Standard Form of Occupancy Analysis Guide

Standard Form: Property Occupancy Cost AnalysisPrinciples, Instructions and Definitions BCIS is a trading division of RICS Business Services Ltd Standard Form of Property Occupancy Cost Analysis Principles. Instructions and Definitions BCIS 3 Cadogan Gate London SW1X 0AS February 1984 (Reprinted August 1991) © 1984 BMI . Principles of Analysis Instructions and Definitions Elements 3 5 7 11 MODEL FORM OF ANALYSIS .CONTENTS Page INTRODUCTION PART 1. PART 3. PART 2. however. ©BCIS . analysis creates a framework in which the property manager or surveyor may systematically collect data year by year. it has been used for over 20 years by a closed group of subscribers to Building Maintenance Information.INTRODUCTION The purpose of property occupancy cost analysis is to provide data which allows comparisons between the cost of achieving various defined functions. The list of elements is. a compromise between this definition and what is considered practical. or. in one building with those in another. An ‘element’ for occupancy cost analysis purposes is defined as expenditure on an item which fulfils a specific function irrespective of the use or form of a building. or maintaining defined elements. The analysis can either be completed at the elemental level. where appropriate. The building maintenance sector genuinely requires a systematic method of data collection and it hoped that this document meets this requirement. The aim of the BMI Standard Form of Property Occupancy Cost Analysis is to allow standardisation of the system of collection and a single format for presentation: indeed. a further breakdown of each element into sub-elements can be prepared. Furthermore. 000m2 respectively and for which £3. consider two buildings A and B. INSTRUCTIONS.000 = £1.000m2 x £3.technical. should be stated. these may be given as part of the brief description against the appropriate element. the areas of which are 1.000m2 3. DEFINITIONS AND ELEMENTS FOR THE ANALYSIS OF PROPERTY OCCUPANCY COSTS Part 1. financial or otherwise . Analyses should contain information which will improve communications between property owners and the design team: they should permit feedback of cost data which can be used for an appraisal of capital costs and running costs.000m2 3. Supporting information as described hereinafter should be given so that the analysed costs can be fully understood.000 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Building B x £3. As a basis of comparison. Element costs shall be expressed in £ to two decimal places. not in the elemental details required in the form of analysis. The allocation would be done simply by the following calculation: Building A 1. Where costs have been recorded as a lump sum. element costs shall be given for 100m2 of floor area.000 ©BCIS . A brief description should be given of the work undertaken under the main items of expenditure.000 has to be allocated.which are important to the proper understanding of analyses. eg.000m2 and 2. Any significant items .000 = £2. Costs should be analysed under the elements of property occupancy expenditure defined hereinafter. Principles of Analysis 1 2 Analyses should contain information which helps organisations understand their own property occupancy problems and find solutions. Where costs are applicable to several buildings they should be apportioned by floor area. Analyses should facilitate communications between upper management and maintenance management.PRINCIPLES. they should be allocated to the appropriate elements. Expenditure in each financial year should be analysed separately on a continuing basis. Should this not prove possible the sum should be recorded against that element in which the major part of the cost has been incurred and an explanation given as part of the brief description. Analyses should be prepared of expenditure on individual buildings. expressed in £ to two decimal places. The contents of each element should be as stated hereinafter.000m2 2. Where costs can be analysed in more detail than requested. centred around budgetary procedures: they should facilitate comparison of property occupancy expenditure from year to year within an organisation and also allow comparison with the annual costs of other organisations. Analyses should be expressed in physical and financial terms. ©BCIS . it should be clearly stated how much was allowed for overheads and how these were allocated throughout the elemental analysis. the method used should be stated against the appropriate element. The Instructions and Definitions for the BMI Standard Form of Property Occupancy Cost Analysis are stated hereinafter and should be followed when preparing analyses.17 18 19 When maintenance or cleaning equipment has been allocated. Where directly employed labour and materials are used. any reductions on the estimates are made in consultation with property manager. Eg. noting the town or city and county. the location may be reported less precisely to preserve anonymity. see below). detailed schedule of work prepared and costed plus £x for ad hoc work based on last year’s maintenance costs. Building Type A brief description should be given of the building type. (Note: cost records and feedback procedures should be described in Maintenance Management and Operation. where appropriate. If necessary. comparisons made with previous year’s expenditure. Cost Control Procedures and arrangements for reporting to upper management should be described. 5-storey airconditioned offices in city centre location. ©BCIS . Budget Procedure Estimate The method by which an estimate for the coming year is prepared should be briefly explained. Instructions and Definitions The following instructions and definitions should be followed when preparing the BMI Standard Form of Property Occupancy Cost Analysis. Date of Erection The year in which the building was completed should be entered. eg. eg. Budget A brief description should be given of the accountant’s procedures which determine the budget allocation for maintenance. eg. maintenance budget £100. eg.Part 2. Upper management’s criteria may include. Upper Management Criteria Upper management’s policy for building maintenance should be stated in order of priorities. the basis of tenure and responsibilities. An indication of policy decisions should be given so as to put the cost data in the proper context of the operating circumstances.000 in 1983 reduced by 20% in 1984 to £80. amongst other considerations: · · · · · · · · · · · Prestige Minimum legal requirements To have bright and comfortable surroundings for occupants Safety of personnel Minimum cost To keep within predetermined cost levels To maintain a capital asset To keep the building weathertight To budget at a rate of x% of turnover To prevent complaints from tenants To prevent interruption of manufacturing processes If the budget is modified this should be stated. quarterly reviews of all expenditure are made against budget items. eg. Owner/Occupier Indication should be given of the type of owner and the type of occupier and. maintenance estimate considered along with other departmental estimates. the estate and the local environment.000. Owner : Pension Fund Occupier : Public Limited Company – full repairing lease for whole building Location The location of the building should be given. eg. eg. Total Estate The size of the total estate for which the management has responsibility should be shown. etc. based on work measurement and standards set by consultants and operated by team of two work study officers and salaries department. where the directly employed labour force is used. 30% is added to basic labour rates and 15% to basic material costs to cover direct overheads. Percentage of Work Done by DEL and Contracted Out The amount of work done by DEL and the amount done by contract should be stated as a percentage. work done by DEL 70% and contracted out 30%. supervision. eg. Also. Percentage Additions to Cover Overheads Direct overheads should be included in the cost of work undertaken by directly employed labour force and the percentage additions to labour and directly purchased materials should be stated. Painting Frequencies State the policy for external and internal painting. foreman. second lowest approximately 2% higher. lowest accepted. describe how records are used for the control needs of management. The numbers employed in each trade should be entered in the spaces provided. eg. describing tendering procedures and contractual arrangements.Maintenance Management and Operation Responsibility Staff responsible for the management of the execution of maintenance and the clerical staff involved should be stated. Directly Employed Labour The total size of the directly employed labour force should be stated.6 Property Management. Contract Supervision The extent of the property manager’s supervision of contract work should be stated. negotiations. on large contract redecoration work progress reports and interim payments are made monthly. individual job cards costed. nine men including one general foreman and one chargehand painter. Routine Inspections The policy and procedures for inspecting the property should be given stating the frequency and personnel involved. three miles apart. etc. Direct overheads would included insurance. Forms of Contract The method by which work is let on contract should be stated. ©BCIS . eg. maintenance manager or DEL general foreman inspects contract work each day. schedules of rates. eg. eg. paid holidays. building supervisor and two assistants. costs for each building recorded separately under BMI element headings. eg.. Cost Records and Feedback Describe how maintenance jobs are costed and recorded. three contractors invited to price for term contract for maintenance of 300 houses. annual inspection by building supervisor supplemented by reports from users. Trade Number Painters 5 Joiners 1 Electricians 1 Foreman 1 Incentive Schemes Describe any incentive schemes used for directly employed labour.000m2 factory and office accommodation on two sites. not included in foregoing percentages) state the method of allocation and state where the cost is included in the analysis. externally painted every seven years and internally every five years. Note: the costs of maintenance management are show separately at Element 6. Where plant is separately costed (ie. eg. eg. full-time secretary. eg.. 5. eg. eg. Roof The construction of the roof and roof finishes should be described. eg.Building Function Space Used The main function and uses of floor space should be stated. 15% office space. eg. eg. Fittings and Fixtures Fittings and fixtures should be described. fitted carpets to directors’ offices. emulsion paint to plaster in offices. Internal Decoration Decoration to internal walls and ceilings should be described and a brief specification given. oil paint to windows and external pipework. cast iron internal drains. masonry paint to cement rendering. eg. eg. pitched roof with concrete tiles and underfelt on softwood rafters. 75% production area of light industrial factory. External Walls The construction of the external walls should be described. ground floor – blockwork. teak laboratory work tops. eg. where more than one type of roof occurs. suspended timber joist and board. ©BCIS . eg. eg. External Decoration Decoration to external surfaces should be described and a brief specification given. softwood cupboard and shelf fitments in offices. concrete frame. finishes and decorations should be described. concrete cased. waste pipework and internal drains should be briefly described. etc. faced brick externally. PVC waste pipes. traditional. eg. ground floor flat converted 10 years ago to a shop. 100 staff and 300 patients. Change of Use If the original function of the building has been changed. eg. Form of Construction Structure The form of structure should be described. library designed to have minimal maintenance. copper water services. the facts should be briefly stated. eg. Number of Occupants The approximate number of occupants normally using the building should be stated. terrazzo to entrance hall and WC’s. steel portal frame. Internal Partitions The construction of internal partitions should be described. steel frame. eg. plastered blockwork internally. paint to fairfaced blockwork in corridors and WC’s. cavity wall 250mm thick. 10% staff facilities. Design Criteria The originally intended function of the building and any relevant design criteria should be briefly stated. Windows The types of windows. Floor Finishes Floor finishes and their locations should be described. Plumbing Water services. eg. first floor. first floor – timber stud and plasterboard. eg. loose furniture such as desks and chairs need not be described. PVC tiling to general offices and corridors. painted galvanised steel casements in timber sub-frames. solid concrete ground floor. each should be described. Floor Structure The construction of the floors should be described. flat roof with three layers of felt and chippings on chipboard and softwood joists. the mean temperature achieved during winter. giving. emergency lighting.7m.5m/sec. where possible. glazed curtain walling. eg. type. areas occupied by buildings shall be excluded. the maintenance and repair costs of which are included in the analysis should be described. Other M & E Services Other M & E services. sprinkler installation. Lifts and Escalators The make. Area of External Glazing Area of windows. Area of External Works Total site area related to the building. (ie.for basement storeys). low pressure hot water. gas boiler. eg. eg. glazed doors. production area.Heating and Ventilating The form(s) of space heating should be described. Design Shape A thumbnail sketch of the building showing overall dimensions and number of storeys of each relevant part. should the site contain several buildings. Area of Roofs Pitched and flat roofs should be measured separately. ©BCIS . cold stores.5m. offices. include ground and mezzanine floors. exclude lift. louvers. fan assisted radiators – offices 18 degrees Celsius. an average shall be given or the heights of various parts of the building shall be shown separately. Parameters Gross Floor Area Total of all enclosed spaces measured to the internal faces of external walls. . shall be considered to be enclosing walls. 5. Height To ridge – average height from ground level to top of ridge To eaves – average height from ground level to underside of eaves Storeys Above Ground Floor The number of storeys above ground floor should be stated. related to ground floor datum. 2 No. screens and the like. Floor to Ceiling Height Measured from floor finish to underside of ceiling finish. speed 1. would be a useful appendage. where heights vary. etc. the costs of maintenance to external works should be analysed as a separate exercise. eg. 3. + for ground floor and upper storeys. open balustrades. plant or tank rooms and the like above main roof slab. measured on plan area over eaves. Comments Other Relevant Data Any information which could provide a more meaningful interpretation of the analysis should be given. speed and number of floors served by each lift and escalator should be described. glazed screens. capacity. Storeys Below Ground Floor The number of basement floors should be stated. 10 person capacity Otis electric lifts serving six floors. DPC’s. such as washing down walls. Elements The following is the list of elements used in the BMI Financial Statement to collect data in accordance with the Standard Form of Property Occupancy Cost Analysis. tiles. Included here would be new construction work. Include making good and washing down of any decorated surfaces in lieu of redecoration. gutters and the downpipes. etc. Where costs of work to pitched and flat roofs have been recorded separately. Improvements and Adaptations Work arising from building extensions. Fabric 2. which should be stated. Exclude heating ducting which is under Element 3. etc. Internal Finishes Repairs to internal finishes such as floor finishes (tiles. Internal Decoration Decoration or redecoration internally. locks and closers etc.5 ©BCIS . etc.4 Fittings and Fixtures Repairs to fitted cupboards. Where costs of work to any of these items have been recorded separately. etc. they may be shown separately. worktops. blocks. Loose furniture such as chairs. installation of new services and work to comply with legal requirements. alterations and changes in use or quality of buildings (but not direct replacements which would be included with the appropriate element below).2 2.) and ceiling finishes (plaster. these may be shown separately. The analysis is of expenditure in one financial year. 2. 0.). furnishings such as curtains. shelving. Other Structural Items Repairs to ducts. glazed screens. new annexe. restoration (eg. blackboards. grillages. external fire escapes. moving of new partitions. Exclude making good any surfaces for decoration. ironmongery (eg. notice boards. wall finishes (plaster. gantry rails.2 Heating and Ventilating. carpeting. desks. floor structures. roof lights.2 Cleaning External Surfaces. borrowed lights. stonework) should be included here. etc. lean-to-roofs and the like. which will included in Element 4. Decoration 1. such as washing down walls. Include making good and washing down any decorated services in lieu of redecoration. 1.). etc.1 External Walls Repairs to external structural walls. etc.Part 3. internal doors. Costs should be allocated to the appropriate element in accordance with the Principles of Analysis and the following notes. suspended systems. balustrades. seats.2 2.3 2.). stairs. alterations to heating services. frames. tiles. 1. alterations to structures or services. eg. construction of fire escape. Roofs Repairs to flat and pitched roofs. curtain walls. together with associated work such as roof flashings.1 External Decoration Decoration or redecoration externally. external doors and windows. etc. and any fittings associated with mechanical or electrical services such as cookers and free standing fires are not to be included. 2. Exclude washing down undecorated external walls such as stone-faced elevations. drapes and blinds. lining board. cladding. fireplaces. dado rails. radiators. State in the ‘Brief Description’ the frequencies and whether one or both sides are cleaned. plant. Exclude calorifiers. cladding or stonework faces.3 Internal All internal cleaning. External Surfaces Cleaning external surfaces of the building. 3. fuse boxes. stonework). valves. sinks. eg. typewriters.2 Heating and Ventilating Repairs and servicing to fuel tanks. filters. flues. WC pans. furniture and fittings.2 ©BCIS . shampooing carpets. emergency lighting. External drainage is excluded from this element but is included in Element 8. Include all costs of materials and allocate machine costs. Exclude special circuits (starting from their controlling fuses and switchgear) such as fire alarms. 3. taps.2 Internal Decoration. wiring and conduit to lighting and power supply. Electric Power and Lighting Repairs and servicing to electrical switch gear. overflow and vent pipes. sanitaryware. pumps. ducts. Exclude user services which are independent of the building such as telephones. urinals. expansion tanks and the remainder of the primary system which are included in Element 3. Lifts and Escalators Repairs and servicing to lifts and escalators including paternosters.5 Other M & E Services Repairs and servicing to other mechanical and electrical services which are part of the building. storage tanks and cisterns.4 4. waste. 4.2 Heating and Ventilating. bell systems. vacuum cleaning. such as filter plant. internal manholes. fire fighting equipment. clock systems.3. dusting and cleaning ledges. compressed air equipment. 3. cold stores. this is included in Element 2.1 External Walls.2 External Services.1 Windows Cleaning windows. eg. motors. etc. expansion tanks. etc. overhead gear in abattoirs. etc. 4. fire alarm and bell systems. busbars.3 3. etc) lines. Include work to hot water pipework and accessories from the calorifier or hot water tank to outlets. soil. valves. flood-lighting and lightning conductors. Exclude the cleaning of external wall surfaces which is accompanied by restoration (eg. cleaning floors. rodding eyes and access covers. Cleaning 4. incineration. casings. pipework up to and including calorifiers. Services 3. Exclude washing down walls or paintwork done in lieu of redecoration. special electrical services. fans and equipment associated with heating and ventilating installations and air conditioning. eg. boilers. dumb waiters and moving walkways. glazed curtain walling and glazed screens. hospital gas (oxygen. emergency lighting.1 Plumbing and Internal Drainage Repairs and servicing to plumbing and internal drainage including work to: rising mains. other than windows. cookers and refrigerators. clock systems. switches. which is included in Element 1. and the cleansing of interceptors. hot and cold water services. and cranes unless forming part of the function of the building. Rubbish Disposal Salaries. and other costs of boilermen and such labour attending upon the equipment directly serving the building and including operatives partly responsible for the operation of the equipment whose costs cannot be allocated to specific functions such as caretakers.5 6. 6.2 Laundry Provision of toilet facilities. wages. costs should be allocated by floor area ratios and the detail shown on an accompanying sheet (see Principles of Analysis). etc. wages. together with an allocation of costs for any equipment used. this should be as set out in the Principles of Analysis. Note: Where it is appropriate to make an allocation of cost. etc. ©BCIS 6. Administrative costs include expenses such as travel. architect.1 5. etc. Costs should also include an allowance for the use of equipment where this is necessary and these should be allocated as set out in the Principles of Analysis. and other costs of staff engaged in the collection. but care should be taken not to include the cost of DEL foremen. insurances. insurances. Exclude attendants’ costs which are included in Element 6. etc. whose costs are considered direct overheads to the DEL force (see notes referring to ‘Percentage additions to cover overheads’). etc. (eg. soap.1 Services Attendants. carrying and directing visitors. as when several buildings are served by only one meter or there is a district scheme.) relevant to the functioning of the building and including cleaning uniforms of services attendants. Where costs are applicable to several buildings.1 Administrative Costs 6.6 . security staff (Element 6. etc.2 5.6 Gas Electricity Fuel oil Solid fuel Water rates Effluents and drainage charges 6.4 5.5 5. wages.6) are not included in Element 6. Exclude special user requirements such as the laundering of hotel bedding. Sub-elements are as follows: 5. Property Management All costs of supervisory staff (eg. 6. Security Salaries. wages.3 5. staff executing rubbish disposal (Element 6. and other costs of staff engaged to maintain the security of the building. and other costs of staff engaged in fetching. building supervisor. overtime payments.5) and management staff (Element 6.4). Porters (Element 6.4 6.3). etc) and clerical staff.1 Services Attendants Salaries. etc. Utilities The net costs arising from the use of utilities should be recorded under one of the sub-elements.3 Porterage Salaries. insurances.1. or payments made to a contractor executing this service. or payments made to a contractor executing this service. insurances. surveyor. car allowance. towels. etc.5. removal and disposal of rubbish from buildings. maintenance and servicing in connection with external areas relating solely to the building being analysed should be recorded. Cleaning Gardening ©BCIS . water.2 8.3 8.2 8. Overheads 7. all properties covered and the capital sums insured should be stated.1 Property Insurance Premiums for insuring the property. Rates Local authority rates.4 Repairs and decoration External services (work on drainage. Where external works relate to several buildings.1 8. the rateable value and poundage should be stated. External Work Repairs. a separate analysis shall be prepared of this expenditure as it would be inappropriate to allocate costs to any one building. 7. Sub-elements are as follows: 8. A description of the insurance cover. electric or gas amenities).7.