Quinquennial Surveys
The aim of the Quinquennial Surveys is to ascertain the necessary maintenance works to each individual property and it?s surroundings to reduce the likelihood of material failure or the performance degradation of an item or material. Below provides a breakdown of the Quinquennial process:a. The Property Department maintains a register of quinquennial inspection dates for each property, which are on a 5-year rolling programme. When the property is due an inspection, notification is issued from the Diocesan Surveyor to each occupant in January each year.
b. The Diocesan Surveyor inspects the properties on the annual quinquennial list to ascertain what repairs are necessary both immediately and during the ensuing 5 years, and a report is prepared for the Houses Committee.
c. A specification for the works is prepared and a copy is sent to the occupant for agreement or modification within a specified period, usually 14 days. The Diocesan Surveyor prepares a list of contractors to tender for the works. The occupant may also nominate contractors to be invited to tender. A copy of the full quinquennial inspection report is available in Church House for inspection.
d. At the end of the 14 days the specification of works is sent to appropriate contractors who are invited to estimate for the work.
e. The estimates are referred to the Houses Committee, which will normally accept the lowest. On occasions further estimates may be requested. Items raised by the occupant under b., which the Property Manager feels unable to authorise, will be raised specifically with the Committee for a decision.
f. Once the Committee has accepted the estimate, the Diocesan Surveyor places an order for the work to be carried out according to an agreed timetable. The occupant is advised as to who will do the work, is sent a copy of the authorised specification, and asked to negotiate a start date with the contractors. If there is any undue delay in the commencement of the work the occupant is asked to notify the Diocesan Surveyor.
g. If there is cause for concern with the way the work is being undertaken by the contractor, the occupant should notify the Diocesan Surveyor of his dissatisfaction immediately.
h. The Diocesan Surveyor will inspect the works on completion prior to the final payment being authorised. The Diocesan Surveyor will endeavour to carry out interim inspections whilst the work is in progress to ensure work is progressing to a high standard.
i. The occupant will be asked by the Diocesan Surveyor to confirm that the work has been carried out satisfactorily as far as can be seen. If the appropriate form is not returned to the Diocesan Surveyor, it will be assumed that the occupant is satisfied with the work done and the contractors will be paid.
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