POST-OCCUPANCY DEFECTS IN PUBLIC OFFICE BUILDINGS IN

NAIROBI, KENYA: THE CAUSES AND RATINGS.

Ochieng R.O, Dianga S.O . and Wanyona G.
Department of Construction Management,
School of Architecture and Building Sciences
Jomo Kenyatta University of Agriculture and Technology
P.O.Box 62000-00100,Nairobi,Kenya
Corresponding e-mail: rochieng06@yahoo.com

ABSTRACT

An insight into the budgets for maintenance programmes for Public Office Buildings in Kenya
and many other developing countries reveals budgetary deficits leading to ever increasing
defects backlog. The major consequence of this sad situation is the un-checked deteriorated
state of the public office buildings stock resulting to disruption of delivery of public services
through equipment breakdowns or/and building element or component failures. The aim of this
study is therefore to determine and rate causes of common buildings defects with a view of
formulating appropriate strategies for managing them. The common buildings defects were
established through inspections of sampled public office buildings located in the Nairobi City.
A qualitative research strategy was crafted to obtain perceptions of sampled maintenance
experts in the public sector on eight possible causes of buildings defects. The ranking of the
eight possible causes of common buildings defects. The ranking of the eight possible causes
was analysed in a Likert Scale of 1 in 8 through computation of the mean item scores. The
findings established that poor supervision, negligence, vandalism and design deficiency are
major contributors to common defects. The findings are expected to aid policy makers put in
place preventive strategies to minimize the manifestation of common defects with the purpose
of drastically reducing maintenance workscope and budgets.

Key Words:
Public Office Buildings, Building Maintenance, Defects Causes, Defects Ratings.
INTRODUCTION

The aging, utilization and exposure of all classes and categories of buildings to the weather
culminates to deterioration and reduced performance. The rationale behind building
maintenance is to increase service life of buildings by delaying deterioration, decay and failure
by extending usage (Idris et al, 2009). It is therefore imperative that factors that instigate and
accelerate the manifestation of defects are assessed.

Public office buildings provide infrastructure for the delivery of public services to citizens. The
need to have the spaces provided by this facilities in reasonable standards to achieve the
desirable functionality requirements is paramount (Maver, 1971 and Ozguner, 1986). This is
however not the case in the developing world, thus challenging key policy makers to engage a
paradigm shift from contemporary maintenance systems bedeviled with in-efficiency and low
budgetary provision.

A desirable maintenance system would incorporate an effective/efficient building maintenance

framework that would meet maintenance targets within optimal budgets. In-adequate budgetary
allocation for maintenance programmes of public facilities in Malaysia has consequently made
it difficult to meet maintenance targets (Lateef 2009 and Ishak et al, 2009). This is the
situation in Kenya that has led to un-checked deterioration of the public office building stock
(Republic of Kenya, 2011). With the ever increasing public office buildings stock coupled with
no commensurate budgetary backup, it is only necessary that appropriate strategies are put in
place to bring down maintenance workscope, key of which to manage impacts of causes of
common defects.

The study therefore attempts to investigate causes of common defects with a view of crafting
appropriate preventive maintenance strategies to effectively manage their impacts with the long
term goal of minimizing maintenance workscope. The resultant reduced maintenance
workscope would lower maintenance budgets, a scenario that is appropriate for Kenya and
other third world countries where budgets for public building maintenance programmes are
constrained.

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BUILDING DEFECTS, CAUSES AND RATINGS

Several definations of a building defect have been coined by various experts in the building
maintenance fraternity. Diyana (2009) defines a defect as non-conformity with a specified
standard or characteristic. www.buildingdefect.com.au,2009 however defines a building defect
as non-compliance with the building code for newly constructed buildings and non-compliance
with maintenance standards for old buildings. A defect is therefore a material, component or
finish which does not meet its expected performance criteria.

The existing situation in the third world reveals that despite governments commitments
toward building maintenance, Public buildings have not been effectively maintained. For
instance, Ahmad et al (2006) claims that public buildings in Malaysia lack adequate attention
even though the government has allocated enormous resources to finance maintenance
activities. In Kenya, the situation is worse as maintenance targets cannot be met culminating to
serious defects backlog rendering most public buildings in deplorable conditions. (Republic of
Kenya, 2011). This state of events calls for a review, re-evaluation and re-assessment of the
current maintenance systems to mitigate on its shortcomings. One of the key areas in
maintenance considered for investigation in this study to partly achieve the objective is to
determine and rate causes of building defects so as to be able to reduce maintenance workscope
through appropriate preventive maintenance strategies.

Chartered Institute of Buildings (1990) propagates that the key rationale behind maintenance is
to keep, restore and improve facility of building and its services to set standards through
appropriate management of defects. The determination and rating of causes of common
building defects therefore provides an insight on the preventive maintenance mechanisms
required to minimize their impacts.

Thorough and accurate defects analysis is key to successful maintenance as this is a sure way
of diagnosing their root causes (Chohan et al, 2011). This will therefore certainly provide the
appropriate prescriptions for managing the defects rather than treating the symptoms.

In general, there are several building defects spread in various building elements or component.
Akasha et al (2007) states that maintenance activity covers the whole building envelope which
include structural systems, roofing, exteriors/interiors, walls. In addition, electrical/mechanical
services and the surround of buildings are also key components of a building envelope. A
comprehensive building maintenance strategy must therefore target defects in all components.
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Past studies reveal the existence of various classes of defects in the post-occupancy stage of
buildings attributed to various reasons. Chohan et al (2011), Desai (2008), Kamal et al (2007),
Diyana (2009), Ahmad (2004), Teo et al (2006), Chong et al (2006),Lounis et al (2000) and
www.resource4constructiondefects.com/topics/causesofdefecs.html conducted studies on
defects on various building types from residential properties to office buildings including
historical ones, the most prevalent of which include:-

Crazing/Cracklines Chalking

Delamination Paint peeling

Algae growth Dampness/Water seapage

Hairy and structural cracks Falling of concrete cover

Spalling Deflection or sagging of structural

elements
Corrosion of exposed reinforcement
bars
Salty deposits/stains on surface
Sinking or deflection of structural
Holes in walls
members

Disintegration of mortar joints

Efflorescence

Defective rain water goods

Fallen/loose plaster

Leaking plumbing/drainage fittings

Faade deterioration

Defective joinery fittings

Leakage as a result of roof envelope
failure Fallen off/broken glass panes

Honey combing Warped/rotten timber

Defective electrical fittings Blocked storm water/sewer drains

General vandalism Unustable foundation

Termite infestation on timber.

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These defects are therefore common and appear from building to building calling for need
to strategise on how to manage their manifestation in order that maintenance workscope
and costs are controlled.

Establishing and managing the root causes of building defects is significant in minimizing
building maintenance cost, a strategy that could do well in the developing world where
financing of maintenance of public buildings is a major challenge. This fact is confirmed
by Lee (1987), Al-Khatam (2003), Ahmad (2004) and Kamal et al (2007) who argue that
building defects should not just be managed through treatment of symptoms but through
accurate diagnosis of their root causes for either elimination or minimization. Chong and
Low (2006) however indicates that eliminating building defects altogether can be an uphill
task. Timely and accurate diagnosis of defects is therefore a fundamental strategy towards
effective management of maintenance of public office buildings.

While www.buildingdefects.com.au,2009 cites substandard workmanship, lack of

expertise, non-compliance with standards, lack of adequate maintenance, aging, lack of
professional supervision and insect infestation are major catalysts for defects manifestation.
The National Building Agency (1985) attributes causes of defects primarily as design
deficiency and poor supervision. Kamal et al (2007) refers to five main factors that include
designs not being sensitive to climatic and geological conditions, subjecting the buildings
to the functions and loads for which they were not designed for, inadequate maintenance to
check further deterioration of building elements and gross neglect arising out of failure to
regularly inspect/carry out maintenance. According to www. resourceconstructiondefects.
com the major causes of common defects include improper soil analysis, adoption of
defective building materials, negligent construction and construction deficiencies. Studies
by Al-Khatam (2003) reveal that most building defects arise out of faulty designs, poor
workmanship and poor management attributed to designers, maintenance experts and
contractors expertise; experience and non compliance with specifications, a scenario that is
also projected by Ramly et al (2007) and Chohan et al (2010). Olubodem and Mole (1999)
also argues in favour of design criteria but however includes ageing as a major contributor
to general wear and tear in public buildings. Olubodun (2001) however cites vandalism and
improper use of property as major instigators of defects in public buildings, an aspect that
has resulted to the dilapidated condition of public office buildings in Kenya. An
investigation done by Diyana (2009) concludes that poor workmanship as a result of in-
effective supervision during the construction stage is a major contributor to defects
manifestation confirming the fact that buildings whose construction do not allow for
appropriate quality control measures have major defects at post-occupancy stage. In-
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 adequate funding of maintenance programmes leads to defects backlogs and can in essence
trigger more severe and costly defects that could even cause total structural failure
(Bowles et al (1997), Chanter and Swallow (2007), Adenuga et al (2007).

That the maintenance funding allocations for public buildings is never adequate is also
experienced in Kenya and has significantly contributed to the dilapidated state of Public
buildings (Republic of Kenya, 2011). This has been compounded by the other factors
discussed above that instigate defects in various ratings. The factors that cause defects in
public office buildings can therefore be summarized as normal tear/wear through aging,
vandalism, design deficiency, negligence, natural phenomena, termite infestation,
management problems and poor supervision. The study aims to rate these factors in order
of severity to determine those with significant impacts for prioritization for management
which in the long run will minimize maintenance costs of public office buildings in Kenya .

RESEARCH METHDOLOGY

A qualitative strategy with a cross section survey design was adopted for the study. Ninety (90)
experts were identified through a simple random sampling technique from a target population
of one hundred and twenty (120) maintenance experts across the public sector based in the
Nairobi City. The common buildings defects were established through an inspection of thirty
nine (39) public office buildings sampled from a target population of fifty two (52) builidngs
by means of a stratified random sampling technique. Structured questionnaires were
administered to the sampled maintenance experts to obtain their perceptions on the ratings of
the common possible factors identified. The respondents ranked these factors on a 1in 8 Likert-
scale. The data was then analysed qualitatively using SPSS software to arrive at mean item
scores.

FINDINGS/DISCUSSIONS

An inspection of the sampled buildings revealed defects of more or less similar characteristics
from one building to another that include leakages, broken glass panes , defective
joinery/plumbing/electrical fittings, discoloured surfaces, worn out floors, cracks, blocked
drains and vandalized fittings.

Maintenance experts from the public service were asked to state and rank causes of these
common defects. A list of possible causes of common defects was included in the
questionnaire which acted as a basis for ranking. The list included normal wear and tear,
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vandalism, design deficiency, negligence, natural phenomena, infestation by termites,
management problems and poor supervision.

The ranking was done in order to establish causes of defects with the highest impact to be
targeted for management in maintenance cost minimization. The mean item scores for the
factors was then computed. The results are displayed in Table 1 and graphically represented in
Figure 1.

Table 4.3: Rating of Causes of Common Building Defects

Source: Field Data

Normal tear Design Natural Termite Mgt. Poor

& wear Vandalism deficiency Negligence Phenomena infestation problems supervision

Mean

Item

Score 0.49 0.59 0.57 0.63 0.40 0.38 0.53 0.63

Figure 1: Graphical Representation of Rating of Causes of Common Buildings Defects

Source: Field Data

99% of the sampled maintenance experts responded and ranked the various causes of common
building maintenance defects in a Likert Scale of 1 in 8 at different ratings. The ratings were
computed in the form of mean item scores placing poor supervision and negligence on top as
the most significant contributors to common buildings defects at 0.63 with natural phenomena
lying last at 0.40. Rating for other causes include vandalism at 0.59, design deficiency at 0.57,
management problems at 0.53, in addition to normal wear and tear at 0.49. The rating of the

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causes of defects was necessary to prioritize the causes with most impact for management so as
to minimize maintenance costs in the long run.

The high rating for poor supervision agrees well with the findings from Al-Khatam (2003),
Diyana (2009), National Building Agency (1985) and www.buildingdefect.com.au, 2009. In
addition, negligence which tied with poor supervision in first ranking confirms findings from
Kamal et al (2007) and Olubodun. (2001). Photographs 1 and 2 below captures defects
attributed to poor supervision and negligence respectively as observed during an inspection of
the sampled public office buildings.

Photograph 1: Peeled off PVC Floor Photograph 2: Loose Electrical Power

Finish at Treasury Attributed to Poor socket at Works House Attributed to
Supervision During Construction. Negligent Movement of Furniture or Goods
This requires negligible effort to repair

The extent of vandalism in public office buildings as instigator of defects is demonstrated by

this study which mirrors the findings of Olubodun (2001). Photographs 3 and 4 depicts defects
generated through vandalism.

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Photograph 3: Missing Firefighting Photograph 4: Missing Manhole Cover at
Hosereel Equipment at Jogoo House A NSSF Building Attributed to Vandalism
Attributed to Vandalism.

Although the study findings rank the design deficiency factor lowly at fourth position, this
does not agree with past findings from Oluboden and Mole (1999), Ramly et al (2007) and
Chohan et al (2010) who emphasizes on design deficiency as a major contributor to defects.
The main reason for this discrepancy could be as a result of the difference in scope of the
studies. This study focused in public office buildings where design quality is guaranteed as
opposed to the three past studies referred to above. Photographs 5 and 6 below highlights
design related defects captured during an inspection of sampled public office buildings.

Photograph 5: Defective Ceramic Floor Photograph 6: Damaged Kitchenette

Finish at Sheria House Attributed to Timber Work Top and Peeling Paint
In-appropriate Specification/Design. Due to Dampness at Jogoo House A
Attribured to Deficient Design.

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CONCLUSION/RECOMMENDATIONS

The aim of this study was to identify public office building defects and causes. It further
included rating of factors that cause defects to enable maintenance managers prioritize those
with the most impact for management. Appropriate strategy for managing these defects
contributing factors is inevitable where there is greater need to minimize maintenance costs
either for low budgetary provision or some other constraints.

The defects identified are majorly on masonry, concrete, carpentry/joinery, finishes and
electrical/mechanical services. This include cracks, plant growth, corrosion, faade
deterioration, structural failure, leakages/dampness, peeling plaster/paint, cracked/fallen glass
panes, defective fittings, warped/rotten timber, termite infested timber and vandalized fittings.
The major causes of defects in order of ranking with the most rated first include poor
supervision, negligence, vandalism, design deficiency, management problems, normal
tea/wear, natural phenomena and termite infestation.

The implication of these findings is that poor supervision, negligence, vandalism and design
deficiency which has the most impact in instigating defects should be prioritized for
management in order that building maintenance costs are drastically reduced in the long run. It
is therefore recommended that further studies are directed to investigate appropriate strategies
that would minimize the impacts of the defects causing factors.

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