New Rules of Measurement Order of Cost Estimating and Cost Planning For Maintenance Works 2 PDF

MAINTENANCE WORKS
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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
RICS NEW RULES OF MEASUREMENT
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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 Contractors 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
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Coventry CV4 8JE UK
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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 its 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 contractors 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:
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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.
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)
Measurement rules for the element method of maintenance cost planning (as item 3.7 tables)
Commonly used functional types and functional units of measurement (item 3.9 and
Appendix B)
Information requirements for costing the maintain (M) and renewals (R) works (items 3.13,
3.17 and Appendix E1 and E2)
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).
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 contractors management and administration costs
Measurement rules for maintenance contractors 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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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 contractors management and administration costs
Measurement rules for maintenance contractors overhead 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
Value Added Tax (VAT)
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 contractors management and administration costs
Group element 10: Maintenance contractors 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 contractors
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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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 - 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
Design
RICS Cost Estimating and Formal

Cost Planning for Capital Building
Works and Maintenance Works
Appraisal
Design Brief
Concept
Design Development
Technical Design
Pre-Construction
Construction
In Use
Tender Documentation
Pre Tender Estimate
Tender Action
Post Tender Estimate
Construction to Practical
Completion
Post Practical Completion
Delivery Strategy
3A
Design Brief and Concept

Approval
3B
Detailed Design Approval
3C
Investment Decision
Readiness for Service
Operational Review and

Benefits Realisation
Formal Cost Plan 2

Construct - Maintain & Renewal
Production Information
Mobilisation
Business Justification
Formal Cost Plan 1

1
Order of Cost Estimate
Formal Cost Plan 3

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 its 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
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
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 Contractors 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
Contractors 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)
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1.6 Benefits from having rules of measurement for

maintenance works
1.6.1
At various stages during the building projects 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 employers 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
stakeholders 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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(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
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 contractors:
- preliminaries
- overheads and profit
Maintenance contractors:
- management & admin cost
Maintenance contractors:
- management & admin cost
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)
Inflation estimate (maintain)

Inflation estimate (replace)

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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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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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 employers 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
m
m
mm
mm
mm
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 Contractors 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 managers 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 contractors 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 clients 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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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.
Directors adjustment means a reduction or addition to the tender price derived by the specific
contractors 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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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 subcontractors costs
preliminaries, design fees and subcontractors overheads and profit. EURs exclude maintenance
contractors 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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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 contractors overheads and profit means the Maintenance Contractors costs
associated with head office administration proportioned to each building maintenance contract plus
the Maintenance Contractors return on capital investment.
Maintenance contractors management and administration are items which cannot be
allocated to a specific element, sub-element or component. Maintenance Contractors management
and administration include the Maintenance Contractors 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 Contractors management
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and administration exclude costs associated with subcontractors or work package contractors
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 contractors 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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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 Contractors 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 Architects 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.
Subcontractors management and administration are the management and administration that
relate specifically to maintenance and replacement works carried out by subcontractors. Costs
associated with subcontractors 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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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 contractors 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 contractors 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 Contractors 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 employers
Forward Maintenance Plan/Programme (FMP), as well as for the employers 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 [employers] 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
employers 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

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

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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MAINTENANCE WORKS
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 todays 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 todays 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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MAINTENANCE WORKS
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
Y1
Y2
Y3
...
Yn
See paragraph 2.6
Y1
Y2
Y3
...
Yn
See paragraph 2.6
[(3) = (1) + (2)]
Y1
Y2
Y3
...
Yn
Maintenance contractors
management(4)and administration costs
estimate for
Y1
Y2
Y3
...
Yn
Y1
Y2
Y3
...
Yn
Maintenance contractors 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)]
(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
Table 2.1: Constituents of an order of cost estimate

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MAINTENANCE WORKS
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
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 contractors 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/m 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/m 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 contractors operating costs,
maintenance contractors overheads and profit and other allowances, such as consultants
fees, other related costs, risk allowances and inflation.
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MAINTENANCE WORKS
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/m 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/m 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/m 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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MAINTENANCE WORKS
C3 = a x r3
where:
a = GIFA
r3 = cost/m 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/m 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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MAINTENANCE WORKS
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/m 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 contractors

management and administration costs
2.7.1
Maintenance contractors 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 contractors 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 contractors 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
contractors management and administration costs to be applied to a new maintenance
project.
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MAINTENANCE WORKS
2.7.2
The maintenance contractors 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
Employers requirements:
o Site accommodation may not be charged to the contractor (but part of client
costs)
o Site records
o Completion requirements
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 contractors management and administration.
2.8 Measurement rules for the maintenance contractors

overheads and profit
2.8.1
When preparing a cost estimate for maintenance contractors overheads and profit, can be
either combined as a single cost centre or treated as two separate cost centres (i.e. one
being maintenance contractors overheads and the other maintenance contractors profit).
Maintenance contractors overheads and profit are to be based on a percentage addition. The
estimated cost of any maintenance contractors 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
contractors management and administration estimate.
2.8.2
The percentage addition to be applied for maintenance contractors overheads and profit is to
be derived from a properly considered assessment of maintenance contractors 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 contractors overheads and profit be
treated as a separate cost target.
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MAINTENANCE WORKS
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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MAINTENANCE WORKS
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 employers 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 partys 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 projects 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 employers 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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MAINTENANCE WORKS
(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 employers 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 employers 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 employers 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.
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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:
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
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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 todays 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.
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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/m 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/m 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

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 contractors management and administration
charges, maintenance contractors 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 surveyors/cost managers
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 employers requirements in respect of future maintenance costs;
provide advice to maintenance teams to arrive at optimal plans within budget, which
also meet the employers 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 employers 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

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

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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.
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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:
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
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 contractors
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 contractors 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
See paragraph 3.19
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MAINTENANCE WORKS
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
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
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
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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MAINTENANCE WORKS
3.6.2
The base cost estimate is the total estimated cost of the maintenance works, maintenance
contractors management and administration costs and maintenance contractors 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
FF&E
4.1
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
Builders work in connection with services
WORKS TO EXISTING
N/A covered elsewhere (except redecorations work)
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
--------------------------------------------------------------------------------------------------------------------------RICS NEW RULES OF MEASUREMENT
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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 subcontractors 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 contractors 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

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

maintenance works, to be measured as
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)
maintenance work, to be measured as
works (refer to part 4 tables)
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Group element
Element
Unit
Measurement rules
Notes
3 Roof
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

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
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)

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.
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)
part 4 tables)
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Group element
Element
Unit
Measurement rules
Notes
6 Windows and external

doors
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)
study includes replacement and/or refurbishment, at the end of life

part 3 tables e.g. ironmongery / redecs)
7 Internal walls and
partitions
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.
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)
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.
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)
to part 4 tables e.g. ironmongery)
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Group element
Element
Unit
Measurement rules
Notes
3 Internal finishes
1 Walls
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
study includes for finishes replacement linked to a redecoration strategy
2 Floors
Redecoration works as required by the maintenance strategy

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

as itemised in the tables in part 3)
Redecorations works as required by the maintenance strategy
3 Ceilings
The area measured is the total area of ceiling finishes (i.e. the area of
ceiling to which finishes are applied).
Redecoration works as required by the agreed maintenance strategy
Note - skirtings included wall finishes.

to part 4 tables)
Ceiling finishes normally reactive. See

are itemised in the tables in part 4)
to part 4 tables)
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MAINTENANCE WORKS

Group element
Element
4 Fittings, furnishings
and equipment
Unit
Measurement rules
Notes
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)
reference service life expectancy and factors to be considered (fit for
function) application for the life cycle repairs/ replacement works.
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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MAINTENANCE WORKS

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

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
reference service life expectancy and factors to be considered fit for
function application for the life cycle replacement works.

for item.
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).

and replace works to be separately
shown for items a) to e) as applicable.
for item.
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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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
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).

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

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.

heat source

Refer to the listing of different asset

component types is included in the part
4 tables
function) application for the life cycle repairs and replacement works.
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Group element
Element
Unit
Measurement rules
Notes
6 Space heating and air

conditioning

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.

type of system.

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
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

included in the elemental unit cost ( fit for function maintenance standard)
function) application for the life cycle repairs /replacement works.
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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MAINTENANCE WORKS

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

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.

type of system.

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
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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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
1 The area measured is the gross internal floor area (GIFA).


element.
State if costs include for testing and resetting the systems to works.
6 Complete buildings
and building units
1 Prefabricated
buildings
1 The area measured is the gross internal floor area (GIFA) of the
complete buildings or prefabricated room units.
NOT APPLICABLE TO MAINTENANCE
7 Work to existing
buildings
1 Minor demolition and

alteration works
building(s) demolished or altered.
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.
2 Repairs to existing
services
3 Damp-proof
courses/fungus and
beetle eradication
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Group element
8 External works
Element
Unit
Measurement rules
Notes
4 Facade retention
The area measured is the area of facade to be retained.

of repairs or replacement works
5 Cleaning existing
surfaces
The area measured is the surface area of the surface to be cleaned. No

deduction for voids.

Dealt with as part of operation costs,
(unless defined as in scope)
6 Renovation works
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
1 The area measured is the site area (SA).

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

of repairs or replacement works
6 External drainage
7 External services
8 Minor building works
and ancillary buildings
building(s).

building/
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MAINTENANCE WORKS
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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MAINTENANCE WORKS
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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MAINTENANCE WORKS
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)
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)
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 FMIs and Functional condition indexing FCIs 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.
| 77
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
ACCEPT/ADJUST TASK FREQ, TIMING & STANDARD TIMES

C
Asset
Task
Quantity Frequency
(Q)
(Months)
Standard Times
Estimated
Total
Out of Hours
Time
Particularised
Adjustment
(Minutes)
Time (PT)
SKILLING /TASK
Default from C
Calculation
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
240
6,240 CONTRACTOR
0.00
0.00
0.00
0.00
104.00
HS BUR 1
Burners - Force Draft
nr
14
6M
60
60
1,680 CONTRACTOR
0.00
0.00
0.00
0.00
28.00
HS BUR 1
Burners - Force Draft
nr
14
12M
120
120
840 CONTRACTOR
0.00
0.00
0.00
0.00
14.00
HS BUR 2
Burners - Atmospheric
nr
12
12M
30
30
360 CONTRACTOR
0.00
0.00
0.00
0.00
6.00
HS CON 1
Equipment - Boiler Controls - General Maintenance
nr
20
12M
15
15
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
30
420 MECHANICAL
7.00
0.00
0.00
0.00
0.00
HS CON 3
Boiler Protection Controls
nr
26
12M
15
15
390 MECHANICAL
6.50
0.00
0.00
0.00
0.00
HS CON 4
Multiple Boilers - Sequence Controls
nr
12
12M
15
15
180 MECHANICAL
3.00
0.00
0.00
0.00
0.00
HS CON 5
Boilers Space Temp Controls
nr
26
12M
15
15
390 MECHANICAL
6.50
0.00
0.00
0.00
0.00
HS CON 7
Heating System Controls
nr
26
12M
15
15
390 MECHANICAL
6.50
0.00
0.00
0.00
0.00
HS FIR 3
Fire and Safety Circuits
nr
26
6M
15
15
780 MECHANICAL
13.00
0.00
0.00
0.00
0.00
HS FIR 3
nr
26
12M
15
15
390 MECHANICAL
6.50
0.00
0.00
0.00
0.00
HS FLU 1
Flues (all Flues)
nr
26
1M
15
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
60
1,560 MECHANICAL
26.00
0.00
0.00
0.00
0.00
Room Conditioners
nr
35
6M
30
30
60
4,200 MECHANICAL
70.00
0.00
0.00
0.00
0.00
SH AC 1
Room Conditioners
nr
35
12M
12
420 ELECTRICAL
0.00
7.00
0.00
0.00
0.00
SH AC 2
Split Systems
nr
16
6M
120
120
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)
| 78
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).
| 79
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

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

| 80
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
| 81
(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 hours 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.
| 82
(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)
| 83
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
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
nr
nr
1-9
1-2
nr
nr
1-16
nr
m
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
1-8
9 - 12
13
m
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
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
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
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
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
m
m
m
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
| 85
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)
m
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
m
m
m
m
nr
m
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
m
m
m
m
m
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
| 86
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?
| 87
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 consultants 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).
| 88
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.
| 89
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
| 90
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
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
to
5
to
0
70
Life expectancy (years)
Source BCIS: Life Expectancy of Building Components (2nd revised edition 2006)
| 91
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
| 92
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).
| 93
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
50%
19.50 50 yrs
1.00
50 yrs
50 yrs
15,912
100%
816
n/a**
5.00
6 yrs
1.00
6 yrs
6 yrs
4,080
100%
nr
n/a**
72.17
10 yrs
0.80
8 yrs
8 yrs
72
100%
nr
n/a**
106.63
20 yrs
0.80
16 yrs
16 yrs
107
calculated
Carpeting: heavy duty /

general areas
1,073
m2
37.50
40,237.50
Skirting: softwood, painted
816
13.00
10,608.00 Replace softwood skirting

Decorate skirtings: reapply gloss paint
Matwells; metal framed
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.
calculated NRM 3
calculated
substituted rate
calculated
| 94
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
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
400.00
20
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%
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%
nr
10%
49.50
20 yrs
1.00
20 yrs
20 yrs
149
Replace seals
5%
nr
10%
16.50
20 yrs
1.00
20 yrs
20 yrs
17
Replace main entrance door arrangement
80%
nr
10%
6,600.00
20 yrs
1.00
20 yrs
20 yrs
5,280
Replace door controls
20%
nr
10%
1,650.00
20 yrs
1.00
20 yrs
20 yrs
1,650
calculated
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.
Event Cycle
%
EXTERNAL WINDOWS
10,608.00 Place aluminium; polyester powder coated;
double glazed units
Replace ironmongery
138
Period
CUR
EXTERNAL WINDOWS
Aluminium; polyester
powder coated; double
glazed units
2Q11
calculated NRM 3
calculated
substituted rate
calculated
| 95
(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
| 96
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
Work standard
good practice
good practice
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
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.
| 97
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

2Q11
2Q11
Period of analysis
10 years
Event Cycle
Quantity

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

Measure Unit Rate (RSL)
Repair & Replacement Cash Flow

Factor Life Remaining Life
Cost per
Event
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
19.50 50 yrs
1.00
50 yrs
47 yrs
15,912
Decorate skirtings: reapply gloss paint
816
5.00 6 yrs
1.00
6 yrs
3 yrs
4,080
Replace matting
nr
72.17 10 yrs
0.80
8 yrs
2 yrs
72
Replace matwell frame
nr
106.63 20 yrs
0.80
16 yrs
12 yrs
107
Note
calculated
680
10
Total 1-10
3,764
2,671
680
1,361
48,285
48,285
0
4,080
4,080
72
680
C
72
8,160
72
52,365
680
6,435
4,080
72
144
0
64,385
calculated
| 98
WINDOW & DOORS Example

Base dates
Asset condition survey cost base date

EXTERNAL WINDOWS
Place aluminium; polyester powder coated;
double glazed units
2Q11
2Q11
Period of analysis
20 years
Event Cycle
Quantity
Unit of Replace Lifing

Measure Unit Rate (RSL)
Repair & Replacement Cash Flow

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
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
nr
49.50 20 yrs
1.00
20 yrs
17 yrs
149
149
Replace seals
nr
16.50 20 yrs
1.00
20 yrs
17 yrs
17
17
Replace main entrance door arrangement
nr
6,600.00 20 yrs
1.00
20 yrs
17 yrs
5,280
5,280
Replace door controls
nr
1,650.00 20 yrs
1.00
20 yrs
17 yrs
1,650
1,650
Note
calculated
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
11,692
0
48,576
11,692
13,217
1,708
190
4,224
149
17
5,280
1,650
73,484
calculated
| 99
(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.
| 100
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
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
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
Builders Work in Connection with Services
Complete Buildings and Building Units
Work to Existing Buildings
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
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
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)
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
| 101
3.18 Measurement rules for maintenance contractors

management and administration costs
3.18.1 Maintenance contractors management and administration cost estimates are a cost significant
element in most maintenance works contracts. The cost checking of maintenance contractors
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 contractors 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 contractors
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 contractors
management and administration costs. To facilitate the cost checking process, it is recommended
that the checklist of maintenance contractors 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 contractors management and administration charges,
or any part of the maintenance contractors 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 contractors management and administration charges to the
cost of the building works estimate. The equation for calculating the total estimated cost of
maintenance contractors 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 contractors management and administration
costs
maintenance contractors management and administration cost estimate
(i.e. total estimated cost of maintenance contractors 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 contractors management and administration
costs
maintenance contractors management and administration cost estimate
administration costs)
where:
c2 =
3.18.5 Alternatively, the estimated cost of all or part of the maintenance contractors management and
administration charges for either or both maintenance (M) works and forward renewal (R) works
can be assessed as a lump sum.
| 102
3.18.6 The maintenance contractors 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 contractors management and
administration charges be treated as a separate cost targets.
3.19 Measurement rules for maintenance contractors

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

administration charges)
= percentage for maintenance contractors overheads
= maintenance contractors overheads estimate (i.e. total estimated cost of
maintenance contractors overheads)
For maintenance contractors profit:

d
Where:
a
b
c
d
= (a + b) x c
= maintenance works estimate (i.e. total estimated cost of maintenance
works)
= maintenance contractors management and administration charges estimate
administration charges)
= percentage for maintenance contractors profit
= maintenance contractors overheads estimate (i.e. total estimated cost of
maintenance contractors profit)
3.19.6 The percentages addition to be applied for maintenance contractors overheads and maintenance
contractors profit are to be derived from a properly considered assessment of maintenance
contractors overheads and profit found on previous maintenance works contracts.
3.19.7 The maintenance contractors overheads and maintenance contractors profit estimates are
added to the combined total of the maintenance works estimate and the maintenance contractors
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 contractors management and administration charges
maintenance contractors overheads estimate
maintenance contractors profit estimate
annual maintenance (maintain) repairs and replacement (renewal) works estimates
3.19.8 It is recommended that the allowances for maintenance contractors 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 contractors preliminaries and main contractors
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 employers risk exposure. In setting the amount of the
risk allowances, the possible consequences of the employers 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 employers 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
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 contractors 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 organisations 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 taxpayers 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

Replace
Construct
Maintain
Replace
Pre Construction
New Build or Refurbishment
Stage A - Appraisals
Whole Building or by Functional Unit Type
Stage B - Design Brief
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
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
Building fabric/structure
Building services
Other maintainable assets
Asset condition/RSL survey
Maintainable asset level - as applicable (in scope)
Building services
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
| 111
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
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)
Toxic / Hazardous Material Removal (THW)
Toxic or hazardous material removal
Contaminated land
Eradication of plant growth
Major Demolition Works (DEM)
Demolition works
Specialist Ground works (SGR)
Site dewatering and pumping
Soil stabilisation measures
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
Temporary Diversion Works (TDW)
Temporary diversion works
N/A
TDW items
Extraordinary Site Investigation Works

(ESI)
Archaeological investigation
N/A
ESI items
Reptile / wildlife mitigation measures
N/A
ESI items
Other extraordinary site investigation works
N/A
ESI items
Standard foundations
N/A
SUB items
Specialist foundation systems
N/A
SUB items
Lowest floor construction
N/A
SUB items
Basement excavation
N/A
N/A
Basement retaining walls
N/A
SUB items
Steel frames
N/A
FRA items
Space decks
N/A
FRA items
Concrete casings to steel frames
N/A
FRA items
Concrete frames
N/A
FRA items
Timber frames
N/A
FRA items
Other frame systems
N/A
FRA items
Substructure (SUB)
Frame (FRA)
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Superstructure (BFM) continued
6
7
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)
Floors
N/A
UF items
Balconies
UF list
UF items
Drainage to balconies
UF list
UF items
Roof structure
ROO items
ROO items
Roof coverings
ROO items
ROO items
Specialist roof systems
ROO items
ROO items
Roof drainage
ROO items
ROO items
Roof lights, skylights and openings
ROO items
ROO items
Roof features
ROO items
ROO items
Stair / Ramp structures
STR items
STR items
Stair / Ramp finishes
STR items
STR items
Stair / Ramp balustrades and handrails
STR items
STR items
Ladders / Chutes / Slides
STR items
STR items
External enclosing walls above ground floor level
EWAL items
EWAL items
External enclosing walls below ground level
EWAL items
EWAL items
Solar / Rain screening
EWAL items
EWAL items
External soffits
EWAL items
EWAL items
Subsidiary walls, balustrades, handrails, railings and

proprietary balconies
EWAL items
EWAL items
Faade access / cleaning systems
EWAL items
EWAL items
External windows
WIN EDR items
WIN EDR items
External doors
WIN EDR items
WIN EDR items
Walls and partitions
IWAL items
IWAL items
Balustrades and handrails
IWAL items
IWAL items
Moveable room dividers
IWAL items
IWAL items
Cubicles
IWAL items
IWAL items
Internal Doors (IDR)
Internal doors
IDR items
IDR items
Wall Finishes (WF)
Finishes to walls
WF items
WF items
Floor Finishes (FF)
Finishes to floors
FF items
FF items
Raised access floors
FF items
FF items
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Internal Finishes (BFM) continued
Fittings, Furnishings and Equipment

(FFE)
Services (BES)
Ceiling Finishes (CF)
Fittings, Furnishings and Equipment (FFE)
Sanitary Installations (SA)
Finishes to ceilings
CF items
CF items
False ceilings
CF items
CF items
Demountable suspended ceilings
CF items
CF items
General fittings, furnishings and equipment
FFE items
FFE items
Domestic kitchen fittings and equipment
FFE items
FFE items
Special purpose fittings, furnishings and equipment
FFE items
FFE items
Signs / Notices
FFE items
FFE items
Works of art
FFE items
FFE items
Equipment
FFE items
FFE items
Internal planting
FFE items
N/A
Bird and vermin control
FFE items
FFE items
Sanitary appliances
SA items
SA items
Sanitary ancillaries
SA items
SA items
Pods
N/A
N/A
Services Equipment (SE)
Services equipment
SE items
SE items
Disposal Installations (DI)
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
Mains water supply
WI items
WI items
Cold water distribution
WI items
WI items
Hot water distribution
WI items
WI items
Local hot water
WI items
WI items
Steam and condensate distribution
WI items
WI items
HS items
HS items
Water Installations (WI)
Heat Source (HS)
Heat source
Space Heating and Air Conditioning

(SHAC)
Central heating
SHAC items
SHAC items
Local heating
SHAC items
SHAC items
Central cooling
SHAC items
SHAC items
Local cooling
SHAC items
SHAC items
Central heating and cooling
SHAC items
SHAC items
Local heating and cooling
SHAC items
SHAC items
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Services (BES) continued

7
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)
Central air conditioning
SHAC items
SHAC items
Local air conditioning
SHAC items
SHAC items
Central ventilation
VS items
VS items
Local and special ventilation
VS items
VS items
Smoke extract / control
VS items
VS items
Electrical mains and sub-mains distribution
EI items
EI items
Power installations
EI items
EI items
Lighting installations
EI items
EI items
Specialist lighting installations
EI items
EI items
Local electricity generation systems
EI items
EI items
Earthing and bonding systems
EI items
EI items
Fuel storage
FI items
FI items
Fuel distribution systems
FI items
FI items
Lifts and enclosed hoists
LCI items
LCI items
Escalators
LCI items
LCI items
Moving pavements
LCI items
LCI items
Powered stair lifts
LCI items
LCI items
Conveyors
LCI items
LCI items
Dock levellers and scissor lifts
LCI items
LCI items
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
Fire fighting systems
FLP items
FLP items
Fire suppression systems
FLP items
FLP items
Lightning protection
FLP items
FLP items
Communication systems
CSC items
CSC items
Security systems
CSC items
CSC items
Central control / building management systems
CSC items
CSC items
| 116
Services (BES) continued
13
14
Complete Buildings and Building

Units
Work to Existing Buildings (BFM)
External Works (EW)
Builders Work in Connection with Services

(BWIC)
Prefabricated Buildings (PFD)
Specialist piped supply installations
SI items
SI items
Specialist refrigeration systems
SI items
SI items
Other specialist mechanical installations / systems
SI items
SI items
Specialist electrical / electronic installations systems
SI items
SI items
Water features
SI items
SI items
General builders work
BWIC items
BWIC items
Painting and decorations
DEC items
DEC items
Re setting to works - testing and commissioning
BWIC items
BWIC items
Complete buildings
N/A
SPECIALIST
Building units
N/A
N/A
N/A
N/A
Excluded
RES items
Minor Demolition and Alteration Works
Minor demolition and alteration works
Repairs to Existing Services (RES)
Existing services
Damp Proof Courses / Fungus and Beetle

Eradication
Damp proof courses
N/A
N/A
Fungus / beetle eradication
N/A
N/A
Excluded
FR items
Faade Retention (FR)
Faade retention
Cleaning Existing Surfaces (CES)
Cleaning existing surfaces
N/A
N/A
Protective coatings to existing surfaces
N/A
N/A
Masonry repairs
Excluded
RW items
Concrete repairs
Excluded
RW items
Metal repairs
Excluded
RW items
Timber repairs
Excluded
RW items
Plastics repairs
Excluded
RW items
Site clearance
N/A
Preparatory ground works
N/A
Roads, paths and pavings
RPP items
RPP items
Special surfacings and pavings
RPP items
RPP items
Seeding and turfing
SL items
SL items
External planting
SL items
SL items
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)
| 117
External Works (ES) continued
5
6
Fencing, Railings and Walls (FRW)
External Fixtures (EF)

External Drainage (ED)
External Services (ES)
Irrigation systems
SL items
SL items
Fencing and railings
FRW items
FRW items
Walls and screens
FRW items
FRW items
Retaining walls
FRW items
FRW items
Barriers and guardrails
FRW items
FRW items
Site / Street furniture and equipment
EF items
EF items
Ornamental features
EF items
EF items
Surface water and foul water drainage
ED items
ED items
Ancillary drainage systems
ED items
ED items
ED items
ED items
External chemical, toxic and industrial liquid waste

drainage
Land drainage
ED items
ED items
Water mains supply
ES items
ES items
Electricity mains supply
ES items
ES items
External transformation devices
ES items
ES items
Electricity distribution to external plant and

equipment
Gas mains supply
ES items
ES items
ES items
ES items
5
6
Maintenance Contractors
Management / Administration
Minor Building Works (MBW) and Ancillary

Buildings
Employers Requirements (ER)
ES items
ES items
Telecommunications and other communication

system connections
External fuel storage and piped distribution systems
ES items
ES items
External security systems
ES items
ES items
Site/ street lighting systems
ES items
ES items
10
Local / district heating installations
ES items
ES items
11
Builders work in connection with external services
ES items
ES items
Minor building works
Excluded
MBW items
Ancillary buildings and structures
Excluded
MBW items
Underpinning to external site boundary walls
Excluded
MBW items
Site accommodation
ER items
ER items
Site records.
ER items
ER items
Handover and post occupancy requirements
ER items
ER items
| 118
Maintenance Contractors Cost Items

(MCC)
Management and staff
MCC items
MCC items
2
3
Site establishment
MCC items
MCC items
Temporary services
MCC items
MCC items
Security
MCC items
MCC items
Safety and environmental protection
MCC items
MCC items
Control and protection
MCC items
MCC items
Mechanical plant
MCC items
MCC items
Temporary works
MCC items
MCC items
Site records
MCC items
MCC items
10
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 Contractors Overheads

and Profit
Maintenance contractor's overheads and

profit (MCOP)
Maintenance contractor's overheads and profit
MCOP item
MCOP item
11
Project Consultant Fees
Project / Consultants Fees (PCF)
Project / consultants fees
PCF items
PCF items
Other consultants fees
PCF items
PCF items
Site investigation fees
PCF items
PCF items
Specialist support consultants fees
PCF items
PCF items
Management, administration and supervisory staff
MCPF items
MCPF items
Specialist support contract costs
MCPF items
MCPF items
MCPF items
MCPF items
Temporary accommodation, services and facilities

charges
Maintenance contractors overheads and profit
MCPF items
MCPF items
Maintenance contractors consultants fees
MCDF item
MCDF item
Land acquisition costs
N/A
N/A
Employers finance costs - including capital

allowances
Fees
N/A
OMPC items
OMPC items
OMPC items
3
12
Other Employer Definable

Maintenance Costs
Maintenance Contractors Pre-construction

Fees (MDPF)
Maintenance Contractors Design Fees

(MCDF)
Other Maintenance / Project Costs (OMPC)
| 119
12
Other employer Definable

Maintenance Costs (continued)
Charges
Planning contributions
Insurances
Archaeological works
10
Decanting and relocation costs (excluding churn

costs)
Fittings, furnishing and equipment - renewals /
salvage
Tenants costs / contributions
11
Marketing costs
12
Other employer costs
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
Business Risks
Risk items
Risk items
Performance Risks
Risk items
Risk items
Procurement and delivery risks
Risk items
Risk items
Design and construction risks
Risk items
Risk items
Maintenance contract risks
Risk items
Risk items
Life cycle asset replacement risks
Risk items
Risk items
Employer Change Risks
Risk items
Risk items
Employer Other Risks
Risk items
Risk items
Tender Inflation
Inflation items
Inflation items
Maintenance Inflation
Inflation items
Inflation items
| 120
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
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 contractors management and administration cost
Maintenance contractors 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).
| 121
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
---------------------------------------------------------------------------------------------------------------------------------
| 122
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.
| 123
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
| 124
Group element 0:
Group element 1:
Group element 2:
Group element 3:
Group element 4:
Group element 5:
Facilitated Works
Substructure
Superstructures
Internal finishes
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 contractors management and administration
Group element 10: Maintenance contractors 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
| 125
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
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
Removal of toxic or
hardardous material
FW PIB - Specialist
not maintainable
Eradication of plant
growth
identified work items

details to be stated
dealt with as a construction
works item
FW PIB Specialist

| 126
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
FW PIB Specialist
Not maintainable
Ground gas vending
measures

work item
FW PIB Specialist

Temporary diversion
works
0.4.1
0.5
Site dewatering and

pumping

work item
Extraordinary site
investigation works
FW PIB Specialist

| 127
Group element 1: - Substructure

1.1
MAINTENANCE
Normal Practice
Substructure
'MAINTAIN' work items
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)
Maintain work items

scheduled tasks
Renewal 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

Maintainable asset
description
exception)
(Note - Industry
normal practice
provided)
Define asset specific repairs and

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
m2
m
nr
Not applicable to planned maintain work items

(covered by planned inspections of buildings)
Standard foundations
PIB (RO)
BF SUB PIB (RO)

Underpinning (Note. to be covered as part of

specialist remedial works identified by PIBs)
Underpinning
PIB (Specialist)
BF SUB PIB (Specialist)


Specialist foundation
systems
PIB (RO)
BF SUB PIB (RO)

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

Service ducts and the like below the lowest
floor construction.
Gullies, floor outlets and the like
Identified work items

| 128
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

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)


Not maintainable
Basement retaining walls

| 129
Group element 2: - Superstructure

MAINTENANCE
Normal Practice
2.1
2.2
Frame
Upper floors
Reactive & PIBs
2.3
Roof
Reactive & PIBs
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
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 & PIBs

Reactive & PIBs
Reactive & PIBs
| 130
Group element 2: - Superstructure (Building Structure and Fabric)

Unit of
Measure

Note - Measurement rules to be the same as for
construction (unless stated by exception).
Maintainable asset
description
Note use common
asset types to link the
construct, maintain and
replace cost planning
(unless stated by
exception)
Maintenance
strategy (M&R)
Maintain work items

scheduled tasks
Renewal work items

Decide the
appropriate
maintenance regime
for each applicable
asset type in scope
HVCA SFG20 core

task schedules and/or
specific plus additional
not typical PPM tasks.
bespoke scheduled
maintenance tasks.

(Note - Industry
normal practice
provided)

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
Concrete casings to steel

frames
Concrete frames
Timber frame systems
Other frame systems
Upper suspended floors
BF UF PIB specialist
Precast / composite
decking systems
BF UF PIB (RO)

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)
Timber suspended floors
BF UF TIM SF 1
Balconies
Reactive + PIB (RO)
BF UF PIB (RO)


| 131
2.2.3
nr
Rainwater downpipes, including bends, swan necks

and rainwater shoes and the like.
m2

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
PIB specialist
BF ROO PIB specialist

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
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
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
Syphonic roof drainage

pipe work systems
Rainwater heads, including
gratings
Painting and decorating

BF RWG 1
state material types
(e.g. cast iron, uPVC, aluminium,
other)
and identified work items



| 132
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.
PIB (RR)
BF STA HAN 1
Balustrades and handrails to landings.
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
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
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)
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

(stair type and details to be
stated)
Taken with internal floor finishes



Element 2.5: External walls (BF EWAL)

2.5.1

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.
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

(Type of walling to be stated)
| 133
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
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)
Taken in Element 5.8.5: Local

electricity generation systems

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

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

| 134
2.5.6
2.5.7
Faade access / cleaning

systems
nr
m2/nr
Window and facade cleaning trolley/cradles (including

twin track, manual and automatic systems)
Faade 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

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

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
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
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
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

details to be steted
State make/material type for life
cycle expectancy purposes;
state identified work item details
| 135
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
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
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
m2/nr

Element 2.7: Internal walls and partitions (BF IWAL)

2.7.1
Walls and partitions
m2
m2
2.7.2
m
2.7.3
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
m2/nr
PIB (RR)
BF HAN 1
PIB (RR)
BF IWAL RD
Cubicles
PIB (RR)
BF CUBICLES
PIB (DEC)
BF IWAL DECS
state the make/model for life cycle

expectancy purposes; and state
identified works details arising
from planned inspections

Element 2.8: Internal doors (BF IDR)
| 136
2.8.1
2.8.2
Internal doors
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
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
PIB (DEC)
BF IDR DECS
state the make/model for life cycle

expectancy purposes; and state
identified work items details

| 137
Group element 3: - Internal finishes

MAINTENANCE
Normal Practice

3.1
3.2
3.3
Wall finishes
Floor finishes
Ceiling finishes
Quantification of
the 'MAINTAIN'
work items
RENEWAL work items
Arising from Planned Inspections
(PIB) repairs only and end of life
asset replacement
Reactive & PIBs
Norm is to do
scheduled tasks for
specific items only
Maintenance
strategy (M&R)
Maintain work items

scheduled tasks
Renewal work items

Decide the
appropriate
maintenance
regime for each
applicable asset
type in scope

schedules and/or
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
Unit of
Measure

measurement (modified and amplified to align
to the specific list of all maintainable assets)
Maintainable asset
types description
exception)
(Note - Industry
normal practice
provided)
Define asset specific repairs and

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.
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
| 138
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)
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.
BF FF 1
BF FF 1, 10

planned inspections
BF FF 7
| 139
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.
PIB (RR)
Cornices, covings and the like.
Cornices, covings and the

like
PIB (RR)
m2
Specialist ceiling finishes.
Specialist ceiling finishes
PIB (RR)
BF CF 3, 11, 12

planned inspections
BF CF PIB (GEN)
BF CF PIB (SPEC)
| 140
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,

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
planned inspections
BF CF CORN
Shadow gaps and the like, including painting.

3.3.3
Demountable
suspended ceilings
m
m2
m2
m2
m2
m2
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.

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
| 141
Group element 4: - Fittings, furnishings and equipment

4.1
MAINTENANCE
Normal Practice
'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

Maintainable asset
types description
Note use common
(unless stated by
exception)
Maintenance
strategy (M&R)
Maintain work items

scheduled tasks
Renewal work items

Decide the
appropriate
maintenance
regime for each
applicable asset
type in scope

schedules and/or sector,
organisation specific plus
additional not typical PPM
tasks. Alternatively prepare
bespoke scheduled
maintenance tasks.

(Note - Industry
normal practice
provided)

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.
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

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

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
Taken elsewhere
Furnishings, fittings and

non mechanical or non
electrical equipment
fixed to the building
fabric
PPM & Reactive
FFE SPFFE 1
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.

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

inspections of FFE
PPM & Reactive
FFE BLDG 14C
Excluded -Specialist
Excluded - Specialist
Excluded
FFE Specialist

INT Planting
INT Planting
Reactive + PIB (RR)
FFE PIB (GEN)

inspections of FFE
PPM & Reactive
FFE SONIC SYS
| 143
Group element 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
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
Builders 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
| 144
Group element 5: - Services

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
(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

Establish the condition
status & remaining life
information from asset
surveys and other forms of
assessment data
Define asset specific
repairs and replacement
work items
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 ;
work items arising form
inspections of building
services
Wash hand basin

nr
nr
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
| 145
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
SA PIB San
state details of make/model

state details of any
identified repairs and
replacement works arising
from maintenance or
planned inspections of
services
| 146
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)

appliances
appliances
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
Specialist catering
maintenance
Refer to 5 M
supplementary list
Sanitary ware (Sink)
specialist catering
maintenance
Refer to 5 M
supplementary list
PPM & Reactive

works arising from
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
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
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
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

works arising from
DI CHECKS 2
PPM & Reactive
DI PGLAS 01
PPM & Reactive
DI PACT 01

works arising from
| 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

from maintenance or
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
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
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

works arising from
inspections
| 151
5.4.2
m2

supply systems to distribute
cold water from point of
storage to user point
m2

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
Grey water collection pipe

systems (internal) including
collection pipelines
Thermal insulation

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
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
pumps
Pressurisation
expansion units
Water pumping
pressure boosting
sets

from maintenance or
services
Refer to list of
component types
below
| 152
nr
nr
nr
- Cold water tanks including break tanks <300

litres
- Cold water storage
tanks and cisterns >300 litres
frost protection
devices
trace heating
nr
Instrumentation and control
components to cold water
distribution systems
nr
nr
5.4.3
m2

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)
pipelines to sanitary
appliances, sinks, equipment
and the like, including fittings
m2
m2
m2
Thermal insulation
Frost protection
devices
refer to
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
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

PPM & Reactive
WI SYS 1A
PPM & Reactive
WI SYS 1
PPM & Reactive
WI WAT 1
PPM & Reactive
WI INS 1

from maintenance or
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
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
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

components to hot water
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
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

from maintenance or
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
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
Taps, where not part of

services equipment
Plate Heat exchangers
Storage cylinders, calorifiers
(heated by steam)
components to steam and
condensate systems
Sundry items
Taps
Plate Heat
Exchanger, Hot Water
Services
Taps
Ancillary steam
appliances
Ancillary steam
equipment

from maintenance or
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

from maintenance or
services
HS BOI 6
nr
nr

| 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
| 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
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
nr
nr
PPM & Reactive
HS BOI 17
Electric boiler plant and

ancillaries, including blow
down facilities and
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
pumps)
PPM & Reactive
Refer to
supplementary list
of pumps


works arising from
| 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
components to heat source
nr
Calorifier and heat

exchanger - controls
nr
Pump and fan speed

inverter
| 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
heating is generated at a
central point and distributed
to the spaces and/or
locations being treated
m2
m2
Heating systems from, and

including everything within,
the plant room specifically
related to the heating system,
excluding the heat source

Domestic central
heating & hot water
systems
PPM & Reactive
SHAC SYS 1A

works arising from
| 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
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

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
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
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)
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

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
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

from maintenance or
services
works arising from
| 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

pipeline fittings
Cooling towers
- Legionella
disease (legionella
pneumophila)
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
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

components to central
cooling systems
Instrumentation and
controls to cooling
systems
Relative humidity
sensor
Absolute humidity
sensor
nr
nr
m2
Thermal insulation
Sundry items
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
PPM & Reactive
SHAC GRI 1
PPM & Reactive
SHAC COM 1
PPM & Reactive
SHAC COM 2
PPM & Reactive
SHAC COM 3
Local cooling
nr

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
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)

works arising from
| 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

pipeline fittings
- Valves
Solar thermal
absorption chillers
and the like
- Pumps
ancillaries, egg supports,
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

from maintenance or
services
PPM & Reactive
nr
nr

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

- 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

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

PPM & Reactive
SHAC (CVAC)
Multi-zone air
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
Grilles

works arising from

from maintenance or
services
| 169
5.6.8
nr

components to central air
Local air conditioning
nr
Self-contained air
conditioning units providing
conditioned air to rooms or
areas

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
Self-contained air
conditioning units
providing conditioned
air to rooms or areas
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
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

works arising from
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
Air extract systems
Refer to list of fans

works arising from
inspections
| 170
spaces. No environmental
control or air treatment
except filtration when
required.
nr
Fan units
m2
nr

ancillaries, e.g. supports,
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

pipeline fittings
m2
Valves
Other ancillary
components of central
ventilation systems
- Pipe work
System - General
Valves
nr
Pumps
Pumps
m2
m2
PPM & Reactive
Ducting - VCDs / Fire

Smoke Dampers,
Integrated
nr
nr
refer to
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

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
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

from maintenance or
services
VS PSTO/04
PPM & Reactive
| 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
| 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

material for life cycle
works arising from
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

works arising from
PPM & Reactive
Area distribution boards
nr

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

components
system
Socket outlets
m2


from maintenance or
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
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
PPM & Reactive
Lighting - Switches Internal & External

Occupancy Sensor
PPM & Reactive
Presence Detectors
(Lighting Control)
Sundry items
PPM & Reactive

works arising from
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)

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
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

works arising from
inspections to services

works arising from
| 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
systems
m2
m2
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

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

works arising from
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
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
Fuel distribution
pipelines
Valves
Values
PPM & Reactive

works arising from
works arising from
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

works arising from
| 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
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.
Moving pavements
Travelators
PPM & Reactive
LI TRAV 01
Stair lifts
PPM & Reactive
LI STRL 01
Complete stair lift

installation
PPM & Reactive
LI PSTR 01

works arising from

works arising from

works arising from
| 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

works arising from
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

works arising from
works arising from
works arising from
works arising from
| 183
5.10.10
systems
systems, warehouse picking

systems and the like.
nr
nr
Paternoster lifts
Definition - Transport
systems not covered by subelements 5.10.1 to 5.10.10.
nr
Hoists for moving people with

disability
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

works arising from
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
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

works arising from
| 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
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

works arising from
| 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

works arising from
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

works arising from
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
Fire alarm System
PPM & Reactive
CSC ALF 1
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
m
m
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
m
nr
| 187
nr
Fire Alarm - Fire

Doors
PPM & Reactive
CSC ALF 12
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
m
nr
nr
nr
m
m2
Liquid detection alarms (i.e.

systems giving early warning
of water/liquid leakage to
prevent damage)
Liquid detection
alarms
Leak Detection
Systems
Leak Detection
m
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
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

works arising from
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
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
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

works arising from
| 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
PPM & Reactive
CSC BMS 3v
nr/m2
- Building
Management System
- Communications
- Building
Management System
- Outstations
Building Management
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

works arising from
| 191
elements 5.13.1 and 5.13.2.
nr
Jacuzzi
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

works arising from
PPM & Reactive

SI FOU 1
General Routine
Inspection

works arising from
Element 5.14: Builders work in connection with services (BWIC)

5.14.1
Builders work in
connection
m2
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

works arising from
| 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
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
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
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
RM (PPM)
E SWI 1
Switches On/Off
Switches On/Off
RM (PPM)
E SWI 2
nr
Control Relays
Control Relays
RM (PPM)
E SWI 3
nr
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

Control Transducer - Pneumatic to
electronic & Electronic to pneumatic
RM (PPM)
C CON 17
nr

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
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
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
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
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
Compressors Air Network Distribution
Compressors Air Network Distribution
RM (PPM)
C PNE 4
Pneumatic Relays
Pumps
Pneumatic Relays
RM (PPM)
C PNE 5
nr
RM (PPM)
C PNE 1
RM (PPM)
C PNE 2
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
Valves - Automatic Control
Motorised Control Valves
RM (PPM)
C VAL 1
Self Acting and Thermal Valves
Self Acting and Thermal Valves
RM (PPM)
C VAL 3
Solenoid Valves
Solenoid Valves
RM (PPM)
C VAL 4
Rotary - Shoe or Slipper
Rotary - Shoe or Slipper
RM (PPM)
C VAL 5
Butterfly and Ball
Butterfly and Ball
RM (PPM)
C VAL 6
Seat Valves
Seat Valves
RM (PPM)
C VAL 7
Valves - Float Operated Valve
Valves - Float Operated Valve
RM (PPM)
A VAL 5
Water Saver Valve
Water Saver Valve
RM (PPM)
CONT/19
m
m
Valves - Gate
Pipe work System General
Valves - Gate
Pipe work System General
RM (PPM)
RM (PPM)
A VAL 1
H SYS 1

for life cycle expectancy
forecasting; state details of
Others as applicable
| 195
Ventilation
m2
Ductwork System - General
RM (PPM)
V DUC 1
Ductwork System - General

Ducting - Volume Control Dampers and Fire/Smoke
Dampers
Dampers (VCD etc), Manual & Automatic
RM (PPM)
V DUC 2
Ducting - Acoustics
Ducting - Acoustics
RM (PPM)
V DUC 3
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
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


| 196
Power and lighting

m2
Lighting Fittings including Luminaries - General
Light fittings - Luminaries (Standard)
RM (PPM)
E LIG 2


RM (PPM)
E CIR 1
RM (PPM)
E CIR 2

RM (PPM)
E CIR 3
m
m

General
m2
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

| 197
Group element 6: - Complete buildings

Excluded from maintenenance task schedules - refer to other group element tables for individual element maintenance
Prefabricated buildings
6.1
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

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
Faade retention
7.5
Cleaning existing surfaces
7.6
Renovation works
7.7
Redecoration programme
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)
programme
| 199
Group element 8: - External works

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
| 200
Group element 8: - External works

Unit of
Measure

Element 8.1:
Site Clearance
m2
8.1.2
Preparatory ground
works
m2
8.2.1
Note use common

(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

scheduled tasks
Renewal work items


schedules and/or
bespoke scheduled
maintenance tasks.

Site preparation works (SPW)
8.1.1
Element 8.2:
Maintainable asset
types description
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
Roads; details, including width of road
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
Vehicle protection barriers
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)

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
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
Maintenance work to hedges
Maintenance work to
hedges
Irrigation systems
Irrigation Water Tank

irrigation Distribution
system
item/m2

planned inspections
details, including time period

(weeks)

planned inspections of external
planting

planned inspections
| 202
Element 8.4: Fencing, railings and walls (FRW)

8.4.1
8.4.2
Fencing and Railings
Walls and Screens
Fencing
Railings
nr
Gates
Walls
Screens
nr
Gates
8.4.3
Retaining Walls
Retaining walls
8.4.4
Barriers and Guardrails
Vehicle restraint systems
Element 8.5:
8.5.1
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

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
paths
roads
illuminated traffic signs

planned inspections of external
fittings
External drainage (ED)
Ancillary Drainage
Systems
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
see Element 5.3
see Element 5.3
see Element 5.3
see Element 5.3 "Disposal

Installations"
Installations"
Installations"
Installations"
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
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

Equipment and plant
Taken elsewhere
see Element 5.3

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

Taken elsewhere
see Element 5.4 "Water

Supply"

Supply"

Supply"
Supply"
Supply"
Supply"

Supply"
Supply"
Supply"
Supply"
see Element 5.8

"Electric installations"
see Element 5.8 "Electric

installations"
see Element 5.8

see Element 5.8

installations"
installations"
see Element 5.8


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.
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
Service runs
nr
Transformer sub-stations
nr
External electricity generation installation / plant
Connections to statutory
undertaker's water
mains
Connections to external
plant and equipment;
Service runs
systems
Grey water systems
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
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
plant or equipment;
equipment
Service runs
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
Service runs
Fuel storage and piped
Service runs
see Element 5.8

see Element 5.8
see Element 5.8
details, including surface area
of units (m2), to be stated
see Element 5.8


installations"
see Element 5.8

see Element 5.8

installations"
installations"
see Element 5.9 "Fuel

Installations / Systems"



see Element 5.12

"Communication,
Security and Control
Systems"
see Element 5.12
"Communication,
Systems"
see Element 5.12
"Communication,
Systems"
see Element 5.12
"Communication,
Systems"

see Element 5.12
"Communication, Security and
Control Systems"
see Element 5.12
Control Systems"
see Element 5.12
Control Systems"
see Element 5.12
Control Systems"
Taken elsewhere


Taken elsewhere


| 205
8.7.8
External Security
Systems
Taken elsewhere
see Element 5.12

"Communication,
Systems"
see Element 5.12
"Communication,
Systems"
see Element 5.12
"Communication,
Systems"
see Element 5.12
"Communication,
Systems"
see Element 5.12
"Communication,
Systems"
see Element 5.12
"Communication,
Systems"
see Element 5.12
"Communication,
Systems"
see Element 5.12
"Communication,
Systems"
pedestrian areas
paths
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
Security detection equipment
Security alarm equipment
Gas access control systems
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
Service runs
nr
External lighting to pedestrian areas
nr
External lighting to paths
nr
External lighting to roads
nr
Illuminated traffic signs
see Element 5.12

Control Systems"
see Element 5.12
Control Systems"
see Element 5.12
Control Systems"
see Element 5.12
Control Systems"
see Element 5.12
Control Systems"
see Element 5.12
Control Systems"
see Element 5.12
Control Systems"
see Element 5.12

Control Systems"
Service runs
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
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"

planned inspections
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

planned inspections
details including size, to be

stated
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
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
Exit and hand back obligations
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
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
| 208
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
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
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
Item
1 Safety gear, tools and tool hire, testing equipment and the like
2
Item
Excluded
| 209
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
Item
1 Quality management systems
Item
2 Health and safety at work; local risk assessments
Item
Item
1 Compressors and temporary power generating plant
Item
Item
1 Access equipment including cherry pickers and scaffolding
Item
Item
1 As applicable in the contract or tenure agreements (to be defined)
Item
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
| 210
Group element 10:- Maintenance Contractor's Overheads and Profit

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 contractors 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
| 211
Group element 11:- Consultants fees and specialist works costs

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
1 XXXXX
2 XXXXX
3 xxxxxx
Maintenance contractors mobilisation costs
Sum
Sum
1 Contract set up costs included in tender price (during mobilisation)

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
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)
| 212
Group element 12:- Other Employer definable maintenance-related costs

Included components
Excluded
1 Capital allowances
2 Asset depreciation/ write down provisions (impairment costs)
1
2
3
4
Cross charges (as applicable - to be defined)

Taxes and incentives (e.g. carbon tax/ tariffs)
Grants
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
1 Energy efficiency initiatives (e.g. upgrades / improvement works)
2 Churn costs
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
| 213
Group element 13:- Risks

13.1
13.2
13.3
13.4
13.5
13.6
13.7
13.8
13
13.1
Business risks
Performance risks
Design and installation 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
| 214
13.2
Performance risks
1 System failure
2 Environmental conditions
3 Non compliance
13.3
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
1.
-
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
| 215
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.
-
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
| 216
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
| 217
Group element 14:- Inflation

14.1
14.2
14.3
14.4
14
Pre contract inflation

Maintenance contract inflation
Life cycle replacement inflation
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
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)
| 218
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 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
| 219
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
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
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 m 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 car parking space
per m2 of Gross internal area (GIA)
per m of retail area (m)
Bulk storage facilities
Residential facilities
Houses (private developer and affordable)
Bungalows (private developer and affordable)
Apartments/flats (private developer and affordable)
Hotels /motels/ guesthouses

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
Functional unit of measurement

TBA
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
Dormitories/Staff/nursing residential accommodation

Student accommodation
Hostels
Religious
Churches, chapels, temples, mosques and the like

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
per pew or per seat

and 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 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 patient/bed space and per m2 of GIA
per patient/bed space and per m2 of GIA
per doctor consulting room and /m2 NIA
per dentist workspace and per m2 NIA
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 m of Gross internal area
(GIA)
per prisoner place and 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 seat
per court
per seat
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Function
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, crche/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 Net internal area (NIA)
per m2 of Gross external area (GEA)
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 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 m of Gross external area (GEA)
TO DO
per m2 of pool
per statue
xxxxx
xxxxx

xxxxx
xxxxxx
xxxxx
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 contractors 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 assets 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.
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 Employers 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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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
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 contractors on
costs and risks, inflation
allowances A)
Costs to include (for PPM and reactive and proactive activities):

a) Maintenance contractors management and admin costs
b) Maintenance contractors 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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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 contractors prelims and admin
j) Maintenance contractors 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
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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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 contractors 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
| 229
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 employers 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
| 230
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)
| 231
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.
| 232
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 governments 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.
| 233

1
Present Value of X received in time (t) at discount rate (r%)

PV of x = x (1+r) t
Present Value factor (PVF) or discount factor (DF);

PVF (or DF) = 1/ (1+r) t
Present Value of an annuity (PVA) of 1 for N years at discount rate (r)

PVA = ( 1 + r ) N 1
----------------(1+r)Nxr
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 contractors 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.
| 234
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 contractors 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
Unit
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
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

contractors 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 contractors man/admin.
5.
Site visits
Arrangements for site visit.
Include to allow the maintenance

contractor the opportunity to see site
| 235
1.4:
Number of storeys and floor areas
Sub-heading 1
Sub-heading 2
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
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
Assets required to be maintained
Sub-heading 1
Sub-heading 2
Unit
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
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
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
| 236
1.7
Drawings and other documents
Sub-heading 1
Sub-heading 2
Unit
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 contractors 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.
Defects and backlog works
3.
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
Unit
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
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.
| 237
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
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

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
| 238
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
Surveys Asset condition & PIB's
Building services
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

GIFA areas
GIFA areas
Function space type
Function space type
Applicable assets
(4M)
Applicable assets (4R)
Quantify asset types
Costing maintain
Costing rates/ events
Survey asset types
Surveying asset types
Survey asset types
REFER to Part 4
REFER to Part 4
REFER to Part 4
REFER to Part 4
REFER to Part 4
REFER to Part 4
| 239
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
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
| 240
(d). From the mechanical and electrical services engineer (desirable information, if available)
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.
| 241
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

Inflation (adjusting to year zero)
Value added tax
Excluded
sum
Excluded
sum
Excluded
sum
(axb)
sub total (z)
Total Maintenance Cost Limit (over 30 yr period)
(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
| 242
Appendix F2: Reporting template for order of

cost estimate for maintenance work (level 1code)
TEMPLATE being refined to align to 2.4
| 243
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:
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 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)
Services
Redecorations - Works to Existing Buildings
External works (including below building drainage)
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
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 contractors
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 contractors 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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RICS new rules of measurement

CONTROLLED COPY Working Draft 1st September 2011(R)

RICS NEW RULES OF MEASUREMENT

RICS NEW RULES OF MEASUREMENT

Order of Cost Estimating and

RICS NEW RULES OF MEASUREMENT

Published by the Royal Institution of Chartered Surveyors

RICS NEW RULES OF MEASUREMENT

Status of the technical drafting and industry consultation

Industry consultation and tracking changes

RICS NEW RULES OF MEASUREMENT

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

Part 3: Measurement rules for cost planning of maintenance works

RICS NEW RULES OF MEASUREMENT

Maintenance cost planning by functional unit types

RICS NEW RULES OF MEASUREMENT

Commonly used functional types and functional unit measurements

Worked example of an order of cost estimating, combining construct, maintain, renewals

Other useful terms and definitions associated with maintenance works

RICS NEW RULES OF MEASUREMENT

Foreword for the first edition

RICS NEW RULES OF MEASUREMENT

The RICS rules of measurement suite of documents in context

RICS NEW RULES OF MEASUREMENT

RICS NEW RULES OF MEASUREMENT

RICS New rules of measurement suite of documents

Building Works Procurement

RICS NEW RULES OF MEASUREMENT

RICS NEW RULES OF MEASUREMENT

1.2 Measurement in context with the RIBA Plan of Work and

RICS NEW RULES OF MEASUREMENT

RIBA Work Stages

RICS Cost Estimating and Formal

Pre Tender Estimate

Post Tender Estimate

Post Practical Completion

Design Brief and Concept

Detailed Design Approval

Readiness for Service

Operational Review and

Formal Cost Plan 2

Formal Cost Plan 1

Formal Cost Plan 3

Asset Specific Cost Plan

RICS NEW RULES OF MEASUREMENT

1.3 Purpose of the rules

1.4 Use of the rules

The rules deal with measurement for the preparation of:

RICS NEW RULES OF MEASUREMENT

1.5 Structure of the rules

Core definition of gross internal floor area (GIFA)

RICS NEW RULES OF MEASUREMENT

1.6 Benefits from having rules of measurement for

RICS NEW RULES OF MEASUREMENT

RICS NEW RULES OF MEASUREMENT

1.8 Cost categories and definitions for maintenance works

Building works estimate

Preventative (planned tasks)

Major repairs liability

Other project specific costs:

Other project specific costs