL items

EWAL items

4

External soffits

EWAL items

EWAL items

5

Subsidiary walls, balustrades, handrails, railings and proprietary balconies

EWAL items

EWAL items

6

Façade access / cleaning systems

EWAL items

EWAL items

1

External windows

WIN EDR items

WIN EDR items

2

External doors

WIN EDR items

WIN EDR items

1

Walls and partitions

IWAL items

IWAL items

2

Balustrades and handrails

IWAL items

IWAL items

3

Moveable room dividers

IWAL items

IWAL items

4

Cubicles

IWAL items

IWAL items

8

Internal Doors (IDR)

1

Internal doors

IDR items

IDR items

1

Wall Finishes (WF)

1

Finishes to walls

WF items

WF items

2

Floor Finishes (FF)

1

Finishes to floors

FF items

FF items

2

Raised access floors

FF items

FF items

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3

4

5

Internal Finishes (BFM) continued

Fittings, Furnishings and Equipment (FFE)

Services (BES)

3

1

1

Ceiling Finishes (CF)

Fittings, Furnishings and Equipment (FFE)

Sanitary Installations (SA)

1

Finishes to ceilings

CF items

CF items

2

False ceilings

CF items

CF items

3

Demountable suspended ceilings

CF items

CF items

1

General fittings, furnishings and equipment

FFE items

FFE items

2

Domestic kitchen fittings and equipment

FFE items

FFE items

3

Special purpose fittings, furnishings and equipment

FFE items

FFE items

4

Signs / Notices

FFE items

FFE items

5

Works of art

FFE items

FFE items

6

Equipment

FFE items

FFE items

7

Internal planting

FFE items

N/A

8

Bird and vermin control

FFE items

FFE items

1

Sanitary appliances

SA items

SA items

2

Sanitary ancillaries

SA items

SA items

3

Pods

N/A

N/A

2

Services Equipment (SE)

1

Services equipment

SE items

SE items

3

Disposal Installations (DI)

1

Foul drainage above ground

DI items

DI items

2 3

Chemical, toxic and industrial liquid waste drainage Refuse disposal

DI items DI items

DI items DI items

1

Mains water supply

WI items

WI items

2

Cold water distribution

WI items

WI items

3

Hot water distribution

WI items

WI items

4

Local hot water

WI items

WI items

5

Steam and condensate distribution

WI items

WI items

HS items

HS items

4

Water Installations (WI)

5

Heat Source (HS)

1

Heat source

6

Space Heating and Air Conditioning (SHAC)

1

Central heating

SHAC items

SHAC items

2

Local heating

SHAC items

SHAC items

3

Central cooling

SHAC items

SHAC items

4

Local cooling

SHAC items

SHAC items

5

Central heating and cooling

SHAC items

SHAC items

6

Local heating and cooling

SHAC items

SHAC items

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5

Services (BES) continued 7

8

9 10

11

12

Ventilation systems (VS)

Electrical Installations (EI)

Fuel Installations / Systems (FI) Lift and Conveyor Installations / Systems (LCI)

Fire and Lightning Protection (FLP)

Communication, Security & Control Systems (CSC)

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7

Central air conditioning

SHAC items

SHAC items

8

Local air conditioning

SHAC items

SHAC items

1

Central ventilation

VS items

VS items

2

Local and special ventilation

VS items

VS items

3

Smoke extract / control

VS items

VS items

1

Electrical mains and sub-mains distribution

EI items

EI items

2

Power installations

EI items

EI items

3

Lighting installations

EI items

EI items

4

Specialist lighting installations

EI items

EI items

5

Local electricity generation systems

EI items

EI items

6

Earthing and bonding systems

EI items

EI items

1

Fuel storage

FI items

FI items

2

Fuel distribution systems

FI items

FI items

1

Lifts and enclosed hoists

LCI items

LCI items

2

Escalators

LCI items

LCI items

3

Moving pavements

LCI items

LCI items

4

Powered stair lifts

LCI items

LCI items

5

Conveyors

LCI items

LCI items

6

Dock levellers and scissor lifts

LCI items

LCI items

7

Cranes and unenclosed hoists

LCI items

LCI items

8 9

Car lifts, car stacking systems, turntables and the like Document handling systems

LCI items LCI items

LCI items LCI items

10

Other transport systems

LCI items

LCI items

1

Fire fighting systems

FLP items

FLP items

2

Fire suppression systems

FLP items

FLP items

3

Lightning protection

FLP items

FLP items

1

Communication systems

CSC items

CSC items

2

Security systems

CSC items

CSC items

3

Central control / building management systems

CSC items

CSC items

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5

Services (BES) continued

13

14

6

7

Complete Buildings and Building Units Work to Existing Buildings (BFM)

1

External Works (EW)

Builder’s Work in Connection with Services (BWIC)

Prefabricated Buildings (PFD)

1

Specialist piped supply installations

SI items

SI items

2

Specialist refrigeration systems

SI items

SI items

3

Other specialist mechanical installations / systems

SI items

SI items

4

Specialist electrical / electronic installations systems

SI items

SI items

5

Water features

SI items

SI items

1

General builder’s work

BWIC items

BWIC items

2

Painting and decorations

DEC items

DEC items

3

Re setting to works - testing and commissioning

BWIC items

BWIC items

1

Complete buildings

N/A

SPECIALIST

2

Building units

N/A

N/A

N/A

N/A

Excluded

RES items

1

Minor Demolition and Alteration Works

1

Minor demolition and alteration works

2

Repairs to Existing Services (RES)

1

Existing services

3

Damp Proof Courses / Fungus and Beetle Eradication

1

Damp proof courses

N/A

N/A

2

Fungus / beetle eradication

N/A

N/A

Excluded

FR items

4

Façade Retention (FR)

1

Façade retention

5

Cleaning Existing Surfaces (CES)

1

Cleaning existing surfaces

N/A

N/A

2

Protective coatings to existing surfaces

N/A

N/A

1

Masonry repairs

Excluded

RW items

2

Concrete repairs

Excluded

RW items

3

Metal repairs

Excluded

RW items

4

Timber repairs

Excluded

RW items

5

Plastics repairs

Excluded

RW items

1

Site clearance

N/A

2

Preparatory ground works

N/A

1

Roads, paths and pavings

RPP items

RPP items

2

Special surfacings and pavings

RPP items

RPP items

1

Seeding and turfing

SL items

SL items

2

External planting

SL items

SL items

6

8

Special Installations / Systems (SI)

1 2 3

Renovation Works (RW)

Site Preparation Works (SP) Roads, Paths and Pavings (RPP) Soft Landscaping, Planting & Irrigation Systems (SL)

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8

External Works (ES) continued

4

5 6

7

Fencing, Railings and Walls (FRW)

External Fixtures (EF) External Drainage (ED)

External Services (ES)

3

Irrigation systems

SL items

SL items

1

Fencing and railings

FRW items

FRW items

2

Walls and screens

FRW items

FRW items

3

Retaining walls

FRW items

FRW items

4

Barriers and guardrails

FRW items

FRW items

1

Site / Street furniture and equipment

EF items

EF items

2

Ornamental features

EF items

EF items

1

Surface water and foul water drainage

ED items

ED items

2

Ancillary drainage systems

ED items

ED items

3

ED items

ED items

4

External chemical, toxic and industrial liquid waste drainage Land drainage

ED items

ED items

1

Water mains supply

ES items

ES items

2

Electricity mains supply

ES items

ES items

3

External transformation devices

ES items

ES items

4

Electricity distribution to external plant and equipment Gas mains supply

ES items

ES items

ES items

ES items

5 6

8

9

Maintenance Contractor’s Management / Administration

1

Minor Building Works (MBW) and Ancillary Buildings

Employer’s Requirements (ER)

RICS NEW RULES OF MEASUREMENT

ES items

ES items

7

Telecommunications and other communication system connections External fuel storage and piped distribution systems

ES items

ES items

8

External security systems

ES items

ES items

9

Site/ street lighting systems

ES items

ES items

10

Local / district heating installations

ES items

ES items

11

Builder’s work in connection with external services

ES items

ES items

1

Minor building works

Excluded

MBW items

2

Ancillary buildings and structures

Excluded

MBW items

3

Underpinning to external site boundary walls

Excluded

MBW items

1

Site accommodation

ER items

ER items

2

Site records.

ER items

ER items

3

Handover and post occupancy requirements

ER items

ER items

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2

Maintenance Contractor’s Cost Items (MCC)

1

Management and staff

MCC items

MCC items

2 3

Site establishment

MCC items

MCC items

Temporary services

MCC items

MCC items

4

Security

MCC items

MCC items

5

Safety and environmental protection

MCC items

MCC items

6

Control and protection

MCC items

MCC items

7

Mechanical plant

MCC items

MCC items

8

Temporary works

MCC items

MCC items

9

Site records

MCC items

MCC items

10

Handover and post occupancy requirements

MCC items

MCC items

11

MCC items

MCC items

12

Cleaning/ disposal of waste and packaging and the like Fees and charges

MCC items

MCC items

13

Site services

MCC items

MCC items

14

Insurance, bonds, guarantees and warranties

MCC items

MCC items

10

Maintenance Contractor’s Overheads and Profit

1

Maintenance contractor's overheads and profit (MCOP)

1

Maintenance contractor's overheads and profit

MCOP item

MCOP item

11

Project Consultant Fees

1

Project / Consultant’s Fees (PCF)

1

Project / consultants’ fees

PCF items

PCF items

2

Other consultant’s fees

PCF items

PCF items

3

Site investigation fees

PCF items

PCF items

4

Specialist support consultants’ fees

PCF items

PCF items

1

Management, administration and supervisory staff

MCPF items

MCPF items

2

Specialist support contract costs

MCPF items

MCPF items

3

MCPF items

MCPF items

4

Temporary accommodation, services and facilities charges Maintenance contractor’s overheads and profit

MCPF items

MCPF items

1

Maintenance contractor’s consultant’s fees

MCDF item

MCDF item

1

Land acquisition costs

N/A

N/A

2

Employer’s finance costs - including capital allowances Fees

N/A

OMPC items

OMPC items

OMPC items

2

3 12

Other Employer Definable Maintenance Costs

1

Maintenance Contractor’s Pre-construction Fees (MDPF)

Maintenance Contractor’s Design Fees (MCDF) Other Maintenance / Project Costs (OMPC)

3

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12

Other employer Definable Maintenance Costs (continued)

4

Charges

5

Planning contributions

6

Insurances

7

Archaeological works

8

10

Decanting and relocation costs (excluding churn costs) Fittings, furnishing and equipment - renewals / salvage Tenant’s costs / contributions

11

Marketing costs

12

Other employer costs

9

13

14

Risk

Inflation

OMPC items

OMPC items

N/A

N/A

OMPC items

OMPC items

N/A

OMPC items

OMPC items

OMPC items

OMPC items

OMPC items

OMPC items

OMPC items

N/A

N/A

OMPC items

OMPC items

1

Business Risks

Risk items

Risk items

2

Performance Risks

Risk items

Risk items

3

Procurement and delivery risks

Risk items

Risk items

4

Design and construction risks

Risk items

Risk items

5

Maintenance contract risks

Risk items

Risk items

6

Life cycle asset replacement risks

Risk items

Risk items

7

Employer Change Risks

Risk items

Risk items

8

Employer Other Risks

Risk items

Risk items

1

Tender Inflation

Inflation items

Inflation items

2

Maintenance Inflation

Inflation items

Inflation items

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4.4 Use of tabulated rules of measurement for the maintain and renewal works (based on a common data structure) Generally 4.4.1

The rules of measurement for asset specific cost planning of maintain works and renewal works, are set out in tables.

4.4.2

Tables are provided for each of the following group elements: Group element 0 Group element 1 Group element 2 Group element 3 Group element 4 Group element 5 Group element 6 Group element 7 Group element 8 Group element 9 Group element 10 Group element 11 Group element 12 Group element 13 Group element 14

Facilitating works Substructure Superstructure Internal finishes Fittings, furnishings and equipment Services - Supplementary list of miscellaneous common asset types Not applicable to maintenance (is a capital building work item) Works to existing buildings – e.g. redecorations External works Maintenance contractor’s management and administration cost Maintenance contractor’s overheads and profit Other maintenance related costs / consultant fees Employer definable maintenance related costs Risks allowances Inflation

4.4.3

Building maintenance works – The tables for Group elements 1 to 8 comprise the rule of measurement for the maintenance works, which are aligned to RICS New rules of measurement: Order of cost estimating and cost planning capital building works measurement rules (2nd edition).

4.4.4

Each table is structured as follows: (a) (b) (c) (d) (e) (f) (g)

The group element/element headings is given for each section The sub element code and descriptions are given in the first /second column The third column defines the unit of measurement for components respectively The fourth column then lists all of the ‘inclusions’ – aligned to the capital works The fifth column defines the maintainable asset description, as applicable. The sixth column defines the maintenance task codes for all maintainable assets The seventh column defines the renewal works – by reference to stating the details necessary to quantity the renewals works from condition surveys and other forms of assessment data; including notes on how to assign the relevant reference service life (by stating the make/ model and material as applicable) Note – refer to item 4.5 below for more details on coding and lifing renewal works

4.4.5

The symbol ‘/’ used between two or more units of measurement or within text, means ‘or’

4.4.6

The rules are written in the present tense.

4.5 Codification of maintenance tasks and replacement life plans; Level codes and naming conventions 4.5.1

The logic and arrangement of levels to link construction code with maintenance tasks and service life plans for life cycle renewal programming is shown item 4.3 in part 4 of this document.

4.5.2

Codes for levels 1 to 3 are as stipulated in the RICS New rules of measurement: Order of cost estimating and cost planning for capital building works, while codes for level 4 (i.e. components) will be user defined. This is because of the number of variable components that could be generated for any one sub element. (Note the maintenance plan for different component types will vary depending on the make and material specification – e.g. cast iron or plastic gutter).

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4.5.3

It is recommended therefore, that each component measured be named and codified within each sub element. This will allow a unique level 4 code to be established for each component and where applicable the key sub components at level 5. For example:     

Level 1 Level 2 Level 3 Level 4 Level 5

Group elements Element Sub element Component (inclusions) Sub component

Services Heat Source Heat Source Boiler (Gas fired) Burner

Coding 5 Coding 5.5 Coding 5.5.1 S HS BOI 01 S HS BUR 01

4.5.4

These levels provide the basis for a codified framework for elemental and asset specific cost planning, which can be used both as a frame of reference for cost checking cost targets and the overall cost limit as more design information and/or asset specific information becomes available. They are both a work breakdown structure (elements) and a cost breakdown structure (cost targets) for a building and a maintenance project.

4.5.5

Naming convention for level 4 components – uses ‘S’ being first letter of the level 1 description; HS abbreviation from level 2 element and BOI is abbreviate the specific component type ‘Boiler’. As there are a number of boiler types 01 denotes a specific make or specification of boiler, namely an ‘Atmospheric gas burner’ free standing boiler unit. Part 4 includes a list of other types. Note – The data structure listing in part 3 for all ‘maintainable assets’ has been aligned with the HVCA SFG 20 standard maintenance task schedules and the naming convention and codification of maintenance tasks to the construction works sub elements has been aligned.

4.5.6

For repair/replacement life planning the life cycle replace works for specific makes and specification will need to be stated and then the applicable ‘Reference Service Life’ (RSL) or otherwise known as the Life expectancy of the building component in years, be assigned accordingly. For example:   

Level 2/3 Level 4 Level 5

Element/ Sub element Component Sub component

Heat Source Coding 5.5/ 5.5.1 Boiler (Gas fired) RSL Norm 20 years Burner RSL Norm 15 years

Note – CIBSE Guide M provides ‘Indicative life expectancy factors’ for all building services equipment items. The BCIS Life Expectancy of Building Components – Surveyors experiences of buildings in use, provides a published source of reference service life for components split down into typical make and material specification items, for all element groups (fabric and services). 4.5.7.

The asset specific list of elements, sub element and components applicable to each functional unit will determine the cost breakdown structure to be used for maintenance cost planning. Refer to item 4.3, which gives the logic and arrangement of levels 1 to 3 aligned to maintainable assets; and the tables provide the detailed component listing for 4M maintain items and 4R replace items, and measurement rules to be used for selecting ‘applicable’ assets for maintain and replace items EXTRACT – LISTING THE ‘APPLICABLE’ MAINTAINABLE ASSETS - BY FUNCTIONAL TYPE --------------------------------------------------------------------------------------------------------------------------------Functional Unit Fire Station Maintainable Assets Applicable Asset Types Maintain Replace --------------------------------------------------------------------------------------------------------------------------------Group/Element

Sub element/ component

Make / Task code

RSL (years)

Heat Source (5.5) Heat Source (5.5.1) Heat Source (5.5.1)

Boiler (Atmospheric) Burner (Gas fired)

S HS BOI O1 S HS BUR 01

20 years 15 years

---------------------------------------------------------------------------------------------------------------------------------

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4.5.8.

Asset coding also needs to allow for cost estimating and analysis at a variety of levels, such as; Geographical – location, economic, administrative (i.e. regional) or organisation groups Site / establishment – multiple buildings/ blocks and functional types on one campus Buildings/ function space standard – portfolio estate protocols and function classifications Asset attributes – individual buildings (listed), archetypes (Victorian, 1960 constructions etc) Other – information that will be collected from wider economic and sustainability evaluations Land/ Establishment / Site

Level 1

Level 2

Level 3

Level 4

Building & Structures Fabric & Structures

Building Services

Process plant & machinery

Establishment Infrastructure

Plant Machinery

SUB ASSETS to Maintain and Renewal Items

Source – BS 8544 Guide for life cycle costing of maintenance. 4.5.9

The rules of measurement are intended to be provide a standardised basis for asset surveying to allow asset information to be structured logically for surveyors to capture information easily without ambiguity and enable robust analysis of the collected data to address the questions required form the condition surveys and remaining life assessments.

4.5.10

Coding options – as asset information will be captured from existing data sources as well as fresh asset verification and future condition and remaining life surveys, it is likely that the existing coding structure will need to be retained as well as the new rules of measurement coding. Typical coding options to be accommodated in addition to the NRM3 coding, could include;  Using existing codes from the employer  Industry standards (e.g. RICS/ BCIS and the HVCA SFG20 maintenance task codes)  In house codes (as required)

4.6 Maintenance strategies (good industry practice - norm) (grouping by types of maintenance service strategies) 4.6.1

The group element tables included in part 3 for asset specific cost planning of maintain and replace include a reference to normal industry maintenance strategies categorised as below: (i) (ii) (iii) (iv) (v) (iv)

Bespoke or Specialist Planned Inspections (RO) Planned Inspections (RR) Routine maintenance Management procedures End of life or interest

BS would be bespoke of specialist (e.g. removal of asbestos) PIBs that would identify repairs actions only PIBs that would identify repairs and replacement actions RM that could include PPM, Reactive and/or Proactive regimes MD that would include employer maintenance task activities EOL that would include for dilapidations / hand back obligations

4.6.2

For comparative analysis and robust cost management purposes this document includes rules of measurement for asset specific cost planning based on adoption of the use of maintenance strategies from each group/element and sub elements, based good industry practices – norms.

4.6.3

Important that the Quantity surveyors/ cost manager ensure that they agree and apply the appropriate maintenance strategies applicable to the specific project.

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4.7

Planned inspections of buildings; physical condition surveys and other forms of assessments TO DO TEXT for this clause Planned inspections of buildings will identified the ‘actions’ required to repair and replacement works – for in use cost planning

Note – BS 8544 Guide for life cycle costing of maintenance works provides more detailed guidance on how to apply maintenance strategies and also covers capturing asset data via asset identification and verification surveys and physical condition and remaining life assessments

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Group element 0: Group element 1: Group element 2: Group element 3: Group element 4: Group element 5:

Facilitated Works Substructure Superstructures Internal finishes Fittings, furnishings and equipment Services - Supplementary list of miscellaneous items Group element 6; Complete buildings and building units - Not applicable to NRM 3 Group element 7: Works to existing buildings – e.g. redecorations Group element 8: External works Group element 9; Maintenance contractor’s management and administration Group element 10: Maintenance contractor’s overheads and profits Group element 11; Other maintenance costs /consultants fees Group element 12; Employer definable maintenance costs Group element 13: Risk allowances Group element 14: Inflation/ deflation NOTE – The following group tables – will be subject to final changes once the various industry working group have completed cross checking and validating the detailed rules for measurement

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Group element 0: Facilitating works Group element 1 comprises the following elements: 0.1

Facilitating works

MAINTENANCE Normal Practice

Quantification of the 'MAINTAIN' work items

Reactive & Proactive (including PIB tasks)

In specific circumstances only

Arising from the Planned Inspections of buildings (PIB) and end of life replacements

Maintenance strategy (M&R) Define as applicable

Maintain work items Select the applicable scheduled tasks

Renewal work items Identify the repairs & replacement work items

Decide the appropriate maintenance regime for each applicable asset type in scope

HVCA SFG20 core task schedules and/or sector, organisation specific plus additional not typical PPM tasks. Alternatively prepare bespoke scheduled maintenance tasks.

Establish the condition status & remaining life information from asset surveys and other forms of assessment data

Quantification of the ‘RENEWAL’ work items

Group Element 0: Facilitating Works (FW)

Sub - element (Level 3 codes)

Unit of Measure

Included components - Maintainable assets Inclusions list from the construction rules of measurement (modified and amplified to create the specific list of all maintainable assets) Note - Measurement rules to be the same as for construction (unless stated by exception).

Maintainable asset description Applicable to Maintain (4M) and Replace (4R) Select the 'applicable maintainable asset type' Note – use common asset types to link the construct, maintain and replace cost planning (unless stated by exception)

(Note - Industry normal practice provided)

Define asset specific repairs and replacement work items Measure the relevant quantities for each work item

Element 0.1: Facilitating works (FW) 0.1 0.1.1

Toxic or hazardous material removal Item

Toxic or hazardous material removal

0.1.2

m2/m3

Contaminated land

0.1.3

m2/m3

Eradication of plant growth

RICS NEW RULES OF MEASUREMENT

Removal of toxic or hardardous material

Reactive & Proactive

FW PIB - Specialist

not maintainable Eradication of plant growth

identified work items details to be stated dealt with as a construction works item

Reactive & Proactive

FW PIB – Specialist

identified work items details to be stated

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0.2

Major demolition works

0.2.1

not maintainable

included in construction or replacement

m2

Demolition works

0.3.1

Item

Site dewatering and pumping

0.3.2

m2

Soil stabilisation measure

0.3.3

m2

Ground gas vending measures

Item

Temporary diversion works

Not maintainable

0.5.1

Item

Archaeological investigation

Taken elsewhere

covered by other costs in group 12

0.5.2

Item

Reptile/ wildlife mitigation measures

Taken elsewhere

covered by other costs in group 12

0.5.3

Item

Other extraordinary site investigation measures

Site investigation measures

0.3

0.4

Specialist ground works Reactive & Proactive

FW PIB – Specialist

Not maintainable Ground gas vending measures

identified work items details to be stated dealt with as a construction work item

Reactive & Proactive

FW PIB – Specialist

identified work items details to be stated

Temporary diversion works

0.4.1

0.5

Site dewatering and pumping

dealt with as a construction work item

Extraordinary site investigation works

RICS NEW RULES OF MEASUREMENT

Reactive & Proactive

FW PIB – Specialist

identified work items details to be stated

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Group element 1: - Substructure Group element 1 comprises the following elements: 1.1

MAINTENANCE Normal Practice

Substructure

Quantification of the 'MAINTAIN' work items

Quantification of the RENEWAL work items

Norm is to do PPM Tasks for specific items only

Arising from Planned Inspections (PIB) repairs only and end of life replacement

Maintenance strategy (M&R) Define as applicable

Maintain work items Select the applicable scheduled tasks

Renewal work items Identify the repairs & replacement work items

Decide the appropriate maintenance regime for each applicable asset type in scope

HVCA SFG20 core task schedules and/or sector, organisation specific plus additional not typical PPM tasks. Alternatively prepare bespoke scheduled maintenance tasks.

Establish the condition status & remaining life information from asset surveys and other forms of assessment data

PPM & Reactive plus Proactive (PIBs)

Group element 1 : - Substructure (BF - SUB)

Sub - element (Level 3 codes)

Unit of Measure

Included components - Maintainable assets Inclusions list from the construction rules of measurement (modified and amplified to create the specific list of all maintainable assets) Note - Measurement rules to be the same as for construction (unless stated by exception).

Maintainable asset description Applicable to Maintain (4M) and Replace (4R) Select the 'applicable maintainable asset type' Note – use common asset types to link the construct, maintain and replace cost planning (unless stated by exception)

(Note - Industry normal practice provided)

Define asset specific repairs and replacement work items Measure the relevant quantities for each work item

Element 1.1: Substructure (BF SUB) 1.1.1

Standard foundations

Item

Item 1.1.2

1.1.3

Specialist foundation systems Lowest floor construction

m

m2 m nr

Not applicable to planned maintain work items (covered by planned inspections of buildings)

Standard foundations

PIB (RO)

BF SUB PIB (RO)

identified work items details to be stated

Underpinning (Note. to be covered as part of specialist remedial works identified by PIBs)

Underpinning

PIB (Specialist)

BF SUB PIB (Specialist)

identified work items details to be stated

Not applicable to planned maintain work items (covered by planned inspections of buildings)

Specialist foundation systems

PIB (RO)

BF SUB PIB (RO)

identified work items details to be stated

Lowest floor construction

PIB (RO)

BF SUB PIB (RO)

Service ducts

PPM & Reactive

BF SUB DUCT 1

Gullies, floor outlets and the like

PPM & Reactive

BF SUB DRAIN 1

Not applicable to planned maintain work items (covered by planned inspections of buildings) Service ducts and the like below the lowest floor construction. Gullies, floor outlets and the like

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Identified work items details to be stated

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Item

1.1.4

Basement excavation

1.1.5

Basement retaining walls

Drainage below or within lowest floor assembly, including pipe work, pipe work ancillaries (e.g. gullies, gratings, rodding and access points) and fittings to pipe work to first manhole beyond the external enclosing walls).

nr

Internal manholes and the like, including channels benching, step irons, access covers and other accessories.

m2

Construction item - Not applicable to maintenance

m/ m2

Not applicable to planned maintenance (covered by planned inspections of buildings)

RICS NEW RULES OF MEASUREMENT

Drainage below ground floor

PPM, Reactive and Proactive (RO) (PIB specialist)

Internal manholes

PPM & Reactive and Proactive (RO) (PIB specialist)

BF SUB DRAIN 3 (i.e. PIB of drains)

PIB (RO)

BF SUB PIB (RO)

BF SUB DRAIN 2 ( i.e. PIB of drains)

identified work items details to be stated

identified work items details to be stated

Not maintainable

Basement retaining walls

identified work items details to be stated

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Group element 2: - Superstructure Group element 2 comprises the following elements:

MAINTENANCE Normal Practice

2.1 2.2

Frame Upper floors

Reactive & PIB’s

2.3

Roof

Reactive & PIB’s

2.4

Stairs and ramps

2.5

External walls

2.6

Windows and external doors

2.7

Internal walls and partitions

2.8

Internal doors

RICS NEW RULES OF MEASUREMENT

Quantification of the 'MAINTAIN' work items

Quantification of the RENEWAL work items

Norm is to do scheduled tasks for specific items only

Arising from Planned Inspections of buildings structure and fabric (PIB) repairs only and from end of life asset replacement

Reactive & PIBs

Reactive & PIB’s Reactive & PIB’s Reactive & PIB’s

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Group element 2: - Superstructure (Building Structure and Fabric) Sub - element (Level 3 codes)

Unit of Measure

Included components - Maintainable assets

Inclusions list from the construction rules of measurement (modified and amplified to create the specific list of all maintainable assets) Note - Measurement rules to be the same as for construction (unless stated by exception).

Maintainable asset description Applicable to Maintain (4M) and Replace (4R) Select the 'applicable maintainable asset type' Note – use common asset types to link the construct, maintain and replace cost planning (unless stated by exception)

Maintenance strategy (M&R) Define as applicable

Maintain work items Select the applicable scheduled tasks

Renewal work items Identify the repairs & replacement work items

Decide the appropriate maintenance regime for each applicable asset type in scope

HVCA SFG20 core task schedules and/or sector, organisation specific plus additional not typical PPM tasks. Alternatively prepare bespoke scheduled maintenance tasks.

Establish the condition status & remaining life information from asset surveys and other forms of assessment data

(Note - Industry normal practice provided)

Define asset specific repairs and replacement work items Measure the relevant quantities for each work item

Element 2.1: Frame (BF FRA) 2.1.1

Steel frames

item

Structural steel frames

2.1.2

Space decks

item

Space frame/decks

2.1.3

Concrete casings to steel frames

item

Concrete casings to steel frames

2.1.4

Concrete frames

item

Concrete frames

2.1.5

Timber frames

2.1.6

Other frame systems

PIB Timber frame systems m2 Other frame systems

Structural steel frames

Reactive + PIB specialist

BF FR PIB specialist

Space frame/ decks

Reactive + PIB specialist

BF FR PIB specialist

Concrete casings to steel frames

Reactive + PIB specialist

BF FR PIB specialist

Concrete frames

Reactive + PIB specialist

BF FR PIB specialist

Timber frame systems

Reactive + PIB specialist

BF FR PIB specialist

Other frame systems

Reactive + PIB specialist

BF FR PIB specialist

Upper suspended floors

Reactive + PIB specialist

BF UF PIB specialist

Precast / composite decking systems

Reactive + PIB specialist

BF UF PIB (RO)

identified work items details to be stated identified work items details to be stated identified work items details to be stated identified work items details to be stated identified work items details to be stated identified work items details to be stated

Element 2.2: Upper Floors (BF UF) 2.2.1

Floors

m2

Upper floors; suspended floor slab

m2

Precast / composite decking systems - suspended floor slab

Reactive + PIB (RO) m2 2.2.2

Balconies

nr

Timber suspended floors internal and external balconies - (details of balcony floor area to be stated)

RICS NEW RULES OF MEASUREMENT

Timber suspended floors

Reactive + PIB specialist

BF UF TIM SF 1

Balconies

Reactive + PIB (RO)

BF UF PIB (RO)

identified work items details to be stated

identified work items details to be stated

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2.2.3

Drainage to balconies

nr

Rainwater downpipes, including bends, swan necks and rainwater shoes and the like.

m2

identified work items details to be stated

Drainage to balconies

PPM & Reactive

BF UF BAL DRAIN 2

Roof structure - (pitched or flat roof areas to be as the elemental rules of measurement)

Roof structure

PIB (RO)

BF ROO PIB (RO)

Roof cladding/ coverings (e.g. tiling, slating, sheet coverings and thatching), including battening, underlay, vapour control layers, hip, valley, eaves and verge treatment, flashings, edge trims and other components required for the applicable cladding/covering system).

Roof cladding / coverings (state covering material type)

PIB (RR)

BF ROO COV 1 BF ROO COV 2 3,4,5,6,7 (as applicable to type of coverings)

state material types for life cycle expectancy and identified works details to be stated

Specialist roof systems

PIB specialist

BF ROO PIB specialist

state material types for life cycle expectancy and identified works details to be stated

Gutters

PIB (RO)

Rainwater downpipes

PIB (RO)

BF RWD 1

PIB (RO)

BF DRAIN 3

PIB (RO)

included in RW

Roof lights and skylights

PIB (RO)

BF ROOLIG 1

Opening gear, frames, kerbs and glazing

PIB (RO)

BF ROOI 4

Enclosures to conceal plant, rooflines and the like

PIB (RO)

BF ROO ENC 1

Fall arrest systems

PIB specialist

BF ROO FAS 1

Access systems for cleaning roof Roof edge protection (permanent)

PIB specialist

BF ROO FAV 1

PIB specialist

BF ROO SEB 1

PIB (DEC)

BF ROO DEC

Element 2.3: Roof (BF ROO) 2.3.1 2.3.2

Roof structure Roof coverings

2.3.3

Specialist roof systems

2.3.4

Roof drainage

m2

System m

M System nr 2.3.5

Roof lights skylights and openings

nr

nr 2.3.6

2.3.7

Roof features

Painting and decorations

nr

Specialist roof systems (details to be stated) Gutters (other than those forming an integral part of a cladding or curtain walling system), including fittings, gutter outlets, balloons and gratings to outlet and the like. Rainwater downpipes, including bends, swan necks and rainwater shoes. Syphonic roof drainage pipe work systems. Rainwater heads, including gratings. Roof lights skylights and the like.

Opening gear, frames, kerbs and glazing. Enclosures designed solely to conceal plant, rooflines, and the like (complete structure including wall louvers)

nr

Fall arrest systems

nr

Access systems for cleaning roof

nr

Roof edge protection (permanent)

m2/nr

Painting and decorations

RICS NEW RULES OF MEASUREMENT

Syphonic roof drainage pipe work systems Rainwater heads, including gratings

Painting and decorating

identified work items details to be stated

BF RWG 1 state material types (e.g. cast iron, uPVC, aluminium, other) and identified work items details to be stated

state material types for life cycle expectancy and identified works details to be stated identified work items details to be stated

identified work items details to be stated

Identified work items details to be stated

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Element 2.4: Stairs and ramps (BF STA) 2.4.1

Stair / ramp structures

nr

Staircases (including spiral)

PIB (RO)

BF STA 1& 2

Fire escape staircases

PIB (RO)

BF STA 1& 2

Staircase fabricated (state material form)

PIB (RO)

BF STA 1& 2

Finishes to treads and risers

PIB (RR)

Refer to internal floor finishes

Balustrades and handrails to landings between floor levels.

Balustrades and handrails

PIB (RR)

BF STA HAN 1

Balustrades and handrails to landings.

Balustrades and handrails

PIB (RR)

BF STA HAN 1

Staircases, including spiral staircases and the like.

2.4.2

2.4.3

Stair / ramp finishes Stair / ramp balustrades and handrails

nr

Fire escape staircases.

nr

Staircases fabricated from steel, timber or other material, including off-site applied coatings and paint systems.

nr nr

Finishes to treads and risers.

nr

2.4.4

2.4.5

Ladders / chutes / slides

Painting and decorations

nr

Fire escape ladders.

nr

Fire escape chutes/slides.

nr

Access ladders.

nr

Loft ladders, including hatch doors where an integral part of the loft ladder.

nr

Applied coatings and paint systems.

m2/nr

Painting and decorations

Fire escape ladders

PIB (RR)

BF STA PIB (RR)

Fire escape chutes / slides

PIB (RR)

BF STA PIB (RR)

Access ladders

PIB (RR)

BF STA PIB (RR)

Loft ladders and hatch doors

PIB (RR)

BF STA PIB (RR)

Applied coating and paint systems

PIB (RR)

BF STA PIB (RR)

Painting and decorating

PIB (DEC)

BF STA DEC

External enclosing walls

PIB (RO)

BF EWAL 1,2,4,6,7,13,14 and PIB walls

Gable walls

PIB (RO)

BF EWAL 1,2,4,6,7,13,14 and PIB walls

identified work items (stair type and details to be stated)

Taken with internal floor finishes

identified work items details to be stated

identified work items details to be stated

Identified work items details to be stated

Element 2.5: External walls (BF EWAL) 2.5.1

External enclosing walls above ground floor level

m2 m2

M2 m2

External enclosing walls (i.e. both internal and external skins). Gable walls formed as part of the wall construction. Curtain walling (designed and fixed as an integrated assembly – complete with opening lights, doors, ventilators, and the like). Profiled sheet cladding systems, including cladding rails and the like.

RICS NEW RULES OF MEASUREMENT

Curtain walling

PIB (RO)

BF EWAL 1,2,4,6,7,13,14 and PIB walls

Profiled sheet cladding systems

PIB (RO)

BF EWAL 8, 9 and 12 and PIB walls

identified work items details to be stated (Type of walling to be stated)

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m2

m2 m2 m2

m2

2.5.4

Solar / Rain screening

External soffits

Subsidiary walls, balustrades, handrails, railings and proprietary balconies

Rigid sheet cladding systems

PIB (RO)

BF EWAL 8, 9 and 12

Panelled walling systems, including panels to a frame structure.

Panelled walling systems

PIB (RO)

BF EWAL 8, 9 and 12 and BF PIB walls

Internal skins/backing walls to curtain walling systems, cladding systems, walling systems and the like, including window boards, cover strips and the like.

Internal skins to curtain walls / cladding systems

PIB (RO)

BF EWAL 3,5

Rigid sheet cladding systems, including support framework.

Masonry walls (i.e. brickwork, block work and stonework), including forming cavities, wall ties, thermal insulation and the like.

PIB (RO)

BF CLA 2

Timber and plastic cladding systems

PIB (RO)

BF CLA 3 & 4 and PIB walls

Finishes applied to external wall (e.g. paint systems, coating systems, ceramic/stone cladding, tiling and other materials.

Finishes applied to external walls (state the material)

PIB (RO)

BF EWAL 1,2,4,6,7,13,14 and PIB wall finishes

m2

Panelled walling systems, including panels to a frame structure.

Panelled walling systems

PIB (RO)

BF EWAL 8, 9 and 12

m2

Timber and plastic cladding systems (e.g. weatherboarding).

Timber and plastic cladding systems

PIB (RO)

BF EWAL 9

Over cladding systems

PIB (RO)

BF CLA 2 -4

Demountable suspended ceiling systems, including suspension system.

Demountable suspended ceilings

PIB (RR)

BF DEMCEI 7

Painting and decorating to false ceilings.

Painting and decorating to false ceilings

PIB (DEC)

BF CEI 4,5 10

Subsidiary walls, balustrades, handrails, railing and the like

PIB (RR)

BF EWAL PIB (RR)

m2

m2

m

Lightweight steel frame systems, including cladding and insulation. Timber and plastic cladding systems (e.g. weatherboarding).

Vertical and horizontal exterior over cladding systems, including support system.

Subsidiary walls, balustrades, handrails, railings and proprietary balconies (details and areas to be stated)

RICS NEW RULES OF MEASUREMENT

Taken in Element 5.8.5: Local electricity generation systems

identified work items details to be stated

Lightweight steel frame systems

m2

2.5.5

Refer to 5.8.5

BF EWAL 2 and BF PIB walls

m2

2.5.3

PIB (RO)

PIB (RO)

m2

External enclosing walls below ground level

See Element 5.8.5: Local electricity generation system

Masonry walls

m2

2.5.2

Photovoltaic glazing or cladding panels where an integral part of a curtain walling system, or structural glazing assemblies or profiled sheet cladding systems.

state the material for assigning appropriate reference service life

state the material for life cycle expectancy and identified work item details to be stated state the material for life cycle expectancy and identified work item details to be stated state the material for life cycle expectancy and identified work item details to be stated

state the material for life cycle expectancy and identified work item details to be stated

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2.5.6 2.5.7

Façade access / cleaning systems Painting and decorations

nr m2/nr

Window and facade cleaning trolley/cradles (including twin track, manual and automatic systems) Painting and decorations

Façade access / cleaning systems

PPM & Reactive

BF MECH 10

Painting and decoration

PIB (DEC)

BF EWAL DEC

Windows and glazing

PIB (RR)

BF VENT 08, BF WIN 1-8, BF WSF 1

state the material for life cycle expectancy and identified works details to be stated Identified work items details to be stated

Element 2.6: Windows and external doors (BF WIN & EDR) nr 2.6.1

External windows nr nr nr nr Nr Nr Nr Nr

2.6.1a 2.6.2

Painting and decorations External doors

nr nr

Nr

Windows, including opening lights, fixed lights, frames, linings, window boards, cover trims Ironmongery and glazing Windows to dormers

Windows to dormers

PIB (RR)

BF WIN PIB (DORMER 1)

Roller shutters, sliding shutters, grilles and the like providing security or protection to windows and shop fronts

Roller and sliding doors

PIB (RR)

BF WIN PIB (RS DR 1)

Fly screens and storm windows

Fly screens and storm doors

PIB (RR)

BF WIN PIB (SCREEN)

Integral blinds

PIB (RR)

BF WIN BLI 1

Solar/ rain screen over cladding to doors

PIB (SPEC)

BF WIN SOLAR (SPEC)

Canopies

PIB (RR)

BF CANOPY (SPEC)

External blinds and shutters

PIB (RR)

BF BLI 1

Window boards and the like

PIB (RR)

BF WIN 1-8

Painting and decorating

PIB (DEC)

BF WIN DEC

Entrance doors and frames

PIB (RR)

BF EDR 1-5

Integral blinds to windows Solar/ rain screen over cladding systems to windows Canopies and the like providing protection to windows and shop fronts, including any associated surface water drainage External blinds, shutters and like Window boards, trims and the like, including those which are not an integral part of the window unit Painting and decorating Entrance doors, door frames, door linings, door sets Including solid, glazed and partially glazed doors, louver doors, and the like Proprietary and purposemade Entrance screens and doors, including frames

nr

Revolving doors

nr

Patio doors

nr

Garage doors

nr

Rolling and sliding shutters, including integral access doors External shop front doors

nr nr

Manual and automatic doors

RICS NEW RULES OF MEASUREMENT

Entrance screens, doors and frames Revolving doors

PIB (RR)

BF EDR 1-5

PPM & Reactive

BF EDR MECH 1D

Patio door

PIB (RR)

BF EDR 1-5

Garage doors

PIB (RR)

BF EDR 1-5

Roller and sliding doors

PPM & Reactive

MECH 1E, IF,9 and 9v

External shop front door

PIB (RR)

BF EDR 1-5

Manual and automatic doors

PPM & Reactive

BF MECH EDR 1A & 1C

state make/material asset type for life cycle expectancy purposes; state identified work item details arising from planned inspections

Identified work items details to be steted State make/material type for life cycle expectancy purposes; state identified work item details arising from planned inspections

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nr

nr nr

nr

Canopies and the like, providing protection to external doors, including any associated surface water drainage

Canopies

PIB (RR)

SPEC

Grilles

PIB (RR)

PIB (LRR)

Ironmongery

PIB (RR)

BF EDR 1-5

Glazed vision panels

Glazed vision panels

PIB (RR)

included with EDR 1-5

Fly screens and storm doors

Fly screens and storm doors

PIB (RR)

BF EDR 1-5

Solar/ rain screen over cladding to doors

Solar/ Rain screen over cladding to doors

PIB (RR)

SPEC

Painting and decorations

Painting and decorating

PIB (DEC)

BF EDR DECS

Internal walls, including full height and low level walls

Internal walls and partitions

PIB (RO)

BF IWAL 1, 2, 4, 6, 7, 13, 14

Masonry walls (i.e. brickwork, block work and stonework), including floor and head support systems

Masonry walls

PIB (RO)

BF IWAL 2

Grilles (fixed and folding) and the like providing security or protection to doors Ironmongery, including door closers, panic locks and the like

nr nr 2.6.3

Painting and decorations

m2/nr

Identified work items details to be stated

Element 2.7: Internal walls and partitions (BF IWAL) 2.7.1

Walls and partitions

m2 m2

2.7.2

m Balustrades and handrails

2.7.3

Moveable room dividers

m2

Balustrades and handrails to interior atriums, access walkways, galleries and the like, including off-site and on-site applied coating and paint systems. Moveable room dividers and partitions, including frames, linings, ironmongery, architraves, cover trims and the like. Proprietary and purpose made.

2.7.4

Cubicles

nr/m2

Cubicles (details to be stated)

2.7.5

Painting and decorations

m2/nr

Painting and decorations

Balustrades and handrails

PIB (RR)

BF HAN 1

Moveable room dividers

PIB (RR)

BF IWAL RD

Cubicles

PIB (RR)

BF CUBICLES

Painting and decorating

PIB (DEC)

BF IWAL DECS

state the make/model for life cycle expectancy purposes; and state identified works details arising from planned inspections

Identified work items details to be stated

Element 2.8: Internal doors (BF IDR)

RICS NEW RULES OF MEASUREMENT

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2.8.1

2.8.2

Internal doors

Painting and decorations

nr

Doors, including standard doors, purpose made doors, full-height doors and fire resisting doors

nr

Frames, linings, architraves, stops and the like

nr

Door sets

nr

Internal doors (details to be stated)

PIB (RR)

BF IDR 1 -5 MECH 1B

Frame, lining and architraves Door sets

PIB (RR)

BF IDR 1 -5

PIB (RR)

BF IDR 1 -5

Glazed vision panels and the like

Glazed vision panels

PIB (RR)

BF IDR 1 -5

nr

Sliding and folding doors in fixed partitions

Sliding folding doors

PIB (RR)

MECH 1A, 1C

nr

Internal roller shutters, sliding shutters, grilles and the like, including frames, linings, architraves, stops and the like

Internal roller shutter doors and frames

PIB (RR)

MECH 1E, 1F

nr

Ironmongery

Ironmongery

PIB (RR)

BF IDR 1 -5

nr

Painting and decorations

Painting and decorating

PIB (DEC)

BF IDR DECS

RICS NEW RULES OF MEASUREMENT

state the make/model for life cycle expectancy purposes; and state identified work items details arising from planned inspections

Identified work items details to be stated

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Group element 3: - Internal finishes MAINTENANCE Normal Practice

Group element 3 comprises the following elements: 3.1 3.2 3.3

Wall finishes Floor finishes Ceiling finishes

Quantification of the 'MAINTAIN' work items

Quantification of the RENEWAL work items Arising from Planned Inspections (PIB) repairs only and end of life asset replacement

Reactive & PIB’s

Norm is to do scheduled tasks for specific items only

Maintenance strategy (M&R) Define as applicable

Maintain work items Select the applicable scheduled tasks

Renewal work items Identify the repairs & replacement work items

Decide the appropriate maintenance regime for each applicable asset type in scope

HVCA SFG20 core task schedules and/or sector, organisation specific plus additional not typical PPM tasks. Alternatively prepare bespoke scheduled maintenance tasks.

Establish the condition status & remaining life information from asset surveys and other forms of assessment data

Group element 3: - Internal finishes

Sub - element (Level 3 codes)

Unit of Measure

Included components - Maintainable assets Inclusions list from the construction rules of measurement (modified and amplified to align to the specific list of all maintainable assets) Note - Measurement rules to be the same as for construction (unless stated by exception).

Maintainable asset types description Applicable to Maintain (4M) and Replace (4R) Select the 'applicable maintainable asset type' Note – use common asset types to link the construct, maintain and replace cost planning (unless stated by exception)

(Note - Industry normal practice provided)

Define asset specific repairs and replacement work items Measure the relevant quantities for each work item

Element 3.1: Wall finishes (BF WF) 3.1.1

Finishes to walls

m2 m2

m2

In-situ coatings applied to walls (e.g. plaster, render and roughcast). Sprayed monolithic coatings to columns and walls (i.e. to provide fire protection, thermal insulation, condensation control, and acoustic control). Ceramic wall tiling.

RICS NEW RULES OF MEASUREMENT

Plaster render and roughcast wall finishes

PIB (RR)

BF WF 3

Sprayed monolithic coatings

PIB (RR)

BF WF XX?

Ceramic wall tiling

PIB (RR)

BF WF 6

state the type of finishes for life cycle expectancy purposes; state details of identified repairs and replacement works arising from planned inspections

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m2

Decorative sheet coverings, including lining paper, decorative paper, vinyl and plastics wall covering and textile wall covering.

m2

Painting and decorating.

m2

Insulation which provides a wall finish.

m2

Applied finishes to columns.

m2

Wall finishes to staircase areas/stairwells.

m2

Specialist wall finishes.

Decorative sheet coverings

PIB (RR)

Painting and decorations

PIB (RR)

Insulation (used as wall finish) Applied finishes to columns

BF WF 10 BF WF 1, 5, 7 BF WF INSUl

PIB (RR) PIB (RR)

BF WF 3 BF WF 1, 5, 7

Wall finishes to staircase areas/ stairwells Specialist wall finishes

PIB (RR)

Non structural screeds

PIB (RR)

Latex screeds

PIB (RR)

Covered in Non Structural Screeds

PIB (RR)

BF FF 1

Floating floors

PIB (RR)

BF FF 1

Resin bonded resilient layers

PIB (RR)

BF FF 9

In situ floor finishes

PIB (RR)

BF FF 5, 6, 14

Tile floor finishes

PIB (RR)

BF FF 8

Wood block flooring

PIB (RR)

BF FF 2, 12

Proprietary thin tiled or strip flooring

PIB (RR)

BF FF PIB (GEN)

Floor painting and sealing

PIB (RR)

PIB (RR)

BF WF 8, 9

Element 3.2: Floor finishes (BF FF) 3.2.1

Finishes to floors

m2

Non-structural screeds, including under screed damp-proof membranes.

m2

Latex screeds (i.e. levelling screeds).

m2

Chemical surface hardeners and sealers applied to screeds.

m2

Floating floors.

m2

Resin-bonded resilient layers.

m2

In-situ floor finishes (e.g. granolithic and terrazzo).

m2

Tiled floor finishes (e.g. stone, quarry, ceramic and mosaic tiles).

m2

Wood block flooring, composition block flooring, parquet flooring and the like.

m2

Proprietary thin tiled and strip flooring, block wood flooring and the like.

m2

Floor painting and sealing.

RICS NEW RULES OF MEASUREMENT

BF FF 1 BF FF 1, 10

state the type of finishes for life cycle expectancy purposes; state details of identified repairs and replacement works arising from planned inspections

BF FF 7

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m

m2

3.2.2

Raised access floors

Edge fixed carpeting, including underlay, rods, grippers, edgings, and cover and threshold strips. Fixed flexible and semi-flexible tile and sheet coverings (e.g. carpet, vinyl, rubber, PVC, thermoplastic, cork, linoleum and antistatic flooring).

m2

Timber sprung floors to sports halls, squash courts and the like.

m2

Specialist floor covering systems.

m2

Finishes to swimming pool tanks, including tank linings.

m2

Floor finishes to internal and external balconies. Floor coverings/finishes

m2

Edge fixed carpets

PIB (RR)

BF FF 3

Fixed or semi flexible sheet coverings

PIB (RR)

BF FF 4, 16, 17

PIB (RR)

BF FF PIB (GEN)

Timber sprung floors to sport halls Specialist floor covering systems

PIB (RR)

BF FF 11, 18

Finishes to swimming pools

PIB (RR)

BF FF PIB (GEN)

Floor finishes to balconies

PIB (RR)

BF FF 1 – 18

Floor coverings / finishes

PIB (RR) BF FF 1 – 18

Element 3.3: Ceiling finishes (BF CF) 3.3.1

Finishes to ceilings

m2 m m2

Linings to ceilings (e.g. dry lined plasterboard ceilings, pre-finished sheets, timber boarding and the like). Linings to sides and soffits of beams, bulkheads and the like. In-situ coatings applied to ceilings (e.g. Plaster skim coat, render, roughcast, and specialist coatings).

Linings to ceiling

PIB (RR)

Linings to sides of beam

PIB (RR)

BF CF 3, 11, 12

Plaster ceilings and the like

PIB (RR)

BF CF 2, 3, 6, 8, 10, 12

Sprayed monolithic coatings

PIB (RR)

BF CF PIB (GEN) BF CF 1, 4, 5

m2

Sprayed monolithic coatings to beams and ceilings

m2

Painting and decorating to ceilings.

Painting and decorations

PIB (RR)

m

Cornices, covings and the like.

Cornices, covings and the like

PIB (RR)

m2

Specialist ceiling finishes.

Specialist ceiling finishes

PIB (RR)

RICS NEW RULES OF MEASUREMENT

BF CF 3, 11, 12

state the type of finishes for life cycle expectancy purposes; state details of identified repairs and replacement works arising from planned inspections

BF CF PIB (GEN) BF CF PIB (SPEC)

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3.3.2

False ceilings

m2

m2 m2

m2 M

In-situ/board ceilings, including soffit linings, battens, support framework or suspension system, fixed direct to underside of upper floor construction.

In suit / board ceilings

PIB (RR)

Insulation; fixed direct to underside of upper floor construction or laid on false ceiling.

insulation (used as wall finish)

PIB (RR)

Plaster finishes

PIB (RR)

BF CF 2, 6, 8, 10,

Painting and decorations Cornices, covings and the like

PIB (RR)

BF CF 1, 4, 5

PIB (RR)

Shadow gaps and the like

PIB (RR)

BF CF 1,4,5

Proprietary suspended ceiling

PIB (RR)

BF CF 7

integrated ceiling systems

PIB (RR)

BF CF 7

Acoustic suspended ceiling

PIB (RR)

BF CF 7

Specialist suspending ceiling

PIB (RR)

BF CF 7

In-situ coatings applied to false ceilings (e.g. plaster skim coats, render, roughcast, and specialist coatings). Painting and decorating to false ceilings. Cornices, covings and the like.

BF CF 9 state the type of finishes for life cycle expectancy purposes; state details of identified repairs and replacement works arising from planned inspections

BF CF CORN

Shadow gaps and the like, including painting. 3.3.3

Demountable suspended ceilings

m m2

m2 m2 m2 m2

M

Proprietary suspended ceiling systems, including suspension systems. Integrated ceiling systems, including suspension systems. Acoustic suspended ceiling systems, including suspension systems. Specialist suspended ceiling systems, including suspension systems. Insulation; fixed direct to underside of upper floor construction or laid on suspended ceiling system. Shadow gaps and the like, including painting.

RICS NEW RULES OF MEASUREMENT

state the type of finishes for life cycle expectancy purposes; state details of identified repairs and replacement works arising from planned inspections

BF CF PIB (GEN) insulation (used as ceiling finish) Shadow gaps and the like

PIB (RR) PIB (RR)

BF CF 1, 4, 5

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Group element 4: - Fittings, furnishings and equipment Group element 4 comprises the following elements: 4.1

Fittings, furnishings and equipment

MAINTENANCE Normal Practice

Quantification of the 'MAINTAIN' work items

Quantification of the 'RENEWAL' work items

Planned & Reactive

Reactive and PIBs

Reference service life (R&R) Note - upgrades (product obsolescence)

Group element 4: - Fittings, furnishings and equipment (FFE)

Sub - element (Level 3 codes)

Unit of Measure

Included components - Maintainable assets Inclusions list from the construction rules of measurement (modified and amplified to align to the specific list of all maintainable assets) Note - Measurement rules to be the same as for construction (unless stated by exception).

Maintainable asset types description Applicable to Maintain (4M) and Replace (4R) Select the 'applicable maintainable asset type' Note – use common asset types to link the construct, maintain and replace cost planning (unless stated by exception)

Maintenance strategy (M&R) Define as applicable

Maintain work items Select the applicable scheduled tasks

Renewal work items Identify the repairs & replacement work items

Decide the appropriate maintenance regime for each applicable asset type in scope

HVCA SFG20 core task schedules and/or sector, organisation specific plus additional not typical PPM tasks. Alternatively prepare bespoke scheduled maintenance tasks.

Establish the condition status & remaining life information from asset surveys and other forms of assessment data

(Note - Industry normal practice provided)

Define asset specific repairs and replacement work items Measure the relevant quantities for each work item

Element 4.1: Fittings, furnishings and equipment (FFE) 4.1.1

4.1.2

General fittings, furnishings and equipment

Domestic kitchen fittings and equipment

nr

Hand-held fire fighting equipment, including fire extinguishers, fire blankets and the like, and including backboards, fixings, and the like

nr

Vacuum cleaners, cleaning equipment

nr

Televisions, hi-fi and computers

nr

Sinks, taps, waste fittings, waste disposal units where supplied as part of the kitchen fitting installation.

nr

Ovens, cookers, hobs, grill, microwaves and the like.

RICS NEW RULES OF MEASUREMENT

state make/model type for life cycle expectancy purposes:

Hand-held fire fighting equipment

PPM & Reactive

FFE FIR 8 - 13

Vacuum cleaners, cleaning equipment

PPM & Reactive

FFE PAT 1

Televisions, hi-fi and computers

PPM & Reactive

FFE PAT 1

See Sanitary Appliances

Taken elsewhere

See Sanitary Appliances

state make/model type for life cycle expectancy purposes:

Ovens, cookers, hobs, grill, microwaves etc

PPM & Reactive

FFE PAT 1

state details of any identified work items arising for

State details of any identified work items arising for maintenance or planned inspections of FFE

| 142

nr nr nr

nr 4.1.3

4.1.4

4.1.5 4.1.6

Special purpose fittings, furnishings and equipment

Signs / notices

nr

nr

Refrigerators, freezers and the like. Dishwashers. Clothes washing machines, clothes dryers, ironing cabinets and the like. Kitchen equipment suites comprising any combination of the foregoing.

(designed distinctly for a particular type of building such as: hospitals and medical centres; entertainment buildings; religious and funerary buildings; educational buildings; scientific research; special residential, hotels and elderly care homes; rail road and water and air transport buildings and terminals and the like) Directional signboards

nr

Shop front lettering, emblems and symbols

nr

Nameplates, plaques and identification symbols

nr

Objects d'art; fish tank; decorative features and panels and the like Non mechanical and non electrical equipment (e.g. removable disabled access equipment; removable ladders and the like)

4.1.7

Internal planting

4.1.8

Bird and vermin control

nr

PPM & Reactive

FFE PAT 1

PPM & Reactive

FFE PAT 1

PPM & Reactive

FFE PAT 1

See Sanitary Appliances

Taken elsewhere

See Sanitary Appliances

Furnishings, fittings and non mechanical or non electrical equipment fixed to the building fabric

PPM & Reactive

FFE SPFFE 1

maintenance or planned inspections of FFE

Taken with sanitary appliances

Furnishings, fittings and non mechanical or non electrical equipment fixed to the building fabric

Works of art Equipment

Refrigerators, freezers and the like. Dishwashers. Clothes washing machines, clothes dryers, ironing cabinets and the like.

nr

Natural and artificial planting in internal environments

nr

Wires, nets, traps and the like.

nr

Electronic and sonic systems.

RICS NEW RULES OF MEASUREMENT

state make/model type for life cycle expectancy purposes: Directional sign boards

Taken elsewhere

Shop front lettering

Taken elsewhere

Nameplates, plaques and identification symbols Objects d'art; fish tank; decorative features and panels and the like Non mechanical and non electrical equipment (state details of asset ) Natural and artificial internal planting Wires, nets, traps and the like. Electronic and sonic systems.

see Element 5.8.4 "Specialist lighting installations" see Element 5.8.4 "Specialist lighting installations"

State details of any identified work items arising for maintenance or planned inspections of FFE

PPM & Reactive

FFE BLDG 14C

Excluded -Specialist

Excluded - Specialist

Excluded

FFE – Specialist

state make/model type for life cycle expectancy purposes:

INT Planting

INT Planting

Reactive + PIB (RR)

FFE PIB (GEN)

state details of any identified work items arising for maintenance or planned inspections of FFE

PPM & Reactive

FFE SONIC SYS

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Group element 5: Services Group element 5 comprises the following elements: 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 5.12 5.13 5.14 5.15

Sanitary installations Services equipment Disposal installations Water installations Heat source Space heating and air conditioning Ventilation systems Electrical installations Fuel installations/ systems Lift and conveyor installations Fire and lightning protection Communication, security and control systems Specialist installations Builder’s work in connection with services Testing and commissioning of services (resetting to works) NOTE – This table is being reviewed by the CIBSE maintenance task group to align with Guide M revisions

RICS NEW RULES OF MEASUREMENT

| 144

Group element 5: - Services Sub - element (Level 3 codes)

Unit of Measure

Included components Maintainable assets Inclusions list from the construction rules of measurement (modified and amplified to align to the specific list of all maintainable assets)

Maintainable asset description Applicable to Maintain (4M) & Replace (4R)

Maintainable sub components (Level 5 Maintain /Replace)

Select the 'applicable maintainable asset type' Note – use common asset types to link the construct, maintain and replace cost planning (unless stated by exception)

Note - Measurement rules to be the same as for construction (unless stated by exception).

Maintenance strategy (M&R) Define as applicable Decide the appropriate maintenance regime for each applicable asset type in scope (Note - Industry normal practice provided)

Maintain work items Select the applicable scheduled tasks HVCA SFG20 core task schedules and/or sector, organisation specific plus additional not typical PPM tasks. Alternatively prepare bespoke scheduled maintenance tasks.

Renewal work items Identify the repairs & replacement work items Establish the condition status & remaining life information from asset surveys and other forms of assessment data Define asset specific repairs and replacement work items Measure the relevant quantities for each work item

Element 5.1: Sanitary installations (SA) 5.1.1

Sanitary appliances (SA) Definition - Appliances for health, hygiene and personal washing together with their accessories

nr nr nr nr nr nr nr nr

WC Cisterns Urinals and cisterns Automatic controls and sensors Slop hoppers Water saving devices and meters Sinks , baths and bidets

Sanitary ware (WC) Cisterns (WC) Urinal and cisterns Automated controls and sensors Slop hoppers Cistermiser / water saver Sinks, baths and bidets

Wash basins, hand rinse basins, wash fountains

PPM & Reactive PPM & Reactive PPM & Reactive PPM & Reactive

SA SAN 3A SA SAN 3B SA SAN 3C SA SAN 3D

PPM & Reactive PPM & Reactive

SA SLH 1 SA CON 1

PPM & Reactive

SA SBB 01

PPM & Reactive

SA SAN 1

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement work items arising form maintenance or planned inspections of building services

Wash hand basin nr

nr

RICS NEW RULES OF MEASUREMENT

Jacuzzis (or alternative known as whirlpool or spa baths) Shower trays

PPM & Reactive Taken in SI list Jacuzzi Shower tray)

PPM & Reactive

SA SHO 1

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nr

Taps and waste outlet fittings, stop cocks and taps, to the sanitary appliances

nr nr nr nr nr nr nr

5.1.2

Types of taps listing out as below

Types of taps listing out as below stop cock /stop taps sluice valve mixing valve service valves shower valves showers (self contained electric) shower mixer & heads

PPM & Reactive PPM & Reactive PPM & Reactive PPM & Reactive PPM & Reactive PPM & Reactive

SA TAP 1 SA TAP 2 SA TAP 3 SA TAP 4 SA VAL 13 SA SHO 1

PPM & Reactive

SA SHO 2

PPM & Reactive

SA DISP 1

PPM & Reactive

SA WPF 01

nr

Drinking fountains

nr

Waste pipes and fittings

Mains water dispenser Sanitary ancillaries

nr

Saunas, sauna equipment *

Saunas equipment

PPM & Reactive

Taken in SI

Sanitary Ancillaries (SA)

nr

Shower cubicles

Shower cubical

SA PIB San

Definition - Bathroom, toilet and shower ancillaries

nr

Bath/shower curtain rails, screens and the like

Bath/shower curtain rails

Proactive PIB (RR) Proactive PIB (RR)

nr

Grab/support rails

Grab / support rails

Proactive PIB (RR)

SA PIB San

nr

Towel rails and holders (not connected to a heating or hot water supply installation)

Towel rails and holders

Proactive PIB (RR)

SA PIB San

nr

Hand dryers

Hand dryers

PPM & Reactive

SA HAN 1

nr

Paper towel dispensers, toilet paper holders, waste bins, soap dispensers and holders

Sanitary fittings general

Proactive PIB (RR)

SA PIB San

nr

Sanitary incinerators

PPM & Reactive

SA DOMS 1

nr

Sanitary macerators

Incinerator (sanitary towel disposal) Sanitary macerators

PPM & Reactive

SA SAN 1

nr

Other sanitary fittings (e.g. in cell Sanitation units)

In cell sanitation unit

PPM & Reactive

SA DOMS 13

RICS NEW RULES OF MEASUREMENT

SA PIB San

state details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

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Item 5.1.3

Pods - are a construction item - components dealt with above

nr

All sundry items (e.g. electrical checks)

Electrical checks on sanitary appliances

PPM & Reactive

SA ELECTS 2

Pods complete

taken with installed sanitary appliances

NOT APPLICABLE nr

Bathroom pods

Construction Item

nr

Toilet pods

Construction Item

nr

Shower room pods

Construction Item

nr

Catering equipment (designed for use in provision of food and drink on a communal or commercial scale)

taken with installed sanitary appliances taken with installed sanitary appliances taken with installed sanitary appliances

Element 5.2: Services equipment (SE) 5.2.1

Services equipment (SE)

Definition - Services equipment designed for use on a communal or commercial scale

PPM & Reactive

specialist catering maintenance (see supplementary list)

PPM & Reactive

SE SAN 3

PPM & Reactive

specialist catering maintenance (SUP)

PPM & Reactive

nr

free standing or fixed equipment maintenance specialist service equipment maintenance Steriliser (electrical)

PPM & Reactive

specialist service equipment maintenance specialist service equipment maintenance SE STE 1C

nr

Steriliser (mechanical)

PPM & Reactive

SE STE 1M

nr

Steriliser (electric powered steam) Medical equipment

PPM & Reactive

SE MED 2

PPM & Reactive

SE MED 3

Portable appliance testing (PAT)

PPM & Reactive

SE PAT 1

nr

Sinks supplied as an integral part of catering equipment

nr

Food storage equipment

nr

Other free standing or fixed mechanical and electrical equipment to: – hospitals, dentist, medical, welfare and animal welfare buildings – (see maintain list)

nr nr

RICS NEW RULES OF MEASUREMENT

Specialist catering maintenance

Refer to 5 M supplementary list

Sanitary ware (Sink)

specialist catering maintenance

Refer to 5 M supplementary list

PPM & Reactive

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 147

Laundry - for example (but not limited only to): nr

specialist service equipment maintenance Ironing machine

PPM & Reactive

specialist service equipment maintenance SE LAUN 01

nr

Steam press

PPM & Reactive

SE LAUN 02

nr

PPM & Reactive

nr

Dryers, Washer/dryers Washer extractor

PPM & Reactive

SE LAUN 04

nr

Washing machine

PPM & Reactive

SE LAUN 05

nr

Washing machine (industrial steam) Portable appliance testing Note For all the different facilities or functional types identify the relevant services equipment items that are maintainable assets.

PPM & Reactive

nr nr

nr

– entertainment buildings, community centres and clubs – sports buildings, swimming pools, marinas and stadia – religious and funerary buildings – educational buildings

nr

– scientific research buildings

nr

– special residential buildings, hotels and elderly care homes – rail road, water and air transport buildings and terminals – agricultural, fishing and forestry buildings – communications, power supply, mineral supply and water supply buildings – factories, industrial buildings for food, drink, chemicals, engineering, textiles and the like – shops, showrooms, stores, shopping centres and warehouses – defence, police, prison and fire service buildings

nr nr

nr nr nr nr

nr nr

RICS NEW RULES OF MEASUREMENT

PPM & Reactive

PPM & Reactive PPM & Reactive PPM & Reactive PPM & Reactive PPM & Reactive PPM & Reactive

SE LAUN 03

SE LAUN 06 SE PAT 1 Note For all the different facilities or functional types identify the relevant services equipment items that are maintainable assets.

PPM & Reactive Then establish the relevant maintenance tasks schedules and related service level models to be applied (fit for function)

PPM & Reactive PPM & Reactive PPM & Reactive

Then establish the relevant maintenance tasks schedules and related service level models to be applied (fit for function)

PPM & Reactive

PPM & Reactive PPM & Reactive

| 148

nr

Element 5.3 5.3.1

nr

– restaurants, snack bars and public houses – libraries, record offices, museums, galleries and zoos

m2

Waste pipes and fittings

m2

Discharge stacks and waste pipes

m2

Ventilating stacks and pipes

PPM & Reactive PPM & Reactive

Disposal installations (DI) Foul drainage above ground Definition - Piped foul water drainage systems from sanitary appliances, sinks and kitchen appliances to the first underground drain connection

Soil and vent pipe work, Internal & External Soil and vent pipe work, Internal & External Soil and vent pipe work, Internal & External

m2

water waste plumbing and drainage air admittance device

m2

Chemical, toxic and industrial liquid waste drainage Definition - separate piped waste disposal systems where the waste needs special treatment or separate storage before

DI SAN 2

PPM & Reactive

D1 SAN 4

PPM & Reactive

D1 SAN 5

PPM & Reactive

D1 SAN 6

DI PIBS (DI)

D1 VAL 14

m

Prefabricated floor channels and gratings, and drains in upper floor construction

Prefabricated floor channels and gratings

PPM & Reactive Proactive PIB (RR)

nr

Traps, access points, rodding eyes, collars and the like

Traps, access points and rodding eyes

Proactive PIB (RR)

DI PIBS (DI)

nr

Sump pumps

Sump Pumps

Proactive PIB (RR) PPM & Reactive

DI PIBS (DI)

Item 5.3.2

PPM & Reactive

m m

RICS NEW RULES OF MEASUREMENT

All sundry items - e.g. general routine inspections

General routine inspections

Pipelines and fittings, including glass drainage

Pipelines and fittings (inc glass drainage)

Painting, anti-corrosion treatments and coating systems to drainage pipelines

Painting - anti corrosion treatments

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

DI CHECKS 2

PPM & Reactive

DI PGLAS 01

PPM & Reactive

DI PACT 01

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 149

disposal from appliance or equipment to external face of the external wall to the building nr nr nr

Traps, access points, rodding eyes, collars and the like Gullies

Traps, access points and rodding eyes Gullies

PPM & Reactive

DI TRAPS 01

PPM & Reactive

DI GULL 01

PPM & Reactive

DI CS TANK

PPM & Reactive

DI SET TANK

PPM & Reactive

DI CONTR 01

PPM & Reactive

DI CONM 02

Effluent treatment plant Dosing equipment

PPM & Reactive

DI ETP 01

PPM & Reactive

DI DOS 01

Steriliser

PPM & Reactive

DO STER 01

PPM & Reactive

DI MOU 01

Thermal insulation

PPM & Reactive

DI INS 01

Refuse input devices

PPM & Reactive

DO REFU 01

nr

Connections tanks and the like Storage tanks and vessels

nr

Settlement tanks

Chemical Storage Tank Settlement tanks

nr

Connections to equipment

Not maintainable

nr

Control components located externally Monitoring equipment located externally

nr nr

Effluent treatment plant

nr

Dosing equipment

nr

Sterilisation equipment

Not maintainable

control components located externally monitoring equipment located externally

Supports integral to the storage tanks and vessels, settlement tanks, or the like Item item 5.3.3

Refuse disposal

Nr

Definition - Refute chutes, incineration plant and the like

Mountings Thermal insulation Refuse input devices (note chutes and ducts taken separately) Plant for the compacting/macerating of refuse ready for collection

nr

Compactor

PPM & Reactive

DI MECH 2C

nr

Bailing Machines

PPM & Reactive

DI MECH 2D

nr

Shredding Machines

PPM & Reactive

DI MECH 2G

RICS NEW RULES OF MEASUREMENT

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 150

nr

nr

Refuse collection equipment, including bins and continental bins Incineration plant and ancillaries, including refuse and waste handling equipment, afterburners, proprietary metal chimney and flues, and ash handling equipment

nr nr

Paper shredders

nr

Safety devices

Item

5.4.1

PPM & Reactive

DI RECE 01

Incineration plant

PPM & Reactive

DI INCIN 01

Incinerator Gas Fired Furnaces See shredding machine above

PPM & Reactive

Safety devices

Painting/anti-corrosive treatments Final connection to services

Painting / anticorrosive treatments Not maintainable

m

Refuse chutes and ducts

m2 nr

Item

Element 5.4:

Refuse collection equipment

PPM & Reactive PPM & Reactive

DI GASE 43 See shredding machine above DI SAFETY 01

PPM & Reactive

DI PACT 01

Refuse chutes and ducts

PPM & Reactive

DO RESCD 01

Pipelines and pipeline fittings

Pipelines and fittings

PPM & Reactive

WI WATS 19

Valves

Refer to list of supplementary valves

Water installations (WI) Mains water supply Definition - Piped water supply systems from point of entry into building to appliance or equipment

Item

Thermal insulation

item

Rising main to storage tanks

nr

Water meters, where not provided as part of water mains supply installation by the statutory undertaker

Refer to list of valves

Thermal insulation Rising mains to storage tanks

nr nr

PPM & Reactive

WI ISU 1

PPM & Reactive

WI RISM 1

Meters (Utilities)

PPM & Reactive

WI MET 1

Water meter

Item

Trace heating

Trace heating

PPM & Reactive PPM & Reactive

WI CONT 10.03 WI HEA 1

Item

Sundry items

General routine inspections

PPM & Reactive

WI CHECKS 2

RICS NEW RULES OF MEASUREMENT

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections

| 151

5.4.2

Cold water distribution

m2

Definition - Piped water supply systems to distribute cold water from point of storage to user point

m2

Cold water distribution pipelines to sanitary appliances, sinks, equipment and the like, including fittings - Pipe work system general

m2

- Pipe work system water hygiene

m2

- Hot and cold water services - general Valves

nr nr

- Water saving devices

nr

Rainwater harvesting systems (internal) including collection pipelines

nr system m2 nr nr nr nr nr

RICS NEW RULES OF MEASUREMENT

Grey water collection pipe systems (internal) including collection pipelines Thermal insulation

State details of make/model and material for life cycle expectancy forecasting ; DHWS/CWS pipe work, Cold Water Services, open & closed pipe work systems DHWS/CWS pipe work, Cold Water Services, open & closed pipe work systems Hot and cold water services

PPM & Reactive

WI SYS 1

PPM & Reactive

WI WAT 1A

PPM & Reactive

WI WAT 1B

PPM & Reactive

Refer to supplementary list of valves WI CON 19

Rainwater harvesting systems

PPM & Reactive

WI RW HAR 01

Rainwater gutters/down pipes Grey water collection pipe systems

PPM & Reactive

WI SAN 7

PPM & Reactive

WI GREY 1

Thermal insulation

PPM & Reactive

WI INS 1

PPM & Reactive

Refer to taps listed in sanitary appliances Refer to supplementary list of pumps WI VES 1

PPM & Reactive

WI PRES 1

Refer to supplementary list of values Water saving devices

Taps, where not part of a sanitary appliance or services equipment Pumps Pressurisation expansion units (expansion vessels) Pressure booster sets (Water pumping pressure booster sets) Water storage tanks, and cisterns

Refer to list of taps in sanitary fittings Refer to supplementary list of pumps Pressurisation expansion units Water pumping pressure boosting sets

state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

Refer to list of component types below

| 152

nr nr

nr

- Cold water tanks including break tanks 300 litres

frost protection devices trace heating

nr Instrumentation and control components to cold water distribution systems

nr nr

5.4.3

Hot water distribution

m2

Definition - Piped water systems to distribute hot water to sanitary appliances, sinks, equipment and other appliances and to distribute mixed water to water heaters and equipment

m2

Sundry items - General routine inspections of belts and starters (all types) Hot water distribution pipelines to sanitary appliances, sinks, equipment and the like, including fittings

m2 m2 m2

RICS NEW RULES OF MEASUREMENT

Thermal insulation

Frost protection devices refer to supplementary list of controls Pumps and fan speed inventer motors (drive elements) Control transducer (pneumatic to electrical and electrical to pneumatic) Control relays

nr

nr Item

PPM & Reactive

WI TAN 1

PPM & Reactive

WI TAN 2

PPM & Reactive

Refer to list of components as below WI FROST

PPM & Reactive

WI HEA 1

PPM & Reactive

Refer to supplementary list of controls WI CON 17v

PPM & Reactive

WI EMO 1

PPM & Reactive

WI CON 18

PPM & Reactive PPM & Reactive

WI SWI 3 WI BEL1 & WI STA 1

Trace heating

nr

nr

Cold water storage tanks & cisterns 300 litres

General routine inspections DHWS/CWS pipe work, Hot Water Services, open & closed pipe work systems Domestic central heating & hot water systems Unvented hot water systems Hot water servicesgeneral Thermal insulation

state details of make/model and material for life cycle expectancy forecasting ; PPM & Reactive

WI SYS 1A

PPM & Reactive

WI SYS 1

PPM & Reactive

WI WAT 1

PPM & Reactive

WI INS 1

state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 153

nr

Taps, where not part of a sanitary appliance or services equipment

nr

Valves

nr

- Refer to Valves as listed with cold water distribution Pumps

nr

Taps

Values

Heat exchangers

nr

nr

Trace heating

nr

WI PUM 2

heat exchangers coil Reheaters

PPM & Reactive

WI EXC 1

PPM & Reactive

WI EXC 2

water to water plate heat exchangers

PPM & Reactive

WI EXC 3

PPM & Reactive

WI STAN 1

PPM & Reactive PPM & Reactive

WI HEA 1

Refer to components listed below Expansion vessels DHWS calorifer HWS Cylinder, Hot Water Services, Domestic HW cylinder Unvented hot water systems Hot water calorifers inc load levellers

nr

nr nr nr

Immersion heaters

nr

Insulated combination units

WI FROST PPM & Reactive

How water storage and expansion vessels

nr

RICS NEW RULES OF MEASUREMENT

PPM & Reactive

frost protection devices trace heating Hot water storage vessels and expansion vessels

Refer to supplementary list of valves

Secondary hot water circulation pumps

Storage cylinders, calorifiers

nr

nr

PPM & Reactive

Heat exchangers

nr

Storage cylinders, calorifiers

Values

Refer to taps listed in sanitary appliances

Pumps

nr

nr

PPM & Reactive

Refer to supplementary list of values

nr nr

Refer to taps listed in SA

Immersion heaters Insulated Combination Unit, Hot Water Services

PPM & Reactive WI VES 2 PPM & Reactive WI HOT 1 PPM & Reactive WI HWS 1 PPM & Reactive WI CAL 2 PPM & Reactive

WI IMER 01

PPM & Reactive

WI INCOM 01

| 154

nr

Water softeners

nr

- Ion Exchange Plant base exchange softener (commercial) - Magnetic water conditioners - Reverse osmosis

nr nr nr

- Ion Exchange Plant base exchange softener (domestic)

nr

Instrumentation and control components to hot water distribution systems

5.4.4

Local hot water

Definition - Systems where hot water is generated in the vicinity of the appliance being served

nr

nr nr nr nr nr nr

RICS NEW RULES OF MEASUREMENT

PPM & Reactive

Water Conditioner Magnetic Water treatment (Reverse Osmosis) Water treatment (Ionisation)

PPM & Reactive

WI WAT 12

PPM & Reactive

WI WAT 13

PPM & Reactive

WI WAT 18

PPM & Reactive

WI SEN 2

PPM & Reactive

WI HEAT 60

PPM & Reactive

WI INS 1

PPM & Reactive

WI FWH 1

PPM & Reactive

WI HWS 1

PPM & Reactive

WI CAL 3

PPM & Reactive

WI CYL 1

PPM & Reactive

WI EWH 1

PPM & Reactive

WI EWH 2

Instrumentation & controls components to HWDS

nr Item

Water treatment (Ionisation)

Refer to components listed below WI WAT 2

Water softeners

Temperature measurement sensors Sundry items - e.g. hot water heating coil Instantaneous water heaters (including shower heaters) and storage water heaters, including flue pipes and terminals

Sundry items e.g. hot water heating coil Instant Water Heater, Wall hung & floor mounted Direct Fired Water Heaters, Hot Water Services Unvented Storage Heater, Hot Water Services Calorifiers - DHWS storage Thermal storage cylinder Packaged electric water heaters Instant Water Heater, Instantaneous under sink, multipoint & over sink units

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 155

nr

Refreshment point water dispensers Hot water cylinder

nr Item 5.4.5

Steam and condensate distribution

m2

nr Definition - Steam distribution and condensate return pipelines to and from services equipment within the building

Sundry items - e.g. hot water heating coil Steam distribution pipelines to and condensate return pipelines from services equipment, including fittings Valve, strainers, pressure reducing sets

Hot water heating coil Steam pipe work

WI EWH 3v

PPM & Reactive

WI HOT 1

PPM & Reactive

WI HEAT 60

PPM & Reactive

WI STE 1

PPM & Reactive

Refer to supplementary list of valves WI VAL (see supplementary list) WI PRES 1

Thermal insulation

PPM & Reactive

WI INS 1

PPM & Reactive

WI

PPM & Reactive

TBD

Values

nr nr

Refer to supplementary list of values strainers

PPM & Reactive

pressure reducing sets

PPM & Reactive

m2

Thermal insulation

nr

Steam reduction stations

nr

Condensate receivers

Steam reduction stations Condensate receivers

nr

Condensate pump sets

Condensate pump

PPM & Reactive

WI PUMP 03

nr

Steam connection outlets

Steam connection outlets

PPM & Reactive PPM & Reactive

TBD WI TAPS (see supplementary list)

PPM & Reactive

WI EXC 1

Steam calorifiers

PPM & Reactive

WI CAL 2

instrumentation and controls to steam etc

PPM & Reactive

WI CON ST

PPM & Reactive

WI STEA 01

PPM & Reactive

WI STEA 02

nr nr nr nr

nr nr

RICS NEW RULES OF MEASUREMENT

Taps, where not part of services equipment Plate Heat exchangers Storage cylinders, calorifiers (heated by steam) Instrumentation and control components to steam and condensate systems Sundry items

Taps Plate Heat Exchanger, Hot Water Services

Taps

Ancillary steam appliances Ancillary steam equipment

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 156

Element 5.5: Heat source (HS) 5.5.1

Heat source

Definition - A heat source supplying heat to one or more heating systems

nr

Biomass fuel boiler plant and ancillary items

nr

Gas/oil fired boiler plant and ancillary items, including burners, blow down facilities and pressurisation plant Gas fired boilers

nr nr

nr nr nr

nr

Gas fired burners

Boiler units, Biomass - boiler only

Gas fired boilers type Boiler Shell type, Water tube & Sectional units LTHW / MTHW Boilers LTHW Boiler MTHW Wall hung domestic and light commercial installations

PPM & Reactive

HS BIOMAS 1

PPM & Reactive

HS BOI 2

PPM & Reactive

HS BOL 2A HS BOI 2B

PPM & Reactive PPM & Reactive

Gas fired burners Atmospheric Burner, Boiler, Domestic applications only

PPM & Reactive

HS BOI 1

nr

Blown Gas Burner Modular Boilers Combination Atmospheric Burner Gas Boiler Condensing Atmospheric Gas Burner Forced Draught Gas Burner

PPM & Reactive

HS BOI 7

PPM & Reactive

HS BOI 8

PPM & Reactive

HS BOI 10

PPM & Reactive

HS BOI 11

Condensing Boiler Blown Gas Burner Burners - Forced Draught Gas Burner

PPM & Reactive

HS BOI 12

PPM & Reactive

HS BUR 1

nr nr nr nr

RICS NEW RULES OF MEASUREMENT

state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

HS BOI 6

nr

nr

State details of make/model and material for life cycle expectancy forecasting ;

| 157

nr nr nr nr nr Oil Fired Boilers nr nr nr nr nr

Oil fired blow down facilities

nr

Coal fired boiler plant and ancillary items, including burners, blow down facilities, coal distribution equipment, ash handling and storage equipment, grit arrestors and pressurisation plant

nr nr nr nr

nr nr

Atmospheric Gas Burners Blown Gas Burners Atmospheric Gas Burners/ Condensing Combination Boiler Gas/oil burners - dual fuel Gas fired blow down facilities Oil fired boilers (state type as list below) Condensing Boiler Forced Draught Oil Burner Fuel Oil Burner Light Oil Pressure Jet Burner Fuel oil burners using 220/960 sec oil Oil fired blow down facilities

PPM & Reactive

HS BUR 2

PPM & Reactive PPM & Reactive

HS BUR 6 HS BUR 7

PPM & Reactive

HS BUR 9

PPM & Reactive HS GF BDF 01

PPM & Reactive

HS BOI 13

PPM & Reactive

HS BUR 3

PPM & Reactive PPM & Reactive

HS BUR 5 HS BUR 8

PPM & Reactive

HS OIL BDF 01

PPM & Reactive

HS BOI CF

PPM & Reactive

HS BOI SFB

Coal fired boilers (state type as list below) Coal fired boilers and ancillary items Solid fuel burners Coal fired blow down facilities Coal fired coal distribution equipment - bunkers and conveyors Coal fired ash storage equipment Coal feed mechanisms - under

PPM & Reactive PPM & Reactive PPM & Reactive

HS BOI CFBDF HS BOI 14 HS BOI 15 HS BOI 16

PPM & Reactive

RICS NEW RULES OF MEASUREMENT

| 158

feed stokers Coal feed mechanisms - chain gate stokers Ash handling system

nr nr nr

Electrode boilers Electric boilers Electric blow down facilities

Packaged steam generators Packaged steam blow down facilities

nr

Waste & wood burning appliances safety circuits Waste & wood burning appliances combustion chamber Waste & wood burning appliances boiler

nr nr

nr

RICS NEW RULES OF MEASUREMENT

PPM & Reactive PPM & Reactive

HS BOI 3 HS BOI 19

PPM & Reactive

HS BOI ELEC

PPM & Reactive

HS PS GENE

PPM & Reactive

HS PS BDF 1

Wood pellet boiler plant and ancillary items

nr

nr

HS BOI 18

Packaged steam generators and ancillaries, including blow down facilities and pressurisation plant

nr

nr

PPM & Reactive

HS BOI 17

Electric boiler plant and ancillaries, including blow down facilities and pressurisation plant

nr nr nr nr

PPM & Reactive

Central (combined) heat and power (CHP) boiler plant - CHP unit (Puma) Heat pumps (including domestic air to water heat pumps)

PPM & Reactive

HS BUR 10

PPM & Reactive

HS BUR 11

PPM & Reactive

HS BUR 12

CHP Plant

PPM & Reactive

HS CHP 1

Pumps - general, heating system (Refer to supplementary list of pumps)

PPM & Reactive

Refer to supplementary list of pumps

State details of make/model and material for life cycle expectancy forecasting ;

state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 159

nr

Ground source heating (GSH), including boreholes and all ancillary components (including closed loop and open loop systems)

Ground source heating(GSH)

nr

Boreholes

PPM & Reactive

HS BOREH 1

nr

Closed loop systems

PPM & Reactive

HS CLOOP 1

nr

Open loop systems

PPM & Reactive

HS OLOOP 1

nr

Pumps, valves and the like (as list below) Water mains

PPM & Reactive

nr

Pumps

nr

Water Valves PPM & Reactive

HS WAT MAIN Pumps (see supplementary list) Refer to HWS Valves list

nr

Other water equipment Steam mains (strainers) Other steam equipment

PPM & Reactive

HS OWE 01

PPM & Reactive

HS STR 1

PPM & Reactive

HS STEM 1

Calorifiers - step down/ non storage

PPM & Reactive

HS CAL SDNS

Steam boilers

PPM & Reactive

HS BOI 9

Water tanks

PPM & Reactive

HS WAT TANK 1 Refer to supplementary list of controls

PPM & Reactive

HS CON 10

PPM & Reactive

HS CON 17v

nr

Water or steam mains, pumps, valves and other equipment from district heating systems

PPM & Reactive

nr

nr

Step down/non-storage calorifiers connected to external heat source Other heat sources

nr nr

Water tanks (i.e. header tanks), including cold water distribution to heat source Instrumentation and control components to heat source

nr

Calorifier and heat exchanger - controls

nr

Pump and fan speed inverter

RICS NEW RULES OF MEASUREMENT

| 160

nr

Boilers - Fire and safety circuits Fire and safety circuits Motors - drive elements

nr nr nr

Forced draft fans

PPM & Reactive

HS FIR 1

PPM & Reactive

HS FIR 3

PPM & Reactive

HS EMO 1 Refer to supplementary list of fans

Force draft fans

PPM & Reactive

Gantries

PPM & Reactive

HS GANT 01

Flue system

PPM & Reactive

HS FLU 1

Gas fired flues

PPM & Reactive

HS RAD 4

Vibration isolation mountings

PPM & Reactive

HS MOUN 1

Sundry Items

PPM & Reactive

HS CHECKS 2

nr

Pipe coils

PPM & Reactive

HS HEAT 63

nr

General belts

PPM & Reactive

HS BEL 1

nr

Steam boiler report

PPM & Reactive

HS STEA 07

nr

Operation of steam plant Starters - all types

PPM & Reactive

HS STEA 09

PPM & Reactive

HS STA 1

nr

Gantries

nr

Chimneys and flues, where not part of the building - Flues (all types)

nr nr

- Gas fired natural & fan assisted heaters conventional & balance flue

m2

Vibration isolation mountings

item

Sundry items - e.g., general routine inspections

Flues and the like

nr Element 5.6: Space heating and air conditioning (SHAC) 5.6.1

Central heating Definition - Systems where heating is generated at a central point and distributed to the spaces and/or locations being treated

m2

m2

RICS NEW RULES OF MEASUREMENT

Heating systems from, and including everything within, the plant room specifically related to the heating system, excluding the heat source

state details of make/model and material for life cycle expectancy forecasting ; Domestic central heating & hot water systems

PPM & Reactive

SHAC SYS 1A

state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 161

m2

m2

Heat distribution pipelines from heat source to heat emitter or other equipment.

In screed embedded pipelines (i.e. under floor heating)

LTHW/ChW pipe work, Heating System, Open & Closed pipe work systems In screed embedded pipelines

PPM & Reactive

SHAC SYS 1

PPM & Reactive

SHAC VEH 3

PPM & Reactive m2 system system system

Heated ceiling panels

Heated ceiling panels

Warm air heating Convection systems

Warm air heating Convection systems

Fan assisted convection systems including under-floor systems

Fan assisted convection systems

m2 system

Cable heating systems

system

Plenum air heating system

system

Off-peak heating system, including storage radiators

system

Distribution pipelines and pipeline fittings

Gas fired and fan assisted heaters Cable heating systems Plenum air heating system Off-peak heating system, including storage radiators Distribution pipelines and pipeline fittings

system

Heated towel rails, where an integral part of a heating system

Heated towel rails, where an integral part of a heating system

Heating emission units, such as:

Heating emission units, such as: Heat emitters

nr nr

RICS NEW RULES OF MEASUREMENT

SHAC HEAT CP1 PPM & Reactive

– Skirting heaters (i.e. natural convectors and perimeter skirting heaters)

PPM & Reactive

SHAC WARM 01 SHAC CONV 01

PPM & Reactive

SHAC FAN 1

PPM & Reactive

SHAC (CHS)

PPM & Reactive

SHAC (PLEN)

PPM & Reactive

SHAC (OPHS)

PPM & Reactive

SHAC (DIS PIPE)

PPM & Reactive

SHAC (TOWEL)

Refer to list below PPM & Reactive

SHAC RAD 2

PPM & Reactive

SHAC RAD 5

| 162

nr

Radiant strip heater systems Radiator systems

PPM & Reactive

SHAC RAD 6

PPM & Reactive

SHAC RAD SYS

PPM & Reactive

SHAC RAD PAN

nr

Radiant panel systems Natural convectors

PPM & Reactive

SHAC NAT CONV

nr

Fan convectors

PPM & Reactive

SHAC FAN 2

nr

Unit heaters

PPM & Reactive

nr

Radiators, cast iron, steel, aluminium Convector heaters

PPM & Reactive

SHAC FAN 3 SHAC RADS

PPM & Reactive

SHAC HEAT 52

PPM & Reactive

SHAC CONV

PPM & Reactive

Refer to supplementary list of valves Refer to supplementary list of ventilation SHAC AHU 1

nr nr

nr nr

Continuous convectors

nr

Valves and fittings

m2

Ductwork

nr

Air handling equipment

nr system

Grilles, fans, filters and the like - Grilles and diffusers Cables

m2

Instrumentation and control components to heating systems Thermal insulation - general

item

Sundry items

nr nr

Self acting and thermal valves

PPM & Reactive

Ductwork Air handling unit (equipment)

PPM & Reactive Thermal wheel rotary heat regenerator Grilles and diffusers, heating system Cables Instrumentation and controls

SHAC EXC 6 PPM & Reactive

SHAC GRI 1

PPM & Reactive

SHAC CABLES

PPM & Reactive

Refer to supplementary list of controls SHAC INS 1

Thermal insulation

PPM & Reactive

Plate recuperator Duct heater battery electric

PPM & Reactive

Refer to list below

nr Actuators

RICS NEW RULES OF MEASUREMENT

PPM & Reactive

SHAC EXC 2

PPM & Reactive SHAC HEAT 46 Refer to supplementary list of controls

| 163

5.6.2

Local heating

nr

Room heaters or fires, with or without boilers

nr Definition - Systems where heating is generated in or adjacent to the spaces and/or locations being treated

nr nr nr system Item

5.6.3

Chimneys and flues, where not part of the building structure - Flues (all flues) Instrumentation and control components to heating systems Sundry items

Room heaters or fires

PPM & Reactive

SHAC FAN 4

electric air heater

PPM & Reactive

SHAC EXC 4

fires

PPM & Reactive

SHAC (FIRES)

PPM & Reactive

Renaming as item below

flue System

PPM & Reactive

SH FLU 1

instrumentation and controls to heating systems

PPM & Reactive

SH (INS CON)

PPM & Reactive

SH (SUNDRY)

Sundry Items

Central cooling

Definition - Systems where cooling is performed at a central plant and distributed to the space and / or location being treated

m2

Chilled beams

m2

Fan coil systems for cooling only Air based systems – variable air volume (VAV) for cooling only

m2 nr

nr m2

Variable refrigeration volume (VRV) systems

nr

Chillers and packaged chillers

nr

nr nr nr

RICS NEW RULES OF MEASUREMENT

Chilled beams

PPM & Reactive

SHAC CBC 1v

Fan coil systems for cooling only

PPM & Reactive

SHAC FCS 1

PPM & Reactive

SHAC COO 3

PPM & Reactive

SHAC EVA 2

PPM & Reactive

SHAC VRV 1

PPM & Reactive

SHAC CHI 1

PPM & Reactive

SHAC PAC 1

PPM & Reactive

SHAC CON 1

PPM & Reactive

SHAC CON 2

- Unit type air coolers - air cooled with direct expansion evaporator (DX) Evaporators - coil direct expansion (DX) Variable refrigeration volume (VRV) systems Chillers and packaged chillers Packaged chillers units - (state type; air cooled, water cooled, absorption) Chillers - Air cooled - Condensers water cooled - Condensers Air cooled

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services state details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 164

nr nr nr

Central refrigeration plant

nr

Cooling towers - Cooling towers water treatment / Legionella prevention

nr nr nr m2

Dry cooler - central cooling Evaporators - Shell and tube Central refrigeration plant

Distribution pipelines and pipeline fittings

Cooling towers - Legionella disease (legionella pneumophila) Distribution pipelines and pipeline fittings

PPM & Reactive

SHAC COO 2

PPM & Reactive

SHAC EVA 1

PPM & Reactive

SHAC (CRP)

PPM & Reactive

SHAC COO 1

PPM & Reactive

SHAC COO 3

PPM & Reactive

SHAC WAT 1

PPM & Reactive

SHAC PWK 1

m2

- Refrigerant Distribution system

LTHW/ChW pipe work, Refrigeration Plant/ Chiller, Open & Closed pipe work system

PPM & Reactive

SHAC DIS 1

m2

- Chilled water condensers water pipe systems

PPM & Reactive

SHAC CON 3

m2

- Condenser - chilled water circulating pipes

LTHW/ChW pipe work, Refrigeration Plant/Chillers, Open & Closed pipe work system LTHW/ChW pipe work, Refrigeration Plant/Chiller, Open & Closed pipe work system

PPM & Reactive

SHAC CON 4

m2

Cold and treated water feeds Filtration - central plant

PPM & Reactive

SHAC (FIL CP)

Valves

PPM & Reactive

nr nr nr

RICS NEW RULES OF MEASUREMENT

Valves Pumps

Pumps

PPM & Reactive

Refer to supplementary list of valves Refer to supplementary list of pumps

| 165

nr

Air to water heat pump (rev cycle chillers - e.g. air source heat pump) Water to water heat pump (rev cycle chillers e.g. water source heat pump) Brine to water pump (Rev cycle chillers e.g. Brine source heat pump)

PPM & Reactive

SHAC CHL 4

PPM & Reactive

SHAC CHL 5

PPM & Reactive

SHAC CHL 6

PPM & Reactive

Refer to listing as 5.6.1. above

PPM & Reactive

SHAC GRI 1

Air handling units

PPM & Reactive

SHAC AHU 1

Emission units

PPM & Reactive

Refer to emissions as 5.6.3 listing

nr

nr

m2

nr

Distribution ductwork and ductwork fittings and ancillaries, e.g. supports, hangers, access openings and dampers (control, fire and smoke) Grilles, fans, filters and other ancillary components of central cooling systems

nr

Air handling units (AHUs)

m2

Emission units, including fan coil units, chilled beam and the like

m2

Ductwork, fittings and ancillaries

Grilles and diffusers

Instrumentation and control components to central cooling systems

Instrumentation and controls to cooling systems Relative humidity sensor Absolute humidity sensor

nr nr m2

Thermal insulation Sundry items

RICS NEW RULES OF MEASUREMENT

Thermal insulation

PPM & Reactive PPM & Reactive

Refer to the list below SHAC SEN 13

PPM & Reactive PPM & Reactive

SHAC SEN 14 SHAC INS 1 Refer to the list below

| 166

nr

Chilled water condensers water pipe systems Condenser - chilled water circulating pipes Chilled water cooling unit Refrigerant air dryer

nr nr

5.6.4

PPM & Reactive

SHAC CON 3

PPM & Reactive

SHAC CON 4

PPM & Reactive

SHAC CON 7

PPM & Reactive

SHAC CON 9

nr

Sample cooler

PPM & Reactive

SHAC CON 10

nr

Compressors & Relays

PPM & Reactive

Refer to supplementary list of pneumatics

Grilles and Diffusers

PPM & Reactive

SHAC GRI 1

PPM & Reactive

SHAC COM 1

PPM & Reactive

SHAC COM 2

PPM & Reactive

SHAC COM 3

Local cooling

nr

Definition - Systems where cooling is performed in or adjacent to the space or location to be treated.

nr

Grilles

Grilles

nr Vapour compression chillers nr nr

Compressor - Screw Compressors Refrigeration Centrifugal using R123/134a

nr

nr

Absorption chillers (run using low-grade waste heat from other industrial process)

nr nr nr

RICS NEW RULES OF MEASUREMENT

Vapour compression chillers (state type) Compressor Refrigeration Reciprocating

Solar thermal absorption chillers and the like

Absorption chillers (state type) Gas Fired Absorption Chillers up to 18 kW Cooling Capacity Lithium Bromide Water/Absorption Chillers Solar thermal absorption chillers and the like

PPM & Reactive

SHAC CHL 2

PPM & Reactive

SHAC CHL 3

PPM & Reactive

SHAC (CHL STA)

state details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 167

5.6.5

Central heating and cooling

Definition - Combined systems where heating and cooling are performed at a central point and distributed to the spaces and locations being treated.

m2

Fan coil systems for heating and cooling

Fan coil systems for heating and cooling

PPM & Reactive

SHAC (FAN COIL)

m2

Air based systems – variable air volume (VAV) for heating and cooling

PPM & Reactive

SHAC (VAV)

m2

PPM & Reactive

SHAC (RCHPS)

nr

Reverse cycle heat pump systems Chillers

Air based systems – variable air volume (VAV) for heating and cooling Reverse cycle heat pump systems Chillers

PPM & Reactive

SHAC (CHL GEN)

nr

Vapour compression chillers

PPM & Reactive

nr

Absorption chillers (run using low-grade waste heat from other industrial process) Solar thermal absorption chillers and the like

Vapour compression chillers Absorption chillers

Refer to listing as 5.6.3. above Refer to listing as 5.6.3. above

nr item/m nr nr item/m

Distribution pipelines and pipeline fittings - Valves

Solar thermal absorption chillers and the like Distribution pipelines and pipeline fittings

- Pumps Distribution ductwork and ductwork fittings and ancillaries, egg supports, hangers, access openings and dampers (control, fire and smoke)

PPM & Reactive PPM & Reactive

SHAC (STA CHL)

PPM & Reactive

SHAC (DIS PIPE)

Valves

PPM & Reactive

Pumps

PPM & Reactive

Refer to supplementary list of valves Refer to supplementary list of pumps

Distribution ductwork and ductwork fittings and ancillaries, e.g. supports, hangers, access openings and dampers (control, fire and smoke)

Refer to supplementary list of ventilation

- Fans

Fans

PPM & Reactive

SHAC (FANS)

nr

- Filters

Filters

PPM & Reactive

SHAC (FIL)

nr

- Grilles

Grilles

PPM & Reactive

Refer to listing as 5.6.1. above SHAC (ANC)

Other ancillary components of central heating and cooling systems

nr

Air handling equipment and the like

RICS NEW RULES OF MEASUREMENT

state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

PPM & Reactive

nr

nr

state details of make/model and material for life cycle expectancy forecasting ;

Other ancillary components of central heating and cooling systems Air handling equipment and the

| 168

like nr m2 m2 5.6.6

Local heating and cooling Definition - Combined systems where heating and cooling are performed in or adjacent to the space to be treated.

5.6.7

nr

Run Around Heat Recovery Coils Vibration isolation mountings Mountings

Vibration isolation mountings - Mountings Local heating and cooling units

nr

Local heating and cooling units Electric Air Heater

PPM & Reactive

SHAC EXC 7

PPM & Reactive

SHAC MOU 1

PPM & Reactive

SHAC LOC HCU

PPM & Reactive

SH EXC 4

nr

Valves

Valves

PPM & Reactive

Plenum air heating systems

PPM & Reactive

Refer to supplementary list of valves Refer to supplementary list of pumps Refer to listing as 5.6.3. above SHAC (PLEN)

nr

Pumps

Pumps

PPM & Reactive

nr

Grilles

Grilles

PPM & Reactive

Central air conditioning

m2

Plenum air heating systems

Definition - Systems where air treatment is performed at a central point and air is distributed to the spaces and locations being treated

m2

Constant volume air conditioning systems

Constant volume air conditioning systems

PPM & Reactive

SHAC (CVAC)

Multi-zone air conditioning systems Induction Units

PPM & Reactive

SHAC (MZAC)

PPM & Reactive

SHAC (INDU)

m2

Multi-zone air conditioning systems Induction air conditioning systems Hybrid air conditioning systems (i.e. systems based on a combination of a number of other air conditioning systems)

Hybrid air conditioning systems (i.e. systems based on a combination of a number of other air conditioning systems)

PPM & Reactive

SHAC (HYB ACS)

nr

Grilles

PPM & Reactive

Refer to listing as 5.6.3. above

m2 m2

RICS NEW RULES OF MEASUREMENT

Grilles

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

state details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 169

5.6.8

nr

Instrumentation and control components to central air conditioning systems

Local air conditioning

nr

Self-contained air conditioning units providing conditioned air to rooms or areas

Definition - Systems where air treatment is performed in or adjacent to the space to be treated.

nr

nr

nr nr nr nr

Instrumentation and control components to central air conditioning systems Self-contained air conditioning units providing conditioned air to rooms or areas

Grilles and diffusers

m2

Air extract systems

nr

Air supply

Refer to supplementary list of controls Refer to the list below

Room Air Conditioners - Unitary reverse cycle heat pump terminal units with electric heating and reversing valve

PPM & Reactive

Split Systems - Aircooled with direct expansion evaporator (DX), with gas, hot water or electric heaters Computer Room Air Conditioner Room Air Conditioners Air conditioners

PPM & Reactive

SH A/C 1 sate details of make/model and material for life cycle expectancy forecasting ; SH A/C 2

PPM & Reactive

SHAC CAC 1

PPM & Reactive

SHAC LIE 1v

PPM & Reactive

SHAC STZ 1v

PPM & Reactive

SHAC UNI 1

PPM & Reactive

Refer to listing as 5.6.3. above

PPM & Reactive

VS (AIR EXTR)

Ventilators - Electric

PPM & Reactive

VS FIRE/40

Extract systems

PPM & Reactive

VS (EXTR)

Extract units/terminal units

PPM & Reactive

Unitary Air Conditioners

nr

PPM & Reactive

Grilles and diffusers

state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

Element 5.7: Ventilation systems (VS) 5.7.1

Central ventilation

Definition - Air movement systems removing vitiated air from spaces and/or supplying fresh outside air to

nr nr

Extract systems

nr

Extract units/terminal units

RICS NEW RULES OF MEASUREMENT

Air extract systems

Refer to list of fans

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections

| 170

spaces. No environmental control or air treatment except filtration when required. nr

Fan units

m2

nr

Distribution ductwork and ductwork fittings and ancillaries, e.g. supports, hangers, access openings and dampers (control, fire and smoke) Grilles

nr

Filters

Fan units

PPM & Reactive

Grilles and Diffusers, Ventilation system,

PPM & Reactive Air Filters (air handling) Air Filters (air handling) Air Filters (air handling), Filters (electrostatic) Air Handling - Grease Filters

nr nr Other ancillary components of central ventilation systems

m2

Distribution pipelines and pipeline fittings

m2

Valves

Other ancillary components of central ventilation systems Distribution pipelines and pipeline fittings - Pipe work System - General Valves

nr

Pumps

Pumps

m2

Vibration isolation mountings

m2

PPM & Reactive

Ducting - VCDs / Fire Smoke Dampers, Integrated

nr

nr

refer to supplementary list of fans

PPM & Reactive PPM & Reactive

Refer to supplementary list of fans Refer to listing as 5.6.1 above

Refer to listing as 5.6.3. above refer to list below VS FIL 1

PPM & Reactive VS FIL 3 PPM & Reactive

VS FIL 5

PPM & Reactive

VS (ANX)

PPM & Reactive

VS (PIPEWK)

PPM & Reactive

Refer to supplementary list of valves Refer to supplementary list of pumps

PPM & Reactive

Vibration isolation mountings

m2

Mountings

PPM & Reactive

VS MOU 1

nr

RICS NEW RULES OF MEASUREMENT

Instrumentation and control components to central ventilation systems

Instrumentation and control components to central ventilation

PPM & Reactive

Refer to supplementary list of controls

| 171

systems nr/item

Sundry items

nr

nr nr nr 5.7.2

Local and special ventilation

Definition - Local and special air movement systems removing vitiated air from spaces and/or supplying fresh outside air to spaces. No environmental control or air treatment except filtration when required.

nr

Sundry items - Ventilators Manual - Actuators

PPM & Reactive

- General Belts - General Routine Inspection - Starters - All Types

PPM & Reactive

Toilet/ bathroom ventilation (air movement systems for removing smells, odours and other unwanted contaminants from, or supplying fresh air to, toilet areas, e.g. packaged toilet extract fans)

nr

PPM & Reactive

PPM & Reactive PPM & Reactive

VS VENT 22.04 Refer to supplementary list of controls VS BEL 1 VS CHECKS 2 VS STA 1 sate details of make/model and material for life cycle expectancy forecasting ;

PPM & Reactive

Extract Fans - Vent Axia Type

Refer to list below

PPM & Reactive

VS FAN 1

nr

General Fans, Central Ventilation, Extract

PPM & Reactive

VS FAN 7

nr

General Fans, Central Ventilation, Smoke Extract

PPM & Reactive

VS FAN 7A

PPM & Reactive

Refer to the list below

PPM & Reactive

VS VENT/19

nr

nr

Kitchen ventilation (air movement systems for collecting, containing and removing smells, fumes and other unwanted contaminants from, or supplying fresh air to, kitchen areas), including hoods, canopies and grease filters - Kitchen Extract Canopy

nr

- Cleaning Kitchen Filters

Hoods, , Kitchen extract hood Grease Filters

state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

VS PSTO/04 PPM & Reactive

RICS NEW RULES OF MEASUREMENT

| 172

nr

Fume extracts (air movement systems for collecting, containing, cleaning and removing smells, fumes and other unwanted contaminants), including hoods, canopies and valances

nr nr system

nr nr

PPM & Reactive

VS VENT/13

PPM & Reactive

VS ANC 3

Cyclone separator

PPM & Reactive

VS ANC 4

General Fans, Local Ventilation, Roof mounted unit

PPM & Reactive

VS FIRE 37

Roof mounted ventilation units

nr

system

Fan - Weld Fume Extract Dust Collection Unit Cyclone systems

nr nr

Refer to list below

Car parking ventilation (i.e. air movement systems for removing fumes, smells and other contaminants of the air from car parks to the outside), including systems involving no air treatment and systems supplying fresh air to the car parking spaces

Refer to the list below - Motor Driven Exhaust Hose Reel - Spring Recoil Hose Reel

PPM & Reactive

VS ANC 1

PPM & Reactive

VS ANC 2

PPM & Reactive

VS ANC 5

nr Vehicle Exhaust

RICS NEW RULES OF MEASUREMENT

| 173

5.7.3

Smoke extract / control

nr

Definition - Air movement and pressurisation systems for removing and controlling the build-up of smoke arising from a fire, and to assist in procuring the safety of personnel and in maintaining safe escape routes.

nr

Automatic smoke extract systems

nr system

- Smoke Relief and/or Natural Fire Ventilators Smoke Relief Ventilators

PPM & Reactive

VS EXF 1

PPM & Reactive

VS EXF 4

Smoke Curtain

PPM & Reactive

VS EXF 3

Automatic smoke compartmentalisation systems

nr

State details of make/model material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

Element 5.8: Electrical installations (EI) 5.8.1

Electrical mains and submains distribution nr

Distribution of LV electricity from the building main switchgear panel to (and including) the area distribution boards

nr nr Definition The distribution of LV electricity from (and including) the building main switchgear panel to (and including) the area distribution boards.

nr

Power Distribution Unit (PDU) Maximum Demand and Power Factor Correction

PPM & Reactive

EI PDU 1

PPM & Reactive

EI PFC 1

HV Main Incomer and panel

PPM & Reactive

EI PAN 1

Main switchgear panel

nr nr

Refer to list below

Distribution Boards

PPM & Reactive

EI DIS 1

nr

Switchgear

PPM & Reactive

nr

HV Switch panel

PPM & Reactive

EI SWITCH GEAR EI ELEC/13

Earthing

PPM & Reactive

EI EAR 1

Transformers - power

PPM & Reactive

EI TRX 1

nr

m2

HV switchgear

Earthing and bonding components

m2 nr nr

RICS NEW RULES OF MEASUREMENT

state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

PPM & Reactive

Area distribution boards

nr

state details of make/model and material for life cycle expectancy forecasting ;

Transformers

| 174

nr nr Item

nr nr Power installations

m2

General low voltage (LV) power installations

system Definition - Sub-circuit power installations from subdistribution boards terminating at socket outlets, fuse connection units and other accessories. Including final connections to permanent mechanical and electrical equipment.

system

Extra LV supply installations Direct current (DC) installations

nr nr

PPM & Reactive

EI ELEC/14

110v Transformer

PPM & Reactive

EI ELEC/26

PPM & Reactive

Sundry items

m2

5.8.2

HV Transformer

General Routine Inspection Hazardous Area (Electrics) - Flame Proof Equipment 5 Yearly Full Electrical Testing

PPM & Reactive

EI CHECKS 2

PPM & Reactive

EI HAZ 1

PPM & Reactive

EI TES 1

General low voltage (LV) power installations Extra LV supply installations Direct current (DC) installations Distribution boards

PPM & Reactive

EI (LV POW)

PPM & Reactive

EI (LV SUPPLY)

PPM & Reactive

EI (DC INSTAL)

Uninterruptible power supply (UPS) installations and the like

Refer to the list below

nr

UPS Inverter

PPM & Reactive

EI UPS 1

nr

UPS Inverter

PPM & Reactive

EI UPS 1v

system

Cables and wiring, including support components from sub-distribution boards to socket outlets, fuse connection units and the like

m2 m2 m2 m2 system

Earthing and bonding components

system

Socket outlets

m2

RICS NEW RULES OF MEASUREMENT

state details of make/model and material for life cycle expectancy forecasting ;

state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

Refer to the list below

Armoured Cables and Conduits Ring Main & Subcircuits Ring Main & Subcircuits - spur outlets Three Phase Circuits - Power outlets Earth Bonding Major items Switches - All Types

PPM & Reactive

EI ARM 1

PPM & Reactive

EI CIR 1

PPM & Reactive

EI CIR 2

PPM & Reactive

EI CIR 3

PPM & Reactive

EI EARB 1

PPM & Reactive

EI SWI 1

| 175

m2

Switches - All Types

PPM & Reactive

EI SWI 2

m2

Fuse connection units Other outlet accessories

PPM & Reactive

EI (FUSE CU)

PPM & Reactive

EI (OUTLET)

Sundry items

PPM & Reactive

EI (SUNDRY)

m2

5.8.3

Lighting installations

Definition - Sub-circuit installations from subdistribution boards to provide lighting.

Item

Sundry items

m2

General internal lighting, including lighting fixed to the exterior of the building (e.g. bulkhead fittings and down lighters to soffits/external suspended ceilings)

General Internal Lighting

Refer to list below

m2

Re-lamping

m2

Light fittings - External

PPM & Reactive

EI LIG 3

m2

Hazardous Area (Electrics) - Lighting

PPM & Reactive

EI HAZ 2

Emergency Lighting Self Contained Emergency Lighting Externally Powered Emergency Lighting (5900)

PPM & Reactive

Refer to list below EI (LIG SC)

m2/nr

Emergency lighting

m2 m2 m2 m2

EI LIG 2A

PPM & Reactive EI LIG 5 PPM & Reactive EI PSTO/09

Switches, including pull cords

m2 nr nr Sundry items

RICS NEW RULES OF MEASUREMENT

PPM & Reactive

Lighting - Switches Internal & External Occupancy Sensor

PPM & Reactive

Presence Detectors (Lighting Control) Sundry items

PPM & Reactive

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections

EI LIG 1 PPM & Reactive

PPM & Reactive

EI C SEN 18 EI CONT/15 EI (TBD)

| 176

5.8.4

Specialist lighting installations

nr

Definition - Specialist or special effects internal illumination systems

nr nr m2

m2

Illuminated display signs, lettering, emblems and symbols for information purposes, advertising and the like - Signs - Cold Cathode - Signs - Fluorescent Illumination Studio lighting

Auditorium lighting, theatre lighting, stage lighting and the like - Stage Lighting

m2

Arena lighting

m2

Operating theatres and other specialist lighting installations

m2

Other specialist lighting installations

m2

Lighting gantries and the like

m2

Lighting control equipment

Refer to list below

Illuminated Signage

PPM & Reactive

EI BLDG 14A

Illuminated Signage

PPM & Reactive

EI BLDG 14B

Light fittings Feature, Specialist Feature Lighting

PPM & Reactive

EI (LIG SPEC)

state details of make/model and material for life cycle expectancy forecasting ;

Auditorium lighting (stage lighting and the like) Arena lighting

PPM & Reactive

EI LIG 8

PPM & Reactive

EI (LIG ARENA)

Operating threates specialist installations Light fittings Feature, Specialist Feature Lighting

PPM & Reactive

EI (LIG OPT)

PPM & Reactive

EI (LIG SPEC)

m2 item 5.8.5

Local electricity generation systems

nr

Definition - Local generation equipment for the production of electrical energy, including emergency and or standby generator plant.

nr nr nr

RICS NEW RULES OF MEASUREMENT

Sundry items

Lighting gantries and the like Lighting control equipment Control relays

PPM & Reactive

EI (GANTRIES)

PPM & Reactive

EI SWI 3

Sundry items

PPM & Reactive

EI (TBD)

Emergency/standby generator plant - gas - Generator - Portable

Standby Power Generator (Portable)

PPM & Reactive

Emergency/standby generator plant - oil

EI TOOL/08 Refer to list below

Stand-by Power Equipment

PPM & Reactive

EI GEN 1

state details of any identified repairs and replacement works arising from maintenance or planned inspections to services

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 177

nr

nr nr nr

Wind turbines, including rooftop wind energy systems

m2

Photovoltaic devices, including cells, panels, modules and the like Solar collectors, including supporting framework (including fish plate collectors, evacuated tube collectors and the like)

nr nr

nr nr Earthing and bonding systems

m2

m2

RICS NEW RULES OF MEASUREMENT

PPM & Reactive

EI GEN 1A

PPM & Reactive

EI GEN 1B

PPM & Reactive

EI GEN 1v

PPM & Reactive

EI (WIND TUR)

Photovoltaic devices, inc. cells, panels, modules and the like

PPM & Reactive

EI (PV DEVICE)

Solar Panel Electrical generation

PPM & Reactive

EI SOL 1

PPM & Reactive

EI BAT 1

PPM & Reactive

EI BAT 1A

PPM & Reactive

EI BAT 2

PPM & Reactive

EI ELEC/01

Batteries - Lead Acid - Unsealed Batteries - Valve Regulated sealed Battery Charging Equipment Battery Charger, UPS - Battery & Vehicle

nr

5.8.6

Stand-by Generators Full Load Test by M&E Contractor / Specialist Stand-by Generators Off Load Test - by Responsible Persons Stand-by Power Generation Wind turbines, including rooftop wind energy systems

Earthing and bonding components, including protective conductors, earth clamps, earth tapes, clean earth bars, earth electrodes, earthing bus-bars, earth rod covers and boxed, equipotential bonding and all other ancillary components - Lighting Conductor & Earth

Refer to list below

Lighting Conductor & Earth

PPM & Reactive

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

EI EAR 3

| 178

m2

- Hazardous Area (Electrics) – Earthing -

Hazardous Area (Electrics) – Earthing

PPM & Reactive

EI HAZ 3

Element 5.9: Fuel installations / systems (FI) 5.9.1

Fuel storage Definition - tanks and vessels, for storage of oil, petrol, diesel or liquefied petroleum gas (LPG)

nr nr

Storage tanks and vessels not supplied in connection with heat source installations - Oil Storage Tank

nr

Terminal control equipment

m2

Proprietary supports forming an integral part of storage tank/vessel unit

Oil Storage Tank

m2 5.9.2

Fuel distribution systems

m2

Definition - Piped supply systems distributing gas from point of mains supply within buildings and oil, petrol, diesel or liquefied petroleum gas (LPG) from storage tanks or vessels to user points

m2

PPM & Reactive

Terminal control equipment

FI OIL 1 with gas appliance

Mountings

PPM & Reactive

FI MOU 1

Distribution pipelines from point of mains connection within building to user points, including pipeline ancillaries and fittings Gas/Oil Pipe work

PPM & Reactive

FI FUE 1

m2

Oil systems

PPM & Reactive

FI (OIL SYS)

m2

Petrol systems

PPM & Reactive

FI (PETROl SYS)

m2

Diesel systems

PPM & Reactive

FI (DIESEL SYS)

m2

Liquefied petroleum gas (LPG) systems

PPM & Reactive

FI (LIQ PETRO)

nr

LPG Storage Tank Pipelines and fittings

PPM & Reactive

FI LPG 1

PPM & Reactive

FI (PIPEWORK)

PPM & Reactive

FI (FUEL DIS PIPE)

item/nr

item/m

Oil, petrol, diesel and liquefied petroleum gas (LPG) systems

Distribution pipelines, and pipeline fittings, from storage tank or vessel to plant or equipment being served

m2 nr

RICS NEW RULES OF MEASUREMENT

Fuel distribution pipelines Valves

Values

PPM & Reactive

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

Refer to

| 179

nr

Pumps

PPM & Reactive

supplementary list of valves Refer to supplementary list of pumps FI PUM 8

PPM & Reactive Pumps

nr

Fuel Oil Systems & Oil Pumps Rotary Hand Pump

nr item/m nr

Pipeline components/ancillaries Manifolds, local meters, gas governors, gas boosters, gas connection outlets

Pipeline components/ ancillaries

PPM & Reactive

FI PUM 12

PPM & Reactive

FI FUE 1

nr

As listed below

nr

Meters - utilities

PPM & Reactive

FI MET 1

nr

Gas Meter Meter - oil tanks

PPM & Reactive

FI CONT/10.01

PPM & Reactive

FI CONT/10.02

nr

Gas governors

PPM & Reactive

FI (GAS GOV)

nr

Gas booster sets

PPM & Reactive

FI GBP 1

nr

Gas Booster Pump

PPM & Reactive

FI PUMP/02

nr

Gas connection outlets

PPM & Reactive

Refer to the list below

Insulation - general

PPM & Reactive

FI INS 1

nr

Thermal insulation m2 Element 5.10: Lift and conveyor installations / systems (LI) 5.10.1

Lifts and enclosed hoists nr

Definition - Electromechanical or electrohydraulic installations for the conveyance of persons,

nr

Complete lift installation, including lift cars, doors and equipment, guides and counter balances, hydraulic and lifting equipment, emergency lighting, lift alarms and telephones

Complete lift installations

Lift - Electric

Refer to the list below

PPM & Reactive

LI EGL 1

nr

Lift - Hydraulic

PPM & Reactive

LI HYD 1

nr

Lifts - Passenger, Goods, Dumb Waiter

PPM & Reactive

LI LIFT/07

RICS NEW RULES OF MEASUREMENT

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 180

goods or equipment from one level to another in a vertical plane.

nr

Fire fighting lifts

PPM & Reactive

LI FIREL 01

nr

Wall climbing lifts

PPM & Reactive

LI WCL 01

m2

Gantries, trolleys, blocks, hook and ropes, down-shop leads, pendant and the like

Gantries, trolleys and ancillaries

PPM & Reactive

nr

Gantries

PPM & Reactive

LI GANT 01

nr

Trolleys

PPM & Reactive

LI TROL 01

nr

Refer to list below

nr

Chain Block

PPM & Reactive

LI LIFT/01

nr

Chain Block - Electric

PPM & Reactive

LI LIFT/02

nr

Chain Block with Trolley Hook and ropes

PPM & Reactive

LI LIFT/03

nr

D Shackle

PPM & Reactive

LI LIFT/04

nr

PPM & Reactive

LI LIFT/09

PPM & Reactive

LI LIFT/10

nr

Single Leg Wire Rope Sling Lifting Equipment - Slings, Harnesses Etc. Down-shop leads

PPM & Reactive

LI LIFT /11

nr

Pendant

PPM & Reactive

LI LIFT /12

PPM & Reactive

LI CONT 01

nr

nr

nr

Controls and electrical work from and including isolator where supplied with installation

nr

Controls and electrical work from and including isolator where supplied with installation Hoists (state the type as listed below) Hoists

PPM & Reactive

LI HOIST 01

nr

Kitchen service hoists

PPM & Reactive

LI HOIST 01

nr

Dumb waiters

PPM & Reactive

LI DUMW 01

PPM & Reactive

LI CHECKS 2

nr

nr

item

RICS NEW RULES OF MEASUREMENT

Hoists, kitchen service hoists, dumb waiters and the like

Complete hoist installation, including cages, doors and equipment, guides and counter balances, hydraulic and lifting equipment

Complete hoist installation General Routine Inspection

| 181

5.10.2

Escalators

nr

Escalators

Definition - Permanently fixed lifting equipment, either electro-mechanical or hydraulically operated, for the raising or lowering of persons, goods or equipment.

m2

Ancillary components, including under step lighting, under handrail lighting, balustrades, cladding to sides and soffits, chairs Under step lighting,

PPM & Reactive

LI ESCAL 01

m2

Under handrail lighting Balustrades

PPM & Reactive

LI ESCAL 01

PPM & Reactive

LI ESCAL 01

PPM & Reactive

LI ESCAL 01

PPM & Reactive

LI ESCAL 01

PPM & Reactive

LI MOVP 01

m2

Cladding to sides and soffits Chairs

m2

5.10.4

Moving pavements

LI ESCAL 01

m2

nr

5.10.3

PPM & Reactive

Escalator

m2

Moving pavements

Definition - Electromechanical systems for the conveyance of persons from one level to another by means of a continually moving stairway.

m2

Travelators

m2

Stair lifts

Powered stair lifts

nr

Complete stair lift installation, including rails, folding rails, carriages, hinged bridging platforms, guards, drive units and signage

Definition - Electromechanical systems for the conveyance of persons from one place to another by means of a moving flat strip of pavement either level or inclined to elevate from one level to another.

RICS NEW RULES OF MEASUREMENT

Moving pavements Travelators

PPM & Reactive

LI TRAV 01

Stair lifts

PPM & Reactive

LI STRL 01

Complete stair lift installation

PPM & Reactive

LI PSTR 01

State details of make/model material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 182

5.10.5

5.10.6

Conveyors

nr

Definition - Systems for the mechanical conveyance of goods between two or more points.

nr m2

Dock levellers and scissor lifts

m2

Definition - Localised lifting systems for goods and people.

m2

Complete conveyor systems

- Roller Conveyor Systems Specialist systems (e.g. baggage handling systems and the like)

Dock levellers, including canopy

5.10.7

5.10.9

Scissor lifts

PPM & Reactive

LI MECH 8

Specialist

LI BAG HS

PPM & Reactive

LI MECH 2A

PPM & Reactive

LI CANO 01

PPM & Reactive

LI MECH 2B LI MECH 2B

Cranes

PPM & Reactive PPM & Reactive

Scissor lifts

Cranes

nr

Travelling cranes

Travelling cranes

PPM & Reactive

nr

Unenclosed hoists and other lifting systems for materials and goods

Hoists & Cradles

PPM & Reactive

Car lifts, car stacking systems, turntables and the like

nr

Car lifts

Car lifts

PPM & Reactive

LI HOIST 01 LI CAR 01

Definition: - Vehicle lifting, storage and moving systems.

nr

Car stacking systems

Car stacking systems

PPM & Reactive

LI CAR 02

nr

Vehicle turntables

Vehicle turntables

PPM & Reactive

LI MECH 11

Document handling systems

m2

Document handling/delivery systems, warehouse picking systems and the like

Definition - Specialist document handling/delivery

m2

Cranes and unenclosed hoists

Levellers

LI CRAN 01

RICS NEW RULES OF MEASUREMENT

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

Dock levellers

nr nr

Definition: - Cranes and unenclosed hoists for the lifting and movement of heavy goods and equipment. 5.10.8

Specialist systems (e.g. baggage handling systems and the like)

Backstage Equipment - Dock Leveller & Winni Bridges Canopy

m2 nr

Complete conveyor systems

Document handling/delivery

PPM & Reactive

LI CRAN 02

LI DOCH 01

State details of make/model material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services State details of make/model material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from

| 183

5.10.10

systems

systems, warehouse picking systems and the like.

nr

Other transport systems

nr

Paternoster lifts

Definition - Transport systems not covered by subelements 5.10.1 to 5.10.10.

nr

Hoists for moving people with disability Other transport systems

Warehouse picking systems

PPM & Reactive

LI WPS 01

LI PATN 01

Paternoster lifts

PPM & Reactive

Hoists for moving people with disability Other transport systems (state details)

PPM & Reactive

nr

Hose reel booster set

PPM & Reactive

FLP FIR 1

nr

Hose reels – static or swinging

PPM & Reactive

FLP FIR 2

nr

LI HOIST 01 PPM & Reactive LI OTS 01

maintenance or planned inspections of services

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

Element 5.11: Fire and lightning protection (FLP) 5.11.1

Fire fighting systems Definition - Piped distribution systems within the confines of the building for fire fighting purposes.

nr

nr

Fire hose reels, including hose reels and pressure booster sets

Dry risers, including inlet breechings, inlet boxes, landing valves, outlet boxes and drain valves

nr nr

nr

RICS NEW RULES OF MEASUREMENT

PPM & Reactive

FLP FIR 3

Rising Fire Mains Wet Pressure Measurement Sensor - static & differential Distribution pipelines, pipeline ancillaries and fittings

PPM & Reactive

FLP FIR 4

PPM & Reactive

FLP SEN 12

PPM & Reactive

FLP DISP 1

Wet risers, including landing valves, outlet boxes, pressure vessel within diaphragm and control panels

nr

m2

Rising Fire Mains – Dry hydrants

Distribution pipelines, pipeline ancillaries and fittings

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 184

5.11.2

Fire suppression systems

m2

Definition - Piped distribution systems within the confines of the building for fire suppression purposes.

item/m2

Sprinklers, including reaction and control devices and sprinkler heads

Sprinkler system with control devices and heads Sprinkler system – main pups set Sprinkler system – pipe work and heads Sprinkler System, wet/dry changeover valve set

item/m2 item/m2 m2

m2

Deluge systems, including water storage, reaction and control devices and deluge discharge nozzles

Distribution pipelines, pipeline ancillaries and fittings

nr

Water tanks and cisterns for fire fighting installations

m2

Thermal insulation

nr

Control components

RICS NEW RULES OF MEASUREMENT

FLP FIR 6A

PPM & Reactive

FLP FIR 6B

PPM & Reactive

FILPFIR 6C

PPM & Reactive

FLP DELU 1

Gas Injection system,

PPM & Reactive

FLP FIR 5

Foam Dispensing System,

PPM & Reactive

FLP FIR 7

Distribution pipelines, pipeline ancillaries and fittings

PPM & Reactive

FLP DISP 1

Water tanks and cisterns for fire fighting installations

PPM & Reactive

FLP WATC 01

Thermal insulation

PPM & Reactive

FLP CHECKS 2

Control components

PPM & Reactive

FLP CONT 01

Foam fire fighting systems, including foam generation equipment, storage vessels, detectors and activators, and foam discharge nozzles, etc

m2 item/m

Sprinkler System, Wet sprinklers

PPM & Reactive

Gas fire fighting systems, including gas storage cylinders and vessels, gas manifolds and equipment, discharge nozzles, detectors and activators

m2 m2

Refer to the list below

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 185

5.11.3

Lightning protection

nr

Definition -Lightning protection installations.

nr m2

Faraday cages and other tape based systems

Grounding/earthing

Faraday cages and other tape based systems Faraday cages

PPM & Reactive

FLP FARA 01

Lightning Conductor and Earth, Lightning Protector

PPM & Reactive

FLP GCAT 01

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

Element 5.12: Communication, security and control systems (CSC) 5.12.1

Communication systems Definition - Systems for communicating, including visual, audio and data installations

m2

Telecommunication systems, including wiring, handsets and equipment, telex equipment, facsimile equipment, combined systems (e.g. PAX, PAXB and PNBX systems), and the like

Telecommunication systems

PPM & Reactive

CSC (TELE SYS)

m2

Data transmission, including wiring, computer networking, modems, multiplexers, data terminals and data-bus systems

Data transmission systems

PPM & Reactive

CSC (DATA TRA SYS)

nr

Paging and emergency call systems, including emergency call buttons, pull cords and the like

nr nr nr nr nr

RICS NEW RULES OF MEASUREMENT

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

Refer to list below

Disabled Alarm System Disabled WC Alarm System Hospital Patients Call Points Cell Call Systems

PPM & Reactive

CSC DAS 1 Refer to list below

Aerials, radio paging equipment, microphones, amplifiers &speakers

PPM & Reactive

CSC SECU/11

PPM & Reactive

CSC SECU/03

PPM & Reactive

CSC PSTO/03

| 186

system

Public address and conference audio facilities, including public address systems, hospital radio, conference audio facilities, audio frequency induction loop systems, background noise systems (including microphones, amplifiers, and speakers

Public Address System,

PPM & Reactive

CSC (PUB ADS)

system

Radio systems, including cable and satellite systems (including receivers)

Radio systems

PPM & Reactive

CSC (RADIO)

system

Projection systems (e.g. cinematographic equipment, fixed or portable projection equipment, screens, backprojection equipment, sound equipment)

Projection systems (cinematographic etc)

PPM & Reactive

CSC (PROJ SYS)

m2/zone

Fire detection and alarm systems, including manual call points, automatic detection equipment, sounders, controls and indicator panels

Fire detection and alarm systems

Refer to the list below

m²

Fire alarm System

PPM & Reactive

CSC ALF 1

m²

Fire Alarms - Break Glass Boxes Fire Alarms Sounders Fire Alarms - Sensors

PPM & Reactive

CSC ALF 2

PPM & Reactive

CSC ALF 3

PPM & Reactive

CSC ALF 4

m² m² nr

Fire Alarm - Batteries

PPM & Reactive

CSC ALF 5

nr

Fire Alarms - Shutters

PPM & Reactive

CSC ALF 6

nr

Fire Alarms - Drop Fire Curtain Fire Alarm - Exit Detectors Fire Alarms - Smoke Release Vents

PPM & Reactive

CSC ALF 7

PPM & Reactive

CSC ALF 8

PPM & Reactive

CSC ALF 9

m² nr

RICS NEW RULES OF MEASUREMENT

| 187

nr

Fire Alarm - Fire Doors

PPM & Reactive

CSC ALF 12

m²

Smoke Detectors, IT Smoke Detection System Batteries - Lead Acid - Unsealed Batteries - Sealed

PPM & Reactive

CSC SEN 9

PPM & Reactive

CSC SEN 9A

PPM & Reactive

CSC BAT 1

PPM & Reactive

CSC BAT 1A

Battery Charging Equipment Fire Alarm System (5900)

PPM & Reactive

CSC BAT 2

PPM & Reactive

CSC SECU/07

PPM & Reactive

CSC LEA 1v

PPM & Reactive

CSC CONT/09

PPM & Reactive

CSC (CLOCK)

PPM & Reactive

TBD

PPM & Reactive

CSC ELEC/25

PPM & Reactive

CSC (TV)

PPM & Reactive

CSC (MESS SYS)

Gas Detector Sensors Carbon Dioxide Sensor Alarm - Flood

PPM & Reactive

Refer to the list below CSC SEN 10

PPM & Reactive

CSC SEN 16

PPM & Reactive

CSC DRAI/01

General Routine Inspection

PPM & Reactive

CSC CHECKS 2

m² nr nr nr m² m2

Liquid detection alarms (i.e. systems giving early warning of water/liquid leakage to prevent damage)

Liquid detection alarms

m²

Leak Detection Systems Leak Detection

m² nr

Clocks, card clocks, flexitime installations

nr

Clock

nr nr

Flexitime installations Television systems, including cable and satellite systems

Television systems

nr

Television and signal receiving equip

nr

Pneumatic or mechanical message systems

nr

Other communication system

Pneumatic or mechanical message systems

nr nr nr Sundry items nr

RICS NEW RULES OF MEASUREMENT

Sundry items

| 188

5.12.2

Security systems Definition - Observation and access control installations and the like.

m2

Surveillance equipment

Refer to the list below

nr/m2

CCTV, Visual Audio and Data Installations

PPM & Reactive

CSC CCT 1

nr/m2

CCTV, Visual Audio and Data Installations Cameras (external and internal) Cameras (external and internal) Security detection equipment

PPM & Reactive

CSC ELEC 1

PPM & Reactive

CSC SECU/02

PPM & Reactive

CSC SECU/29

n/m2 nr/m2 Security detection equipment nr/m2

Intruder Alarms

PPM & Reactive

CSC ALS 1

nr/m2

Temperature Measurement Sensors Occupancy Sensor

PPM & Reactive

CSC SEN 2

PPM & Reactive

CSC SEN 18

Active Infra Red

PPM & Reactive

CSC SECU/01

Personal Attack Alarm system Access Control systems Photon System

PPM & Reactive

CSC SECU/15

PPM & Reactive

CSC (PHOTON)

Intruder Alarm

PPM & Reactive

CSC SECU/12

PPM & Reactive

Refer to the list below CSC ELEC/06

PPM & Reactive

CSC ELEC/27

nr/m2 nr/m2

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

Security alarm equipment nr/m2

nr/m2 Burglar and security alarms nr/m2 Door entry systems (audio and visual) nr

- Door Entry System - Intercom System

nr Security lights and lighting systems nr/m2

Emergency lighting

PPM & Reactive

CSC PSTO/09

nr/m2

Security Lighting

PPM & Reactive

CSC SECU/18

PPM & Reactive

CSC SECU/01

Other security systems nr/m2

RICS NEW RULES OF MEASUREMENT

Other security systems (state details) Active Infra Red

| 189

nr/m2

Hand Geometry

PPM & Reactive

CSC SECU/09

nr/m2

PPM & Reactive

CSC SECU/13

PPM & Reactive

CSC SECU/14

PPM & Reactive

CSC SECU/25

nr/m2

Microwave Security System Passive Infra Red System X Ray Equipment and Metal Detection Portals Pegging System

PPM & Reactive

CSC SECU/26

nr

Security UV Scanner

PPM & Reactive

CSC SECU/27

item

S Wire

PPM & Reactive

CSC SECU/28

PPM & Reactive

CSC SECU/33

PPM & Reactive

Refer to the list below CSC SECU/16

nr/m2 nr/m2

nr

Hand Geometry System Sundry items

item/m2

Pre and Post Event Recording System Radios

nr 5.12.3

Central control / building management systems

m2 nr/m2

Definition - Control systems which, from a central remote location, provide means for controlling and reporting on the performance of the operational systems of a building.

nr/m2 nr/m2 nr/m2 nr/m2 nr/m2 nr/m2 nr/m2

RICS NEW RULES OF MEASUREMENT

Control panels for mechanical and electrical equipment

PPM & Reactive

Control panels building management systems

CSC SECU/17 Refer to list below

Control Panel General Control Panels Indicator Lamps Control Panel Metering (voltmeter) Control Panel Metering - Ammeter Control Panel - Alarm Integrator Control Panel Smoke Alarm Unit Control Panel Ventilation Selector Switches and Push Buttons

PPM & Reactive

CSC PAN 1

PPM & Reactive

CSC PAN 2

PPM & Reactive

CSC PAN 4

PPM & Reactive

CSC PAN 5

PPM & Reactive

CSC PAN 6

PPM & Reactive

CSC PAN 7

PPM & Reactive

CSC PAN 8

PPM & Reactive

CSC SWI 2

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

| 190

Building management systems (BMS), including central and satellite computer terminal software

Refer to list below Building management systems (BMS)

nr/m2

Building Management Systems - Central Station, CSC BMS 1v

PPM & Reactive

CSC BMS 1

PPM & Reactive

CSC BMS 1v

nr/m2

Building Management Systems - Outstation

PPM & Reactive

CSC BMS 2v

nr/m2

Building Management Systems - Outstation

PPM & Reactive

CSC BMS 3v

nr/m2

- Building Management System - Communications - Building Management System - Outstations Building Management Systems - Outstation

PPM & Reactive

CSC BMS 4

PPM & Reactive

CSC BMS 5

PPM & Reactive

CSC BMS 6

Refer to supplementary controls list Refer to supplementary pneumatics list

PPM & Reactive

PPM & Reactive

Refer to supplementary list of controls Refer to supplementary list of pneumatics Refer to list below

nr/m2

nr/m2 nrm2 nr/m2

Controlling terminal units and switches

nr/m2

Compressed air and vacuum operated control systems

Controlling terminal units and switches Compressed air and vacuum operating controls

Sundry items

PPM & Reactive

nr

CAFM System

PPM & Reactive

CSC CONT/25

nr

Starters - All Types

PPM & Reactive

CSC STA 1

(*Wave machines)

PPM & Reactive

SIS (WAVE MAC)

Sauna

PPM & Reactive

SIS (SAUNA)

Element 5.13: Special installations / systems (SIS) 5.13.3

Other specialist mechanical installations / systems

nr

(*Wave machines)

Definition - Specialist installations not covered by elements 5.1 to 5.12 or sub-

nr

Sauna

RICS NEW RULES OF MEASUREMENT

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned

| 191

elements 5.13.1 and 5.13.2.

nr

Jacuzzi

inspections of services Whirlpool / spa baths

nr/m2

Swimming pools

nr/m2 item

Specialist electrical / electronic installations systems

nr

nr/m2 item

Water features

Definition - Water systems for display or decorative purposes involving the movement of water. Water features other than waterfalls

nr

Water features, including fountains and waterfalls

nr

Ornamental Fountains

nr

Water filtration equipment

nr

Nutrient treatment and equipment Control components

nr

SI SWI 1, SI SWI 3

PPM & Reactive

SI SWI 2

General Routine Inspection

PPM & Reactive

SI CHECKS 2

- Radio studio equipment - Television studio equipment

PPM & Reactive PPM & Reactive

SI RADIO STUDIO EQUIPMENT SI TV STUDIO EQ

- General Routine Inspection Water features, including fountains and waterfalls

PPM & Reactive

SI CHECKS 2

Ornamental Fountains

PPM & Reactive

SI FOU 1

Water filtration equipment Nutrient treatment and equipment

PPM & Reactive

SI WAT FIL EQ

PPM & Reactive

SI NUT TREAT EQ

PPM & Reactive

Refer to list of controls SI CHECKS 2

Sundry items

nr 5.13.5

PPM & Reactive Swimming Pools Filters

Radio and television studio equipment

nr/m2 Definition - Radio and television studios or the like.

SI WHI 1

Sundry items

nr 5.13.4

PPM & Reactive

nr

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

PPM & Reactive SI FOU 1

General Routine Inspection

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned inspections of services

Element 5.14: Builders work in connection with services (BWIC) 5.14.1

Builders work in connection

m2

RICS NEW RULES OF MEASUREMENT

General builders works associated with the installation of water, gas, electrical, heating, ventilation above ground drainage, telecommunications and other services

General builders works - associated with the installation of water, gas, electrical, heating, ventilation above ground drainage,

PPM & Reactive

BWIC with Services

State details of make/model and material for life cycle expectancy forecasting ; state details of any identified repairs and replacement works arising from maintenance or planned

| 192

telecommunications and other services

m2

Builders work to plant rooms

nr

Builders work to fuel bunds

PPM & Reactive

BWIC with Services

PPM & Reactive

BWIC with Services

Testing equipment and consumables; calibration, site installation tests; static testing, performance testing including recording results

Testing equipment and consumables; calibration, site installation tests; static testing, performance testing including recording results

PPM & Reactive

Testing

%

Commissioning including preliminary checks setting systems and installations to work and regulation thereof and commissioning records. Fuels required for testing and commissioning. Temporary operation of equipment to employers requirements

Commissioning

PPM & Reactive

%

Resetting to works - including XXX

5.15.1

% Testing and commissioning and resetting to works

RICS NEW RULES OF MEASUREMENT

Builders work to plant rooms Builders work to fuel bunds

Resetting to works

inspections

testing details, including type of service installation to be stated

PPM & Reactive

Commissioning

Resetting to Works

commissioning details, including type of service installation to be stated

re-commissioning details, including type of service installation to be stated

| 193

Supplementary listing of MISCELLANEOUS Services Ancillaries Unit

Included components - Maintainable assets

Maintainable asset description Applicable to Maintain (4M & 5M) and Replace (4R & 5R)

Maintenance norm

Maintain work items Applicable maintain task codes

nr

Controls, Starters & Actuators etc

nr

Pneumatic Actuators

Pneumatic Actuators

RM (PPM)

C ACT 2

nr

Motor Driven Actuators

Motor Driven Actuators

RM (PPM)

C ACT 4

nr

Thermal Actuators

Thermal Actuators

RM (PPM)

C ACT 5

nr

Hydraulic Actuators

Hydraulic Actuators

RM (PPM)

C ACT 6

nr

Power Fail - Motor Return Actuators

Power Fail - Motor Return Actuators

RM (PPM)

C ACT 7

nr

Power Fail -Spring Return Actuators

Power Fail -Spring Return Actuators

RM (PPM)

C ACT 8

m²

Switches - All Types

Switches - All Types

RM (PPM)

E SWI 1

m²

Switches On/Off

Switches On/Off

RM (PPM)

E SWI 2

nr

Control Relays

Control Relays

RM (PPM)

E SWI 3

nr

Starters - All Types

Starters - All Types

RM (PPM)

E STA 1

nr

Heating Control - Compensator Type

Heating Control - Compensator Type

RM (PPM)

C CON 1

nr

Controller Alarm Module Type

Controller Alarm Module Type

RM (PPM)

C CON 11

nr

Speed Controller - Inverter Type Control Transducer - Pneumatic to electronic & Electronic to pneumatic

RM (PPM)

C CON 17

nr

Speed Controller - Inverter Type Control Transducer - Pneumatic to electronic & Electronic to pneumatic

RM (PPM)

C CON 18

nr

Controller Single Input Type

Controller Single Input Type

RM (PPM)

C CON 2

nr

Controller Unit and Sensor Type

Controller Unit and Sensor Type

RM (PPM)

C CON 3

nr

Controller - Timer Type

Controller - Timer Type

RM (PPM)

C CON 4

nr

Controller - Electro Mechanical Time Switch

Controller - Electro Mechanical Time Switch

RM (PPM)

C CON 7

nr

Controller - Electronic Time Switch

Controller - Electronic Time Switch

RM (PPM)

C CON 8

nr

Controller - Multi Input Type

Controller - Multi Input Type

RM (PPM)

C CON 9

nr

Control Optimiser

Control Optimiser

RM (PPM)

C SEN 11

nr

Air quality Sensor

Air quality Sensor

RM (PPM)

C SEN 15

nr

Velocity Sensor

Velocity Sensor

RM (PPM)

C SEN 17

nr

Temperature Measurement Sensors

Temperature Measurement Sensors

RM (PPM)

C SEN 2

nr

Relative humidity Sensor

Relative humidity Sensor

RM (PPM)

C SEN 13

nr

Absolute humidity Sensor

Absolute humidity Sensor

RM (PPM)

C SEN 14

RICS NEW RULES OF MEASUREMENT

Renewal work items

State make/ model and material

| 194

nr

Pneumatics

nr

Air Compressors

nr

Compressors Air Dryers - Refrigeration Type

RM (PPM)

nr

Compressors Air Dryers - Water Absorption Type

Air Compressors Compressors Air Dryers - Refrigeration Type Compressors Air Dryers - Water Absorption Type

RM (PPM)

C PNE 3

m²

Compressors Air Network Distribution

Compressors Air Network Distribution

RM (PPM)

C PNE 4

m²

Pneumatic Relays Pumps

Pneumatic Relays

RM (PPM)

C PNE 5

nr

RM (PPM)

C PNE 1

RM (PPM)

C PNE 2

State make/ model and material

RM (PPM)

nr

Pumps - General

Pumps - General

RM (PPM)

H PUM 1

nr

Circulating Pumps

Circulating Pumps

RM (PPM)

H PUM 2

nr

Pressurisation Pumps

Pressurisation Pumps

RM (PPM)

H PUM 3

nr

Centrifugal Pumps

Centrifugal Pumps

RM (PPM)

H PUM 4

nr

Chilled Water - Pumps

Chilled Water - Pumps

RM (PPM)

H PUM 6

nr

Chilled Water - Pressurisation Units

Chilled Water - Pressurisation Units

RM (PPM)

H PUM 7

nr

Pumps - General

Pumps - General

RM (PPM)

A PUM 1

nr

Secondary Hot Water Circulation Pumps

Secondary Hot Water Circulation Pumps

RM (PPM)

A PUM 2

nr

Domestic Hot Water Accelerator Values and pipe work

Domestic Hot Water Accelerator

RM (PPM)

A PUM 11

m2

Valves - Gate Valves, Globe Valves etc

Valves - Gate Valves, Globe Valves etc

RM (PPM)

H VAL 1

m²

Valves - Automatic Control

Motorised Control Valves

RM (PPM)

C VAL 1

m²

Self Acting and Thermal Valves

Self Acting and Thermal Valves

RM (PPM)

C VAL 3

m²

Solenoid Valves

Solenoid Valves

RM (PPM)

C VAL 4

m²

Rotary - Shoe or Slipper

Rotary - Shoe or Slipper

RM (PPM)

C VAL 5

m²

Butterfly and Ball

Butterfly and Ball

RM (PPM)

C VAL 6

m²

Seat Valves

Seat Valves

RM (PPM)

C VAL 7

m²

Valves - Float Operated Valve

Valves - Float Operated Valve

RM (PPM)

A VAL 5

m²

Water Saver Valve

Water Saver Valve

RM (PPM)

CONT/19

m² m²

Valves - Gate Pipe work System – General

Valves - Gate Pipe work System – General

RM (PPM) RM (PPM)

A VAL 1 H SYS 1

State make/ model and material

State make/ model and material for life cycle expectancy forecasting; state details of identified repairs and replacement works arising from maintenance or planned inspections of services

Others – as applicable

RICS NEW RULES OF MEASUREMENT

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Ventilation m2

Ductwork System - General

RM (PPM)

V DUC 1

m²

Ductwork System - General Ducting - Volume Control Dampers and Fire/Smoke Dampers

Dampers (VCD etc), Manual & Automatic

RM (PPM)

V DUC 2

m²

Ducting - Acoustics

Ducting - Acoustics

RM (PPM)

V DUC 3

m²

Ductwork - Cleaning Fans, Grilles, Diffusers and Terminal Units

Ductwork - Cleaning

RM (PPM)

V DUC 4

nr

Centrifugal Fans

Centrifugal Fans

RM (PPM)

V FAN 1

nr

Ventilating - Fans - General

Ventilating - Fans - General

RM (PPM)

V FAN 2

nr

Axial Fans

General Fans, Central Ventilation, Axials

RM (PPM)

V FAN 3

nr

Propeller Fans

Propeller Fans

RM (PPM)

V FAN 4

nr

Mixed Flow

Mixed Flow

RM (PPM)

V FAN 5

nr

Bifurcated Fans

RM (PPM)

V FAN 6

nr

Extract Fans

RM (PPM)

V FAN 7

nr

Extract Fans - Smoke Extract Fan Units

Bifurcated Fans General Fans, Central Ventilation, Smoke Extract General Fans, Central Ventilation, Smoke Extract

RM (PPM)

V FAN 7A

nr

Air Handling - Filters Various

Air Handling - Filters Various

RM (PPM)

V FIL 1

nr

Electrostatic Filters

Electrostatic Filters

RM (PPM)

V FIL 3

nr

Air Handling - Grease Filters

Air Handling - Grease Filters

RM (PPM)

V FIL 5

nr

Grilles and Diffusers

Grilles and Diffusers

RM (PPM)

V GRI 1

nr

Terminal Unit VAV - Self Powered

Terminal Unit VAV - Self Powered

RM (PPM)

V TER 1

nr

Terminal Units - Pneumatic Types

RM (PPM)

V TER 2

nr

Terminal Units - Constant Volume inc mixing

Terminal Units - Pneumatic Types Terminal Units - Constant Volume inc mixing

RM (PPM)

V TER 3

nr

Terminal Units - Induction Units

Terminal Units - Induction Units

RM (PPM)

V TER 4

nr

Terminal Units - Fan Coil

Terminal Units - Fan Coil

RM (PPM)

V TER 5

nr

Terminal Units - VRV Systems

RM (PPM)

V TER 6

nr br

Terminal Units - Condensate Trays & Pipelines Terminal Units - VAV Fan Powered

Terminal Units - VRV Systems Terminal Units - Condensate Trays & Pipelines Terminal Units - VAV Fan Powered

RM (PPM) RM (PPM)

V TER 8 V TER 9

nr

Others – as applicable

RICS NEW RULES OF MEASUREMENT

State make/ model and material for life cycle expectancy forecasting; state details of identified repairs and replacement works arising from maintenance or planned inspections of services

State make/ model and material for life cycle expectancy forecasting; state details of identified repairs and replacement works arising from maintenance or planned inspections of services

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Power and lighting m2

Lighting Fittings including Luminaries - General

Light fittings - Luminaries (Standard)

RM (PPM)

E LIG 2

m²

Ring Main & Sub-circuits Ring Main & Sub-circuits - spur outlets

Ring Main & Sub-circuits Ring Main & Sub-circuits - spur outlets

RM (PPM)

E CIR 1

RM (PPM)

E CIR 2

Three Phase Circuits - Power outlets

Three Phase Circuits - Power outlets RM (PPM)

E CIR 3

m² m²

State make/ model and material for life cycle expectancy forecasting; state details of identified repairs and replacement works arising from maintenance or planned inspections of services

General m2

Armoured Cables and Conduits

Armoured Cables and Conduits

RM (PPM)

E ARM 1

nr

Motors - Drive Elements

Motors - Drive Elements

RM (PPM)

E EMO 1

nr nr

General Belts Portable Equipment (PAT Test)

General Belts Portable Equipment (PAT Test)

RM (PPM) RM (PPM)

C BEL 1 E PAT 1

nr

Others – as applicable

RICS NEW RULES OF MEASUREMENT

State make/ model and material for life cycle expectancy forecasting; state details of identified repairs and replacement works arising from maintenance or planned inspections of services

| 197

Group element 6: - Complete buildings Excluded from maintenenance task schedules - refer to other group element tables for individual element maintenance Group element 1 comprises the following elements: Prefabricated buildings 6.1

RICS NEW RULES OF MEASUREMENT

Maintainable Assets No Maintainable Assets

| 198

Group element 7: - Work to existing buildings: Excluded from maintenance rules. This group element is covered by other elements

Group element 1 comprises the following elements: 7.1 Minor demolition works and alteration works 7.2 Repairs to existing services 7.3 Damp proof courses / fungus and beetle eradication 7.4 Façade retention 7.5 Cleaning existing surfaces 7.6 Renovation works 7.7 Redecoration programme

RICS NEW RULES OF MEASUREMENT

Quantification of 'MAINTAIN' cost items Not applicable Construction Items

Industry Norm

Quantification of RENEWAL cost items Construction items

Not applicable

Construction Items

Construction items

Not applicable Not applicable

Construction Items Construction Items

Not applicable

routine maintenance

Construction items Construction items Excluded part of operation costing Arising from planned inspections of buildings (PIB) Painting and decorating programme

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Group element 8: - External works Group element 8 comprises the following elements: 8.1 8.2 8.3 8.4 8.5 8.6 8.7 8.8

Site preparation works Roads paths and pavings Soft landscaping, planting and irrigation systems Fencing, railing and walls External fixtures External drainage External services Minor building works and ancillary buildings

RICS NEW RULES OF MEASUREMENT

| 200

Group element 8: - External works Sub - element (Level 3 codes)

Unit of Measure

Included components - Maintainable assets Inclusions list from the construction rules of measurement (modified and amplified to align to the specific list of all maintainable assets) Note - Measurement rules to be the same as for construction (unless stated by exception).

Element 8.1:

Site Clearance

m2

8.1.2

Preparatory ground works

m2

8.2.1

Note – use common asset types to link the construct, maintain and replace cost planning (unless stated by exception)

Maintenance strategy (M&R) Define as applicable Decide the appropriate maintenance regime for each applicable asset type in scope (Note - Industry normal practice provided)

Maintain work items Select the applicable scheduled tasks

Renewal work items Identify the repairs & replacement work items

HVCA SFG20 core task schedules and/or sector, organisation specific plus additional not typical PPM tasks. Alternatively prepare bespoke scheduled maintenance tasks.

Establish the condition status & remaining life information from asset surveys and other forms of assessment data Define asset specific repairs and replacement work items Measure the relevant quantities for each work item

Site preparation works (SPW)

8.1.1

Element 8.2:

Maintainable asset types description Applicable to Maintain (4M) and Replace (4R) Select the 'applicable maintainable asset type'

Not applicable to maintenance (construction work item) Not applicable to maintenance (construction work item)

not maintainable not maintainable

Roads, paths and pavings (RPP)

Roads, Paths and Pavings

m

Roads; details, including width of road

m

Paths; details, including width of path

m2

Paved areas, hard standings and the like

nr

Roundabouts

nr

Road crossings

nr

Steps

nr nr/m

Ramps Traffic calming accessories

nr

Tree grilles

m

Vehicle protection barriers

RICS NEW RULES OF MEASUREMENT

Roads; details, including width of road Paths; details, including width of path Paved areas, hard standings and the like

PIB (RR)

BF ROA 1

PIB (RR)

BF FOO 1

PIB (RR)

BF CAR 1

Roundabouts

PIB (RR)

BF ROA 1

Road crossings

PIB (RR)

RPP (ROAD CROSS)

Steps

PIB (RR)

RPP (STEPS)

Ramps Traffic calming accessories

PIB (RR)

BF ROA 1

PIB (RR)

RPP (TRAF CA)

Tree grilles Vehicle protection barriers

PIB (RR)

RPP (TREE GRILL)

PIB (RR)

RPP (VEH PROB)

state details of any identified repairs and replacement works arising from maintenance or planned inspections of the external works

| 201

m Nr/m

Element 8.3: 8.3.1

8.3.2

8.3.3

Bumpers Pavement markings

PIB (RR)

RPP (BUMPERS)

PIB (RR)

RPP (PAVE MARKING)

RM (Grounds)

BF SLP 1

RM (Grounds)

SL GM (TBD)

RM (Grounds)

BF SLP 1

RM (Grounds)

SL GM (TBD)

Maintenance of grassed areas

RM (Grounds)

SL GM (TBD)

Bumpers Pavement markings

Soft landscaping (SL)

Seeding and Turfing

External planting

Irrigation systems

m2

Grassed areas

m2

Marking out of sports pitches

m2

Reinforced grass proprietary systems

m2

Work to existing grassed areas

m2

Maintenance of grassed areas

m2

Planting

m2

Planting reed beds

m

Hedges

nr

Trees

Grassed areas Marking out of sports pitches Reinforced grass proprietary systems Work to existing grassed areas

Planting

RM (Grounds)

BF SLP 1

Planting reed beds

RM (Grounds)

BF SLP 1

Hedges

RM (Grounds)

BF SLP 1

Trees

RM (Grounds)

BF SLP 1

Woodland planting Tree surgery, thinning and pruning Maintenance work to plants, shrubs and planting beds Maintenance work to trees

RM (Grounds)

SL GM (TBD)

RM (Grounds)

SL GM (TBD)

RM (Grounds)

SL GM (TBD)

RM (Grounds)

SL GM (TBD)

RM (Grounds)

SL GM (TBD)

RM (PPM)

SL GM (TBD)

RM (PPM)

SL GM (TBD)

m2

Woodland planting

nr

Tree surgery, thinning and pruning

m2

Maintenance work to plants, shrubs and planting beds

nr

Maintenance work to trees

m

Maintenance work to hedges

Maintenance work to hedges

Irrigation systems

Irrigation Water Tank irrigation Distribution system

item/m2

RICS NEW RULES OF MEASUREMENT

state details of any identified repairs and replacement works arising from maintenance or planned inspections

details, including time period (weeks)

state details of any identified repairs and replacement works arising from maintenance or planned inspections of external planting

state details of any identified repairs and replacement works arising from maintenance or planned inspections

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Element 8.4: Fencing, railings and walls (FRW) 8.4.1

8.4.2

Fencing and Railings

Walls and Screens

m

Fencing

m

Railings

nr

Gates

m

Walls

m

Screens

nr

Gates

8.4.3

Retaining Walls

m

Retaining walls

8.4.4

Barriers and Guardrails

m

Vehicle restraint systems

Element 8.5: 8.5.1

m

Pedestrian restraint systems

nr

Vehicle and pedestrian control barriers and gates

Site / Street Furniture and Equipment

nr

nr Ornamental Features

Element 8.6 8.6.1

PIB (RR)

BF FEN 1,2

Railings

PIB (RR)

BF FEN 1,2

Gates

PIB (RR)

FRW (TBD)

Walls

PIB (RR)

BF FEN 3

Screens

PIB (RR)

BF FEN 1

Gates

PIB (RR)

FRW (TBD)

Retaining walls

PIB (RR)

FRW (TBD)

Rising Bollard Vehicle Barriers Automatic & rising pole

PIB (RR)

Turnstiles Vehicle and pedestrian control barriers and gates

PIB (RR)

FRW (TBD)

PIB (RR)

BF GAT 1, 2, BF VEH 1

RM (PPM)

EF (TBD)

RM (PPM)

EF (TBD)

RM (PPM)

EF (TBD)

RM (PPM)

EF (TBD)

Water features

RM (PPM)

EF (TBD)

Pumping stations

Taken elsewhere

Ejector stations

Taken elsewhere

state details of any identified repairs and replacement works arising from maintenance or planned inspections of fencing railings and walls

PIB (RR)

External fixtures (EF)

nr

8.5.2

Fencing

External lighting to pedestrian areas External lighting to paths External lighting to roads

nr

illuminated traffic signs

nr

Water features

nr

Pumping stations

nr

Ejector stations

nr

Storage / retention tanks and vessels

nr

Sewage treatment systems

m2

Sustainable urban drainage schemes

External lighting to pedestrian areas External lighting to paths External lighting to roads illuminated traffic signs

state details of any identified repairs and replacement works arising from maintenance or planned inspections of external fittings

External drainage (ED)

Ancillary Drainage Systems

RICS NEW RULES OF MEASUREMENT

Storage / retention tanks and vessels Sewage treatment systems Sustainable urban drainage schemes

Taken elsewhere Taken elsewhere Taken elsewhere

see Element 5.3 "Disposal Installations" see Element 5.3 "Disposal Installations" see Element 5.3 "Disposal Installations" see Element 5.3 "Disposal Installations" see Element 5.3 "Disposal Installations"

see Element 5.3 "Disposal Installations" see Element 5.3 "Disposal Installations" see Element 5.3 "Disposal Installations" see Element 5.3 "Disposal Installations" see Element 5.3 "Disposal Installations"

| 203

8.6.2

8.6.3

8.6.4

External Laboratory and Industrial Liquid Waste Drainage

Land Drainage

Testing and Commissioning of External Drainage Installations

Element 8.7:

8.7.1

8.7.2

m

Drainage runs; above ground

nr m

Equipment and plant Disposal systems for the drainage of waterlogged ground

nr

Manholes and the like

m2

Drainage blankets

ha

Land drainage to parkland

%

Testing equipment and consumables, calibration, site installation tests, static testing including test records.

details, including height above ground (m) and nominal size of pipe (mm), to be stated

Drainage runs; above ground

Taken elsewhere

see Element 5.3 "Disposal Installations"

Equipment and plant

Taken elsewhere

see Element 5.3 "Disposal Installations"

PIB (SPEC)

EF PIB (TBD)

PIB (SPEC)

EF PIB (TBD)

PIB (SPEC)

EF PIB (TBD)

PIB(SPEC)

EF PIB (TBD)

PIB (SPEC)

EF PIB (DRAIN)

testing and commissioning details to be stated

Taken elsewhere

see Element 5.4 "Water Supply"

see Element 5.4 "Water Supply"

see Element 5.4 "Water Supply" see Element 5.4 "Water Supply" see Element 5.4 "Water Supply" see Element 5.4 "Water Supply"

see Element 5.4 "Water Supply" see Element 5.4 "Water Supply" see Element 5.4 "Water Supply" see Element 5.4 "Water Supply"

see Element 5.8 "Electric installations"

see Element 5.8 "Electric installations"

see Element 5.8 "Electric installations" see Element 5.8 "Electric installations"

see Element 5.8 "Electric installations" see Element 5.8 "Electric installations"

see Element 5.8 "Electric installations"

see Element 5.8 "Electric installations"

Drainage of waterlogged ground Manholes and the like Drainage blankets Land drainage to parkland Testing equipment and consumables, calibration, site installation tests, static testing including test records.

details to be stated state details of any identified repairs and replacement works arising from maintenance or planned inspections

External services (ES)

Water Mains Supply

Electricity Mains Supply

nr

Connections to statutory undertaker's water mains

nr

Connections to external plant and equipment;

nr

Service runs

nr

Rainwater harvesting systems

nr

Grey water systems

nr

Connections to statutory undertaker's electricity mains

m

Service runs

nr

Transformer sub-stations

nr

External electricity generation installation / plant

RICS NEW RULES OF MEASUREMENT

Connections to statutory undertaker's water mains Connections to external plant and equipment; Service runs Rainwater harvesting systems Grey water systems Connections to statutory undertaker's electricity mains Service runs Transformer substations External electricity generation installation / plant

Taken elsewhere Taken elsewhere Taken elsewhere Taken elsewhere Taken elsewhere Taken elsewhere Taken elsewhere Taken elsewhere

| 204

8.7.3

8.7.4

8.7.5

8.7.6

External Transformation Devices

Electricity Distribution to External Plant and Equipment

Gas Mains Supply

Telecommunications and Other Communication System Connections

nr

Wind turbines; details to be stated

nr

Photovoltaic devices

nr

Other transformation devices

nr

Connections to external plant or equipment;

nr

Connections to external equipment

nr

Service runs

nr

Connections to statutory undertaker's gas main

m

Service runs

Nr

Governing stations

nr

Telecommunication connections

nr

Cable television connections

nr

Other communication connections; details to be stated

Wind turbines; details to be stated Photovoltaic devices Other transformation devices Connections to external plant or equipment; Connections to external equipment Service runs Connections to statutory undertaker's gas main Service runs Governing stations

Telecommunication connections Cable television connections Other communication connections; details to be stated

Taken elsewhere Taken elsewhere Taken elsewhere Taken elsewhere Taken elsewhere Taken elsewhere Taken elsewhere Taken elsewhere Taken elsewhere

Taken elsewhere

Taken elsewhere

Taken elsewhere

Taken elsewhere m 8.7.7

External Fuel Storage and Piped Distribution Systems

nr m

Service runs

Fuel storage and piped distribution systems Service runs

RICS NEW RULES OF MEASUREMENT

Service runs Fuel storage and piped distribution systems Service runs

see Element 5.8 "Electric installations" see Element 5.8 "Electric installations" see Element 5.8 "Electric installations"

details to be stated details, including surface area of units (m2), to be stated

see Element 5.8 "Electric installations"

see Element 5.8 "Electric installations"

see Element 5.8 "Electric installations" see Element 5.8 "Electric installations"

see Element 5.8 "Electric installations" see Element 5.8 "Electric installations"

see Element 5.9 "Fuel Installations / Systems"

see Element 5.9 "Fuel Installations / Systems"

see Element 5.9 "Fuel Installations / Systems" see Element 5.9 "Fuel Installations / Systems"

see Element 5.9 "Fuel Installations / Systems"

see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems"

details to be stated

see Element 5.9 "Fuel Installations / Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems"

Taken elsewhere

see Element 5.9 "Fuel Installations / Systems"

see Element 5.9 "Fuel Installations / Systems"

Taken elsewhere

see Element 5.9 "Fuel Installations / Systems"

see Element 5.9 "Fuel Installations / Systems"

| 205

8.7.8

External Security Systems

Taken elsewhere

see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems"

External lighting to pedestrian areas External lighting to paths External lighting to roads

RM (PPM)

ES EXT LITG (TBD)

RM (PPM)

ES EXT LITG (TBD)

RM (PPM)

ES EXT LITG (TBD)

Illuminated traffic signs

RM (PPM)

ES EXT LUM (TBD)

Taken elsewhere item/nr

Item/nr

Item/nr

nr

Surveillance equipment

Security detection equipment

Security alarm equipment

Gas access control systems

Surveillance equipment Security detection equipment Security alarm equipment Gas access control systems

Taken elsewhere

Taken elsewhere

Taken elsewhere

Taken elsewhere nr

item/nr

Gate entry systems

Security lights and lighting systems

Gate entry systems Security lights and lighting systems

Taken elsewhere

Taken elsewhere item/nr

8.7.9

Site / Street Lighting Systems

Other security systems

m

Service runs

nr

External lighting to pedestrian areas

nr

External lighting to paths

nr

External lighting to roads

nr

Illuminated traffic signs

RICS NEW RULES OF MEASUREMENT

Other security systems

see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems" see Element 5.12 "Communication, Security and Control Systems"

see Element 5.12 "Communication, Security and Control Systems"

Service runs state details of any identified repairs and replacement works arising from maintenance or planned inspections

| 206

8.7.10

8.7.11

Local / District Heating Installations

Builder's Work In Connection With External Services

item/nr m

Service runs

m

External heating ducts and duct access covers

nr/m

Testing and Commissioning of External Services

Element 8.8:

Supports to external storage tanks

item/nr

Fuel bunds Protective compounds, fencing, storage racks associated with LPG installations

Item/nr

Protective compounds connected with transformer sub stations and the like

item/nr

Bases for services equipment

item

Resetting to works

Heat source associated plant and equipment Service runs External heating ducts and duct access covers

Taken elsewhere Taken elsewhere Taken elsewhere

see Element 5.5 "Heat Source" see Element 5.6 "Space Heating and Air Conditioning"

state details of any identified repairs and replacement works arising from maintenance or planned inspections state details of any identified repairs and replacement works arising from maintenance or planned inspections

Ducts and the like

RM (PPM)

ES DUCTS (TBD)

Supports to external storage tanks

RM (PPM)

TBD

RM (PPM)

TBD

RM (PPM)

TBD

RM (PPM)

TBD

RM (PPM)

TBD

TBD

RM (PPM)

TBD

not maintainable

N/A

N/A

Taken elsewhere

Fuel bunds Protective compounds, fencing, storage racks associated with LPG installations Protective compounds connected with transformer sub stations and the like Bases for services equipment

state details of any identified repairs and replacement works arising from maintenance or planned inspections

details including size, to be stated state details of any identified repairs and replacement works arising from maintenance or planned inspections

Minor building works and ancillary buildings (MBW)

8.8.1

Minor Building Works

8.8.2

Ancillary Buildings and Structures

8.8.3

Ducts and the like

Item/nr

item/nr

8.7.12

Heat source associated plant and equipment

Underpinning to External Site Boundary Walls

nr

Excluded from maintenance task schedules (refurbishments/ repairs)

nr

Minor ancillary building - Built

Minor ancillary building Built

Minor ancillary building - Prefabricated

Minor ancillary building Prefabricated

Taken elsewhere

nr

Excluded - taken elsewhere in grouped element 1

not maintainable

N/A

m

RICS NEW RULES OF MEASUREMENT

See Group Element 7 Works to existing buildings See Group Element 7 Works to existing buildings

Built; details, including GIFA (m2), to be stated Prefabricated / proprietary; details, including GIFA (m2), to be stated

N/A

| 207

Group element 9:- Maintenance Contractor's Management and Administration Costs Group element 9 comprises the following elements Employers requirements Maintenance contractors cost items Employer's requirements Site Accommodation

Site records

Handover and post occupancy requirements

Exit and hand back obligations

RICS NEW RULES OF MEASUREMENT

Unit

Included components

Excluded

per week per week per week per week per week per week Sum Sum Sum

1 2 3 4 5 6 7 8 9

Facilities space allocated for maintenance staff within building Use of amenities Welfare facilities Intruder alarms Cleaning Space charges Furniture and equipment Telecommunications and IT systems Others (to be defined)

Cross charging space related costs

Item Item Item Item Item Item

1 2 3 4 5 6

Operation and maintenance manuals Health and safety files CDMC files Asset history (e.g. reactive maintenance trends; plant history records) As built drawings / CAD etc Others (to be defined)

Sorting out inaccuracy in handover documents

Item

1 Specific contractual and tenure obligations (e.g. lease arrangements)

Item

2 Dilapidations surveys (outside of normal maintenance requirements)

Item

3 Others (to be defined)

Item

1 Contractual specific requirements (To be defined)

Updating as built drawings (extra works item)

Lines of responsibilities to be agreed by parties

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Maintenance contractor's cost items Maintenance contractors staff

Unit man hours per week man hours per week man hours per week Item Item Item Item Item

Included components 1 2 3 4 5 6 7 8

Management personnel Supervisory personnel Administration personnel (including wages / stores management etc) Staff travel and subsistence Visiting management and support staff Training Vehicle costs and car leases Others (to be defined)

Extra costs to tendered price provisions

Extra costs to tendered price provisions

Site establishment (if resident on site)

Item Item Item Item Item Item Sum Item Item Item

1 Site accommodation (including charged office rent and space costs) 2 Welfare and toilet facilities 3 Furniture and equipment 4 Computer maintenance management systems 5 Telecommunications and IT systems 6 Waste management (e.g. skip hire and disposal costs) 7 Consumables and spares stock 8 Secure storage facilities - parts and tools, equipment and the like 9 Brought in services 10 Sundries (to be defined)

Security

item

1 Access clearance (details to level of security to be defined)

item

2 Access constraints (details to be defined)

Site records and asset register/ survey reports

Safety and environmental protection

Item

3 Police checks and uniforms

item

4 Escorting duties (e.g. visitors and subcontractors etc)

Item

5 Others (to be defined)

Item

1 Asset maintenance register (including verification/ keeping up to date)

Item

2 Condition surveys (including remaining life assessments)

Item

3 Forward maintenance plans (for the period of analysis pre defined)

Item

4 As built drawings updates (as agreed in scope)

Item

5 Measurement surveys (as agreed in scope)

Item

6 Others (to be defined)

Item

1 Safety gear, tools and tool hire, testing equipment and the like 2 Others (to be defined)

Item

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Excluded

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Control and protection

Mechanical plant Other plant and equipment Handover and exit requirements TUPE Temporary services Site services Insurances, bonds, guarantees and warranties Other cost items

RICS NEW RULES OF MEASUREMENT

Item

1 Quality management systems

Item

2 Health and safety at work; local risk assessments

Item

3 Others (to be defined)

Item

1 Compressors and temporary power generating plant

Item

2 Others (to be defined)

Item

1 Access equipment including cherry pickers and scaffolding

Item

2 Others (to be defined)

Item

1 As applicable in the contract or tenure agreements (to be defined)

Item

2 Others (to be defined)

Item

xxxx

Item

xxxx

Item

xxxx

Item

xxxx

Item

xxxx

Item

xxxx

Item

xxxx

Item

xxxx

Item

1 Mothballing maintenance

Item

2 Party wall awards

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Group element 10:- Maintenance Contractor's Overheads and Profit Group element 10 comprises the following elements Maintenance contractor's overheads Maintenance contractor's profit Element Maintenance Contractor's overheads

Included 1 Generally, the costs of head office set up and administration proportioned to each contract by the maintenance contractor.

Excluded 1 Visiting management and staff for which an allowance has been made within the maintenance contractor’s management and administration (included in 9). Visiting management and staff 2 Extraordinary support costs for which an allowance has been made within the maintenance contractors management and administration ( included in 9.xxx extraordinary costs)

Maintenance Contractor's profit

1 The amount of net profit that the maintenance contractor needs to achieve

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Group element 11:- Consultants fees and specialist works costs Group element 11 comprises the following elements Consultants fees Maintenance contractor's tender / pre contract cost Maintenance contractor's mobilisation costs Maintenance contractor's design fees Element

Unit

Consultant fees

Sum Sum Sum Sum

1 2 3 4

Maintenance contractors pre contract costs

Sum Sum Sum

1 Bid costs (that are not included as part of the overheads and profits) 2 TUPE costs 3 Others (to be defined)

1 XXXXX 2 XXXXX 3 xxxxxx

Maintenance contractors mobilisation costs

Sum Sum

1 Contract set up costs included in tender price (during mobilisation) 2 Others (to be defined)

1 XXXXXX

Maintenance contractors design fees Note - where design liability is to be transferred to the maintenance contractor (i.e. where a design or replacement led design contract strategy is to be used) and all, or some, of the consultants within the design team are to be novated, the balance of the consultant's fees due after novation has occurred is to be transferred from element 11.1 to 11.3 the Maintenance contractors design fees

Sum Sum Sum Sum Sum

1 2 3 4 5

RICS NEW RULES OF MEASUREMENT

Included components

Excluded

Fees in connection with procurement of the maintenance contracts Fees in connection with updating asset register and condition surveys Fees in connection with other forms of assessments (e.g. DDA etc) Other fees (to be defined)

Building services engineer(s) Drainage engineer Landscape architect Interior designer Other design consultants (to be defined)

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Group element 12:- Other Employer definable maintenance-related costs Included components

Excluded

1 Capital allowances 2 Asset depreciation/ write down provisions (impairment costs) 3 Others (to be defined) 1 2 3 4

Cross charges (as applicable - to be defined) Taxes and incentives (e.g. carbon tax/ tariffs) Grants Others (to be defined)

1 Employers costs involved in management and administration of the life cycle maintenance of the building or its part

1 Contractor management of the works (see 9.X)

2 Audits and performance monitoring regimes 3 Inspections and compliance management 4 Others (to be defined) 1 Energy efficiency initiatives (e.g. upgrades / improvement works) 2 Churn costs 3 Others (to be defined) 1 2 3 4

Helpdesk function (including covering soft services provisions) Security equipment maintenance (if agreed in scope) Vending machine maintenance (if agreed in scope) Catering and hospitality equipment (if agreed in scope)

5 Other operation and occupancy costs (e.g. utilities, cleaning/waste management, taxes as applicable) 1 End of life costs where not included in elsewhere (such as disposal and decommissioning costs; reinstatement costs; salvage costs etc) 2 3 4 5

Third party income during the in use period Loss of income Trigger to do a refurbishment instead of major repairs/replacement Others (to be defined)

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Group element 13:- Risks Group element 13 comprises the following elements 13.1 13.2 13.3 13.4 13.5 13.6 13.7 13.8 13 13.1

Business risks Performance risks Procurement and delivery risks Design and installation risks Maintenance contract risks Life cycle asset replacement risks Employer change risks Employer other risks Element

Typical risk items

Business risks

1 External to facility - electrical supply outage - fuel for mechanical services - flood - fire - security breach 2 Internal to facility - power failure - critical system failures - flood, fire and vandalism non compliance (serious breach; prosecution/ reputational damage) 3 Business impact loss of productivity due to business downtime reputation / image risk in event of occurrence of a serious breach of compliance availability of data about failure rates and repair times - i.e. robust predicted for interventions lack of effective assessment of impact of maintenance on the business lack of assurance of compliance and not under or over maintaining the assets lack of evidence to inform asset investment decision making - understanding risks/liabilities procurement strategy may adversely impact operational delivery of maintenance/ renewals

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13.2

Performance risks

1 System failure 2 Environmental conditions 3 Non compliance

13.3

Procurement and delivery risks

1 2 3 4 5 6

13.4

Design and installation risks

1. -

Design standards design solution does not comply with required asset life cycle performance standards availability of installation information and the accuracy of O&M, E164as built and CDM files etc inadequate maintenance considerations during design and installations, such as: - health and safety / local risks assessments implications - access for maintenance and servicing not appropriately addressed - lack of provision for lifting arrangements for replacing components 2. Quality of materials and workmanship - impact of construction using substandard materials and workmanship - ineffective testing and commissioning - latent defects 3. Handover documentation - ineffective handover procedures - Accuracy and completeness of O&M manuals and CAD information - Occupancy of facilities significant different to original design parameters - reliability of estimating data - changes in labour, materials, equipment and plant costs - insurance and inspection implications - e.g. inadequate policies put into practice 4 Legislation and changing future regulations

13.5

Maintenance contract risks

1. -

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Quality of brief Contract terms Maintenance strategy not deliverable Resources and competence Budget constraints Mobilisation

Maintenance delivery scope of service provided (not in accordance with fit for function maintenance standards) inappropriate servicing and maintenance regimes (not fit for function maintenance standards) organisation and staffing arrangements - (agility and adequacy to cover critical risk events) emergency response provisions relationship with employer and contract support staff - ineffective contract mobilisation and operating procedures and controls - non compliance with statutory/legal and regulatory requirements - critical maintenance is not being implemented by contractor

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-

13.6

Life Cycle Asset Replacement Risks (Life Cycle major repairs and replacement risks)

13.7

Employer change risks

business disruption and leading to significant loss of productivity and cost to the end user lack of transparency of service standards and accountability asbestos and hazardous materials weather and seasonal implications quality of asset information made available and subsequently not being kept up to date incompatibility of asset management databases or ineffective use of IT /CMMS systems - change on key personnel 2. Financial - actual costs much higher than estimated (undermining the incentive to deliver maintenance) - labour costs vary due to labour market/ economic climate - provision for unscheduled maintenance (e.g. historical data) significantly more in reality - extent of repairs and replacements works required to done under maintenance contract 1. Life cycle replacement works - actual costs much higher than predicted - inappropriate service life planning forecasts - impacts on actual frequency of renewals works - legacy data - inconsistent and missing asset information - condition data short term and lack of residual life data to predict longer term replacement plans - early failure of asset and components - product failing prior to predicted life due to manufacturers defect Maximum repair obligations and unclear lines of responsibilities (confusion over who pays?) - competency to affecting predict 1 to 5 to 10 year forward life cycle replacement schedules 1. 2

3. -

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Scope creep specific changes in requirements (e.g. scope of works; time horizon, facilities to maintained) agility and mechanism to change the contract and realise cost / performance efficiencies change of purpose and use of LCC exercise carbon reduction commitments and taxation implications System redundancy lack of resilience to prevent major business disruption obsolescence - technology and system changes ( e.g. renewables) disposal risks associated with removal of plant and equipment from occupied areas Timescales replacement frequency forecasts wrong peaks in expenditure versus forecast profile of life cycle replacement costs change in periods of analysis base dates altered or not clearly stated from the outset

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13.8

Employer other risks

1 Maintenance brief - inadequate or unclear brief - end user requirements - uncertainty over who is responsibility for repairs and maintenance - environmental and sustainability considerations - employer's specific requirements (e.g. functional standards, site of establishment rules and regulations and standing orders) - changes in use or function of facilities - impact of estate rationalisation - e.g. impact of footprint reductions and disposal of sites 2 Timescales - reference service life data predictions - product fails prior to predicted life due to manufacturer defect - timescales for decision making 3 Third party contractual obligations related to third party agreements (e.g. full repairing / permits to work) historical / listed building obligations requirements relating to sites of scientific interest (SSI) 4 Management unclear roles and responsibilities ineffective cost control procedures ineffective performance measures and audit and monitoring procedures ineffective or no risk management strategy inadequate design and maintenance review procedures ineffective change control procedures ineffective reporting and information management systems 5. Financial - availability of funds to do minimum maintenance standards - availability of competent resources - cash flow effect on timing of approval of extra works - existing risks and liabilities (e.g. backlog maintenance/ condition status) - service charging obligations - landlord and tenant ( could lead to non recovery of costs) - changing inflation / economic climate conditions

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Group element 14:- Inflation Group element 14 comprises the following elements 14.1 14.2 14.3 14.4

14

Pre contract inflation Maintenance contract inflation Life cycle replacement inflation Other considerations

Element

Unit

14.1

Pre contract inflation

14.2

Maintenance contract inflation/ deflation

%

1 Inflationary/deflationary price changes during the period from the tender return to the end of the maintenance contract

14.3

Life cycle replacement inflation/deflation

%

DEALTH WITH BY THE DISCOUNTING (time value of money)

14.4

Other considerations

%

RICS NEW RULES OF MEASUREMENT

Not Applicable

Included components

Excluded

Deemed to be covered by the maintenance contractors tender price

1 Unexpected price increases/decreases associated with market conditions and wider economic factors outside of provisions of the maintenance and life cycle replacement contract

1 Others considerations ( to be defined as applicable)

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Appendix: Appendix A1: Core definition of gross internal floor area (GIFA) Appendix A2 Core definitions of net internal area (NIA) Appendix B:

Commonly used functional types and functional unit measurement

Appendix C:

Cost categories and definitions for maintenance works and wider life cycle costing

Appendix D1: Methods of economic evaluation and discounting (time value of money) Appendix D2 Discounting equations Appendix E1: Information required for defining the brief and project particulars Appendix E2 Checklist of Information required for estimating and cost planning of maintenance works Appendix F1 Appendix F2 Appendix F3

Worked example of an order of cost estimating combining construct maintain and renewal Reporting template for an order of cost estimate for maintenance works – (level 0 codes) Reporting template for cost plans for maintenance works– (level 1 codes)

Appendix G

Other useful terms and definitions associated with maintenance works

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Appendix A1: Core definition of gross internal floor areas (GIFA) The definitions in this appendix are reproduced from the RICS Code of Measuring Practice (6th edition)

Core Definitions: Gross Internal Floor Area (GIFA) 2.0

2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9

2.10

2.11 2.12 2.13 2.14 2.15 2.16 2.17

Gross Internal Area (GIA) Gross Internal Area is the area of a building measured to the internal face of the perimeter walls at each floor level (see note GIA 4). Including Areas occupied by internal walls and partitions Columns, piers, chimney breasts, stairwells, lift-wells, other internal projections, vertical ducts, and the like Atria and entrance halls, with clear height above, measured at base level only Internal open-sided balconies, walkways and the like Structural, raked or stepped floors are to be treated as a floor level measured horizontally Horizontal floors, with permanent access, below structural, raked or stepped floors Corridors of a permanent essential nature (e.g. fire corridors, smoke lobbies) Mezzanine floor areas with permanent access Lift rooms, plant rooms, fuel stores, tank rooms which are housed in a covered structure of a permanent nature, whether or not above the main roof level Service accommodation such as toilets, toilet lobbies, bathrooms, showers, changing rooms, cleaners’ rooms, and the like Projection rooms Voids over stairwells and lift shafts on upper floors Loading bays Areas with a headroom of less than 1.5m (see APP 6) Pavement vaults Garages Conservatories

RICS NEW RULES OF MEASUREMENT

2.18 2.19

Excluding Perimeter wall thicknesses and external projections External open-sided balconies, covered ways and fire escapes

2.20

Canopies

2.21

Voids over or under structural, raked or stepped floors Greenhouses, garden stores, fuel stores, and the like in residential property

2.22

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Appendix A2: Core definition of net internal area (NIA) The definitions in this appendix are reproduced from the RICS Code of Measuring Practice (6th edition)

Core definitions: net internal area (NIA) 3.0

Net Internal Area (NIA) Net Internal Area is the useable area within a building measured to the internal face of the perimeter walls at each floor level (see note NIA 3).

3.1

Including Atria with clear height above, measured at base level only (but see 3.11)

3.11

3.2

Entrance halls (but see 3.11)

3.12

3.3

Notional lift lobbies and notional fir e corridors

3.13

3.4

Kitchens

3.14

3.5

Built-in units, cupboards, and the like occupying usable areas

3.15(a)

3.6

Ramps, sloping areas and steps within usable areas

3.15(b)

Permanent circulation areas corridors and thresholds/recesses associated with access, but not those parts that are usable areas

3.7

Areas occupied by ventilation/heating grilles

3.16

Areas under the control of service or other external authorities including meter cupboards and statutory service supply points

3.8

Areas occupied by skirting and perimeter trunking

3.17

3.9

Areas occupied by non-structural walls subdividing accommodation in sole occupancy

3.18(a)

Internal structural walls, walls enclosing excluded trunking areas, columns, piers, chimney breasts, other projections, vertical ducts, walls separating tenancies and the like The space occupied by permanent

Pavement vaults

3.18(b)

3.10

Excluding

3.19 3.20

3.21

RICS NEW RULES OF MEASUREMENT

Those parts of entrance halls, atria, landings and base level only (but see 3.11) balconies used in common (see 3.1 and 3.2) Toilets, toilet lobbies, bathrooms, cleaners’ rooms, and the like Lift rooms, plant rooms, tank rooms (other than corridors those of a trade process nature), fuel stores, and the like Stairwells, lift-wells and permanent lift lobbies Corridors and other circulation areas where occupying usable areas used in common with other occupiers

and subdividing accommodation in sole occupancy continuous airconditioning, heating or cooling apparatus, and ducting in so far as the space it occupies is rendered substantially unusable The space occupied by permanent, intermittent air-conditioning, heating or cooling apparatus protruding 0.25m or more into the usable area Areas with a headroom of less than 1.5m Areas rendered substantially unusable by virtue of having a dimension between opposite faces of less than 0.25m. See diagram E Vehicle parking areas (the number and type of spaces noted)

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Appendix B: Commonly used functional units and functional units of measurement The list below indicates the main groups and most types of buildings likely to be found by function. While comprehensive, it cannot be exhaustive as there may be buildings with unique functions as well as those developed in the future with new functions. These examples simply provide a guide. Function Administrative facilities Offices and administrative buildings Artists’ studios, dance studios and the like Civil Engineering Facilities Air transport terminals Air transport service support buildings Runways Taxiways and Hard standings Bulk Fuel Installations Coach and bus stations Port and harbour buildings Railway Stations Railway line side assets Car parking Depots and maintenance buildings Vehicle storage and garages Petrol stations and car wash buildings Recording including CCTV and radio and television broadcasting Telephone exchanges and engineering Transmitting and receiving stations Post offices and sorting offices Electricity generation, supply and storage Water supply, treatment and storage Refuse disposal facilities Mortuaries, morgues Commercial facilities Large Commercial Offices Data Centres Small and Medium Commercial Offices Banks and building society branches Shops, supermarkets and hypermarkets Department stores Shopping centres Retail warehouses

per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) 1 per m2 of Gross external area (GEA), for the LCN . 2 per m2 of Gross external area (GEA), for the LCN per fuel tank or per cubic metre of fuel stored? per coach / bus stand per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per car parking space per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m2 of Gross internal area (GIA) per m2 of Gross internal area (GIA) per m2 of Gross internal area (GIA) per m2 of Gross internal area (GIA) per m2 of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of retail area (m²) per m² of retail area (m²) per m² of retail area (m²) per m² of retail area (m²) per m² of Gross internal area (GIA)

Bulk storage facilities

per m² of Gross internal area (GIA)

Residential facilities Houses (private developer and affordable) Bungalows (private developer and affordable) Apartments/flats (private developer and affordable) Hotels /motels/ guesthouses

2

per m² of Gross internal area (GIA) per m² of Gross internal area (GIA)

Wholesale trading building/auction rooms Industrial facilities Fish farms, fisheries Nurseries, greenhouses etc Livestock buildings – farms (pig pens, milking parlours and the like) Agricultural storage buildings Breweries and distilleries Factories Raw materials processing (oil, metals, chemicals etc) Warehouses/stores/cold stores

1

Functional unit of measurement

per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m2 of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) TBA per m² of Gross internal area (GIA) per house type (stating nr of bedrooms); or per m2 of net internal area (NIA) per bedroom (stating nr of bedrooms) or per m2 of Net internal area (NIA) per apartment/flat type (stating number of bedrooms) per bedroom and per m2 of GIA

LCN - Load Classification Number – depends on the type of aircraft landing. LCN – depends on the type of aircraft taxiing.

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Function

Functional unit of measurement

Dormitories/Staff/nursing residential accommodation Student accommodation Hostels Religious Churches, chapels, temples, mosques and the like

per bedroom and per m2 of GIA per bedroom and per m2 of GIA per bedroom and per m2 of GIA

Creamatoria Convents/ monastries Education, scientific, information facilities Schools Universities, colleges and the like Research facilities and laboratories Observatories Botanical gardens, zoos, aviaries, aquaria Museums, art galleries and the like Exhibition halls Libraries Computer buildings/data centres Record, archive, patent offices Common facilities Conference centres Kitchens Public conveniences Laundries Boiler houses Health and welfare facilities Hospitals Nursing homes Specialist care and treatments units Specialist care homes Hospital laboratories, pharmacies Observation and assessment centres Medical research facilities Doctors’ surgeries Dentists’ surgeries Animal clinics and hospitals Animal rearing, caring and research facilities Protective /Custodial facilities Fire stations and ancillary buildings Ambulance stations and ancillary buildings Law courts Police stations and ancillary buildings Prisons including young offenders units Police stables and kennels Recreational facilities Theatres/opera houses Cinemas Concert halls/function rooms/and the like Drama and music rehearsal studios Restaurants/cafes/refectories Public houses/clubs Community centres and the like Squash courts, tennis courts and the like Sports stadia Swimming pools/ indoor sports centres Indoor motor sports centres Gymnasia and sports halls Golf/ rifle ranges Riding schools Indoor Ice rinks Club houses and pavilions Casinos Military facilities Accommodation blocks – messes, junior, officers, WO & Sgt Accommodation blocks – multi occupancy (armoury, air traffic control tower, communications facility, guard room, fire and police stations, telephone exchange) Agricultural buildings

RICS NEW RULES OF MEASUREMENT

per pew or per seat and per m2 of Gross internal area (GIA) per m² of Gross internal area (GIA) per ascetic and per m2 of GIA per child or per student (see DoE guide) per student per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m2 of net internal kitchen area (NIA) per toilet numbers and per m2 of NIA per m2 of net laundry area per boiler house and per m2 of NIA per bed space and per m2 of GIA per bed space and per m2 of GIA per patient/bed space and per m2 of GIA per patient/bed space and per m2 of GIA per bed space and per m2 of GIA per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per doctor consulting room and /m2 NIA per dentist workspace and per m2 NIA per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per fire tender space and per m2 of GIA per ambulance vehicle space and per m2 of GIA per courtroom and per m2 of NIA per prisoner places and per m² of Gross internal area (GIA) per prisoner place and per m2 of Gross internal area (GIA) per m2 of Gross internal area (GIA) per seat and per m2 of NIA per seat or per screen or per m2 of NIA per seat or per m2 of NIA per m² of Gross internal area (GIA) per seat per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per court per seat per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m² of Gross internal area (GIA) per m2 of Gross internal area (GIA) per m2 of Gross internal area (GIA) per m2 of Gross internal area (GIA)

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Function

Functional unit of measurement

Commercial facilities (banks, NAAFI etc) Compounds (fuel and ammunitions store) Catering facilities Docks facilities (ship/submarine repair) Guarding posts Hangars (fixed wing and helicopter etc) Live stock building (stables, kennels etc) Medical centres (dental, medical, hospital, mortuary and occupational health centres) Mechanical transport facilities (garages, vehicle storage, commercial garages) Offices Outside sports and recreational facilities Plant buildings Private dwellings (farms, cottages, civilian accommodation, lands/residential letting) Religious buildings (churches etc) Single living accommodation (by ranks) Schools Service families accommodation Sports and recreational facilities (stadium, pavilion, theatre/cinema, museum etc) Security Installations Stores (non specialised/ specialised) Stores (munitions / hazardous stores) Swimming pools (covered) Scheduled monuments Training / education facilities (conference centre/ lecture hall, classroom, simulator) Test facilities (laboratory; gas test chamber etc) Training estate (built) Training estate (rural) Workshops (general shop, processing non specialised, specialised & hazardous) Welfare/ community facility (club, hobbies, crèche/child care & community facilities) Infrastructure assets (ship lift; security fences and gates; roads and footpaths; flagpoles, bus shelters and others below) Airfield pavements Aircraft ground lighting Land ways and hard-standings and hard surfaces (helicopter landing area; car parks, parade square, wash downs, agricultural, other) Fuel installations Gas /electrical / heating networks Masts, towers and columns Outside sports/physical training and recreational facilities Runways Railway permanent ways Small arms ranges / safety systems Security installations / safety systems Water and wastewater facilities

per m2 of Gross internal area (GIA) per m2 of Gross internal area (GIA) per m2 of Net internal area (NIA) per m2 of Gross external area (GEA) per m² of Gross internal area (GIA) per m2 of Gross internal area (GIA) per m2 of Gross internal area (GIA) per m² of Gross internal area (GIA)

Maritime assets – associated with waterfront facilities and associated marine environment (e.g. docks, locks, jetties, pontoons, sea and flood defences, sea walls, slipways and navigation aids etc)

xxxxx

per garage or per m2 of Net Internal area (NIA) per m2 of Gross internal area (GIA) per m2 of Gross external area (GEA) per m2 of Net internal area (NIA) Per m2 of Gross internal floor area + associated external area in hectares for land Per m2 of Gross internal area (GIA) per bed space and/or per m2 of GIA per pupil or per m2 of GIA per bed space + type 1 to 5 type A to E per m² of Gross external area (GEA) TO DO per m2 of Gross internal area (GIA) per m² of Gross internal area (GIA) per m2 of pool per statue per m² of Gross internal area (GIA) per m2 of Gross internal area (GIA) xxxxx xxxxx per m² of Gross internal area (GIA) per m2 of Gross internal area (GIA)

per m2 of Gross external area (GEA) per m2 of Gross external area (GEA) xxxxx xxxxxx xxxxx per m2 of Gross external area (GEA) per m of railway lines xxxxx xxxxx xxxxx

NOTE – This table will be revised after wider public and private sector consultation.

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Appendix C: Cost categories and definitions for maintenance works and life cycle costing Cost categories and definitions Agreement should be reached as to the precise scope of the costs for the maintenance works in the project briefing, i.e. what relevant costs are to be included, or excluded, and how to express them. The scope and boundaries of the cost categories that constituent the ‘Maintenance Works, are: a) Asset maintenance registers (AMR) and assessment data (AD); 1) Asset maintenance registers; - including relevant site documentation and verification 2) Condition surveys, reports and remaining life assessment data; - including updates 3) Other forms of assessments (e.g. failure mode analysis/ reactive trends; capacity forecasts; DDA; energy efficiency (EPC); space utilization; and other wider sustainability implications) NOTE 1 refer to clause 4. 7 for more details on the various forms of asset assessments b) Annualised maintenance (AM): (categorised as ‘ maintain’ or M works) 1) Preventative - planned preventative maintenance costs, inc. repairs and minor replacement (NOTE 2 including applicable maintenance regimes for occupied facilities and also for mothball maintenance and decommissioning regimes for unoccupied/ vacated facilities) 2) Reactive - emergency maintenance and unscheduled corrective repairs and replacements, 3) Proactive – planned inspections, tours, audits, monitoring and management activities etc NOTE 3 - to also include for maintenance contractor’s management, overheads, other relevant costs / consultants fees, risks, inflation and providing data supporting tax claims. c) Grounds maintenance (GM) (optional) NOTE 4 – this may be included as a separate work package and/or as part of external works d) Periodic renewal works (PM); (categorised as ‘ renewals’ or R works): 1) Major repairs/ replacement costs – periodic forecast renewals and component replacements 2) Redecorations – if costed separately, and not included in with specific items of work NOTE 5 - refurbishment costs and major projects works dealt with as ‘Capital building works’ e) Employer-defined elements (EDE): (optional, if agreed in scope, or part of a life cycle costing) 1) Employer maintenance management – including audits and costs not covered by supplier. NOTE 6 - Contractor maintenance management is included within items a) to d). 2) User definable maintenance costs (e.g. such as end of life / hand back liabilities; energy efficiency upgrades / improvements; churn costs; capital allowances, asset depreciation/write down and the other client defined elements as agreed in scope) 3) Operation and occupancy costs any other specific costs agreed to include in the life cycle costing of maintenance, - if it is part of a wider economic evaluation (e.g. cleaning, utilities, administrative costs, security and insurances, taxes and incomes and salvage costs etc)

Note – BS 8544 Guide for life cycle costing of maintenance works provides detailed guidance on the cost categorises and definitions for maintenance works. The maintenance cost categorises and definitions of what is included/ excluded, is provided in Table C.1 on the following pages;

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Maintenance Category

Maintenance Cost Category Definitions

MAINTAIN & RENEWAL Asset registers (AR) and Assessment data (AD)

Information required to manage the annualised maintenance regimes and predict life cycle repairs and replacement programmes of works

Asset maintenance registers

A),B)

Record or inventory of all maintainable assets applicable for the maintenance and life cycle replacement works, agreed in scope. Costs to include for: Asset registers (initial production and subsequent updates) o Identification (in line with NRM 3 data structure) o Verification (in line with NRM 3 data structure) b) Asset tagging and bar coding (optional) if required c) Compiling relevant maintenance information available in order to undertake the LCC maintenance programming d) Compiling relevant as built / CAD drawings / BIM files and room data sheets etc

a)

Condition surveys, reports and Assessment of the applicable building or constructed asset’s current remaining service life expectancy age, condition status and remaining life (using accepted condition assessment data C) coding and service life planning methods and factoring) Costs for a) b) c) d) e)

initial, periodic and specialist asset surveys. Includes: Stock condition surveys Remaining life assessments Inspection regimes / vibration analysis etc Specialist surveys – e.g. historic building. Others – as applicable

Exclude: inspections (statutory and others) carried out as part of the maintenance contract work (included in annualised maintenance

regime – AM)

Exclude: general inspections and audits commissioned separately by or on behalf of the client (to be included in Employer’s maintenance management activities). Other forms of assessment (Optional) D),E)

Assessment of wider asset investment planning, based on functional / performance considerations (if required as part of the LCC plan); Costs to include for other forms of asset assessment: a) capacity forecasts / resilience assessments; b) energy efficiency reviews (EPC); c) DDA and other regulative risk assessment surveys d) space utilisation; functional suitability (optional) e) wider sustainability implications (to be defined) For example; Carbon reduction commitments and CSR compliance

NOTES

A) applies to asset registers in any form- hardcopy, electronic, building information model etc B) refer to information and data sources in clause 8 for more detail guidance on costing for gathering relevant asset information and establishing robust asset maintenance registers for LCC of maintenance exercises. C) Stock surveys include for obtaining relevant information from as built /O&M data files and site log books, plus capturing local knowledge to inform findings. D) Refer to information and data sources clause for guidance on remaining service life data sources E) See item 4.6. in Part 4 for guidance on costing other forms of assessment.

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Maintenance Category

Maintenance Cost Category Definitions Planned, reactive and proactive maintenance costs

MAINTAIN WORKS Annualised Maintenance (AM) Planned Preventative Maintenance (PPM regime)

including minor repairs and component replacement costs

Note – costs should be presented in an elemental and sub elemental cost structure categories for building fabric, structures, finishes and FFE, building services and external works – as illustrated in part 3 Scheduled replacement of parts and scheduled servicing, maintenance and repairs and replacement to components and associated making good and minor redecorations (planned preventative maintenance and/or reliability centred maintenance regimes): Costs to include: a) Labour(man hours for PPM programmed work) b) Subcontracted and specialist PPM works c) Consumables, plant and equipment, sundries d) Premium for out of normal hours of working Plus on costs items, if it is a PPM only contract A) Excludes: Major repairs and replacement costs (included in Life cycle replacement costs) NOTE – see LCRR section for more guidance on definitions of ‘major’ and ‘minor’ replacement.

Reactive – responsive and corrective maintenance -

unscheduled component replacement and repairs costs

Allowance for unforeseen or unplanned maintenance arising from early failure, inappropriate use etc. and associated making good and minor redecorations. Costs to include: a) Labour (man hours for reactive first line work) b) Subcontracted and specialist reactive cover c) Consumables, plant and equipment, sundries d) Premium for out of normal hours of working Plus on costs items, if it is a reactive cover only A)

Proactive Maintenance Provision Allowance for proactive maintenance activity B) planned inspection and Costs to include: monitoring activity and site a) Planned inspections of buildings (PIB) management procedures b) Tours of plant room and critical systems c) Targeted monitoring – energy focused d) Maintenance management activities Plus on costs items, if it is a proactive cover only A) Maintenance contractor’s on costs and risks, inflation allowances A)

Costs to include (for PPM and reactive and proactive activities): a) Maintenance contractor’s management and admin costs b) Maintenance contractor’s overhead and profit c) Contractors’ professional team / consultants fees d) Risk allowance provision C) e) Commercial / other considerations f) Inflation /deflation and tender pricing indexing g) Taxes (e.g. VAT normally excluded for costing)

NOTES

A) B) C)

On costs to be costed separately depending on the type of contract for maintenance (e.g. PPM only , reactive only and/or combined or fully comprehensive cover contract) Proactive maintenance activity to include for early interventions to failing assets Risks to include costs for relevant commercial / other considerations – see 3. 22

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Maintenance Category

Maintenance Cost Category Definitions

MAINTAIN & RENEWALS Grounds Maintenance (GM)

Cost of grounds maintenance (OPTIONAL) (when not presented in with other elements – i.e. external works)

Grounds maintenance costs

Costs to include: a) Site surface treatment (e.g. grass cutting) b) Soft landscaping, planting and irrigation systems (e.g. tree felling/ replacement, lawn mowing and soft landscape maintenance). c) Roads, paths and pavings /crossways d) Fencing, railing and walls; e) Site / street furniture and equipment; f) External drainage and g) Ancillary and minor buildings h) Other elements (to be defined)

Note – can be costed and included as part of external works

Costs to include for on costs (if, a separate contract) A) i) Maintenance contractor’s prelims and admin j) Maintenance contractor’s overhead and profit k) Contractors’ professional / design team fees l) Risk (including commercial considerations) B) m) Comprehensive cover (semi/ full) n) Inflation o) Taxes (e.g. VAT normally excluded for costing) Costs for grounds maintenance work to include: a) Labour(man hours for PPM programmed work) b) Subcontracted and specialist PPM works c) Consumables, plant and equipment, sundries d) Premium for out of normal hours of working, if applicable Costs may include for snow clearance (hazards) and ensuring all areas are kept free of leaves, weeds and other site accumulated debris/rubbish. Other costs may include annual tree surveys and independent landscaping consultants advice / fees

NOTES

A) on costs to be costed separately depending on the type of contract for maintenance (e.g. PPM only or reactive only or a combined of all elements and / or with comprehensive cover ) B) Risks to include costs for relevant commercial and other considerations – see items 3.22 and 3.26

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Maintenance Category

Maintenance Cost Category Definitions

RENEWALS Periodic Maintenance Plan (Repairs/Replacements)

Periodic maintenance schedules of major repairs, replacements, inc. redecorations and for improvements, alterations and upgrade works.

Major repairs and replacement costs (LCRR) – A)

Scheduled replacement of major system elements and components (within agreed boundaries see note below) and associated making good and minor redecorations.

Periodic maintenance and component replacements, including deferred backlog maintenance works

B)

Costs to a) b) c) d) e) f) g)

include: Replacement of major assets and plant etc Access and location adjustment factors Travel, transport and subsistence costs Pre inspection costs Landfill tax and income/ disposal costs Preliminaries and associated works Maintenance contractors on costs

Includes: Costs and income from disposal of replaced components and parts, where applicable Includes: Maintenance contractor’s management and supervision of the works and on costs, and any life cycle fund management and the employed direct labour where those costs are considered to be direct overheads to the LCR works. Includes: Temporary works, access costs, out of hours premium, design and commissioning costs etc – in connection with replacement This should be shown separately in the cost plan as facilitating works Redecoration costs (DEC)

Painting and decorations, if costed separately and not included in with specific items of work Improvements and upgrade costs (IU) (if part of maintenance study) – e.g. energy efficiency

NOTE – Refurbishment works excluded, dealt with as NRM1 construction project works

NOTES

Scheduled redecoration works to existing buildings – when costed separately. Exclude: Decorations carried out in connection with maintenance or replacement work. C) Scheduled improvements and upgrades during the ‘in use’ period of analysis. Includes: a) b) c) d) e)

Improvement works to buildings or parts thereof Refurbishment of installations including associated works Upgrade works (e.g. carbon reduction/Part L) Renewables (e.g. CHP, solar panelling Alterations and ‘Churn’ costs

Excludes: Refurbishment and adaptation carried out as part of initial construction or fit out works, or a subsequent refurbishment project A) costs should be presented in an elemental and sub elemental cost structure categorises for buildings and external works – as illustrated in the part 3 tables B) the split between major replacement costs and minor repairs and component replacements will depend on the funding arrangements and contractual interface responsibilities and should be defined as the maximum repairs and replacement liabilities in the maintenance exercise. C) Redecorations costs can be included with their associated elemental or sub elemental costings – e.g. they may be part of maintenance costs, or in with other major replacements works sections – depending on the employer specific requirements defined in the scoping

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Maintenance Category

Maintenance Cost Category Definitions

OTHER COSTS (Optional) Employer defined elements (EDE) Employer maintenance management costs

Employer definable costs in managing the work and other costs required to be included by the employer, as agreed in scope . All employer’s cost involved in managing and administration of the life cycle maintenance of the building or its parts. Costs to include: a) Supervisory staff (e.g. building maintenance supervisors; maintenance managers etc) b) Professional staff or consultants (e.g. architects, engineers, surveyors etc) c) Clerical and administration staff d) General and regulatory inspections and surveys commissioned by or on behalf of the client e) Staff engaged to maintain the building (e.g. caretakers and other responsible persons). f) Staff costs should include wages, expenses, overtime, insurances, administrative support, overheads, accommodation, supply of uniforms, travel costs, pensions Excludes: a) Contractors management of the works and of any life cycle fund covered by the contractors on costs (Included in Annualised servicing and maintenance. Grounds maintenance, Life cycle repairs and replacement) b) Inspections carried out in connection with pricing the items of maintenance works (Included in Annualised servicing and maintenance. Grounds maintenance, Life cycle repairs and replacement) c) Dilapidations surveys on residual life surveys carried out in connection with disposal of the facility (Included in User definable maintenance costs) outside of normal maintenance work) d) Condition surveys and other forms of assessment data (see item 4.6 in Part 4, ref. asset registers and assessment data)

User definable maintenance costs

Other cost and benefits required to be included in the life cycle cost plan – for example:  mothball maintenance,  end of life liabilities ; recycling; salvage etc  hand back contractual obligations  energy efficiency initiatives (upgrades)  churn costs (internal moves)  capital allowances,  asset depreciation/write down  other elements (to be defined)

Note – if included in the study then these items are to be costed separately, in order to facilitate comparative benchmarking of the other cost categories. NOTES

Employer definable costs – which the client deems to maintenance related costs, or are included as part of a wider life cycle costing exercise

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Maintenance Category

Maintenance Cost Category Definitions

Operation costs (see Note 2)

Operation and occupancy costs - as defined in the SMLCC for Construction Procurement (PD 156865), if formally requested by the employer. For example Operation costs (possible inclusions)  cleaning,  utilities,  administrative costs, o property management of operation and occupancy o staff engaged in servicing the occupiers o waste management / disposal  overheads - insurances  taxes (as applicable)  security (manned and patrols) – see note C)  employer definable costs (to be defined)

Occupancy costs (see Note 2)

End of life costs (see Note 2)

Occupancy costs (possible inclusions) o ICT and IT services o helpdesk function – (see note A) o catering and hospitality (equipment) – B) o security equipment maintenance – C) o vending machines – D) o occupants furniture, fittings and equipment-E) o employer definable costs (to be defined) End of life costs where not included in User definable maintenance

costs o o o o

disposal inspections; satisfy hand back obligations demolition including any salvage / recycling costs reinstatement to meet the contractual requirements employer definable costs (to be defined)

Whole life costing and wider Whole life costing and wider sustainability considerations sustainability considerations o finance costs (See Note 2) o taxes and incentives (carbon tax/ tariffs) o third party income during in use o loss of income o capital allowances o asset depreciation /impairment costs o facilitating works o employer definable costs (to be defined) NOTE 1

A) helpdesk function – could be included as part of the reactive maintenance provision in AM section, or part excluded as soft services B) catering and hospitality equipment – could be included as part of the annualised maintenance PPM regime or reactive, proactive maintenance C) security equipment maintenance – could be included as part of the annualised maintenance PPM regime, or reactive, proactive maintenance D) vending machines maintenance – could be included as a service equipment item in the annualised maintenance (PPM and reactive regime) E) Fittings, furnishings and equipment (FF&E) – could be included as part of annualised maintenance AM

NOTE 2

Refer to Appendix D for more detailed guidance on inputs into wider economic evaluations and discounting (time value of money)and discounting equations (D2)

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Appendix D1: Methods of economic evaluation Methods of economic evaluation A number of widely used economic evaluation techniques are available for the assessment of alternative investment options. Using two or more of the techniques together provides a broader picture of value implications. (a) Annual Cost and Annual Equivalent Value (AC or AEV) The AC or AEV is a uniform annual amount that, when totalled over the period of analysis, equals the total net cost of the project taking into account the time value of money over the period. It is used to compare investment options where the natural replacement cycle cannot easily be directly related to the period of analysis. The lowest AEV indicates the lowest cost option.

(b) Net Present Value (NPV), Net Present Cost (NPC) The NPV is the sum of the discounted future cash flows, both cost and benefits/revenues. Where only costs are included this may be termed Net Present Cost (NPC) NPV is a standard measure in LCC analyses, used to determine and compare the cost effectiveness of proposed solutions. It can be applied across the full range of construction investments, covering whole investment programmes, assets, systems, components and operating and maintenance models. The costs and revenues/benefits to be included in each analysis are defined according to its objectives. For example, revenues from recycling of materials or from surplus energy generation are typically included in LCC analysis of alternative sustainability options. (c) Payback (PB) The PB period is the measure of how long it takes to recover initial investment costs and is a useful basis for evaluating alternative investment options. It may be calculated using either real (nondiscounted) values for future costs, that is ‘Simple PB’, or present (discounted) values, that is ‘Discounted PB). PB in general ignores all costs and savings after the payback point has been reached and it is possible that an investment with a short PB is a poorer option than one with a longer payback over the entire period of analysis. PB is a useful technique for assessing whether additional investment in, for example, lower energy plant, is worthwhile. It enables users to weigh the additional capital costs against the time it takes for these costs to be recouped through savings or income during the operational period. This may be a useful means of judging whether an investment represents good value for money, although the subjective nature of the value for money assessment may make it in appropriate fro some public sector investment decisions. (d) Net Savings (NS), Net Benefits (NB)

NS/NB is the present value of savings/benefits in the operation ‘in use’ phase less the present value of the additional investment costs to achieve them. It provides a measure of cost effectiveness and of the benefits to be achieved from investment options. NS/NB greater than 0 (zero) indicates positive cost effectiveness. (e) Savings to Investment Ration (SIR) The SIR is a measure of the cost effectiveness of a proposed investment (an SIR greater than 1 is positive) and can be used to prioritise and select investment options. (f) Adjusted Internal Rate of Return (AIRR) The AIRR is a measure of the annual yield from a project over the period of analysis taking into account reinvestments of interim receipts, indicating projects with greater net savings. An AIRR greater than the minimum acceptable rate of return (i.e. the discount rate) is positive.

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Discounting (Time Value of Money) The purpose of discounting Discounting is a widely used technique for comparing costs and revenues occurring at difference points in time on a common basis, normally the present time. It is based on the principle that a sum of money to hand at the present time has a higher value than the same sum at hand at a future date, because of the earning power of the sum in the interim. Discounting to present value makes an adjustment to the future costs of an asset that takes account of inflation and the real earning power of money, allowing them to be compared and evaluated on the same basis as costs incurred at the present. The need to discount depends on the use of which the cost analysis will be put. It is necessary only where a series of costs over time has to be put into a common basis for the purpose of a decision, not where the objective is simply to project annual costs on a year by year basis. Therefore when carrying out an evaluation of the two or more options with different cost profiles over time it is likely that discounting will need to be applied, whereas it may not be necessary if the aim is simply to prepare a cost profile for one option alone.

The effect of discount rates A decision not to discount, that is, to apply a zero rate, implies that the timing of a cost (e.g. for repair and renewal) is immaterial and disregards the earning power of money. However, use of a zero rate presents the best case for spending a greater sum up front (i.e. capital costs) in order to generate greater savings through the analysis period (e.g. operating, maintenance and energy costs). Conversely, a high discount rate will present options with low up front costs as appearing more desirable and it can be argued that this has the effect of sacrificing the interests of future generation to those of the present decision makers. However, future uncertainties and external influences unrelated to the asset (e.g. budgetary constraints or changed economic climate etc) may have an impact on the timing or extent of future costs. It can therefore be agreed that this represents an argument for affording future costs less weight in decision making and hence for discounting.

Selecting the discount rate In the public sector, national ministries of finance generally specify the discount rates to be used in the economic analysis of publicly funded projects. These typically fall into the range of 3 to 5%. The rate may also be assessed on a case by case basis by reference to;   

The opportunity cost of capital The societal rate of time preference The cost of borrowing funds

The ‘opportunity cost of capital’ is the cost of foregoing an alternative investment. This approach assumes that finance for public sector projects is withdrawn from private savings and which would otherwise have gone into private investment. Hence the discount rate is equated to the pre tax rate of return available to private capital. The ‘societal rate of time preference’ is the interest rate that reflects a government’s judgement about the relative value which society as a whole assigns (or which the government feels it ought to assign) to present versus future consumption. The societal time preference rate is not observed in the market and bears no relation to the rates of return in the private sector, interest rates, or any other measurable market phenomena. The rationale of the ‘Cost of borrowing funds’ approach is that the interest rate should match the rate paid by government for borrowed money.

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Appendix D2 – Discounting equations 1

Present Value of £X received in time (t) at discount rate (r%) PV of £x = £x (1+r) t

2

Present Value factor (PVF) or discount factor (DF); PVF (or DF) = 1/ (1+r) t

3

Present Value of an annuity (PVA) of £1 for N years at discount rate (r) PVA = ( 1 + r ) N – 1 ----------------(1+r)Nxr

4

Annual equivalent (AE) of present value (PV) over N years at discount rate (r%) = AE = PV -----PVA

Note – More detailed guidance on the use of discounting equations available from XXXXX (include in final version of Bibliography)

Taking account of how inflation is effected by the type of procurement This adjustment will be different for different types of procurement as broadly defined below: (a)

Fixed price contract. The client will pay for work at the prices in the tender documents, therefore an estimate of the maintenance contractor’s allowance for inflation during the period of contract is required. This can be calculated by applying inflation on an annual basis to estimates but should to totalled for the contract period and spread equally to the years.

(b)

Fluctuating contracts with annual index linking. An estimate of annual inflation will need to be applied.

(c)

Cost reimbursement contracts or where direct labour costing is being used. An estimate of the annual inflation will need to be applied.

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Appendix E1 – Information required for defining the project particulars 1.0:

Project particulars

1.1:

General project particulars

Sub-heading 1

Sub-heading 2

Information Requirements

Unit

1.

1.

The Project.

Short project title.

Descriptive

2.

Nature of building & maintenance works.

Short description to be stated.

3.

Location of site to be maintained.

Full postal address to be stated

4. Length of maintenance contract/ subcontract to be procured / entered into.

Period, in weeks, to be stated.

5. Names, addresses and points of contact of Contractor, Employer and Consultants.

As for maintenance contractor’s preliminaries.

1.2:

Project particulars:

Supplementary Information/ Notes

Where to be stated by the contractor, insert ‘To be confirmed’.

Building usage and hours of operations

Sub-heading 1

Sub-heading 2

Information Requirements

Unit

Supplementary Information/ Notes

1.

1.

Functional usage classification

(1) Select from functional types (e.g. office)

Descriptive

Exceptions to be stated.

2.

Asset classification

(2) Characteristics – e.g. air conditioned

3.

Space utilisation

(3) In use or partial/full unoccupied space

1.

Normal working hours

Occupied period of normal in use - 24/7 usage

2.

Out of hours operations

(1)

In use hours – e.g. 24/7 365 days a year

3.

Access constraints – e.g. security

(2)

Access considerations – as applicable

2.

1.3:

Building usage

Hours of operations

Special access arrangements to be stated – such as escorting ; attendance of subcontractors/ suppliers etc

The site, existing buildings and services

Sub-heading 1

Sub-heading 2

Information Requirements

Unit

Supplementary Information/Notes

1.

Location – for determining pricing indices

For location/regional price adjustments

Descriptive

2. Existing buildings on or adjacent to the site.

Blocks and functions areas – on the site and including any buildings on adjacent land to site

Additional details relevant to the work package and extent of areas to maintained

Cross reference to maintenance contractor’s preliminaries

3.

1.

On the Site

2.

Adjacent the Site

For maintenance contractors’ management and administration (see part 3 table 9)

The Site

Existing mains services.

4.

Health and safety hazards

For maintenance contractor’s man/admin.

5.

Site visits

Arrangements for site visit.

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Include to allow the maintenance contractor the opportunity to see site

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1.4:

Number of storeys and floor areas

Sub-heading 1

Sub-heading 2

Information Requirements

Unit

1.

Number of storeys

Schedule of floor level (e.g. GF, FF, SF etc)

Details of below and above ground levels

Descriptive

Floor areas

Schedule of floor areas (GIFA measurement)

Gross internal floor areas (GIFA)

3.

Maintainable areas

Details of areas applicable to maintenance

4.

Other areas (not in scope)

Record of other areas out of scope and why

2.

1.5

(GIFA rules)

Description of the areas comprising the maintenance works

Description of the works

Sub-heading 1

Sub-heading 2

Information Requirements

Unit Descriptive

1.

The Works

Description of the maintenance contract works (or entire building or multi site facilities)

2.

Works by others

Description of any work which will be carried out by others under a separate contract.

3.

Subcontract works

Details of existing subcontracts

Description of the works comprising the work to be executed by specialist subcontractors

4.

Existing workforce

Details of existing maintenance resources and whether TUPE affected (related details)

Details of TUPE obligations applicable to new maintenance works

1.6

Supplementary Information/Notes

Supplementary Information/Notes

Assets required to be maintained

Sub-heading 1

Sub-heading 2

Information Requirements

Unit

Supplementary Information/Notes

1.

1. Applicable assets from the 4M & 4R listing to tables in part 3 for listing of commonly maintainable and replacement components

For order of cost estimating and elemental cost planning purposes and maintenance in use.

As unit defined for applicable assets in scope

Copies of existing asset registers to provided

2

Maintainable assets in scope

Life cycle replacement scope

2.

Establish levels for cost estimating

(based on level 3,4&5 codes and inclusions of applicable components

3.

Assign maintenance PPM tasks to assets

Copies of existing maintenance PPM tasks

4. Delineation of responsibilities for LCR work (i.e. split between maintain and replace)

Boundaries of responsibility for minor repairs and major repairs and replacement

5.

Aggregation of level 4 and 5 components)

Maximum repair liability for relevant parties

6

Scale of replacement assumptions (%)

Details of sub components included in level 5

See tables in part 3

(Note must check the accuracy and quality of the registers and ensure that they are updated and verified before using for cost planning)

Agree scale of replacements for LCR forecasts

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1.7

Drawings and other documents

Sub-heading 1

Sub-heading 2

Information Requirements

Unit

Supplementary Information/ Notes

1.

Drawings:

1. List of drawings and as built details – if available depending on stage of the project

For use by maintenance cost estimator

Descriptive

Exceptions to be stated.

2.

Other documents

1.

For maintenance contractor’s preliminaries.

Construction information/ O&M manuals

2. List of drawings and other documents relating to the work package or sub-contract but not included in the tender documents

Note – Maintenance cost planning in use should take account and use relevant drawings and other documents in the preparation of cost plans – but the accuracy and quality of drawings and other document must be checked and may not have been updated – so use with caution.

(1) Provide list of drawings and other documents relating to the work package or sub-contract but not included in the tender documents may be seen by the contractor during the tender period; (2) Document title, reference, revision, date of issue and author to be stated; (3) Details of where documents can be seen to be stated.

3

Defects and backlog works

3.

4

Condition survey reports

4. Condition survey reports and remaining life and related costed schedule of works, if available. Included last date of survey.

Details of asset condition status and remaining life forecasts to inform the life cycle predictions

Sub-heading 1

Sub-heading 2

Information Requirements

Unit

Supplementary Information/Notes

1.

1. Type of contract (see commercial considerations as item 2.23 for details of types of contract and impact on estimating costs)

(1) Full title of the standard or bespoke form of contract/ sub-contract, including edition, revision, and standard amendments applicable.

Descriptive

(1) Where bespoke, or uncommon, forms of contract are used, a copy is to be appended to the bills of quantities or included as part of the tender.

1.8

Known defects and back log works

Details of known defects and backlog works to inform rescheduling of life cycle forecasts

Contract Conditions

Conditions of Contract

2.

Termination obligations

3.

Insurances and warranties obligations

4

Other contractual key terms / conditions

(2) Reference to any amendments to clauses/ conditions to standard form of contract/sub-contract (see note (1)). (3) Reference to any supplementary or special clauses/conditions to standard form of contract/ sub-contract.

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E2 – Checklist of information required for costing the Maintain and Replace during the RIBA Work Stages Order of Estimate

RIBA Work Stages Construct

Elemental Cost Plan Replace

Agree purpose Scope of costs Base date Level of detail Period of analysis Method of economic evaluation

Agree purpose Scope of costs Base date Level of detail Period of analysis Method of economic evaluation

Extent of risks Reinstatement value Report format Analysis Base case to be used as a comparator

Discounted or not Extent of risks Reinstatement value Report format Analysis Base case to be used as a comparator

Stage C - Elemental cost plan 1

Elemental GIFA & EURs

Whole Building GIFA &/or FUR

Elemental GIFA & EURs

Stage D/E - Elemental cost plan 2

Sub element GIFA & EUR's

Whole building GIFA &/or FUR

Sub element GIFA & EURs Refit uplift to rate Scale of replace

Refer to table 13 in part 3 Construction value Refer to appendix F2 and F3

Stage A - Order of estimate 1

Stage B - Order of estimate 2

Agree purpose Scope of costs Base date Level of detail

Agree purpose Scope of costs Base date Level of detail Period of analysis Method of economic evaluation Discounted or not Extent of risks Reinstatement value Report format Analysis Base case to be used as a comparator

Period of analysis Method of economic evaluation

Note - appendix D

During Construction New Build or Refurbishment

Replace

Extent of risks Reinstatement value Report format Extent of Analysis Base case to be used as a comparator

Construct

Asset Specific Cost Plan

Maintain

Preparation rules Establish the specific brief (Refer to item 2.4)

Maintain

Construction value

Construct

Construction value

Maintain

Replace

Agree purpose Scope of costs Base date Level of detail

Agree purpose Scope of costs Base date Level of detail

Period of analysis

Period of analysis

Method of economic evaluation

Method of economic evaluation

Extent of risks

Discounted or not Extent of risks

Reinstatement value Report format Analysis Base case to be used as a comparator

Reinstatement value Report format Analysis Base case to be used as a comparator

Whole Building or by Functional Unit Type GIFA rate/m2 or GIFA rate/m2 or Functional Unit Functional Unit Rate Rate GIFA rate/m2 or GIFA rate/m2 or Functional Unit Functional Unit Rate Rate

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Interval (RS Life) First intervention Lifing factors Post Construction - In Use Stage L - Generated from Construction cost plan Capital cost plan Bills of quantities

Asset specific register Building services

Building fabric/structure Other maintainable assets Surveys Asset condition & PIB's Building fabric/structure Building services Other maintainable assets

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GIFA areas Element unit rate Element unit rate

GIFA areas

GIFA areas

Function unit rate

Elemental unit rate

Function unit rate

Elemental unit rate Uplift on rates Scale of replacement First intervention Lifing frequencies Lifing factors

Maintainable asset level - as applicable (in scope) GIFA areas GIFA areas Function space type Function space type Applicable assets (4M) Applicable assets (4R) Quantify asset types Quantify asset types Costing maintain Costing rates/ events Survey asset types Surveying asset types Quantify asset types Quantify asset types Survey asset types Quantify asset types Maintainable asset level - as applicable (in scope) REFER to Part 4 REFER to Part 4 REFER to Part 4 REFER to Part 4 REFER to Part 4 REFER to Part 4

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Appendix E2 – Checklist – information required for to costing maintain and renewal works – (listed as minimum and desirable, if available). Information requirements for estimating and cost planning of maintenance works This appendix comprises a list of the key information required to enable the preparation of formal maintenance (maintain - M) and life cycle repairs /replacement (renewal - R) estimates and cost plans.

Key Information Requirements – for setting up and costing maintenance and renewal cost plans: Refer to the project particulars – for details of general particulars, building usage and hours of operation; the site, existing buildings and services; number of storey and floor areas; description of the works; assets required to be maintained; drawings and other documents and key contract conditions. Other salient information from the key stakeholders is listed below: (a) From the employer (establish and formalise the brief) – minimum information o o o o o o o o o o

Agree the cost limit (i.e. the authorised budget). Where alternative cost options are being considered Agree the scope of maintenance and life cycle replacement works – including client definable works Agree the period of analysis for the maintenance works and life cycle replacement forecasting Agree the base dates – for maintenance and life cycle replacement exercise Agree the level of detail to be applied and the method of economic evaluation Agree the required outputs and how to express them Agree the risks and sensitivity analysis to be used Confirm whether there is current maintenance and/or life cycle replacement model, or a base case, to be used as a comparator Establish the specific purpose and requirements for study – (refer to 2.4) Obtain formal agreement to the client brief before proceeding with estimating and cost plans

(b) From the construction project team/ consultant or advisors (desirable information, if available) o o

o

Confirmation of the project design brief, including a statement of functional usage and performance requirements (applicable to maintenance and life cycle replacement works) As built drawings and O&M documentation and H&S files and other documents: o Outline specification / design intent for all main elements o Outline specification for components, materials and finishes o Schedules of finishes o Schedules of fittings, furnishings and equipment o Schedules of services o Room data sheets Confirmation of requirements in respect of: o phasing of completion of construction works and handover o defects period and warranty obligations o insurances o treatment of employers risks o treatment of inflation o treatment of value added tax(VAT) o other considerations (approach to dealing with capital allowances, grants and incentives)

(c) From the site / facilities management team (desirable information, if available) o Details of current maintenance arrangements, if applicable – e.g. contract renewal date, notice period, termination obligations and liabilities, etc o Copy of existing asset register and maintenance regimes, if available o Historical trends and volumetric data for reactive maintenance – preferably over last two/three years o Details of specialist subcontractor arrangements – work packages (e.g. lifts, catering etc) o Details of stock and consumables, plant and equipment and sundry items – if available

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(d). From the mechanical and electrical services engineer (desirable information, if available) o

o

o o o o

Design drawings to a suitable scale, comprising; o General arrangement for each main system o Schematic diagrams for each major system o Plant room layouts o Single line diagrams showing primary service routes, and o Typical layouts of landlord areas, service areas and cores Outline specification information , including: o Mechanical services o Electrical services o Transportation systems (e.g. lifts, hoists and escalators) o Protective installations o Communication, security and control systems o Plant, equipment schedule (for primary plant / equipment) o Other specialist installations Strategies for environmental / sustainability commitments and targets Reports on surveys of underground services Details of any abnormal mechanical and electrical engineering services Others – to be defined and recorded, as applicable

(e). From the maintenance contractor cost manager and life cycle replacement advisor (minimum) Appropriate to the annualised maintenance (maintain) works o o

o o o o o o o o o o

Assign maintenance task schedules for planned maintenance planning in scope Confirm maintenance strategy – o Statutory /legal maintenance – must do to be compliance o Operational critical maintenance – fit for function minimum maintenance standards o Proactive maintenance – tours, inspections, and adhoc maintenance to critical assets Assign task times for PPM task frequency – using resource and cost templates in appendix G2 Assign resources to specific asset tasks for direct labour deployment Agree in normal hours and out of working hours maintenance Agree access and adhoc adjustment – specific to site constraints and contractual obligations Provision for unallocated activities – e.g. travel times, attendance on subcontractors, client meetings Historical trends – reactive maintenance (volumes of call outs; minor repair work; expenditure data) Labour costing of maintenance staff – site based and mobile / visiting staffing Labour costing of management, supervisory and administration support Costing of subcontractor/suppliers and plant, consumables and equipment and spares provision Costing for type of contract / other commercial considerations

Appropriate to the life cycle repairs /replacement (renewal) works o o o o o o o o o

Existing asset condition survey reports and other forms of assessment data List of known defects and backlog maintenance items Assign reference service life expectancy – for all applicable in scope assets to be life cycle replaced Agree factors likely to affect the life expectancy and cause early deterioration of asset life span Agree costing methodology and use of base unit rates + localisation price adjustments Establish condition status and remaining economic lifes – including verification and condition/age survey, if no existing information available, or deemed to be inaccurate and not relevant to use. Agree intervals of costing and level of sensitivity analysis to be applied (cost significant elements) Other considerations – e.g. warranties /defects period; hand back obligations and salvage treatment Obsolescence – e.g. technology ; product discontinued etc

NOTE – This list is not meant to definitive or exhaustive, but is simply a guide.

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Appendix F1: Worked example of an ‘Order of cost estimate’ - combining construction works with the ‘maintain’ and ‘renewal’ works costs. Figure F1 below provides a worked example – using the Floor Area Method of order of cost estimating WORKED EXAMPLE OF AN ORDER OF COST ESTIMATE - Floor Area Method Project title - EXAMPLE

Purpose - Establish a budget for a new school

Floor area (m2) Period of analysis (years) Base date Basis of costs Scope

10,000 (a) GIFA 30 (b) Years 4Q11 Present day costs (ie NPV 0% discount) Excludes: external works, other construction costs, operation, occupancy costs and end of life costs + improvements/ environmental upgrades £/m2 Total cost £ 14,500,000 (c ) 1,450 x (a)

Cost Code

1 1.1 1.2 1.3 1.4 1.5 1.6

Construction work estimate Building (New or Refurbished) Main contractor OH&P Other project costs Fees 12.5% Risk estimate inflation Total Cost Target

2 Maintenance work estimate 2.1 MAINTAIN - Annualised (av) maintenance works estimate 2.1.1 Planned 2.1.2 Reactive 2.1.3 Proactive 2.1.4 Grounds (optional) Total 2.2 RENEWAL - Perioidic major repairs and replacement work 2.2.1 Structures & Fabric (inc FFE) 2.2.1 Services 2.2.3 Redecorations 2.2.4 Improvements/upgrades 2.2.5 External works Total 2.3 OTHER COSTS (in scope) 2.3.1 Management / admin costs 2.3.2 Overheads and profit (% of i+o) 2.3.3 Project costs/ consultant fees

Included in 1.1 Excluded

included x (c) Sum

Included in 1.1

Nil 1,812,500 200,000 0 16,512,500

av £/m2/pa

- Consultant's fees

2.3.4 Employer definable costs

30 year

7.1 2.2 0.5

(axb)

Excluded

(axb)

2,130,000 660,000 150,000 0

9.8

(axb)

sub total (i)

(axb)

av £/m2/pa 8.8 9.5 3.6

(axb) (axb)

Excluded

sum

2,640,000 2,850,000 1,080,000 0 0

21.9

(axb)

sub total (o)

Excluded

(axb) (axb) (axb)

3.3 (axb) 3.50% %(i+o) 1.7 1.5

(axb) (axb)

RISKS / INFLATION estimate Risk allowance estimate Inflation (adjusting to year zero) Taxation and other incentives Value added tax Other considerations

Excluded

sum

Excluded

sum

Excluded

sum

0

(axb)

sub total (z)

Total Maintenance Cost Limit (over 30 yr period)

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(f) (g) (h)

2,940,000

sum of (i+o+t+z)

(e+f+g+h)

(j) (k) (l) (m) (n)

6,570,000 (j+k+l+m+n) (p) (q)

510,000 450,000

750,000 818,000 0 0

2.5

4Q11 to 1Q14 6.50%

(e)

990,000 367,000

sub total (t)

2.4 2.4.1 2.4.2 2.4.3 2.4.4 2.4.5

(d)

(r) (s)

2,317,000

(p+q+r+s) (u) (v) (w) (x) (y)

1,568,000 (u+v+w+x+y) At Q411 13,395,000

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Appendix F2: Reporting template for order of cost estimate for maintenance work (level 1code)

TEMPLATE being refined to align to 2.4

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Appendix F3: Reporting template for elemental cost plans for maintenance work (level 1 codes) Note - Refer to item 3.6 for rules of measurement for elemental cost planning, for maintenance works Blank template

Project Title: Cost Plan No:

X

GIFA Period of Analysis

6500 m2

Functional Type: Size Range Classification

OFFICE

Air Conditioned

over 5000 m2

less than 10,000 m2

Traditional Build

not listed or graded

MAINTAIN COST CENTRE

RICS NRM 3 GROUP ELEMENTS / ELEMENTS (level 1 codes)

GROUP ELEMENTS ( Level 1 Codes)

REPLACE

COST PER M2 of GIFA PER ANNUM

TOTAL COST OF ELEMENT (TARGET COST)

W £/m2/pa

TOTAL

COST PER M2 GIFA PER ANNUM

TOTAL COST OF ELENENT (TARGET COST)

TARGET COST COMBINED BY ELEMENT

W x GIFA = X

Y

Y x GIFA = Z

X+Z

£/pa

£/m2/pa

£/pa

£/pa

Faclitating works

0 1 to 3

Building structure and fabric (including external and internal finishes)

4

Fittings, furnishings and equipment

5

Services

7

Redecorations - Works to Existing Buildings

8

External works (including below building drainage)

9

Maintenance contractor's management & administration SUB-TOTAL: Maintenance Cost Estimate

10

Maintenance contractor's overheads and profit (X %) TOTAL - Base Maintenance Works Estimate (A)

11

Other maintenance costs / consultants fees

12

Employer definable maintenance works (in scope) TOTAL: Other Maintenance / Employer Definable Costs (B) BASE ELEMENTAL COST ESTIMATE ( C ) [C = A = B]

13AB 13C

Risk allowances - as item 2.22 Commercial and other considerations - as item 2.23 TOTAL: RISK ALLOWANCE ESTIMATE (D) COST LIMIT (excluding inflation) (E) [E = C + D]

14

INFLATION/ DEFLATION - as item 2.22

14

INFLATION/ DEFLATION - as item 2.24 TORAL INFLATION / DEFLATION ALLOWANCE (F) COST LIMIT (excluding VAT assessment) (G) [G = E+F]

15

VAT ASSESSMENT excluded (See item 2.25)

See Footnote

FUNCTIONAL UNIT RATES (FUR) COST m2/Per Annum

1.

Base date of cost plan: To be stated

2.

All transfers are to be to/ from the risk allowance cost centres and balanced by an equal but opposite adjustment to the risk allowance centres.

Note: Value Added Tax (VAT) in relation to buildings is a complex area. Therefore, it is recommended that VAT be excluded from order of cost estimates. It is recommended that specialist advice is sought on VAT matters to ensure that the correct rates are applied to the various aspects of a building project.. NOTE – This reporting template is to be revised to align with the rules of measurement, as defined in 3.5 and 3.6.

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Appendix G Other useful terms and definitions associated with maintenance works Accepted condition – means the condition an item agreed for each particular usage. Attention is drawn to the fact that statutory/legal and regulatory requirements and also functional maintenance standards may exist governing minimum acceptable conditions. Accessibility – means a qualitative or quantitative measure of the ease of gaining access to a component or space/location for the purposes of maintenance. Authorised person – means a competent person who is given authority to perform a given task or tasks. Availability (performance) – means the ability of an item to be in a state to perform a required function under given conditions at a given instant of time or over a given time interval, assuming that the required external resources are provided. Backlog maintenance – level of unfunded maintenance, at day1 of the maintenance contract (or the assessment period baseline) which has been accumulated over past years; and/ or continues to accumulate if not included, or if the constructed asset/estate is under maintained. Business focused (or criticality risk based) maintenance – prioritisation of maintenance according to the core business activities, taking account of business risk, resilience and performance of the built asset or installed plant item to ensure the function of the business is optimised. Capital replacement value – means the current cost of reinstatement of the buildings in their present form (unless otherwise stated) including demolition, site clearance and fees, but excluding VAT. Note sometimes incorrectly termed ‘fire insurance valuation’. Guidance is provided in ABI/BCIS House Rebuilding Cost (RICS Valuation Standards – Red Book 2010) Classification – means the act of grouping items into classes of structured data sets Codification – means the act of systematically sequencing, identifying and presenting items within their class or classes. Commissioning – means advancement of an installation from the stage of static completion to full working order and achievement of the specified operational and functional requirements. Competence – means the ability to perform a specific activity or range of activities satisfactorily and safely by virtue of training and experience. Compliance – means an affirmative indication or judgement that the supplier of a product or service has met the requirements of the relevant specifications, contract or regulation; also the state of meeting the requirements. Condition assessment – means a formal and systematic assessment of the condition of an item in respect of its ability to perform its required function. Condition based maintenance – work initiated by trends highlighted by routine or continuous monitoring of the condition of the asset, such as general performance or specific parameters (e.g. bearing vibration and motor winding temperatures) Condition monitoring – means the continuous or periodic measurement and interpretation of data to indicate the condition of an item to determine the need for maintenance and/or repairs and replacement intervention. Consumable stock – means expendable materials (for example oils, lubricants, nails, packing) that are held available for maintenance purposes. Corrective maintenance – means the maintenance carried out after fault recognition and intended to put an item into a state in which it can perform a required function.

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Criticality analysis – means a quantitative analysis of events or faults and the ranking of these in order of the seriousness of their consequences. Credit – means a rebate for authorised maintenance works not undertaken, or for a refund offered by the maintenance contractor to the employer in return for the benefit of taking ownership of materials, goods, items, mechanical and electrical plant and equipment, etc … arising from demolition or strip out works. Day work – means the method of valuing work on the basis of time spent by the maintenance contractor’s workpeople, the materials used and the plant employed. Deferred maintenance – means the corrective maintenance which is not immediately initiated after occurrence of a failure or detection of a fault, but is delayed in accordance with given maintenance rules Defect – means the non fulfilment of an intended requirement or an expectation for an entity, including one concerned with safety. This requirement or expectation should be reasonable under the relevant circumstances Designed out maintenance – other forms of maintenance may be inappropriate, therefore maintenance needs are ‘designed out’ to achieve the required level of reliability. Depreciation – means the distribution of the monetary value of an asset over the period of time commonly related to its productive or useful life. Depreciation replacement costs (DRC) method – means the current cost or replacing an asset with its modern equivalent asset less deductions for physical deterioration and all relevant forms of obsolescence and optimization. Fault modes and effects analysis (FMEA) – means the qualitative method of reliability analysis which involves the study of the fault modes which can exist in every sub item of the item and the determination of the effects of each fault mode on other sub items of the item and on the required functions of the item History record – means a record of the history of an operation of an asset for use in the analysis and design of that item. Internal rate of return – means the discount rate that, when applied to a cash flow containing positive and negative amounts, gives a net present value of zero. Agreed with employer at outset Life cycle replacement cost – means the cost of scheduled replacement of major systems and components, forming part of capital not revenue budgets, excluding annual planned preventative maintenance, minor repairs and unscheduled (reactive) and proactive maintenance. Level of maintenance – means the set of maintenance actions to be carried out at a specified indenture level Maintainability – means the probability that a given active maintenance action for an item under given conditions of use can be carried out within a stated time interval, when the maintenance is performed under stated procedures and resources. Maintenance history – means a record of past maintenance tasks that is used for the purpose of maintenance planning. Maintenance planning – means deciding in advance the jobs, methods, materials, tools, machines, labour, time required and timing of maintenance actions, or tasks and/ or work orders. Net present cost (NPC) – means the sum of discounted future cost cash flows Nominal cost – expected price which will be paid when a cost is due to be paid, including estimated changes in price due to, for example, forecast change in efficiency, inflation or deflation and technology.

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On site maintenance – means maintenance performed at the location where the item is used. Operations – means all the activities associated with the day to day use, support and maintenance of a building or facility, inclusive of security, cleaning, utilities, pest control, snow removal, ground care, insurances (full listing as defined in appendix C). Operations activities may involve some routine maintenance and minor new works which are incidential to the operations but they do not include any significant amount of maintenance or repair work that would be included in a separate budget item. Operations cost – means the costs incurred in running and managing the facility or built environment, including administration costs. Permit to work – means a signed document, authorising access to an item that defines conditions, including safety precautions, under which work may be carried out. This may include a document, signed on completion of maintenance, stating that an item is safe and ready for use. Physical service life of a component – is the time (in years) at which a component, part or building fails to meet the performance criteria required of it and has to be removed and replaced. Predicted – means qualified values, assigned to a quantity, before the quantity is actually observable, computed on the basis of earlier observed or estimated values of the same quantity or of other quantities using a mathematical model. Present day cost (PDC) – Monies accruing in the future that have been discounted to account for the fact that they are worth less at the time of calculation. Re Investment indexation – see definition for functional investment indexation Real cost – cost expressed as a value at the base date, including estimated changes in price due to forecast changes in efficiency and technology, but excluding general price inflation/deflation. Run to failure maintenance – the consequences are such that the asset or plant item can be run safely and cost effectively run to destruction without serious loss of service and there is no risk of failing to comply with statutory/legal compliance requirements. This may assume there is a standby unit that will automatically operate as a back up asset. Sensitivity analysis – test of the outcome of an analysis by altering one or more parameters from initial value(s) Strategic spares – means spares held against circumstances that are not expected to arise routinely or frequently during the life of an asset, or item, but which would have serious consequences if they did occur. Spares stock (or spares) – means items that are held available for maintenance purposes or for repairs and replacement of defective parts. Statutory undertakings - means the organisations such as water, gas, electricity and telecommunications companies which are authorised by statute to construct and operate public utility undertakings. Technical operation and maintenance (O&M) manual – means a document that communicates appropriately and effectively specific direction, data and information about the product or asset, to cover the subjects of a) purpose and planning (what the product is for); b) operating instructions (how to use and maintain the product); c) technical description (how the product works); d) handling, installation, storage, transit; e) maintenance schedules; f) parts lists; g) modification instructions: h) disposal instructions. Termination cost – cost incurred by the occupant at the end of the in use, or contract period. Termination value – is the scrap value of a component or asset at the point of its replacement. Through life costs – is an alternative term used to mean the same as the whole-life costs of a facility and comprises the costs of acquisition (including consultancy, design and construction costs, and equipment), the costs of operating the facility and the costs of maintaining it over its whole life through to its disposal – i.e. the total ownership costs.

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Bibliography Key reference documents used for the technical drafting the NRM for Maintenance works:               

BCIS On Line – BCIS and Life cycle costing database BS ISO 15686-5 Life cycle costing of buildings and constructed assets BSRIA – Business Focused Maintenance BSRIA – Whole life costing analysis CIBSE Guide M - Maintenance engineering and management Government Property Unit – Facilities Management ‘Common service standards’ (in draft) HVCA SFG20 core industry standard maintenance task schedules OGC Gateway Process PAS 55 parts 1 & 2 – Asset Management PB 156865 Standard Method of life cycle costing in construction procurement RICS Practice Standards UK – Building Maintenance; strategy planning and procurement RIBA Plan of Work RICS Stock Condition Surveys RICS – Sustainable Property Investment and Management RICS Research – Life cycle costing of sustainable design

OTHER DOCUMENTS TO BE LISTED AS APPLICABLE PRIOR TO FINAL PUBLICATION

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Back Cover The RICS new rules of measurement are a suite of documents issued by the RICS Quantity Surveying and Construction Professional Group. The rules have been written to provide a standard set of measurement rules that are understandable by all those involved in a construction projects and maintenance of the constructed facility. They provide advice and best practice guidance to RICS members involved in the cost management of construction and maintenance projects worldwide. The rules provide essential guidance to all those involved in, as well as those who wish to be better informed about, the cost management of construction and maintenance projects. The RICS new rules of measurement: Order of cost estimating and cost planning for maintenance works, provide essential guidance on the quantification and description of maintenance works for the purpose of preparing initial order of cost estimates during the preparation stages of a building project, costs plans during the design development stages and detailed asset-specific cost plans during the pre-construction phases of a building project and also post construction, during the in use phases. The guidance provided by the rules also aids the procurement and cost control of maintenance works. This volume follows the same framework and premise as the RICS new rules of measurement: Order of cost estimating and cost planning for capital building works. Consequently, they give direction on how to quantify and measure other items associated with maintenance works, but which are not reflected in the measurable maintenance work items – i.e. maintenance contractor’s management and administration charges, overheads and profit, other maintenance-related costs, consultants’ fees and risks in connection with maintenance works. Unlike capital building works projects, maintenance works are required to be carried out from the day a building or asset is put to use until the end of its life. Accordingly, while the costs of a capital building works project are usually incurred by the building owner/developer over a relatively short-term, costs in connection with maintenance works are incurred through out the life of the building – over the short, medium and long-term. Therefore, in addition to giving guidance on the measurement of inflation, the rules provide guidance on the measurement and calculation of the time value of money, as well as VAT, and taxation and other incentives. The RICS new rules of measurement: Order of cost estimating and cost planning for maintenance works, together with the RICS new rules of measurement: Order of cost estimating and cost planning for capital building works, present the basis of good life cycle cost management of capital building works and maintenance works – enabling more effective and accurate cost advice to be given to clients and other project team members, as well as facilitating better cost control. Together they can be used to development and manage life cycle cost plans for construction, maintenance, replacement and demolition (or decommissioning) works, which can be used to inform investment appraisals and for the selection of options. Although the RICS new rules of measurement are principally based on UK practice, the requirements for a coordinated set of rules and underlying philosophy behind each volume have worldwide application.

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