Facilities Services at ECU Maintenance Contract

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 Y A Significant contract for ECU $ Y Major Change Initiative Y New Maintenance Strategy Y I/R workplace change Facilities & Services at ECU

Fixed Plant & Equipment Contract Key Objectives: To obtain a change in maintenance strategy Y From a reactive approach (Breakdown) To Y A more planned approached - with more emphasis on preventative maintenance Facilities & Services at ECU

Fixed Plant & Equipment Contract Drivers: Mc. Kinnon Benchmark Report to DETYA Facilities & Services at ECU

Fixed Plant & Equipment Contract Situation: To be addressed: Y Little to no preventative maintenance Y No record of maintenance Y Ad hoc contract arrangements Y Inefficient delivery of maintenance Y 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 (Fit) Electrician 1 Carpenter 2 Carpenter 1 Fitter 2 Trades Assistant 1 Facilities & Services at ECU

Fixed Plant & Equipment Contract Therefore Aim To provide: Y Improved service quality & efficiency Y Improved plant reliability Y Improved plant & equipment life Y Improved maintenance planning Y Improved information Facilities & Services at ECU

Fixed Plant & Equipment Contract By Providing quality: Y Preventative Corrective Y Breakdown Y Y & Planned Y Maintenance Risk Sharing arrangement Facilities & Services at ECU

Fixed Plant & Equipment Contract • Methodology Review of current practice at other Universities Y Delivered inhouse Y Part inhouse Part contract (formal or ad hoc) Y Contract Facilities & Services at ECU

Fixed Plant & Equipment Contract Selected Methodology Contract Based on: Y Defence Similar to: Y University of NSW Facilities & Services at ECU

Fixed Plant & Equipment Contract Nature of Contract Single contract for all campuses for all: Y Fixed Plant & Equipment Y Associated Electrical Services Y Associated BMS Controls Y Water Treatment Facilities & Services at ECU

Fixed Plant & Equipment Contract Solution: Seen as: Y Outsourcing preventative maintenance planning Y Totally outsourcing delivery of maintenance to one contractor (Provide variability) Y Fixed price for a five year period Y Use our system (FMMS) for recording data Y Risk share with the contractor Facilities & Services at ECU

Fixed Plant & Equipment Contract • Contracting Process Y Consultant Selected, Sinclair Knight Merz Y Expressions of interest from industry Y Selected four to tender (Asset Services, Haden, TAM & Transfield) Y Required six buildings to be sampled Y Data entered into FMMS Y Priced the six & extrapolated Facilities & Services at ECU

Fixed Plant & Equipment Contract • Phasing of the Contract Y Stage one (eight weeks) Y Collect data & enter into FMMS Y Stage two (three years + two) Y Maintain all FP&E Y Annual condition audit Y Maintain FMMS & report monthly Y RWL $5, 000 Facilities & Services at ECU

Fixed Plant & Equipment Contract Working arrangements Y ECU maintains a call centre for all calls (24 hour call to 9400 5554) Y Call centre directs call to relevant campus printer (Soft copy to Assets) Y Assets provide feedback directly into FMMS Y Assets provide monthly performance reports Facilities & Services at ECU

Fixed Plant & Equipment Contract Facility Maintenance Management System (FMMS) Y Planning tool for preventative maintenance Y Logs all maintenance calls Hierarchical system Records performance and costs Y Y Facilities & Services at ECU

Fixed Plant & Equipment Contract Change Management Process: Operations Manager Technical Support Churchlands Facilities & Services at ECU Joondalup Maint. Officer Electrician Fitter Electrician Carpenter Contract Mt Lawley Carpenter

Fixed Plant & Equipment Contractor Arrangements: Contract Manager Maintenance Planner Joondalup ECU Contract Manager Contract Supervisor Churchlands Mt Lawley Joondalup Resources Refrig Mech. Refrig. Mechs Fitters Electricians Sub Contracts Facilities & Services at ECU

Fixed Plant & Equipment Contract KPIs Breakdown/Corrective Facilities & Services at ECU

Fixed Plant & Equipment Contract Corrective as a % of Total Jobs Facilities & Services at ECU

Fixed Plant & Equipment Contract Category cost of Maintenance Facilities & Services at ECU

Fixed Plant & Equipment Contract Completion Time by Priority P 1 = 1 hr R & 24 hr R P 2 = Urgent R&R in 24 hrs P 3 = Operational 7 w/days Facilities & Services at ECU

Fixed Plant & Equipment Contract Maintenance Costs $/M 2 Facilities & Services at ECU

Fixed Plant & Equipment Contract Repetitive Repairs 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 Audit • One year into contract an independent auditor appointed to: Y Confirm maintenance outcomes Y Confirm compliance with accepted PM schedules Y Review adequacy of reporting Y Confirm testing of plant and equipment satisfactory Y 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: Y Change management issues time consuming Y Stage 1 IT issues significant (ECU policies) Y Transition period under estimated (contractor) Y Controls maintenance under estimated by contractor Y Significant benefit in doing it “your way” Facilities & Services at ECU

Fixed Plant & Equipment Contract In Summary • One year on: Y Greatly improved preventative maintenance Y Greatly improved reporting Y Improved understanding of maintenance expenditure Y Improved response times to customer requests Y 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