FOI003699 FOI Facilites

For research into local authority property maintenance, please provide the following recorded information under the Freedom of Information Act 2000.
Scope: non-housing buildings for which the council has repair or maintenance responsibilities, excluding council housing and highways. Please use existing service boundaries and identify any inclusion of schools, commercial properties or buildings maintained for other organisations.
For items 1–4, please provide the current or latest recorded position, stating its date.
1. Portfolio
Number of properties maintained, specifying whether this counts sites, buildings or another unit. Please include total floor area and a breakdown by property type where held in an existing summary; an individual property list is unnecessary.
2. Maintenance standards
Current responsive repairs policy/service standards, including priorities, target response and completion times, and emergency/out-of-hours arrangements; plus the planned/preventative maintenance policy or strategy, if held.
3. Structure and staffing
An organisational chart showing roles and reporting lines for maintenance, hard FM and associated estates teams; names are unnecessary.
Please provide staff in post and vacancies by role/discipline, preferably as full-time equivalents (otherwise headcount), covering managers; building, reactive, planned-works and estates surveyors; mechanical/electrical and compliance specialists; and support/direct-labour staff.
Distinguish employees, agency/interim staff and external professional support where recorded, and identify teams also covering services outside this request’s scope. Existing staffing reports are sufficient.
4. Procurement, contracts and payment
Please provide the procurement/contract procedure rules covering quotation and tender thresholds.
For the principal general building, mechanical and electrical maintenance arrangements, please provide existing records identifying:
•    In-house delivery, single/multiple contractors or frameworks, and how individual jobs are allocated.
•    How jobs are estimated/priced and final payments assessed: contractor quotations, council estimates, schedules of rates, hourly/daywork rates, fixed charges, reimbursable costs plus fee, or another basis.
•    Any schedule of rates’ title/publisher and edition, or confirmation that it is bespoke.
•    Contract form and edition, and main pricing/payment option selected.
Contract summaries, register extracts or relevant contract particulars/data are sufficient; full contracts, individual rates and minor works orders are unnecessary.
5. Budgets and expenditure
For 2023/24, 2024/25 and 2025/26, please provide the maintenance budget and actual expenditure for the estate within scope. Where existing reports distinguish them, please separate:
•    Reactive/responsive repairs.
•    Planned preventative maintenance, servicing and statutory inspections.
•    Planned repairs, replacements and backlog maintenance.
Otherwise, annual totals in existing accounting categories are sufficient. Please identify the estate covered, whether budgets are original or revised, and any provisional figures. Where recorded, state the treatment of capital-funded maintenance, internal staffing costs, overheads and VAT.
6. Repair workload
Please provide the latest existing annual maintenance performance summary, if held, covering reactive repairs raised/completed, achievement of response/completion targets and outstanding repairs. Please state the reporting period.
Response format and scope
Electronic documents, spreadsheets, relevant extracts, routine exports or direct links are welcome. Please state where information is not held or cannot be separately identified. No bespoke report, manual invoice review, retrospective reclassification or new calculation/apportionment between services is requested.