Quarterly FM Inspection - PAM

Inspection detail

• Client

• Property name

• Property type

  Select multi tenanted office single tenant office retail estate light industrial estate mixed use estate FRI vacant premise

  • multi tenanted office
  • single tenant office
  • retail estate
  • light industrial estate
  • mixed use estate
  • FRI
  • vacant premise

• No. of occupied units

• No. of unoccupied units

• No. of tenants

• Conducted on

  Date

• Inspection completed by

  Sign

• At the first stage of every inspection you must select the in built GSM tagging tool below. Click 'locate' and use the 'locate me' tab to assign the location, this will select the address you are located at. This is our electronic proof to satisfy insurers that the inspection took place at the time and date stated.
  

• Confirmation of Location (GPS)
  Address

Signature

Internal common areas (Housekeeping, building fabrics, signage, heating / cooling, security)

• Tick to add inspection record

• Entrance / Reception<br>

  4

  3

  2

  1

  N/A

• Ground floor

  4

  3

  2

  1

  N/A

• 1st floor

  4

  3

  2

  1

  N/A

• 2nd floor

  4

  3

  2

  1

  N/A

• 3rd floor

  4

  3

  2

  1

  N/A

• 4th floor

  4

  3

  2

  1

  N/A
Additional floors

• Floor

• Condition

  4

  3

  2

  1

  N/A

• Risers secure and free of waste material

  4

  3

  2

  1

  N/A

• Welfare facilities (common areas)

  4

  3

  2

  1

  N/A

• Lifts

  4

  3

  2

  1

  N/A

• Staircases

  4

  3

  2

  1

  N/A

• Escape routes (including final exits)

  4

  3

  2

  1

  N/A

• Basement corridors

  4

  3

  2

  1

  N/A

• Plant areas

  4

  3

  2

  1

  N/A

• Bin / waste storage areas (internal - including compactors)

  4

  3

  2

  1

  N/A

• Car parking facilities (internal)

  4

  3

  2

  1

  N/A

• Loading bay / goods areas

  4

  3

  2

  1

  N/A

Unoccupied areas

• Tick to add area inspected

• Floor / location

• Condition

  4

  3

  2

  1

  N/A
Another location

• Area / location

• Condition

  4

  3

  2

  1

  N/A

Roof

• Tick to add detail of roof inspection

• Access secure with warning / information signage in place?

  4

  3

  2

  1

  N/A

• Strict operation of fall arrest system evident?

  4

  3

  2

  1

  N/A

• 'Safe' walkways clearly demarcated?

  4

  3

  2

  1

  N/A

• Edge protection in visibly good condition?

  4

  3

  2

  1

  N/A

• Fragile surfaces clearly marked?

  4

  3

  2

  1

  N/A

• Adequate lighting and way-finding?

  4

  3

  2

  1

  N/A

• Adequate emergency warning information (signage, sounded, beacons etc.)?

  4

  3

  2

  1

  N/A

• General condition

  4

  3

  2

  1

  N/A

Property exterior and structure

• Note: This constitutes a visual inspection only. It is not to be treated as a full condition survey or structural survey.

• General visual condition of brickwork, chimneys, stonework and plaster

  4

  3

  2

  1

  N/A

• Adequacy and effectiveness of surface water drainage

  4

  3

  2

  1

  N/A

• Visual condition of guttering, downpipes and external ducts / vents

  4

  3

  2

  1

  N/A

• Exterior appears wind and water tight

  Yes

  No

  N/A

• Lighting

  4

  3

  2

  1

  N/A

• Exits, entrances and emergency provisions clear

  4

  3

  2

  1

  N/A

• Paving / pathways

  4

  3

  2

  1

  N/A

• Staircases / steps

  4

  3

  2

  1

  N/A

• Bin / waste storage areas (external - including compactors)

  4

  3

  2

  1

  N/A

• Gates / barriers

  4

  3

  2

  1

  N/A

• Boundary walls and fences

  4

  3

  2

  1

  N/A

• Roadways and traffic routes

  4

  3

  2

  1

  N/A

• Signage and road markings

  4

  3

  2

  1

  N/A

• Car parking facilities

  4

  3

  2

  1

  N/A

• General cleanliness / litter

  4

  3

  2

  1

  N/A

• Trees and landscaping

  4

  3

  2

  1

  N/A

Daily / weekly / monthly checks

• Daily task - security / property check

  4

  3

  2

  1

  N/A

• Daily task - fire suppression system operation check

  4

  3

  2

  1

  N/A

• Weekly task - fire alarm test

  4

  3

  2

  1

  N/A

• Weekly task - lift alarm / phone check

  4

  3

  2

  1

  N/A

• Weekly task - sprinkler flow valve test

  4

  3

  2

  1

  N/A

• Weekly task - water outlet flushing regime

  4

  3

  2

  1

  N/A

• Monthly task - emergency lighting test

  4

  3

  2

  1

  N/A

• Monthly task - final exit door check

  4

  3

  2

  1

  N/A

• Monthly task - water temperature checks (domestic system)

  4

  3

  2

  1

  N/A

Site documentation / procedure

• You should confirm that the information referred to in this section is up to date and appropriately displayed or communicated.
  Generally it is expected that the documents will be available on site. This, and their use, should be confirmed during the inspection.
  Where items are not readily available on site but are communicated through other means there must be positive evidence of this.
  If an item is not applicable, this should be explained in notes.

• Current employer's liability insurance certificate in place

  4

  3

  2

  1

  N/A

• Fire emergency information available and up to date

  4

  3

  2

  1

  N/A

• Vital building information and emergency contact form in place and up to date? (Copy must be present at manned sites)

  4

  3

  2

  1

  N/A

• Asbestos register available and up to date?

  4

  3

  2

  1

  N/A

• Sign in / out register in use for visitors and contractors?

  4

  3

  2

  1

  N/A

• Visitor h&s information displayed?

  4

  3

  2

  1

  N/A

• Property hazard form available and up to date?i

  4

  3

  2

  1

  N/A

• Risk register in place and includes all significant hazards?

  4

  3

  2

  1

  N/A

• Risk assessments for all on site staff activity sufficient and in place?

  4

  3

  2

  1

  N/A

• Risk register in place and includes all significant hazards?

  4

  3

  2

  1

  N/A

• First aid kit readily available and fully stocked?

  4

  3

  2

  1

  N/A

• All site accidents reported on central online portal?

  4

  3

  2

  1

  N/A

• Energy and water readings taken for all meters on a monthly basis?

  4

  3

  2

  1

  N/A

• Clear arrangements in place for wet weather conditions (items readily available and responsibilities clear)?

  4

  3

  2

  1

  N/A

• Select the question set for the current quarter.
  Each question set examines a different high risk area relevant to our core management obligations.
  You should, wherever possible conduct the inspection with relevant contractors, arranging their attendance in advance.
  For each question you should seek positive and specific evidence. If documentation is not available on site, you should confirm it exists remotely. This may be subsequent to the site visit. Notes should be used to indicate where offsite documents are kept.

• Quarter 1: Jan -Mar

Contractor audit - Engineering / Maintenance

• Main contractor reviewed

• Participants (contractor)

• Are routine checks being carried out in plant areas?

  4

  3

  2

  1

  N/A

• Are PPMs up to date?

  4

  3

  2

  1

  N/A

• Are risk assessments available for all maintenance activities?

  4

  3

  2

  1

  N/A

• Is there evidence that operatives have received copies and understand the risk assessments / method statements?

  4

  3

  2

  1

  N/A

• Are training records up to date for all maintenance personnel?

  4

  3

  2

  1

  N/A

• Is there adequate evidence of control and monitoring of subcontractors?

  4

  3

  2

  1

  N/A

• Are sign in / out and processes being followed?

  4

  3

  2

  1

  N/A

• Is a sufficient permit to work process being implemented and maintained?

  4

  3

  2

  1

  N/A

• Are sufficient critical spares available on site?

  4

  3

  2

  1

  N/A

Topic focus - PPE

• Is there a PPE register and is it up to date?

  4

  3

  2

  1

  N/A

• Is an adequate documented inspection regime for the PPE in place?

  4

  3

  2

  1

  N/A

• Is there sufficient evidence that PPE is being used correctly and is effective?

  4

  3

  2

  1

  N/A

• Has appropriate training /information about the use of PPE been made available?

  4

  3

  2

  1

  N/A

Topic focus - Electrical safety

• Is a suitable fixed wiring test program in place and up to date?

  4

  3

  2

  1

  N/A

• Have all P1 and P2 recommendations been completed or instructed?

  4

  3

  2

  1

  N/A

• Is proof of competency (NECEIC or equivalent) available for all electrical contractors?

  4

  3

  2

  1

  N/A

• Is access to electrical risers and switch rooms adequately secure?

  4

  3

  2

  1

  N/A

• Is there adequate evidence of control of electrical works (PTW / isolation procedures etc.)?

  4

  3

  2

  1

  N/A

• Is a suitable PAT and labelling program in place?

  4

  3

  2

  1

  N/A

• Are all on site staff aware of the checks that should be carried out before using portable electrical equipment?

  4

  3

  2

  1

  N/A

Topic focus - mobile / Portable work equipment (towers, lifting equipment etc)

• List the equipment identified on site.

• Is there an adequate inspection and maintenance program in place for all equipment?

  4

  3

  2

  1

  N/A

• Is there sufficient evidence that the maintenance inspection regime is effective?

  4

  3

  2

  1

  N/A

• Are risk assessments and method statements available for the use of all equipment?

  4

  3

  2

  1

  N/A

• Is there evidence that operatives have received copies and understand the risk assessments / method statements?

  4

  3

  2

  1

  N/A

• Are operating instructions / procedures available for all equipment?

  4

  3

  2

  1

  N/A

• Are the storage arrangements for equipment and accessories acceptable?

  4

  3

  2

  1

  N/A

• Have PPE requirements been identified and implemented?

  4

  3

  2

  1

  N/A

Topic focus - mobile / Portable work equipment (towers, lifting equipment etc)

• Is there an adequate inspection and maintenance program in place

  4

  3

  2

  1

  N/A

• Is there sufficient evidence that the maintenance inspection regime is effective

  4

  3

  2

  1

  N/A

• Are risk assessments and method statements available for the use of all equipment

  4

  3

  2

  1

  N/A

• Is there evidence that operatives have received copies and understand the risk assessments / method statements?

  4

  3

  2

  1

  N/A

• Are operating instructions / procedures available for all equipment

  4

  3

  2

  1

  N/A

• Are the storage arrangements for equipment and accessories acceptable

  4

  3

  2

  1

  N/A

• Have PPE requirements been identified and implemented?

  4

  3

  2

  1

  N/A

• Quarter 2: Apr - Jun

Contractor audit - Security

• Main contractor reviewed

• Participants (contractor)

• Are site assignment instructions in place and up to date?

  4

  3

  2

  1

  N/A

• Is an activity log maintained and up to date?

  4

  3

  2

  1

  N/A

• Can on site-staff demonstrate sufficient awareness of sign in / out procedures?

  4

  3

  2

  1

  N/A

• Can on site-staff demonstrate sufficient awareness of contractor control and permit to work procedures?

  4

  3

  2

  1

  N/A

• Can on-site staff demonstrate sufficient awareness of emergency procedures?

  4

  3

  2

  1

  N/A

• Are all officers displaying their SIA licence?

  4

  3

  2

  1

  N/A

• Are daily walk rounds being completed and logged?

  4

  3

  2

  1

  N/A

Topic focus - Fire

• Are all maintenance records up to date?

  4

  3

  2

  1

  N/A

• Is the operations manual and emergency information up to date?

  4

  3

  2

  1

  N/A

• Are there any unauthorised system isolations or excessive isolations?

  4

  3

  2

  1

  N/A

• Are any current system faults known and being addressed?

  4

  3

  2

  1

  N/A

• Is there a suitable fire door inspection program in place with records available?<br>(All doors should be assessed 12 monthly, not including fire risk assessment)

  4

  3

  2

  1

  N/A

• Is there a currently fire risk assessment with all actions addressed or in progress?

  4

  3

  2

  1

  N/A

• Have any significant changes occurred which may require a revision to the fire risk assessment?

  4

  3

  2

  1

  N/A

• Have copies of tenant fire risk assessments been provided and are they up to date?

  4

  3

  2

  1

  N/A

Topic focus - Training

• Have the training requirements for all site activities been identified?

  4

  3

  2

  1

  N/A

• Are training records for all PROMISE site staff available and up to date (inc. FM / BM)?

  4

  3

  2

  1

  N/A

• Are records of contractor training available and up to date?

  4

  3

  2

  1

  N/A

• Quarter 3: Jul - Sep

Topic Focus - Water hygiene

• Is there a current legionella risk assessment and are all actions complete or in progress?

  4

  3

  2

  1

  N/A

• Are all daily / weekly checks giving results within acceptable parameters?

  4

  3

  2

  1

  N/A

• Have monthly / quarterly water samples been taken and results acted upon?

  4

  3

  2

  1

  N/A

• If results are unsatisfactory, has action been taken to resolve this?

  4

  3

  2

  1

  N/A

• If results have been unsatisfactory have trends been examined for underlying problems?

  4

  3

  2

  1

  N/A

• Are cooling towers in good visible condition?

  4

  3

  2

  1

  N/A

• Are water features in good visible condition?

  4

  3

  2

  1

  N/A

• Is the management responsibilities information up to date?

  4

  3

  2

  1

  N/A

• Are all training records on file and up to date?

  4

  3

  2

  1

  N/A

• Have any significant changes occurred which may require a revision to the legionella risk assessment?

  4

  3

  2

  1

  N/A

• Has the annual management review been completed?

  4

  3

  2

  1

  N/A

Topic focus - COSHH

• Are there adequate, secure storage arrangements for all chemicals?

  4

  3

  2

  1

  N/A

• Are spill kits provided at suitable locations and all full / in date?

  4

  3

  2

  1

  N/A

• Is appropriate PPE available?

  4

  3

  2

  1

  N/A

• Are current safety data sheets and risk assessments readily accessible for all chemicals present?

  4

  3

  2

  1

  N/A

• Is there evidence that operatives have received copies and understand the risk assessments / method statements?

  4

  3

  2

  1

  N/A

• Is there sufficient evidence that COSHH assessments are being followed?

  4

  3

  2

  1

  N/A

• Are training records available for all relevant staff?

  4

  3

  2

  1

  N/A

Topic focus - Asbestos

• Has the potential or presence of asbestos been confirmed (minimum management survey of common areas in property built pre 2000)?

  4

  3

  2

  1

  N/A

• Are responsibilities for managing ACMs defined ( KF and tenant)?

  4

  3

  2

  1

  N/A

• Is an asbestos register available and communicated to contractors?

  4

  3

  2

  1

  N/A

• Is an annual re-inspection carried out ( If required)?

  4

  3

  2

  1

  N/A

• Are any ACMs currently showing signs of damage / lack or repair?

  4

  3

  2

  1

  N/A

• Quarter 4: Oct - Dec

Contractor Audit - Cleaning

• Main contractor reviewed

• Participants (contractor)

• Are risk assessments for all activities in place?

  4

  3

  2

  1

  N/A

• Is there evidence that operatives have received copies and understand the risk assessments / method statements?

  4

  3

  2

  1

  N/A

• Have emergency procedures been communicated to all cleaning staff

  4

  3

  2

  1

  N/A

• Are storage areas tidy and secure?

  4

  3

  2

  1

  N/A

• Are chemical storage arrangements acceptable and MSDS available on site?

  4

  3

  2

  1

  N/A

• Is there adequate control of cleaning chemicals on site?

  4

  3

  2

  1

  N/A

• Is there evidence of control of slip / trip risks?

  4

  3

  2

  1

  N/A

• Are standards of cleaning generally acceptable?

  4

  3

  2

  1

  N/A

• Are catering facilities adequately cleaned ( inc. extract ducts and deep cleans)?

  4

  3

  2

  1

  N/A

Contractor audit - Window cleaning

• Main contractor reviewed

• Participants (contractor)

• Are suitable risk assessments and method statements available on site?

  4

  3

  2

  1

  N/A

• Is there evidence that operatives have received copies and understand the risk assessments / method statements?

  4

  3

  2

  1

  N/A

• Are emergency rescue plans available on site for all work at height?

  4

  3

  2

  1

  N/A

• Are training records up to date for use of work equipment (cradles etc.)?

  4

  3

  2

  1

  N/A

• Is the general standard of cleaning acceptable?

  4

  3

  2

  1

  N/A

Topic focus - Work at height

• Is there an adequate maintenance and inspection regime for all work at height equipment and accessories (cradles, fall arrest, eye bolts etc)?

  4

  3

  2

  1

  N/A

• Does all equipment have a current valid thorough examination certificate?

  4

  3

  2

  1

  N/A

• Are training records for operatives available, and up to date?

  4

  3

  2

  1

  N/A

• Are suitable risk assessments and method statements available for all associated works?

  4

  3

  2

  1

  N/A

• Is there evidence that operatives have received copies and understand the risk assessments / method statements?

  4

  3

  2

  1

  N/A

• Is a sufficient permit to work process being implemented and maintained?

  4

  3

  2

  1

  N/A

• Is there evidence that safe systems of work are being followed in full?

  4

  3

  2

  1

  N/A

• Are emergency rescue plans available on site for all work at height?

  4

  3

  2

  1

  N/A

• Is there evidence that operatives have received training and understand their role in emergency rescue?

  4

  3

  2

  1

  N/A

• Is there a suitable maintenance and inspection regime for all site ladders ( fixed and portable)?

  4

  3

  2

  1

  N/A

• Are storage arrangements for ladders adequate Inc. security to prevent unauthorised use?

  4

  3

  2

  1

  N/A

Topic focus - Waste

• Are carriers licences available and up to date?

  4

  3

  2

  1

  N/A

• Are all waste transfer notes retained and available?

  4

  3

  2

  1

  N/A

• Is there adequate segregation of hazardous waste?

  4

  3

  2

  1

  N/A

• Is there an adequate maintenance and inspection regime for compactors / bailers?

  4

  3

  2

  1

  N/A

• Are operating instructions for any compactors / bailers clearly displayed?

  4

  3

  2

  1

  N/A

• Are there adequate arrangements to prevent misuse of compactors / bailers?

  4

  3

  2

  1

  N/A

• Is waste adequately stored and controlled to prevent fire risks or vermin?

  4

  3

  2

  1

  N/A

Comments

• General comments Including (for example) - General observations from tenant areas - Hazards relating to neighbouring properties or shared areas - Comments or feedback from tenants and onsite staff.

Additional findings / hazards

Add additional findings / actions

• Area / location

• Description of hazard

• Action required and priority

  4

  3

  2

  1

  N/A

Electricity meter readings

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media
Additional meter

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media

Gas meter readings

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media
Additional meter

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media

Water meter readings

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media
Additional meter

• Meter number

• Location / Tenant

• Meter reading

• Add photo of meter

  Media

• Guidance about fire door checks
  
  A fire door is defined as a door or shutter, together with it's frame and furniture, provided for the passage of people, air or goods which when closed is intended to restrict the passage of fire and/or smoke to a predictable level of performance.
  BS9999 recommends at least 6 monthly inspections of fire doors in the building. During the inspection specific components should be reviewed, including:
  - Door leaf
  - Door Frame
  - Door closer (self closing devices)
  - Hinges
  - Intumescent door strip and cold smoke seals
  - Glazing (vision panels)
  - Lock and levers/handles
  - Fire safety signage
  - Hold open devices
  - Gaps around the doors and threshold gaps
  - Panic hardware devices for external final fire exit doors

• Tick to add door inspection

• Door location / identifier

• Door in good condition with no visible holes / damage?

  4

  3

  2

  1

  N/A

• Frame in good condition with no visible holes / damage?

  4

  3

  2

  1

  N/A

• Intumescent and smoke seals in good condition?

  4

  3

  2

  1

  N/A

• Door closes completely and unaided?

  4

  3

  2

  1

  N/A

• Gaps between door and frame ( or between double doors) is acceptable?

  4

  3

  2

  1

  N/A

• Add a photograph of door assessed (photographs of damage / faults should be added against the relevant question)

  Media
Additional door

• Door location / identifier

• Door in good condition with no visible holes / damage?

  4

  3

  2

  1

  N/A

• Frame in good condition with no visible holes / damage?

  4

  3

  2

  1

  N/A

• Intumescent and smoke seals in good condition?

  4

  3

  2

  1

  N/A

• Door closes completely and unaided?

  4

  3

  2

  1

  N/A

• Gaps between door and frame ( or between double doors) is acceptable?

  4

  3

  2

  1

  N/A

• Add a photograph of door assessed (photographs of damage / faults should be added against the relevant question)

  Media