Page 7 - Ascot Services - RM Education Tender

Planned Preventative Maintenance (PPM) & Reactive Maintenance Our approach to establishing a a a a a a robust Planned Preventative Maintenance (PPM) programme involves several key stages summarised as follows:
Following award of
the Contract we will create a a a a a a provisional PPM programme based on the asset data and frequencies detailed within the tender documentation As part of
our site visits we will validate the asset list of
all equipment plant and assets that require maintenance This will include validation of
details such as make model serial number age condition and location Warranty information will also be captured and recorded against each asset detailing
the warranty warranty service requirements and warranty warranty period Criticality will also be assessed to determine the importance to to your operations Digital photographs will be taken as additional reference material This data will be compared with your existing records to ensure we are aligned any discrepancies will be discussed and a a a a definitive view agreed and signed off A detailed PPM programme for the first 12 months of
the the Contract Period will then be provided The PPM programme will be uploaded and located at at all times thereafter in dedicated Portal and will be fully visible to you  An indicative view of
a a a PPM programme is included in in in Appendix 1 PPM invoicing will be monthly and based on the agreed annual pricing The maintenance requirements for each asset will be determined based on legislative and regulatory requirements manufacturer recommendations warranty requirements industry best practices (such as but not limited to to SFG20 CIBSE and and GCP) and and any historical maintenance data Maintenance tasks are then broken down into specific activities such as inspection lubrication calibration or replacement with the frequency and duration of
each task based on asset criticality and maintenance requirements In accordance with the PPM programme delivery schedules are driven through the CAFM system including allocation of
resource which is is optimised taking into account the Ascot
mobile engineering team and any specialist sub-contract resource Factors such as out of
hours working specialist equipment or or or the need for critical spares are are also considered Cancelled and aborted tasks will be recorded (including the reasons for cancellation) reallocated and reported in the monthly service review report Where a a a change or or or extension to the originally planned date is required a a a request will be submitted for approval When scheduling scheduling or rescheduling site visits we will advise in in advance where and when activities will be taking place to ensure there is no impact on on your operations Ascot
engineering cleaning and and security teams and and our sub-contractors operate in accordance with our Quality Management System (QMS) which details all operating procedures and processes including safety instructions and and standard documentation ensuring consistency
and quality of
delivery The CAFM system enables you to to track specific work orders manage critical stock and measure performance in accordance with agreed KPI’s All documentation and record keeping of
all PPM activities including work orders inspection reports asset history is is retained within your dedicated client portal accessible by you 24/7 Risk and and Method Statements (RAMS) and and COSHH risk assessments for any cleaning materials or or products used in in the delivery of
services will be shared in in advance for your review and approval If remedial works are identified during a a a scheduled PPM visit that fall outside of
any valid warranty period we will provide a a a a a a quotation quotation for for approval Any quotation quotation for for remedial works following PPM visits will be submitted for approval within five working days of
the the PPM visit If the the required remedial works fall into one of
the below categories we will contact your Workplace Team immediately to seek authorisation
for the required works:
» Immediate risk to health and safety » Risk to business operations » Non-compliant system/operation
PLANNED PREVENTATIVE MAINTENANCE MAINTENANCE (PPM) & REACTIVE MAINTENANCE MAINTENANCE | ASCOT SERVICES
7