Asset Management Plan Scope
Your guide to requirements following Royal Commission recommendations
1. Changes to the Retirement Villages Act
Under section 101A of the Retirement Villages Act 1999 (the Act), all operators of Retirement Villages must prepare and keep up to date an Asset Management Plan (AMP) that complies with the Act and Regulation.
Section 93 of the Act has a requirement to maintain each item of capital for which an operator is responsible, in a reasonable condition and under section 101A of the Act, must prepare a 10-year AMP for each Village that is managed and operated.
An AMP documents the costs of purchase and ongoing maintenance, repairs, and replacement of a Retirement Village’s major items of capital, including shared major items of capital. This provides transparency around the maintenance and future costs of Retirement Village assets, for which residents pay the maintenance for.
The AMP must include the following content:
An Asset Register of the Village’s major items of capital, including information about the effective life of items of capital, and
A Maintenance Schedule of the Village’s major items of capital, including information about capital replacement, and
Section 98 of the Act requires an operator to include capital maintenance in the proposed annual budget. The operator is also to include a 3-year report prepared under clause 19A of the Regulation for capital maintenance extracted from the AMP. The report will inform expenditure of major items of capital in the annual budget.
To assist the owners, managers and operators of the Retirement Villages, this scope of works has been designed to ensure compliance with the Act and Regulations.
2. Asset Inclusions for Data Capture & Condition Assessment
AssetFuture will conduct a non-intrusive visual inspection of Retirement Living facilities:
Review existing building plant and equipment asset data
Validate and update asset data
Conduct condition assessments by site inspections.
In general, the assessment program is defined as follows:
Scope – Summary Asset Inclusions
Building elements, sub-elements, infrastructure and associated plant and equipment:
Building External
Building Internal Fabric
Building Fitments and Equipment
Building Plant and Equipment
Scope – Summary Asset Exclusions
External Property (grounds)
Roof Inspections - existing safe access is available
Medical Equipment
ICT Equipment
RFID / Bar Code Tagging
Drone Imagery - High Resolution Imagery
Asset exclusions can be added to the scope at additional cost.
2.1 Scope - Asset Inclusions
For each nominated facility, the building elements, sub-elements, infrastructure and associated plant and equipment which are included within scope of the assessment include:
Exteriors of all buildings, outbuildings, and covered ways and any associated or attached equipment.
Interiors of all buildings, outbuildings, and covered ways
Fittings within all buildings (for example light fittings, taps and sanitary fittings)
Fixtures within all buildings, (for example doors, windows, benchtops, built-in cupboards and wardrobes, floor coverings, hot water systems and stoves)
Door locks and access security
Central chilled water plant
Air conditioning and ventilation
Boilers
Main switchboards
Smoke management facilities
Building management system
Refrigeration plant to cold rooms
Power generation
Lighting internal
Lightening protection
Auto doors and associated secure fixtures and fittings
Smoke detection and alarm
Emergency warning and evacuation
Sprinkler suppression
Hydrant and hose reels
Fire extinguishers
Domestic water supply (potable)
Domestic water supply (non-potable)
Hot water units
General pumps
Toilets and amenities fixtures and fittings.
Vertical transportation (e.g., elevators, dumb waiters)
On ground car park
Footpath
Boom gates
Roof – where existing safe access is available (Drone Roof Assessments are optional)
Gas services equipment
Furnishings (for example, curtains and blinds)
Non-fixed items (for example, whitegoods, portable air conditioners, tables and chairs) – facility owner supplied
Facility owner beds and side drawers for Residential Aged Care (RAC) facilities
For all equipment assets identified the following information will be captured (where it is available, safe to do so and is visible without removing covers or having to relocate the equipment item):
Make
Model
Serial number
Manufacture date (where known)
Quantity
Location
Photographs
Photographs of each space / room and of each major item of plant and equipment and other relevant assets
Photographs of defects taken during the Condition Assessment shall also be stored in the Asset Register
Photographs are linked in the Asset Register to be assessable or viewable from the specific defect to which the photograph relates
Rooms
Several general photographs of each room
The photographs taken should include all finishes, floor and ceiling where possible
All identified defects should have an individual photograph taken. This should represent the defect clearly and enable the viewer to see the issue. Name the defect photograph accordingly e.g. ‘hole in wall’ and provide a location (e.g. left-hand side (LHS), bottom corner)
Buildings/Externals
Several general photographs of each façade
Aim is to take one photograph that identifies the building clearly. This is most likely to be of the front of the building; however, it should be the aim to provide a general photo that captures the building as a whole
Take a general photograph of each external defect and name it according to the issue and its location (e.g. crack in external façade, located on eastern façade right-hand side (RHS), bottom corner
Plant and Equipment
Take a several general photographs of all major plant and equipment
Take several photographs of each item
There may be a need to take multiple photographs to capture the item in its entirety
A photograph should be taken of the serial no., make and manufacturer plate. This must be legible as the plant details are required to be read from the photograph
In some cases, there may be identification tags on items of plant and equipment (e.g. a Mechanical Services Switch Board (MSSB) that has a tag on the front identifying it as MSSB-1). A photograph should be taken of this to accompany the general photograph of the Plant and Equipment (P&E) item.
Protocols with Photographs
NOTE: Assessors will avoid taking photographs of people or items of a personal nature.
Condition Rating Scale
Condition Scale is from 1 to 5 (as new to replacement) recorded in increments of .01
Quantity Survey
Quantity measurements are recorded for every material and service component. A laser measuring device is used to capture area in m2 and lengths in linear metres (LM)
Site Address and GPS Coordinates
On site assessments will include:
Confirm address (note: If the street number of the site is unknown then the street name is to be reported)
Record site location GPS co-ordinates (use the site Administration Building only as a point of reference not every building)
2.2 Assumptions - (Scope)
No allowance has been included for assets requiring assisted access over 2.0 meters (e.g. location of the asset poses a risk to safety)
No allowance has been included for assets within a roof cavity (e.g. location of the asset poses a risk to safety)
No allowance has been included for access to live energised assets (e.g. behind switchboards). The actual switchboards will be captured
No allowance has been included for entry into confined spaces (e.g. location of the asset poses a risk to safety)
No allowance has been included for in ground assets (e.g. buried assets such as sewerage lines / cables)
2.3 Specific Exclusions for the Assessment
The following items have been identified as specific exclusions from the scope of this Assessment:
All support services and associated equipment for ICT data infrastructure
Occupier supplied furniture, whitegoods etc.
Lux readings on lighting in rooms
Statutory and regulatory compliance - (BCA Audit)
General building access & egress and Disability Access (DDA)
Ceiling cavities and confined spaces where the location of the asset poses a risk to safety
Grounds
Grounds general (fencing, external lighting, culverts, retaining walls etc.)
Soft landscaping
In ground services (sewerage lines, other invisible assets)
Hazardous building materials (note: an Asbestos Register to be provided to AssetFuture for model development and cost forecasting purposes)
Heritage assessments
Equipment assets <$1000 (In Replacement Value unless specified in Section 2.1 above)
Fleet assets (optional if requested).
2.4 AssetFuture Approach
AssetFuture will use its rapid and efficient data acquisition technology (‘AssetCapture’ mobile application, available on iOS and Android devices) to assess, collect and to ingest the data into the AssetFuture Platform to enable reporting (cost, risk and performance) on the assets to be generated. This will enable a comprehensive Asset Register for each site to be established.
2.5 Deliverables
Deliverables for the assessment program will include:
A database for building and equipment lifecycle modelling (e.g. a comprehensive Asset Register)
Ingestion of the data into the AssetFuture Platform for the purpose of report generation and input to the 10-year Asset Management Plan (AMP)
An AssetFuture system generated report that will provide a summary of the current state of the assets assessed and a projection of future funding requirements to optimise maintenance and renewal under different scenarios for the facility
An AMP provided in the format (at a minimum) specified in the Secretary’s guidelines for Retirement Village Asset Management Plans (refer Appendix 1) that includes a template to assist in the development of an AMP. These guidelines have been issued under section 189B (d) under the Retirement Villages Act 1999 (the Act) and apply from the day in which the Regulation commences