The definition of facilities management, ratified by 31 European countries is:
“The integration of processes within an organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities.”
Facilities Management encompasses;
The Maintenance of Buildings and Service Installations both in terms of reactive and planned activities
Statutory testing of systems such as the Electrical, Fire alarm and Emergency Lighting Installations
The management of support services such as catering, post, infrastructure
Security both active and passive
Effective Facilities Management can only be achieved by a full and detailed understanding of the often daunting array of Statutory Requirements faced by Employers and those in control of buildings.
The penalties for omissions by dutyholders can be very severe, particularly where injury or harm occurs to Employees, Contractors or others.
Statutory Requirements
The most important of the statutory requirements applicable to commercial buildings are;
The Control of Asbestos Regulations 2012 – The Regulations apply to all non domestic premises and place an duty to manage on the person in control of a building so as to make sure that persons working in the building or visitors are not subject to risks associated with coming into contact with Asbestos Fibres
This duty to manage includes an obligation to arrange for an Asbestos Survey where none exists and to regularly update it
Where intrusive works are planned then the dutyholder has an obligation to arrange for a comprehensive survey to be undertaken prior to works commencing, so as to precisely identify the location and type of any Asbestos present and take steps to deal with it
Where work on Asbestos Containing Materials is carried out then this must be done by a Licensed Contractor
The Fire Reform Order 2005 – The Fire Reform Order consolidated all earlier legislation and applies to all types of buildings other than private dwellings
Responsibility for Fire Safety lies with those in control of the building and which might include, Owners, Occupiers, Employees, Voluntary workers, in fact anybody who by virtue of their circumstances exercise control
Fire safety is achieved by the undertaking of a Fire Risk Assessment and putting in place effective fire safety measures
The Electricity at Work Regulations 1989 – The Regulations simply state that all electrical systems must be maintained in a safe condition at all times. This can be achieved by an effective maintenance regime and cyclical testing
For all commercial buildings the fixed wiring installation must be tested every 5 years and portable appliances annually
Disability Discrimination Act – The Act specifies that it shall be unlawful for service providers to offer a service of lesser value to those with a disability than that available to the able bodied.
Much depends on the circumstances but compliance may be achieved by putting in place suitable management arrangements, for instance offering retail goods from upper floors at ground level where the upper floors are inaccessible.
Alternatively, where reasonably practicable, Reasonable Adjustments may be the appropriate means of compliance, examples of which might include the construction of ramps or other aids to movement or visual or tactile aids for those with sensory disabilities.
F Gas Regulations
Under the regulations users of Refridgeration and Air Conditioning systems must put in place a strict regime of testing and record keeping
EU Energy Performance of Buildings Directive
Under the Energy Performance of Buildings Directive (EPBD) Those in control of commercial buildings have a duty to;
Commission an Energy Performance Certificate where a building is to be sold or leased
Commission an Energy Performance Certificate where a significant change in the external fabric of a building has taken place including it’s enlargement or significant alteration
For Public buildings over 1000m2 commission a Display Energy Certificate
Where air conditioning equipment is installed commission an Air Conditioning Inspection
Construction Design and Management Regulations 2007
The CDM Regulations apply to almost all construction work undertaken in commercial buildings and Clients have certain specific and potentially onerous duties under the Regulations. Learn more about the duties of a construction client
Whilst here are many other regulations and enactments to consider, the foregoing can be considered the most important and most frequently encountered in the context of Facilities Management
