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Standard Form: Property Occupancy Cost Analysis

Principles, Instructions and Definitions

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Standard Form of Property Occupancy Cost Analysis


Principles, Instructions and Definitions

BCIS 3 Cadogan Gate London SW1X 0AS February 1984 (Reprinted August 1991)
1984 BMI

CONTENTS
Page INTRODUCTION PART 1. PART 2. PART 3. Principles of Analysis Instructions and Definitions Elements 3 5 7 11

MODEL FORM OF ANALYSIS

INTRODUCTION
The purpose of property occupancy cost analysis is to provide data which allows comparisons between the cost of achieving various defined functions, or maintaining defined elements, in one building with those in another. Furthermore, analysis creates a framework in which the property manager or surveyor may systematically collect data year by year. An element for occupancy cost analysis purposes is defined as expenditure on an item which fulfils a specific function irrespective of the use or form of a building. The list of elements is, however, a compromise between this definition and what is considered practical. The analysis can either be completed at the elemental level, or, where appropriate, a further breakdown of each element into sub-elements can be prepared. The aim of the BMI Standard Form of Property Occupancy Cost Analysis is to allow standardisation of the system of collection and a single format for presentation: indeed, it has been used for over 20 years by a closed group of subscribers to Building Maintenance Information. The building maintenance sector genuinely requires a systematic method of data collection and it hoped that this document meets this requirement.

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PRINCIPLES, INSTRUCTIONS, DEFINITIONS AND ELEMENTS FOR THE ANALYSIS OF PROPERTY OCCUPANCY COSTS Part 1. Principles of Analysis
1 2 Analyses should contain information which helps organisations understand their own property occupancy problems and find solutions. Analyses should facilitate communications between upper management and maintenance management, centred around budgetary procedures: they should facilitate comparison of property occupancy expenditure from year to year within an organisation and also allow comparison with the annual costs of other organisations. Analyses should contain information which will improve communications between property owners and the design team: they should permit feedback of cost data which can be used for an appraisal of capital costs and running costs. Analyses should be expressed in physical and financial terms. Expenditure in each financial year should be analysed separately on a continuing basis. Analyses should be prepared of expenditure on individual buildings. Costs should be analysed under the elements of property occupancy expenditure defined hereinafter. The contents of each element should be as stated hereinafter. Element costs shall be expressed in to two decimal places. As a basis of comparison, element costs shall be given for 100m2 of floor area, expressed in to two decimal places. Supporting information as described hereinafter should be given so that the analysed costs can be fully understood. Any significant items - technical, financial or otherwise - which are important to the proper understanding of analyses, should be stated. A brief description should be given of the work undertaken under the main items of expenditure. Where costs can be analysed in more detail than requested, these may be given as part of the brief description against the appropriate element. Where costs have been recorded as a lump sum, not in the elemental details required in the form of analysis, they should be allocated to the appropriate elements. Should this not prove possible the sum should be recorded against that element in which the major part of the cost has been incurred and an explanation given as part of the brief description. Where costs are applicable to several buildings they should be apportioned by floor area, eg. consider two buildings A and B, the areas of which are 1,000m2 and 2,000m2 respectively and for which 3,000 has to be allocated. The allocation would be done simply by the following calculation: Building A 1,000m2 3,000m2 2,000m2 3,000m2 x 3,000 = 1,000

4 5 6 7 8 9 10 11 12 13 14 15

16

Building B

x 3,000

= 2,000

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17 18 19

When maintenance or cleaning equipment has been allocated, the method used should be stated against the appropriate element. Where directly employed labour and materials are used, it should be clearly stated how much was allowed for overheads and how these were allocated throughout the elemental analysis. The Instructions and Definitions for the BMI Standard Form of Property Occupancy Cost Analysis are stated hereinafter and should be followed when preparing analyses.

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Part 2. Instructions and Definitions


The following instructions and definitions should be followed when preparing the BMI Standard Form of Property Occupancy Cost Analysis.

Building Type
A brief description should be given of the building type, the estate and the local environment; eg. 5-storey airconditioned offices in city centre location.

Owner/Occupier
Indication should be given of the type of owner and the type of occupier and, where appropriate, the basis of tenure and responsibilities; eg. Owner : Pension Fund Occupier : Public Limited Company full repairing lease for whole building

Location
The location of the building should be given, noting the town or city and county. If necessary, the location may be reported less precisely to preserve anonymity.

Date of Erection
The year in which the building was completed should be entered.

Upper Management Criteria


Upper managements policy for building maintenance should be stated in order of priorities. An indication of policy decisions should be given so as to put the cost data in the proper context of the operating circumstances. Upper managements criteria may include, amongst other considerations: Prestige Minimum legal requirements To have bright and comfortable surroundings for occupants Safety of personnel Minimum cost To keep within predetermined cost levels To maintain a capital asset To keep the building weathertight To budget at a rate of x% of turnover To prevent complaints from tenants To prevent interruption of manufacturing processes

If the budget is modified this should be stated; eg. maintenance budget 100,000 in 1983 reduced by 20% in 1984 to 80,000.

Budget Procedure
Estimate The method by which an estimate for the coming year is prepared should be briefly explained; eg. detailed schedule of work prepared and costed plus x for ad hoc work based on last years maintenance costs. Budget A brief description should be given of the accountants procedures which determine the budget allocation for maintenance; eg. maintenance estimate considered along with other departmental estimates; comparisons made with previous years expenditure; any reductions on the estimates are made in consultation with property manager. Cost Control Procedures and arrangements for reporting to upper management should be described. (Note: cost records and feedback procedures should be described in Maintenance Management and Operation, see below). Eg. quarterly reviews of all expenditure are made against budget items.

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Maintenance Management and Operation


Responsibility Staff responsible for the management of the execution of maintenance and the clerical staff involved should be stated; eg. building supervisor and two assistants; full-time secretary. Total Estate The size of the total estate for which the management has responsibility should be shown; eg. 5,000m2 factory and office accommodation on two sites, three miles apart. Routine Inspections The policy and procedures for inspecting the property should be given stating the frequency and personnel involved; eg. annual inspection by building supervisor supplemented by reports from users. Painting Frequencies State the policy for external and internal painting; eg. externally painted every seven years and internally every five years. Cost Records and Feedback Describe how maintenance jobs are costed and recorded. Also, describe how records are used for the control needs of management; eg. individual job cards costed; costs for each building recorded separately under BMI element headings. Directly Employed Labour The total size of the directly employed labour force should be stated; eg. nine men including one general foreman and one chargehand painter. The numbers employed in each trade should be entered in the spaces provided; eg. Trade Number Painters 5 Joiners 1 Electricians 1 Foreman 1

Incentive Schemes Describe any incentive schemes used for directly employed labour; eg. based on work measurement and standards set by consultants and operated by team of two work study officers and salaries department. Percentage Additions to Cover Overheads Direct overheads should be included in the cost of work undertaken by directly employed labour force and the percentage additions to labour and directly purchased materials should be stated. Where plant is separately costed (ie. not included in foregoing percentages) state the method of allocation and state where the cost is included in the analysis. Note: the costs of maintenance management are show separately at Element 6.6 Property Management. Direct overheads would included insurance, paid holidays, foreman, supervision, etc.; eg. where the directly employed labour force is used, 30% is added to basic labour rates and 15% to basic material costs to cover direct overheads. Percentage of Work Done by DEL and Contracted Out The amount of work done by DEL and the amount done by contract should be stated as a percentage; eg. work done by DEL 70% and contracted out 30%. Forms of Contract The method by which work is let on contract should be stated, describing tendering procedures and contractual arrangements, negotiations, schedules of rates, etc.; eg. three contractors invited to price for term contract for maintenance of 300 houses; lowest accepted, second lowest approximately 2% higher. Contract Supervision The extent of the property managers supervision of contract work should be stated; eg. maintenance manager or DEL general foreman inspects contract work each day; on large contract redecoration work progress reports and interim payments are made monthly.

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Building Function
Space Used The main function and uses of floor space should be stated; eg. 75% production area of light industrial factory; 15% office space; 10% staff facilities. Number of Occupants The approximate number of occupants normally using the building should be stated; eg. 100 staff and 300 patients. Design Criteria The originally intended function of the building and any relevant design criteria should be briefly stated; eg. library designed to have minimal maintenance. Change of Use If the original function of the building has been changed, the facts should be briefly stated; eg. ground floor flat converted 10 years ago to a shop.

Form of Construction
Structure The form of structure should be described; eg. traditional; steel frame; concrete frame; steel portal frame; etc. External Walls The construction of the external walls should be described; eg. cavity wall 250mm thick, faced brick externally, plastered blockwork internally. Windows The types of windows, finishes and decorations should be described; eg. painted galvanised steel casements in timber sub-frames. Roof The construction of the roof and roof finishes should be described; where more than one type of roof occurs, each should be described; eg. pitched roof with concrete tiles and underfelt on softwood rafters; flat roof with three layers of felt and chippings on chipboard and softwood joists. Internal Partitions The construction of internal partitions should be described; eg. ground floor blockwork; first floor timber stud and plasterboard. Floor Structure The construction of the floors should be described; eg. solid concrete ground floor; suspended timber joist and board, first floor. Floor Finishes Floor finishes and their locations should be described; eg. terrazzo to entrance hall and WCs; PVC tiling to general offices and corridors; fitted carpets to directors offices. Fittings and Fixtures Fittings and fixtures should be described; loose furniture such as desks and chairs need not be described; eg. teak laboratory work tops; softwood cupboard and shelf fitments in offices. Internal Decoration Decoration to internal walls and ceilings should be described and a brief specification given; eg. paint to fairfaced blockwork in corridors and WCs; emulsion paint to plaster in offices. External Decoration Decoration to external surfaces should be described and a brief specification given; eg. masonry paint to cement rendering; oil paint to windows and external pipework. Plumbing Water services; waste pipework and internal drains should be briefly described; eg. copper water services; PVC waste pipes; cast iron internal drains, concrete cased.

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Heating and Ventilating The form(s) of space heating should be described, giving, where possible, the mean temperature achieved during winter; eg. gas boiler; low pressure hot water; fan assisted radiators offices 18 degrees Celsius. Lifts and Escalators The make, type, capacity, speed and number of floors served by each lift and escalator should be described; eg. 2 No. 10 person capacity Otis electric lifts serving six floors; speed 1.5m/sec. Other M & E Services Other M & E services, the maintenance and repair costs of which are included in the analysis should be described; eg. emergency lighting; cold stores; sprinkler installation.

Parameters
Gross Floor Area Total of all enclosed spaces measured to the internal faces of external walls; open balustrades, louvers, screens and the like, shall be considered to be enclosing walls. Height To ridge average height from ground level to top of ridge To eaves average height from ground level to underside of eaves Storeys Above Ground Floor The number of storeys above ground floor should be stated; include ground and mezzanine floors; exclude lift, plant or tank rooms and the like above main roof slab. Storeys Below Ground Floor The number of basement floors should be stated. Floor to Ceiling Height Measured from floor finish to underside of ceiling finish; where heights vary, an average shall be given or the heights of various parts of the building shall be shown separately; eg. offices, 3.5m; production area, 5.7m. Area of Roofs Pitched and flat roofs should be measured separately; measured on plan area over eaves. Area of External Glazing Area of windows, glazed screens, glazed curtain walling, glazed doors, etc. Area of External Works Total site area related to the building; areas occupied by buildings shall be excluded; should the site contain several buildings, the costs of maintenance to external works should be analysed as a separate exercise.

Comments
Other Relevant Data Any information which could provide a more meaningful interpretation of the analysis should be given. Design Shape A thumbnail sketch of the building showing overall dimensions and number of storeys of each relevant part, related to ground floor datum, (ie. + for ground floor and upper storeys, - for basement storeys), would be a useful appendage.

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Part 3. Elements
The following is the list of elements used in the BMI Financial Statement to collect data in accordance with the Standard Form of Property Occupancy Cost Analysis. The analysis is of expenditure in one financial year, which should be stated. Costs should be allocated to the appropriate element in accordance with the Principles of Analysis and the following notes.

0.

Improvements and Adaptations

Work arising from building extensions, alterations and changes in use or quality of buildings (but not direct replacements which would be included with the appropriate element below). Included here would be new construction work, alterations to structures or services, installation of new services and work to comply with legal requirements; eg. new annexe; moving of new partitions; alterations to heating services; construction of fire escape; etc.

1.

Decoration
1.1 External Decoration Decoration or redecoration externally. Include making good and washing down any decorated services in lieu of redecoration, such as washing down walls, Exclude washing down undecorated external walls such as stone-faced elevations, which will included in Element 4.2 Cleaning External Surfaces. Internal Decoration Decoration or redecoration internally. Include making good and washing down of any decorated surfaces in lieu of redecoration, such as washing down walls.

1.2

2.

Fabric
2.1 External Walls Repairs to external structural walls, curtain walls, cladding, glazed screens, external doors and windows; restoration (eg. stonework) should be included here. Roofs Repairs to flat and pitched roofs, roof lights, lean-to-roofs and the like, together with associated work such as roof flashings, DPCs, gutters and the downpipes. Where costs of work to pitched and flat roofs have been recorded separately, these may be shown separately. Other Structural Items Repairs to ducts, internal doors, borrowed lights, frames, stairs, balustrades, dado rails, gantry rails, ironmongery (eg. locks and closers etc.), external fire escapes, floor structures, etc. Where costs of work to any of these items have been recorded separately, they may be shown separately. Exclude heating ducting which is under Element 3.2 Heating and Ventilating. 2.4 Fittings and Fixtures Repairs to fitted cupboards, seats, notice boards, shelving, worktops, fireplaces, grillages, blackboards, etc. Loose furniture such as chairs, desks, etc; furnishings such as curtains, drapes and blinds, etc; and any fittings associated with mechanical or electrical services such as cookers and free standing fires are not to be included. Internal Finishes Repairs to internal finishes such as floor finishes (tiles, blocks, carpeting, etc.), wall finishes (plaster, lining board, tiles, etc.) and ceiling finishes (plaster, suspended systems, tiles, etc.). Exclude making good any surfaces for decoration.

2.2

2.3

2.5

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3.

Services
3.1 Plumbing and Internal Drainage Repairs and servicing to plumbing and internal drainage including work to: rising mains, storage tanks and cisterns, hot and cold water services, sanitaryware, WC pans, urinals, sinks, taps, valves; waste, soil, overflow and vent pipes; internal manholes, rodding eyes and access covers; and the cleansing of interceptors. Include work to hot water pipework and accessories from the calorifier or hot water tank to outlets. Exclude calorifiers, expansion tanks and the remainder of the primary system which are included in Element 3.2 Heating and Ventilating. External drainage is excluded from this element but is included in Element 8.2 External Services. 3.2 Heating and Ventilating Repairs and servicing to fuel tanks, boilers, flues, plant, pumps, motors, filters, switches, expansion tanks, pipework up to and including calorifiers, radiators, ducts, valves, fans and equipment associated with heating and ventilating installations and air conditioning. Lifts and Escalators Repairs and servicing to lifts and escalators including paternosters, dumb waiters and moving walkways. Electric Power and Lighting Repairs and servicing to electrical switch gear, fuse boxes, busbars, casings, wiring and conduit to lighting and power supply. Exclude special circuits (starting from their controlling fuses and switchgear) such as fire alarms, bell systems, emergency lighting, clock systems, etc. 3.5 Other M & E Services Repairs and servicing to other mechanical and electrical services which are part of the building, such as filter plant, fire alarm and bell systems, emergency lighting, clock systems, hospital gas (oxygen, etc) lines, fire fighting equipment, incineration, compressed air equipment, cold stores, special electrical services, flood-lighting and lightning conductors. Exclude user services which are independent of the building such as telephones, typewriters, cookers and refrigerators, and cranes unless forming part of the function of the building, eg. overhead gear in abattoirs.

3.3

3.4

4.

Cleaning
4.1 Windows Cleaning windows, glazed curtain walling and glazed screens, etc. State in the Brief Description the frequencies and whether one or both sides are cleaned. External Surfaces Cleaning external surfaces of the building, eg. cladding or stonework faces, etc. Exclude the cleaning of external wall surfaces which is accompanied by restoration (eg. stonework); this is included in Element 2.1 External Walls. 4.3 Internal All internal cleaning, other than windows, eg. cleaning floors, vacuum cleaning, shampooing carpets, dusting and cleaning ledges, furniture and fittings. Include all costs of materials and allocate machine costs. Exclude washing down walls or paintwork done in lieu of redecoration, which is included in Element 1.2 Internal Decoration.

4.2

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5.

Utilities
The net costs arising from the use of utilities should be recorded under one of the sub-elements. Exclude attendants costs which are included in Element 6.1 Services Attendants. Where costs are applicable to several buildings, as when several buildings are served by only one meter or there is a district scheme, costs should be allocated by floor area ratios and the detail shown on an accompanying sheet (see Principles of Analysis). Sub-elements are as follows: 5.1 5.2 5.3 5.4 5.5 5.6 Gas Electricity Fuel oil Solid fuel Water rates Effluents and drainage charges

6.1

Administrative Costs
6.1 Services Attendants Salaries, wages, insurances, etc. and other costs of boilermen and such labour attending upon the equipment directly serving the building and including operatives partly responsible for the operation of the equipment whose costs cannot be allocated to specific functions such as caretakers. Porters (Element 6.3), security staff (Element 6.4), staff executing rubbish disposal (Element 6.5) and management staff (Element 6.6) are not included in Element 6.1. 6.2 Laundry Provision of toilet facilities, (eg. towels, soap, etc.) relevant to the functioning of the building and including cleaning uniforms of services attendants. Exclude special user requirements such as the laundering of hotel bedding, etc. 6.3 Porterage Salaries, wages, insurances, etc. and other costs of staff engaged in fetching, carrying and directing visitors. Security Salaries, wages, insurances, etc. and other costs of staff engaged to maintain the security of the building; or payments made to a contractor executing this service. Rubbish Disposal Salaries, wages, insurances, etc. and other costs of staff engaged in the collection, removal and disposal of rubbish from buildings, together with an allocation of costs for any equipment used; or payments made to a contractor executing this service. Property Management All costs of supervisory staff (eg. architect, surveyor, building supervisor, etc) and clerical staff. Note: Where it is appropriate to make an allocation of cost, this should be as set out in the Principles of Analysis. Administrative costs include expenses such as travel, car allowance, overtime payments, etc. but care should be taken not to include the cost of DEL foremen, etc. whose costs are considered direct overheads to the DEL force (see notes referring to Percentage additions to cover overheads). Costs should also include an allowance for the use of equipment where this is necessary and these should be allocated as set out in the Principles of Analysis. BCIS

6.4

6.5

6.6

7.

Overheads
7.1 Property Insurance Premiums for insuring the property. A description of the insurance cover, all properties covered and the capital sums insured should be stated. Rates Local authority rates; the rateable value and poundage should be stated.

7.2

8.

External Work
Repairs, maintenance and servicing in connection with external areas relating solely to the building being analysed should be recorded. Where external works relate to several buildings, a separate analysis shall be prepared of this expenditure as it would be inappropriate to allocate costs to any one building. Sub-elements are as follows: 8.1 8.2 8.3 8.4 Repairs and decoration External services (work on drainage, water, electric or gas amenities). Cleaning Gardening

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