Publishing and copyright information

The BSI copyright notice displayed in this document indicates when the document was last issued.

The following BSI references relate to work on this document:
Committee reference CB/101
Draft for comment 12/30218913 DC

Publication history

First published September 2013

Foreword

Publishing information

This British Standard is published by BSI Standards Limited, under licence from The British Standards Institution, and came into effect on 30 September 2013. It was prepared by Technical Committee CB/101, Service life planning. A list of organizations represented on this committee can be obtained on request to its secretary.

The initial drafting of this British Standard was produced in association with BIS as part of their ongoing programme of support for standardization.

Relationship with other publications

This British Standard is the second supplementary guide to BS ISO 15686‑5. The first supplementary guide is PD 156865, which covers the life cycle cost during construction projects.

Information about this document

The guidance in this British Standard is aligned with industry cost planning data structures and methodology given in the RICS New Rules of Measurement (NRM) 1 [1].

This British Standard gives an approach to life cycle costing that places the focus on maintenance costs.

Clause 4 and Clause 5 describe the integrated LCC processes, key stages and the guiding principles and instructions for undertaking LCC of maintenance works. Clause 5 details how to undertake the cyclical process of LCC of maintenance through each of its stages and how this can be periodically updated throughout the in use phases of a building, facility or constructed asset. Clause 6 describes various methods, rules and techniques used in the process to agree the brief and subsequently plan, capture, evaluate, implement and review the LCC for maintenance works. Clause 7 categorizes and defines which maintenance costs to include or exclude and how to express them; it also provides a maintenance breakdown structure and cost categorization definitions. Clause 8 provides guidance on how the building data should be structured and classified to be interoperable with BIM data exchange formats. Clause 9 gives advice regarding the applicable information sources and data required to cost maintain and renewal works during the in use phases. Clause 10 provides practical guidance on how to inform the decision-making processes; it also helps the user to input information into other economic evaluations relating to wider property estate asset management and maintenance strategies.

Use of this document

As a guide, this British Standard takes the form of guidance and recommendations. It should not be quoted as if it were a specification or a code of practice and claims of compliance cannot be made to it.

Presentational conventions

The guidance in this standard is presented in roman (i.e. upright) type. Any recommendations are expressed in sentences in which the principal auxiliary verb is “should”.

Commentary, explanation and general informative material is presented in smaller italic type, and does not constitute a normative element.

Contractual and legal considerations

This publication does not purport to include all the necessary provisions of a contract. Users are responsible for its correct application.

Compliance with a British Standard cannot confer immunity from legal obligations.

0 Introduction

The objectives of this British Standard are to provide:

standardized rules and a methodology for the life cycle costing (LCC) of maintenance during in use phases that fully integrate the process of creating and implementing two plans: maintain and renewal;
NOTE In this British Standard the term “in use” (see 3.1.26) covers the life cycle period after handover and prior to decommissioning; this is highlighted in Figure 1, which also shows its relationship to other cost headings within whole life costing.
guidance on how to capture the appropriate asset information required for specific LCC outcomes;
guidance on how to evaluate and prioritize the maintenance works when carrying out budgeting and funding scenarios;
guidance on the implement stage of LCC management of maintenance works.

An overview of the key stages of life cycle costing of maintenance (see Figure 2) and their purpose is as follows:

brief: to define the scope and specific requirements for each of the typical LCC applications and plan the process of LCC of annualized maintenance (maintain) and forecasting the renewal programmes;
capture: to record the relevant data required to generate and update annualized maintenance (maintain) and/or life cycle renewal cost programmes, based on various forms of assessments;
evaluate: to inform budget setting and fund modelling by optimizing the planned maintain works and the renewal works cost programmes of work, including how to targeting and defend the maintenance and investment planning outputs;
implement: to schedule, tender, implement and cost manage works, including monitoring, auditing and reviewing the maintenance and renewal works cost expenditure against budget limits.

The context of the proposed application of LCC of maintenance is relevant to each stage given in 1) to 4).

1 Scope

This British Standard gives guidance and recommendations on undertaking LCC of maintenance during the in use phases of facilities or constructed assets. It covers buildings, systems, assemblies, components, tasks/actions, resources and materials.

NOTE 1 The guidance covers maintenance planning during the in use (see 3.1.26) phases of a facility’s life cycle.

This British Standard also gives guidance and recommendations on the planning and prioritization, budget-setting, optimization, implementation and monitoring of life cycle programmes of maintain and/or renewal works.

The guidance includes asset surveys and employer’s maintenance management aspects of operation (as defined in BS ISO 15686‑5) that are needed to plan and manage maintenance delivery including life cycle works.

This British Standard is intended for:

public and private sector employers;
PFI/PPP/PF2 consortia;
property portfolio owners and occupiers and their investors/funders;
estate managers, managing agents and facilities managers;
building surveyors and engineers;
engineering services and maintenance contractors;
quantity surveyors and cost management practitioners;
designers, constructors, insurers and procurement groups.

This British Standard applies to most types of facility. Its application is, therefore, wider than buildings alone and extends to other structures and forms of construction to accommodate diverse needs.

NOTE 2 See RICS NRM 1, Appendix B [1] for a list of functional unit types of facility and equivalent functional units associated with each.

NOTE 3 See B&ES SFG20 [2] for industry standard task schedules for planned preventive maintenance along with guidance on how to customize the annualized maintenance programmes by function and service levels.

NOTE 4 See CIBSE Guide M [3] for reference economic life expectancy data for buildings and services and guidance on how to apply to project and in use situations using factoring methods.

This British Standard covers the interoperability of LCC of maintenance with BIM. It is also aligned with the soft landings core principles of proving (or improving) performance post occupancy.

NOTE 5 Some references have been provided throughout the text to highlight where aspects of these might be relevant.

This British Standard does not provide guidance on the assessment of the operation (including energy and carbon costs), occupancy or end of life costs or whole life cost (as defined in BS ISO 15686‑5).

Facilities maintenance management and procurement of facility-related services are specialist areas that link with LCC of maintenance and are covered in detail in BS 8210 and BS 8572.

2 Normative references

3 Terms, definitions and abbreviations

3.1 Terms and definitions

3.2 Abbreviations

4 Process and applications

4.1 Integrating and standardizing the process: overview of the key stages

4.2 Typical purposes and applications of LCC of maintenance

4.3 Fundamental attributes required in order to undertake the LCC of maintenance

5.1 Staged application of the integrated LCC process: overview of the key stages

5.2 BRIEF STEPS

5.2.2 Scope and required outputs: the project brief

Before attempting to undertake the LCC analysis, the purpose, scope and specific deliverables or outputs should be agreed in detail with the employer and any other key stakeholders who are to be involved in the process. The input into wider estate planning and other sustainability and whole life cycle costing assessments should also be agreed.

The following questions should be asked during the briefing stage to gain the agreements required:

What is the LCC for?
Who is the LCC for?
What are the required deliverables or outputs? Such as:
1. how the LCC of maintenance inputs to budgets, fund modelling or targeting asset investment plans;
2. provision of a single LCC cash flow output for comparing a number of possible options;
3. provision of a review of investment options, based on the costing of the specific intervention scenarios, and/or asset degradation models;
4. an audit or due diligence review of specific plans, option studies, or related contractual obligations;
5. any other outputs (as specifically defined by the employer).
What is included and what is excluded from scope?
Who is to undertake the LCC exercise?
Are there any constraints that might affect the outcome of the LCC analysis?

Any potential project constraints and risks scenarios that might affect the outcomes should be defined (e.g. level and quality of asset data available, time to do LCC analysis, selected discount rate). The implications of these should be made clear to the employer to make sure these constraints are properly considered at the outset.

NOTE BS 8210:2012, Clause 7 provides guidance on issues affecting maintenance.

5.3 CAPTURE STEPS

5.4 EVALUATE STEPS

5.5 IMPLEMENT STEPS

5.6 Information for future LCC of maintain and renewal works

6 Methods, rules and techniques for identifying, prioritizing and presenting the LCC plans

6.1 Brief stage: methods, rules and techniques

6.2 Capture: methods, rules and techniques

6.3 Evaluation: methods, rules and techniques

6.4 Implement stage: methods, rules and techniques

7 Maintenance costs for inclusion or exclusion and how to express them

7.1 Cost data structure for LCC of maintenance and the links to wider LCC/WLC

7.1.1 LCC plan scope

Before an LCC plan is undertaken, agreement should be reached as to its precise scope, i.e. what relevant costs are to be included, or excluded, and how they are to be expressed.

7.2 Constituents of maintenance costs

7.3 Maintenance costs for inclusion or exclusion and how to express them

7.3.1 Purpose and scope of the costs to include and how to express them

At the outset the following should be agreed.

The purpose for which the cost information is required.
The stages at which the cost information is required (i.e. brief, capture, evaluate, implement ).
The period of the study and establishing the specific study inputs and rules.
The assets to be included or excluded.
The scope of the work to be included or excluded.
The level at which costs are to be reported.
The method of economic evaluation to be used.

7.4 Methods of estimating and costing building maintenance works

7.5 Reporting the results

8 Interoperability of LCC of maintenance with BIM

8.1 Use of COBIE

8.2 Use of IFC

9 Information sources and data required to undertake LCC of maintenance

9.1 General

9.2 Information sources and data requirements for undertaking LCC of maintenance works

9.3 Asset data capture and the quality or interpretation of the existing asset information

9.4 Asset information: levels and extent of condition surveys and other assessments

9.5 Condition grading and age or remaining life, and the use of reference service life data

9.6 Information management: standard data conventions and use in technology or CMMS

10 Informing the decision-making process

10.1 Informing the budgeting, fund modelling and investment business case

10.2 Setting and defending the maintenance budgets

10.3 Mitigating risks and liabilities

10.4 Driving maintenance prioritization

10.5 Targeting investment in asset renewals

10.6 Informing estate planning and rationalization studies

10.7 Inputs into environmental and sustainability assessments

10.8 Feedback and inputs into the construction procurement LCC studies

Bibliography

BS 8544:2013

Guide for life cycle costing of maintenance during the in use phases of buildings

Current, Under Review

Published:

30 Sep 2013