DCS Management & Maintenance Services

  • Planned Preventative Maintenance (PPM) Management
  • Legislative Compliance Management 
  • Reactive Maintenance Management 
  • Asset Management – condition surveys and asset data capture

Planned Maintenance Services

Maintenance services are more often than not an organisations biggest area of spend within the facilities management budget. It is an area that is crucial to the operation of a building and to the comfort and safety of those within it.

The nature of this area of facilities management means that without a technical background, it can be extremely difficult to select the best service provider for you and then ensure that they are doing a good job. As DCS is independent from the supply chain, our maintenance experts firstly draw up an asset list and carry out a condition survey. From this we are then able to compile a forward maintenance plan that allows a full maintenance schedule to be devised and a capital replacement programme to be drawn up.

Every organisation has different objectives and places priorities on different things. A well thought through planned and reactive maintenance plan, sitting alongside a considered capital replacement plan, will deliver the optimum value for money in supporting your organisations goals

What a building provides or how it is configured to deliver the needs of the organisation changes over time. DCS building engineering team are available to support our customers whenever change is required.

Planned maintenance or planned preventive maintenance (PPM) works fall into two categories. Some works have to be carried out to comply with legislation, and other works can be carried out as part of an overall maintenance regime

Planned maintenance should form part of your overall maintenance plans, balancing maintenance spend between planned and reactive works. We work with you to optimise the operation of your building plant and assets, reviewing any existing planned schedules or drawing up new ones.
It is good practice for all maintenance to be planned rather than unplanned. Unplanned maintenance tends to be reactive and disorganised and can result in prolonged breakdowns and continuing poor performance. Planned maintenance is organised, controlled and follows a recognised procedure.
Once annual and 5 year maintenance plans have been agreed, we ensure that works are completed as scheduled. Web-based, real-time reporting allows you to see exactly what has been, or is due to be done, at any moment in time.

Combining the management of planned and reactive works can deliver efficiencies, allowing planned works to either be carried out at the same time as a reactive call, or allowing a reactive call to be postponed until the cheaper planned visit takes place.

Our management approach focuses on reducing the amount of maintenance visits required, not on keeping engineers employed.


Legislative Compliance

Our maintenance management team will work with you to draw up an annual planned maintenance schedule to keep you compliant with current legislation. This will be based on the assets you have within your building or across your portfolio.

The resulting maintenance plan ensures that works are carried out when required, test certificates are kept up to date and additional remedial work is undertaken if required. Especially valuable for multi-site locations – test certificates are held online and can be viewed as and when required.

Legislative compliance works cover items such as:

  • Control of Substances Hazardous to Health Regulations 2002
  • F-Gas Regulation No. 842/2006
  • The Control of Legionella Bacteria in Water Systems approved code of practice and guidance.
  • The Regulatory Reform (Fire Safety) Order 2005
  • OFTEC Regulations
  • Electricity at Work Regulations 1989  (BS7671 Requirements for Electrical Installations IEE Wiring Regulations (as amended)).
  • Lift Regulations 1997 (Lift Directive 95/16/EC)
  • Lifting Operations and Lifting Equipment Regulations 1998
  • The Pressure Systems Safety Regulations 2000
  • The Gas Safety (Installation and Use) Regulations 1998

When driven by Statutory Legislation and Industry Regulation, this work MUST be carried out correctly, to the relevant and applicable standard, and in a timely manner to ensure that the building owner is always within the law and compliant. Manufacturers Instruction and Recommendations, although not statute law in their own right, can be used in law to prove or refute any challenge made in order to assess if it was “reasonable

Fixed building services legislation over the years has become much more stringent with greater emphasis placed on ensuring adequate management arrangements are in place and effective. The Legionella outbreak in Barrow-in- Furness in 2002 where seven members of the public lost their lives provides a very clear example of how, without the correct control measures in place, serious instances can occur. Six major failings where identified as part of the investigation, these were;

1.       Poor Lines of communication,
2.       Failure to act on advice and concerns raised,
3.       Failure to carry out risk assessments
4.       Poor management of contractors and contract documentation
5.       Inadequate training and resource, and
6.       Individual failings

The Duty Holder cannot discharge its legal duty simply by engaging contractors. There is a duty to manage the contractor by demonstrating a competent procurement process, checking sufficiently what they do and checking also that they do it in a safe and competent manner. DCS Ltd provide full management and support in the delivery of fixed building services compliance as well as essential system support, in;

1.       identification of compliance/service requirement,
2.       development of contracts to deliver technical/operational requirement,
3.       procurement exercise providing best value,
4.       engagement of approved contractors,
5.       management of contractors,
6.       technical inspection/verification of submitted reports,
7.       acting and advising on appropriate remedial measures,
8.       providing full impartiality on all areas of work acting in the best interest of the client,

Reactive Maintenance Management

Co-ordinating and managing reactive maintenance services for a large property portfolio can throw up significant challenges.

A well planned reactive maintenance service starts with working with you to gain a thorough understanding of your exact requirements, your property portfolio and your existing supply base. Knowing this enables us to propose solutions that best fit your way of working.

A DCS Property & Facilities Management solution is ‘menu based’, allowing you to pick and choose the elements that suit you. Our flexibility means that some customers come to us just to handle helpdesk calls and pass on those job requests to their existing suppliers. Others benefit from utilising our extensive approved supplier base and benefiting from our purchasing leverage. Our role is to help you make the choice that works best for you.
Our reactive maintenance service can combine:

  • 24/7/365 telephone and web based customer contact centre
  • Supplier procurement and management
  • Technical support
  • Account management
  • Comprehensive real-time reporting
  • Invoice processing and payment authorisation

However you engage with us you will get consistent, quality driven, transparent and value for money reactive maintenance services.

Asset Management

Condition surveys enable informed decisions to be made regarding the human and financial resources required to prevent failures. They can help with:

  • preparing long term asset investment plans
  • establishing the condition of plant and systems before deciding to purchase or lease buildings (pre-acquisition survey
  • assessing dilapidation after a period of occupation
  • establishing the condition of plant and systems before committing to maintenance contracts
  • identifying immediate repairs missed during routine maintenance inspections

Maintenance management condition surveys are carried out by DCS to collect data and appraise the condition of building services plant and systems.

It is vitally important to establish the maintenance condition of plant and installations before committing to comprehensive maintenance contracts. The contractors ability to deliver the performance set by the client and the cost of maintenance activities required to achieve this objective depends on the condition of plant and installations.

One of the main objectives of any condition survey is to develop a reliable asset register along with a database on the overall condition of plant and associated systems. Both the asset register and the condition appraisal will help the client plan for their future maintenance, replacement and refurbishment needs. They will also enable the continual support of the client business needs giving due regard to:

  • functional suitability and performance
  • physical and operational condition
  • safety and statutory requirements
  • energy and environmental performance

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