Scope of Works: Condition Survey and Backlog Maintenance Report for NHS Facilities

Project Title

Condition Survey and Backlog Maintenance Analysis for [NHS Trust Name]

Introduction

This scope of works defines the objectives, methodology, and deliverables for conducting a comprehensive condition survey across [number] NHS sites managed by [Trust Name]. The primary aim is to identify, categorise, and prioritise maintenance requirements, with a focus on addressing backlog maintenance in alignment with NHS guidelines and sustainability goals.

The project will provide actionable data to enhance operational performance, ensure compliance, and support financial planning for capital works.

Objectives

Assess Condition: Perform a detailed evaluation of the physical condition of building assets, systems, and infrastructure.

Identify Backlog Maintenance: Quantify and categorise deferred maintenance issues, including their impact on safety, compliance, and operational efficiency.

Prioritise Repairs: Develop a prioritisation matrix to address critical maintenance tasks based on urgency, risk, and NHS standards.

Provide Actionable Insights: Deliver a comprehensive report with recommendations for remedial works, lifecycle planning, and budget allocation.

Support Compliance: Align findings with NHS Premises Assurance Model (PAM), Health Technical Memoranda (HTM), and statutory requirements.

Scope of Work

1. Survey Scope

The condition survey will include:

? Building Fabric: Walls, floors, ceilings, windows, doors, and roofs.

? Mechanical Systems: HVAC, boilers, pumps, and ventilation systems.

? Electrical Systems: Power distribution, lighting, fire alarms, and emergency systems.

? Plumbing and Drainage: Water systems, pipework, and sanitary fixtures.

? Specialised Assets: Medical gas pipelines, lifts, and critical healthcare equipment.

2. Survey Activities

? Physical Inspection: Conduct site visits to visually assess asset conditions.

? Non-Intrusive Testing: Use non-destructive techniques for systems where applicable.

? Risk Assessment: Identify health, safety, and operational risks associated with asset failures.

? Energy Efficiency Review: Assess assets for compliance with energy efficiency standards and alignment with Net Zero Carbon goals.

3. Data Collection

• Asset details (type, location, make, model, and serial numbers).
• Current condition rating (graded 1-5, where 1 = Very Good and 5 = Unacceptable).
• Remaining useful life.
• Maintenance history and frequency.
• Accessibility issues and site-specific constraints.

Outputs and Deliverables

Condition Survey Report

• Executive Summary: High-level findings and key recommendations.
• Condition Assessment: Asset-by-asset analysis with condition ratings and photographic evidence.
• Compliance Check: Alignment with NHS standards and statutory regulations.
• Energy Efficiency Report: Opportunities to reduce operational costs through sustainable practices.

Backlog Maintenance Report

? Backlog Quantification: Detailed breakdown of deferred maintenance tasks.

? Cost Analysis: Estimated cost to address each backlog item, categorised as:

? Critical (Immediate action required for safety or compliance).

? High Priority (Action needed within 1-2 years to prevent system failure).

? Medium Priority (Action recommended within 3-5 years to maintain efficiency).

? Low Priority (Routine maintenance or optional enhancements).

? Impact Analysis: Consequences of inaction on patient care, operational continuity, and compliance.

3. Prioritisation Matrix

A structured framework to assist the Trust in allocating resources effectively, considering factors such as risk, urgency, cost, and patient impact.

4. Lifecycle Recommendations

? Proposed maintenance and replacement schedules for critical assets.

? Insights into extending asset life through planned preventative maintenance (PPM).

5. Budgetary Forecast

? Total cost of addressing backlog maintenance.

? Recommendations for phased implementation to align with funding cycles.

Assumptions and Constraints

Assumptions

• All necessary access permissions will be granted prior to site visits.
• Existing asset registers and maintenance records will be made available.
• Surveys will be conducted during agreed operational hours to minimise disruption.

Constraints

• No intrusive inspections will be performed unless explicitly agreed.
• Areas with restricted access during the survey period will be excluded from the report.

Key Risks and Mitigation

Access Issues

? Risk: Restricted or denied access to clinical areas or critical equipment.

? Mitigation: Coordinate with site managers to schedule surveys outside peak operational hours.

Asset Discrepancies

? Risk: Mismatch between existing asset registers and on-site findings.

? Mitigation: Highlight discrepancies in the final report and propose corrective actions.

Health and Safety

? Risk: Surveyor exposure to high-risk environments (e.g., infection control zones).

? Mitigation: Adhere to all NHS health and safety protocols and use PPE as required.

Project Timeline

? Project Start Date: [Insert Date]

? Completion Date: [Insert Date]

? Milestones:

? Site surveys completed by [Insert Date].

? Draft report submitted by [Insert Date].

? Final report delivered by [Insert Date].

Deliverable Review and Approval

All reports and deliverables will be reviewed by [NHS Trust Representative] before final approval. Feedback will be incorporated as per the agreed timeline.

Signed by:

? Client Representative: ___________________________

? Surveyor/Consultant: ___________________________

? Date: ___________________________