Facilities & Services at ECU
Maintenance Contract
for
Fixed Plant & Equipment
at
Churchlands, Joondalup & Mount Lawley
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Overview:
Presentation of a case study of a:
Maintenance Contract for Fixed Plant & Equipment
 A Significant contract for ECU $
 Major Change Initiative
 New Maintenance Strategy
 I/R workplace change
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Key Objectives:
To obtain a change in maintenance strategy
 From a reactive approach (Breakdown)
To
 A more planned approached - with more
emphasis on preventative maintenance
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Drivers:
Finance & Physical Infrastructure
14 benchmarks of which 6 are of concern to facilities
managers :
• Strategic asset management
• Recurrent maintenance funding
• Facilities maintenance backlog
• Space management
• Central teaching space usage and effectiveness
• Large equipment utilisation
T he Unive rsity of Sydne y
McKinnon Benchmark Report to DETYA
Facilities & Services at ECU
Facilities Manage men t Office
Fixed Plant & Equipment Contract
Situation:
To be addressed:
 Little to no preventative maintenance
 No record of maintenance
 Ad hoc contract arrangements
 Inefficient delivery of maintenance
 Lack of preventative maintenance
planning
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Structure Prior to Contract
Operations Manager
Technical Support
Churchlands
Mt Lawley
Joondalup
Maint. Officer (Elec)
Maint. Officer (Elec)
Maint. Officer (Fit)
Electrician
1
Electrician
1
Electrician
1
Carpenter
2
Carpenter
2
Carpenter
1
Fitter
1
Fitter
2
Trades Assistant
1
Trades Assistant
1
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Therefore
Aim To provide:

Improved service quality & efficiency

Improved plant reliability

Improved plant & equipment life

Improved maintenance planning

Improved information
Facilities & Services at ECU
Fixed Plant & Equipment Contract
By
Providing quality:

Preventative

Corrective

Breakdown
 & Planned

Maintenance
Risk Sharing arrangement
Facilities & Services at ECU
Fixed Plant & Equipment Contract
• Methodology
Review of current practice at other Universities
 Delivered inhouse
 Part inhouse Part contract (formal or ad hoc)
 Contract
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Selected Methodology
Contract Based on:
 Defence
Similar to:
 University of NSW
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Nature of Contract
Single contract for all campuses for all:
 Fixed Plant & Equipment
 Associated Electrical Services
 Associated BMS Controls
 Water Treatment
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Solution:
Seen as:
 Outsourcing preventative maintenance planning
 Totally outsourcing delivery of maintenance to one
contractor (Provide variability)
 Fixed price for a five year period
 Use our system (FMMS) for recording data
 Risk share with the contractor
Facilities & Services at ECU
Fixed Plant & Equipment Contract
• Contracting Process
 Consultant Selected, Sinclair Knight Merz
 Expressions of interest from industry
 Selected four to tender
(Asset Services, Haden, TAM & Transfield)
 Required six buildings to be sampled
 Data entered into FMMS
 Priced the six & extrapolated
Facilities & Services at ECU
Fixed Plant & Equipment Contract
• Phasing of the Contract
 Stage one (eight weeks)
 Collect data & enter into FMMS
 Stage two (three years + two)
 Maintain all FP&E
 Annual condition audit
 Maintain FMMS & report monthly
 RWL $5,000
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Working arrangements
 ECU maintains a call centre for all calls
(24 hour call to 9400 5554)
 Call centre directs call to relevant campus printer
(Soft copy to Assets)
 Assets provide feedback directly into FMMS
 Assets provide monthly
performance reports
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Facility Maintenance Management System
(FMMS)

Planning tool for preventative maintenance

Logs all maintenance calls

Hierarchical system

Records performance and costs
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Change Management Process:
Operations Manager
Technical Support
Contract
Facilities & Services at ECU
Churchlands
Mt Lawley
Joondalup
Maint. Officer
Maint. Officer
Maint. Officer
Electrician
Fitter
Electrician
Carpenter
Carpenter
Carpenter
Fixed Plant & Equipment Contract
Contractor Arrangements:
Contract Manager
Maintenance Planner
Joondalup
ECU Contract
Manager
Contract
Supervisor
Churchlands
Mt Lawley
Joondalup
Resources
Refrig Mech.
Refrig Mech.
Refrig. Mech
Refrig. Mechs
Fitters
Electricians
Sub Contracts
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Contract KPIs

Breakdown/Corrective
Breakdown Jobs
120
100
80
Yr 1
Yr 2
60
40
20
0
May Jun
Jul
Facilities & Services at ECU
Aug
Sep
Oct
Nov
Dec
Jan
Feb Mar Apr
Fixed Plant & Equipment Contract
Corrective as a % of Total Jobs
Corrective as %
90
80
70
60
50
Yr 1
Yr 2
40
30
20
10
0
May Jun
Jul
Facilities & Services at ECU
Aug
Sep
Oct
Nov
Dec
Jan
Feb Mar Apr
Fixed Plant & Equipment Contract
Category cost of Maintenance
Code
Break
Correct
Prev
Total 1/331/3
Total for
month
Total
YTD
$138
Works
previous
months
0
INSP
0
$138
0
$138
$6,073
INST
0
0
0
0
$4,341
$4,341
$21,952
MOD
0
$702
0
$702
$1,512
$2,214
$34,455
REP
$7,527
$6,375
0
$13,902
$10,943
$24,845
$286,118
SECA
0
0
0
0
0
0
$140
SERV
0
$276
$7,948
$8,223
$2,152
$10,376
$146,903
WARR
0
0
0
0
0
0
$46
Totals
$7,527
$7,491
$7,948
$22,955
$18,948
$41,914
$495,687
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Completion Time by Priority
Compliance by Priority for Month
50
45
45
40
Job Count
35
30
Complies
Not Complying
25
20
17
15
P1 = 1 hr R & 24 hr R
9
10
5
2
P2 = Urgent R&R in 24hrs
0
Priority 2
Priority 3
Priority
Facilities & Services at ECU
P3 = Operational 7 w/days
Fixed Plant & Equipment Contract
Maintenance Costs $/M2
Mech Maint Cost/m2
For March 02
$/m 2
$0.35
$0.30
$0.25
$0.20
$0.15
$0.10
Cost/m2
CH
-B
CH 00
-B 1
CH 00
-B 2
CH -00
-B 3
CH 00
-B 4
CH 00
-B 5
CH 00
-B 6
CH -00
-B 7
CH 00
-B 8
CH 00
-B 9
-0
10
$0.05
$0.00
Building No
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Repetitive Repairs
Oct
CH-B-001-SVAC PK02
Package Unit AC2 (Roof)
2
CH-B-002-SVAC BL01
Boiler A/C Heating (Roof
Plantroom)
2
CH-B-001-SVAC PK02
Package Unit AC2 (Roof)
Nov
Dec
2
3
Jan
Feb
Mar
2
3
3
Displays items for which there have been more than 1 repair in any given month over a
one year period
The month does not display if there are no jobs in that period
Note: does not include Cancelled jobs (Status = CA or CC)
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Condition Audits

Access data base set up to capture asset
condition audit information
 AAPPA descriptors adopted for the audit
 Reports still being developed
 Outcomes to be loaded into FMMS for
tracking purposes.
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Condition Audits
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Contract Audit
• One year into contract an independent auditor
appointed to:
 Confirm maintenance outcomes
 Confirm compliance with accepted PM schedules
 Review adequacy of reporting
 Confirm testing of plant and equipment satisfactory
 Review BMS maintenance for performance
The Audit is to indicate whether the contractor is
performing the work to achieve continuous cost
effective operation
Facilities & Services at ECU
Fixed Plant & Equipment Contract
Audit findings

The maintenance is of a satisfactory level
 There is room for significant improvement
 Shortfalls in planning and delivery including
non -compliance with Statutory Regs
 No vibration analysis or thermal imaging
carried out
Facilities & Services at ECU
Fixed Plant & Equipment Contract
In Summary
• Lessons:
 Change management issues time consuming
 Stage 1 IT issues significant (ECU policies)
 Transition period under estimated (contractor)
 Controls maintenance under estimated by contractor
 Significant benefit in doing it “your way”
Facilities & Services at ECU
Fixed Plant & Equipment Contract
In Summary
• One year on:
 Greatly improved preventative maintenance
 Greatly improved reporting
 Improved understanding of maintenance expenditure
 Improved response times to customer requests
 Ability to demonstrate compliance with statutory
requirements
Facilities & Services at ECU
Would we do it again ?
Yes we would
Any Questions ?
Facilities & Services at ECU