RICS Draft Guidance Note: Planned preventative maintenance of commercial and residential property, 1st edition

Planned Preventative Maintenance, RICS guidance note, 1st edition

1 Introduction

This guidance note has been prepared to provide RICS members, regulated firms and their clients with a source of best practice guidance in respect of planned preventative maintenance (PPM).

PPM is the maintenance that is performed purposely and regularly to keep the structure and fabric, facilities, plant and equipment of a building in satisfactory operating condition by providing for systematic inspection, detection and correction of failures, either before they occur, where actually present or before they develop into major defects. PPM also helps to identify the point at which such items can reasonably be deemed to have reached the end of their economic lives, such that replacement or renewal may be necessary. PPM programmes are usually prepared to cover 5-10-year maintenance periods and should be regularly reviewed and updated at frequent intervals.

Although the term PPM refers to 'preventative' maintenance, it should be acknowledged that maintenance is not always preventative. This guidance note also concerns all aspects of planned maintenance. It is intended to provide guidance to surveyors on how to go about undertaking a PPM survey and report for built assets, i.e. the type a building surveyor would undertake, rather than the type of 'planned maintenance' reports that may be carried out by an MEP engineer or facilities manager. It is important that RICS members undertaking this work should not exceed their level of competence and seek expert advice where required (see section 3.1).

1.1 Scope

This guidance note has been written for global application to commercial or residential properties. It has been prepared by a group of experienced surveyors connected with both the commercial and residential sectors. The relevant legal prescription associated with individual national, regional and local authorities must be followed. This guidance note and the subsequent undertaking of PPM surveys does not replace or remove the obligations on building owners, landlords and tenants for statutory compliance, reports and regimes.

This guidance note concerns the general application of surveying principles associated with the different property types and sectors. It does not cover all individual properties, sub-elements or building components. RICS members should assess each property on an individual basis, having regard for the specific needs of the client.

This guidance note is not intended to be an instruction manual detailing a step-by-step process that must be followed. Instead, it aims to set out the general principles that should be adopted when undertaking a PPM survey. Specific client requirements outside of the principles detailed in this guidance note should be covered in the scope of services outlined in the client instruction, which is detailed in section 2.4.1.

1.2 Commercial and residential properties

PPM surveys for commercial properties allow owners, occupiers and investors to understand the current condition of their real estate assets, thus enabling them to plan the necessary investment, including the recovery of service charges, to ensure each element of the building performs as intended.

PPM surveys are not commonly undertaken for the majority of residential properties, but may be considered necessary for blocks of apartments and larger, complex, privately owned dwellings or to prepare sinking funds for properties that are owned or administered by management companies.

When considering the application of this PPM guidance note, it is important to acknowledge that the principles of assessing the key construction elements should be the same, irrespective of the property type or sector. The difference between commercial and residential properties is that much of the legal/technical requirements associated with the occupation or operation of the property are not applicable to private dwelling houses.

1.3 Effective date

This guidance note is effective from XXX.