SLS - Facilities Management: Internal Maintenance Audit (1)

This internal pre-audit check is to be carried out prior to the quarterly external audit by Hilson Moran. This is to aid and assist the Cofely site team in confirming how the site is adhering to the audit and facilities management procedures.

• Audit Title

• Document No.

• Client Site

  Select Block A Block B Block C Block D Block E Block F Block G Block H Block I Block J Block K Stair 2 Stair 22 Stair 23 Management Suite/Hub

  • Block A
  • Block B
  • Block C
  • Block D
  • Block E
  • Block F
  • Block G
  • Block H
  • Block I
  • Block J
  • Block K
  • Stair 2
  • Stair 22
  • Stair 23
  • Management Suite/Hub

• Conducted on

  Date
• Location
  Address

• Carried Out By?

  Mike Turner

  Ray Sharpe

  Graham Bate

1. Client Perception

• Do the Sodexo team communicate with the client on a regular basis to discuss the maintenance progress?<br>

  Yes

  No

  N/A

• Do the Sodexo team complete all necessary documentation to allow the client to view our performance easily?

  Yes

  No

  N/A

• Do the Sodexo team communicate enough with the clients customers and are regular meetings held?

  Yes

  No

  N/A

• Does the client feel that the Sodexo site team conduct their work following good H&S practices? If not please provide example in the comments box.

  Yes

  No

• If not then please give reasons in the text box.

• Does the client perceive the Sodexo team to be well presented?

  Yes

  No

  N/A

• Does the client have good response from Sodexo management team?

  Yes

  No

  N/A

• Does the client feel comfortable with the designated facilities technical/ management team and their level of competence?

  Yes

  No

• If not then please state what you believe is required to increase the level of confidence?

• If applicable, what areas would the client like to see an improvement?

  Applicable

  Not Applicable

• Does the client feel that the Sodexo external support to the contract is sufficient to aid the contractual obligations and the performance of the site team?

  Yes

  No

  N/A

• Does the client perceive that the level of service, response and communication is to their expectation and that there are no major issues? if the client indicates any major issues or concerns please detail in the comments box.

  Yes

  No

  N/A

2. Statutory and Life Systems

• Fire Alarm Systems / PA / VESDA

• Are the current Fire Risk Assessments up to date and the cause and affect protocol still valid for the relevant areas? Check that Sodexo hold a copy and they understand it?

  Yes

  No

  N/A

• Are the weekly Fire Alarm & PA tests are being carried out and logged for all areas?

  Yes

  No

  N/A

• Are the monthly Fire Alarm & PA service tests for relevant buildings are being carried out and logged?

  Yes

  No

  N/A

• Are the quarterly Fire Alarm & PA tests are being carried out and logged & that Tyco report sheets clearly identify which areas have been tested on each visit?

  Yes

  No

  N/A

• Check that any Fire Alarm and PA system recorded remedial works have been completed, acknowledged or actioned in progress? All outstanding remedial actions to be added to comments box.

  Yes

  No

  N/A

• Check that copies of Tyco PPM report sheets are on-site and comply to the contract for Fire Alarm System maintenance, PA System maintenance, where applicable.

  Yes

  No

  N/A

• Enter the date of the last Fire System PPM report sheet for the following buildings

  None Available

  Available

• Block A

  Date

• Block B

  Date

• Block C

  Date

• Block D

  Date

• Block E

  Date

• Block F

  Date

• Block G

  Date

• Block H

  Date

• Block I

  Date

• Block J

  Date

• Block K

  Date

• Stair 2

  Date

• Stair 22

  Date

• Stair 23

  Date

• Management Suite/Hub

  Date

• Sprinkler Systems

• Check where applicable that the Sprinkler System has a separate logbook setup for the particular buildings. Check that weekly, monthly and annual tests are recorded and logged in the aforementioned logbook?

  Yes

  No

  N/A

• Are copies of the report sheets from the sub contractor Tyco on-site and fully completed to comply with the contract?

  Yes

  No

  N/A

• Check that any Sprinkler System recorded remedial works have been completed, acknowledged or actioned in progress. All outstanding remedial actions to be added to comments box?

  Yes

  No

  N/A

• Enter the date of the last Sprinkler System PPM report sheet for the following buildings

  None Available

  Available

• Block A

  Date

• Block B

  Date

• Block C

  Date

• Block D

  Date

• Block E

  Date

• Block F

  Date

• Block G

  Date

• Block H

  Date

• Block I

  Date

• Block J

  Date

• Block K

  Date

• Wet / Dry Risers

• Are there copies of the report sheets from the sub contractor Tyco are on-site and fully completed to comply with the contract?

  Yes

  No

  N/A

• Check that any Wet / Dry Riser recorded remedial works have been completed, acknowledged or actioned in progress. All outstanding remedial actions to be added to comments box.

  Yes

  No

  N/A

• Enter the date of the last sub contractor Wet / Dry Riser System PPM report sheet for the following buildings:

  None Available

  Available

• Block A

  Date

• Block B

  Date

• Block C

  Date

• Block D

  Date

• Block E

  Date

• Block F

  Date

• Block G

  Date

• Block H

  Date

• Block I

  Date

• Block J

  Date

• Block K

  Date

• Podium East

  Date

• Podium West

  Date

• Podium South

  Date

• Emergency Lighting

• Are the Emergency Lighting logbooks up to date, completed for the month, implemented to the required standard and being used?

  Yes

  No

  N/A

• Are monthly function tests being completed and recorded?

  Yes

  No

  N/A

• Are annual emergency light battery drop tests carried out, complete with duration confirmed to last 3 hours and tests recorded?

  Yes

  No

  N/A

• Check that annual certification has been completed and recorded for all buildings?

  Yes

  No

  N/A

• Are there copies of the report sheets from the sub contractor Tyco on-site and fully completed to comply with the contract?

  Yes

  No

  N/A

• Check that any Emergency Lighting recorded remedial works have been completed, acknowledged or actioned in progress. All outstanding remedial actions to be added to comments box?

  Yes

  No

  N/A

• Enter the date of the last Annual 'Drop Test' for the following buildings:

  None Available

  Available

• Block A

  Date

• Block B

  Date

• Block C

  Date

• Block D

  Date

• Block E

  Date

• Block F

  Date

• Block G

  Date

• Block H

  Date

• Block I

  Date

• Block J

  Date

• Block K

  Date

• Stair 2

  Date

• Stair 22

  Date

• Stair 23

  Date

• Management Suite/Hub

  Date

• Lightning Protection

• Check that Lightning Protection annual tests have been completed and certificates have been issued?

  Yes

  No

  N/A

• Are the Lightning Protection sub contractor report sheets on-site and conform to the contract?

  Yes

  No

  N/A

• Check that any Lightning Protection Systems recorded remedial works have been completed, acknowledged or actioned in progress. All outstanding remedial actions to be added to comments box?

  Yes

  No

  N/A

• Enter date of last sub contractor PPM report sheet for the Lightning Protection Systems?

  None Available

  Available

• Block B

  Date

• Block D

  Date

• Block E

  Date

• Block F

  Date

• Block G

  Date

• Block H

  Date

• Block I

  Date

• Block K

  Date

• Pressure Systems

• Are annual Pressure System records are in place for Trinity Square?

  Yes

  No

  N/A

• Are there copies of the Pressure System report sheets from Sodexo/Sub-contractor on-site and conform to the contract?

  Yes

  No

  N/A

• Check that any Pressure Systems recorded remedial works have been completed, acknowledged or actioned in progress. All outstanding remedial actions to be added to comments box?

  Yes

  No

  N/A

• Is there a clear drawing of emergency controls displayed within the plant rooms and are the rooms secure to un- authorised persons?

  Yes

  No

  N/A

• Enter date of last Sodexo/Sub-contractor PPM report sheet for the Pressure Systems in Trinity Square

  None Available

  Available

• Block B

  Date

• Block D

  Date

• Block E

  Date

• Block F

  Date

• Block G

  Date

• Block H

  Date

• Block I

  Date

• Block K

  Date

• Lift Systems

• Are copies of the Lift System contractor report sheets complete and conform to the contract?

  Yes

  No

  N/A

• Are all Lift Systems on site being serviced and that annual LG1 certificates are current and on-site?

  Yes

  No

  N/A

• Check that any Lift Systems recorded remedial works have been completed, acknowledged or actioned in progress. All outstanding remedial actions to be added to comments box?

  Yes

  No

  N/A

• Enter date of last sub contractor PPM report sheet for the Lift Systems?

  None Available

  Available

• Main Entrance R/H

  Date

• Main Entrance L/H

  Date

• Goods Lift

  Date

• Block A

  Date

• Block B

  Date

• Block C

  Date

• Block D

  Date

• Block E

  Date

• Block F

  Date

• Block G

  Date

• Block H

  Date

• Block I

  Date

• Block J

  Date

• Block K

  Date

• Stair 22

  Date

• Stair 23

  Date

• F-Gas & Air Conditioning Inspections (TM44)

• Does site comply to the F-Gas directive by keeping a separate logbook of all A/C systems identifying refrigerant usage, periodic system leak tests etc?

  Yes

  No

  N/A

• Do any A/C Systems onsite contain >300kg of refrigerant? Where this is the case does the system have static leak detection as required under the F-Gas regulation?

  No

  Yes

• Has site completed a TM44 Energy Inspection Survey as per new government legislation? If not has plans been put in place to comply with TM44?

  Yes

  No

  N/A

3. Business Critical Systems

• HV & LV Networks

• HV & LV Transformers and Switchgear - Check that all rooms with the associated equipment are locked and controlled via the Sodexo Authorised Person(s)?

  Yes

  No

  N/A

• Does the site operates a HV / LV system competency matrix? HV Approved Person(s) is site specific and any associated works can only be undertaken if an engineer has formally be appointed by a company Senior AE?

  Yes

  No

  N/A

• Are site operate switching schedules for any works being undertaken on HV Systems and records kept?

  Yes

  No

  N/A

• Are schematic drawings available and located in HV / LV Switch rooms?

  Yes

  No

  N/A

• Are HV / LV Switchgear sub contractor report sheets on-site and conform to the contract term order?

  Yes

  No

  N/A

• Check that any HV / LV Switchgear recorded remedial works have been completed, acknowledged or actioned in progress. All outstanding remedial actions to be added to comments box?

  Yes

  No

  N/A

• Enter date of last sub contractor PPM report sheet for the HV / LV Systems?

  None Available

  Available

• Management Suite

  Date

• Post Room

  Date

• Hub 2 Kitchen

  Date

• Maintenance Store

  Date

• Block A

  Date

• Block B

  Date

• Block C

  Date

• Block D

  Date

• Block E

  Date

• Block F

  Date

• Block G

  Date

• Block H

  Date

• Block I

  Date

• Block J

  Date

• Block K

  Date

• Stair 22

  Date

• Stair 23

  Date

• COMM'S and HUB Room Air Conditioning

• Do site operate Daily / Weekly COMM's Room A/C System checks to include recording unit temperatures, units running or standby, fault status etc?

  Yes

  No

  N/A

• Do the COMM'S Room A/C units have dual supply and automatically switch over or does this require manual operation?

  Automatic

  Manual

• If manual is there a warning system in place and procedure to change over?

  Yes

  No

  N/A

• Do the COMM'S Room A/C units have Leak Detection? Is this currently in good working order?

  Yes

  No

  N/A

• Are Emerson Network Power PPM report sheets for the COMM'S Room & HUB A/C units complete and conform to the contract?

  Yes

  No

  N/A

• Check that any COMM'S Room & HUB A/C units recorded remedial works have been completed, acknowledged or actioned in progress. All outstanding remedial actions to be added to comments box?

  Yes

  No

  N/A

• Enter date of last Emerson Network Power PPM report sheet for the COMM'S Room & HUB A/C Units?

  Date

• Out Of Hours Support

• The site operates a 24hr shift presence. Is there a 'call out facility' in place to support the site staff?

  Yes

  No

  N/A

• Does site have an up to date 'out of hours' Escalation Procedure alongside any associated call out rota's?

  Yes

  No

  N/A

• Is the escalation procedure by a remote help desk or by direct contact from the on-site teamt?

  Helpdesk

  Direct Contact

• Is there a tracking facility in place to monitor, issue calls and reactive works?

  Yes

  No

  N/A

4. Water Systems Management (ACOP L8)

• It is the responsibility of the Sodexo manager / engineer to ensure that all their temperature checks are recorded and logged with a calibrated temperature meter / probe and that all remedial works are escalated through the line management.

• Is the Water Treatment Risk Assessment (L8) in date and has not expired passed two years? If the assessment is out of date, inform the Sodexo manager to have a review of the risk assessment carried out ASAP as per the 'Health and Safety at Work Act'. Check that the assessment has been reviewed and amended if any system modifications have taken place (to include updated line diagram, where applicable).

  Yes

  No

  N/A

• Enter date of last Water Treatment Risk Assessment report?

  Date

• Do site operate a Water Treatment Logbook that conforms to ACOP L8?

  Yes

  No

  N/A

• Are site using the standard Sodexo test sheets and recording weekly 'low usage' flushing points?

  Yes

  No

  N/A

• Are site using the standard Sodexo test sheets and recording monthly temperature checks and escalating any exceptions through the Site remedial actions / rectification log?

  Yes

  No

  N/A

• Are site using the standard Sodexo test sheets and recording 6 monthly tank temperatures and visual inspection checks and escalating any exceptions through the Site remedial actions / rectification log?

  Yes

  No

  N/A

• Are site using the standard Sodexo test sheets and recording shower head cleans as set out in the L8 RA and escalating any exceptions through the Site remedial actions / rectification log?

  Yes

  No

  N/A

• Are there Quarterly Biological and Chemical tests carried out by a sub contractor and are Analysis recorded for closed systems and remedial actions followed up by site visits e.g. Chemical levels are correct?

  Yes

  No

  N/A

• Are copies of Cold Water Storage Tank Chlorination Certificates located in site log books and are they up to date?

  Yes

  No

  N/A

• Where applicable, have any UV Lamps been serviced and recorded, escalating any exceptions through the Site remedial actions / rectification log?

  Yes

  No

  N/A

• Are copies of the Water Treatment Systems sub contractor report sheets available and conform to the contract?

  Yes

  No

  N/A

• Check that any Water Treatment Systems recorded remedial works have been completed, acknowledged or actioned in progress. All outstanding remedial actions to be added to comments box?

  Yes

  No

  N/A

5. General PPM Assessments

• Enter the Monthly PPM Completion Status (%) for 3 months ago?

• Enter the Monthly PPM Completion Status (%) for 2 months ago?

• Enter the Monthly PPM Completion Status (%) for 1 month ago?

• Record current back log figure against PPM works?

• Record details of overdue PPM's

• Check that General PPM sub contractor report sheets are on-site and conform to the contract term order?

  Yes

  No

  N/A

• Check that site operate standard Log book filing system in-line with company policies and that all items are up to date?

  Yes

  No

  N/A

• If electronic recording system is used, does it permit recording of issues and allow for re- issuing to rectify?

  Yes

  No

  N/A

• Carry out physical inspection of 10% of completed PPM tasks

• PPM Inspection / System Detail 1 - 2

• System photographs where required?

  Media

• PPM Inspection / System Detail 3 - 4

• System photographs where required?

  Media

• PPM Inspection / System Detail 5 - 6

• System photographs where required?

  Media

• PPM Inspection / System Detail 7 - 8

• System photographs where required?

  Media

• PPM Inspection / System Detail 9 - 10

• System photographs where required?

  Media

6. Health and Safety & COSHH

• Check that all COSHH risk assessment forms are in place for all substances used on-site. If any additional substances are located, these are to be removed from use until the relevant documents are in place.

• Check that the correct storage facility is being used for substances and that site have all the relevant assessments on-site?

  Yes

  No

  N/A

• Check that site are operating 'site specific' risk assessments and method statements?

  Yes

  No

  N/A

• Check that site fully understand company procedure on the control of sub contractors and that the policy is being adhered to?

  Yes

  No

  N/A

• What is the percentage of staff on site who are competent to complete the relevant "Permit To Work"' and do they fully understand the company policy?

• What is the percentage of staff on site who are competent to complete the "Confined Space Permits" and do they fully understand the company policy?

• What is the percentage of staff on site who are competent to complete the "HV Electrical Permits" and do they fully understand the company policy?

• Check site has current calibration certificates log for all relevant test equipment on-site?

  Yes

  No

  N/A

• Check the accident logbook has been completed where appropriate and to company policy? A note of all accidents should be listed in the comments box.

  Yes

  No

  N/A

7. Questions For Site Team 'Knowing Your Building'

• Water Systems

• Where is the main building isolation valve located for: 1 - Block W 2 - Block B 3 - Block C 4 - Block D 5 - Block E 6 - Block F 7 - Block G 8 - Block H 9 - Block I 10 - Block J 11 - Block K 12 - Management Suite & Hub

• Are all Water Systems pipes earth bonded to the required standard?

  Yes

  No

  N/A

• Is there a schematic diagram for the Water system pipe work?

  Yes

  No

  N/A

• Electrical

• What would you do in the event of HV mains failure? Does site have a written procedure?

• What would you do in the event of LV mains failure? Does site have a written procedure?

• Have electrical panels been Thermal Image tested?

• Are there tripping batteries on-site and what is there current condition?

• Are all site HV engineers competent in the use of the Generator? Does the Generator automatically synchronise with the mains?

• What is the location of the isolation point for the Rising Busbar Systems, and what are they labelled up as, any building?

• Are all electrical panels (to include distribution boards, electrical switchboards, MCC panels) locked, current MCB schedules and clean?

8. Audit Completion & Sign Off

• Site Manager / Contract Manager - Agreement with audit findings

  Sign

• Manager Completing Audit

  Sign

This internal pre-audit check was carried out prior to the quarterly external audit by Hilson Moran. This is to assist the Cofely site team in confirming how the site is adhering to the audit and facilities management procedures.

• Approved by:

  Sign

• Next internal audit date.

  Date

• Report emailed to:

  Select Jeff Cottam Martin Hamlett John Lyons Ian Foster Steven Waite Graham Bate Ray Sharpe Mike Turner

  • Jeff Cottam
  • Martin Hamlett
  • John Lyons
  • Ian Foster
  • Steven Waite
  • Graham Bate
  • Ray Sharpe
  • Mike Turner