The Co-operative Estates Group FM Store Visit Report

• Client / Site

• Audit Title

• Conducted on

  Date

• Prepared by

• Location
  Address

Store Team Facilities Feedback

• Are you aware of and have you used the Helpdesk Online?

  Yes

  No

  N/A

• Are waiting times when contacting the helpdesk acceptable?

  Yes

  No

  N/A

• Are you aware of the escalation routes available to you?

  Yes

  No

  N/A

• Do you feel you get good service from Group FM?

  Yes

  No

  N/A

• How would you rate the overall service from Group FM?

Store Team Contractor Feedback

• Do all contractors sign in?

  Yes

  No

  N/A

• Are they presentable and courteous?

  Yes

  No

  N/A

• Do they generally meet the required response times?

  Yes

  No

  N/A

• Do you have any issues with specific contractors?

Contractor

• Enter Contractor Name:

• Enter details of issue:

Sign-in Book

• Is the sign- in book readily available?

  Yes

  No

  N/A

• Are contractors signing in? (Check against Ai work orders)

  Yes

  No

  N/A

Asbestos Register - Confirm it is being checked and signed by contractors

• Is the Asbestos Register readily available?

  Yes

  No

  N/A

• Are contractors checking and signing it? (Check against Ai work orders)

  Yes

  No

  N/A

Store Compliance Folder

• Is the Compliance Folder Readily available?

  Yes

  No

  N/A

• Are the following Compliance Documents available and in date?

• Gas Safety Certificate?

  Yes

  No

  N/A

• Fire Alarm Test Certificate?

  Yes

  No

  N/A

• Emergency Lighting Test Certificate?

  Yes

  No

  N/A

• Legionella Report?

  Yes

  No

  N/A

• Fixed Electrical Test Certificate?

  Yes

  No

  N/A

Cleaning COSHH Folder

• Is the folder readily available?

  Yes

  No

  N/A

• Are the required COSHH Information sheets in place?

  Yes

  No

  N/A

Pest Control File* Mitie will be moving to an electronic system in the future but for the time being this is paper based.

• Is the Pest Control File readily available?

  Yes

  No

  N/A

• Are up to date visit sheets in place?

  Yes

  No

  N/A

External Appearance

• Is the fascia and signage clean, presentable and free from defects?

  Yes

  No

  N/A

• Are the windows and graphics clean and free from Defects?

  Yes

  No

  N/A

• Is the external decoration presentable?

  Yes

  No

  N/A

• Are there shutters on site?

  Off

  On

• Are shutters operational and in good condition?

  Yes

  No

  N/A

• Are the shutters fitted with ground bolts or bullets locks?

  Yes

  No

  N/A

• If there are any other visible defects to the fabric please note this in the Observations Section and the end of the survey.

Roofs and Gutters

• Visually, do the roof areas look in good condition i.e. No slipped tiles/slates, missing ridge tiles etc.?

  Yes

  No

  N/A

• Are gutters free from defects and clear of debris?

  Yes

  No

  N/A

• Are downpipes free from defects and drain covers in place?

  Yes

  No

  N/A

• If flat roof areas are accessible; are they free from defects and are drain covers clear and in-situ?

  Yes

  No

  N/A

Car Parks and Paved Areas

• Are the car park and pavement areas free from potholes and trip hazards?

  Yes

  No

  N/A

• Is the car park lining and signage in good condition and suitable?

  Yes

  No

  N/A

• Are the drains in good condition, running clear and visually free from blockages?

  Yes

  No

  N/A

• Is the car park and perimeter lighting in good order and suitable?

  Yes

  No

  N/A

Rear Yard/Delivery Areas

• Is the rear yard/goods delivery area free from potholes and trip hazards?

  Yes

  No

  N/A

• Are the drains in good condition, running clear and visually free from blockages?

  Yes

  No

  N/A

• Is the yard lighting in good order and suitable?

  Yes

  No

  N/A

• Are external plant compounds free from equipment and rubbish?

  Yes

  No

  N/A

Landscaping

• Are trees/bushes/shrubs maintained to an acceptable condition?

  Yes

  No

  N/A

• I'd the general area free from weeds?

  Yes

  No

  N/A

• Is the are free from litter build up?

  Yes

  No

  N/A

• Are plant compounds free from overgrown trees and bushes?

  Yes

  No

  N/A

Autodoors

• Does the site have automatic doors?

  Off

  On

• Are they operational?

  Yes

  No

  N/A

• Are they asset tagged?

  Yes

  No

  N/A

• Are they free from visible defects e.g. Bashes, dents, missing covers etc.?

  Yes

  No

  N/A

Shopfloor General Fabric

• Is there an entrance mat?

  Off

  On

• Is it free from defect and trip hazards?

  Yes

  No

  N/A

• Is the floor free from defects and trip hazards?

  Yes

  No

  N/A

• Is the ceiling clean and free from defects and signs of leaks?

  Yes

  No

  N/A

• Are ceiling mounted discharge/extract grilles clean?

  Yes

  No

  N/A

• Are all frieze panels in good condition and branding in place?

  Yes

  No

  N/A

• Is column cladding, perstop and bump rails free from defects?

  Yes

  No

  N/A

• Are security/warehouse doors free from defects and operating as intended?

  Yes

  No

  N/A

Fire Alarms and Extinghuishers

• Are fire alarm panels free from visual faults?

  Yes

  No

  N/A

• Are fire call points free from obstruction?

  Yes

  No

  N/A

• Are extinguishers in the correct positions, clearly and correctly signed?

  Yes

  No

  N/A

• Are extinguishers signed and dated for last service?

  Yes

  No

  N/A

Lighting & Emergency Lighting

• Are the shopfloor lighting levels acceptable? (Approx. 85% ok)

  Yes

  No

  N/A

• Are there any lighting issues in the back of house areas?

  Yes

  No

• Detail areas of concern

Area

• Enter Name of Area:

• Enter description of issue:

• Are emergency lights suitably identified?

  Yes

  No

  N/A

• Are emergency lights and signage in the correct positions?

  Yes

  No

  N/A

Lifts

• Does the site have a lift (Goods, Passenger, Scissor, Dock Leveller)?

  Off

  On

• Are the lifts in working order?

  Yes

  No

  N/A

• Are the lifts free from obvious defects?

  Yes

  No

  N/A

• Are the gates easily opened and moved?

  Yes

  No

  N/A

• Are car lights working?

  Yes

  No

  N/A

• Is the surface of the lift free from defects/hazards?

  Yes

  No

  N/A

• Are scissor lifts operator buttons working and free from defects?

  Yes

  No

  N/A

• Does the scissor lift have safety chains/skirts?

  Yes

  No

  N/A

HVAC

• Is the in-store temperature acceptable?

  Yes

  No

• Please note store temperature and add any further info above

• Does the site have an over-door heater?

  Off

  On

• Is it operating as intended?

  Yes

  No

  N/A

• Is it asset tagged?

  Yes

  No

  N/A

• Does the site have Split system Air Conditioning?

  Off

  On

• Is the air conditioning/heat pump system operational?

  Yes

  No

  N/A

• Are the A/C cassette units asset tagged?

  Yes

  No

  N/A

• Are the A/C cassette units clean and free from defects?

  Yes

  No

  N/A

• Are the external condensing units asset tagged?

  Yes

  No

  N/A

• Does the site have a central boiler or AHU heating system?

  Off

  On

• Only if it is safe to access plant areas, please check the following:

• Does all boiler plant and associated equipment look to be in good condition?

  Yes

  No

  N/A

• Is the AHU free from any visible defects?

  Yes

  No

  N/A

• Are all access panels in place?

  Yes

  No

  N/A

• Are any fault lights/messages showing on the control panels?

  Yes

  No

• Add any fault details

Faults

• Are all main plant items asset tagged?

  Yes

  No

  N/A

Ovens and Hot Food Towers

• Does the site have an in-store bakery?

  Off

  On

• Are ovens clean and free from obvious defects?

  Yes

  No

  N/A

• Are doors in working order?

  Yes

  No

  N/A

• Are the LCD displays working?

  Yes

  No

  N/A

• Is there an extract for the bakery?

  Off

  On

• Is the extract fan in working order?

  Yes

  No

  N/A

• Are the filters clean?

  Yes

  No

  N/A

• Does the site have a hot food tower?

  Off

  On

• Is it clean and free from visible defects?

  Yes

  No

  N/A

Equipment General

• Are tills and checkouts in working order?

  Yes

  No

  N/A

• Are slicers and scales in working order?

  Yes

  No

  N/A

• Are pallet trucks in working order?

  Yes

  No

  N/A

• Are balers/compactors in working order?

  Yes

  No

  N/A

Back of House

• Is warehouse floor free from defects and trip hazards?

  Yes

  No

  N/A

• Are the warehouse walls in good condition and free from damage?

  Yes

  No

  N/A

• Do the warehouse doors work as they should?

  Yes

  No

  N/A

• Are the staff canteen and office areas in good condition?

  Yes

  No

  N/A

• Have electrical goods in the staff areas been PAT tested?

  Yes

  No

• Enter date of PAT test

  Date

• Enter date of PAT test

  Date

• Are staff toilets in an acceptable condition?

  Yes

  No

  N/A

• Are customer toilets in an acceptable condition?

  Yes

  No

  N/A

Plant

• Does the site have remote refrigeration and the plant is easily and safely accessible?

  Off

  On

• Is the general fabric of the plant free from rust and damage?

  Yes

  No

  N/A

• Are all control panel doors closed over?

  Yes

  No

  N/A

• Is there any undue noise?

  Yes

  No

  N/A

• Do the could look clean, free from debris, damage and rusting?

  Yes

  No

  N/A

• Are there any visible oil leaks?

  Yes

  No

  N/A

Back-up Cold Rooms and Freezers

• Is the general fabric free from defects and damage?

  Yes

  No

  N/A

• Are the doors easily opened?

  Yes

  No

  N/A

• Are door handles fit for purpose?

  Yes

  No

  N/A

• Is the emergency door release button operational?

  Yes

  No

  N/A

• Are door frame heaters operational?

  Yes

  No

  N/A

• Is the floor free from defects and ice build-up?

  Yes

  No

  N/A

• Are curtains in place?

  Yes

  No

  N/A

• Is the evaporator free from defects and ice build-up?

  Yes

  No

  N/A

Chilled Display Cabinets

• Are the cabinets free from visible damage?

  Yes

  No

  N/A

• Are kick-plates in place?

  Yes

  No

  N/A

• Are the cabinets free from water leaks?

  Yes

  No

  N/A

• Are the cabinets clean? (Check grilles)

  Yes

  No

  N/A

• Are the lights operational?

  Yes

  No

  N/A

• Do the night blinds work?

  Yes

  No

  N/A

• Are doors free from condensation?

  Yes

  No

  N/A

• Do the doors self close?

  Yes

  No

  N/A

Freezer Cabinets

• Are the cabinets free from visible damage?

  Yes

  No

  N/A

• Are kick-plates in place?

  Yes

  No

  N/A

• Are the cabinets free from water leaks?

  Yes

  No

  N/A

• Are the cabinets clean? (Check grilles)

  Yes

  No

  N/A

• Are the lights operational?

  Yes

  No

  N/A

• Are doors free from condensation and frosting?

  Yes

  No

  N/A

• Do the doors self close?

  Yes

  No

  N/A

• Are the frame heaters operational?

  Yes

  No

  N/A

Warm Weather Guide

• Is the manager aware of the Warm Weather Guide?

  Yes

  No

• If the manager is not aware of the guide then please talk him through it and send a copy via the Area Manager.

Cleaning

• Are the windows to the store clean?

  Yes

  No

  N/A

• Is the fascia/signage clean?

  Yes

  No

  N/A

• Does the store have an ATM?

  Off

  On

• Has the ATM been cleaned?

  Yes

  No

  N/A

• Is the floor in a clean and presentable condition?

  Yes

  No

  N/A

• Have the kiosk and checkout areas been cleaned?

  Yes

  No

  N/A

• Are staff areas in a clean conditions?

  Yes

  No

  N/A

• Are all cleaning materials appropriately stored?

  Yes

  No

  N/A

• Is the cleaning equipment in good working order?

  Yes

  No

  N/A

Pest Control

• Are pest traps and baiting stations in place?

  Yes

  No

  N/A

• Are potential food and nesting materials stored out of reach of pests?

  Yes

  No

  N/A

• Are electronic fly killers I working order?

  Yes

  No

  N/A

Waste

• Is waste segregation guidance literature properly displayed?

  Yes

  No

  N/A

• Are correct bins in place to ensure proper segregation for backhaul?

  Yes

  No

  N/A

• Are correct bags being used within bins for backhaul as per process?

  Yes

  No

  N/A

• Have general waste bins been emptied?

  Yes

  No

  N/A

• Are food bins in place and being emptied?

  Yes

  No

  N/A

Security Systems

• Is the DVR and monitor in working order?

  Yes

  No

  N/A

• Are the images clear?

  Yes

  No

  N/A

• Does the system comply with the conditions of the license?

  Yes

  No

  N/A

• Are all cameras working?

  Yes

  No

  N/A

• Is intruder alarm in working condition?

  Yes

  No

  N/A

• Is the site a Petrol Filling Station?

  Off

  On

Forecourt General

• Is the canopy in good condition and free from leaks?

  Yes

  No

  N/A

• Is the forecourt surface free from potholes and trip hazards?

  Yes

  No

  N/A

• Are drains in good condition with covers in place?

  Yes

  No

  N/A

• Is traffic signage appropriate and in good condition?

  Yes

  No

  N/A

Pumps and Associated Equipment

• Are all pumps operational?

  Yes

  No

  N/A

• Are pump casings free from damage and visible defects?

  Yes

  No

  N/A

• Are there any visible leaks?

  Yes

  No

  N/A

• Are pump displays operational?

  Yes

  No

  N/A

• Are hoses free from visible defects?

  Yes

  No

  N/A

Car-Wash

• Does the site have a Car-Wash?

  Off

  On

• Is it operational?

  Yes

  No

  N/A

• Is the fabric free from any visible defects?

  Yes

  No

  N/A

• Are the drains free flowing and free from visible blockages?

  Yes

  No

  N/A

Jet-Wash

• Does the site have a Jet-Wash?

  Off

  On

• Is it operational?

  Yes

  No

  N/A

• Is the main unit free from any visible defects?

  Yes

  No

  N/A

• Are the lances and brushes free from any visible defects?

  Yes

  No

  N/A

• Are the screens free from any visible defects?

  Yes

  No

  N/A

• Are the drains free flowing and free from visible blockages?

  Yes

  No

  N/A

Air/Water Tower

• Does the site have an Air/Water Tower?

  Off

  On

• Is it operational?

  Yes

  No

  N/A

• Is it free from any visible defects?

  Yes

  No

  N/A

Vacuum

• Does the site have a Vacuum?

  Off

  On

• Is it operational?

  Yes

  No

  N/A

• Is it free from any visible defects?

  Yes

  No

  N/A

Work Order Quality Check

• Please check last three quoted works for completion and quality.

• Enter Work Order Details

Work Order

• Enter Work Order Number

• Was work carried out and to an acceptable quality?

  Yes

  No

  N/A

Use this Section for further observations

• Enter details of observation

Observation

• Observation Details

• Date for follow up

  Date

Work Orders Logged

Enter work orders logged during or on the back of the visit

• Enter Work Order Number

• Enter brief description of work order

• Date for follow up

  Date

Sign-off

• Signature of Area Maintenance Manager

• AMM Signature

  Sign

• Signature of Store Representative

• Store Representative Signature

  Sign