highview college maintenance policy · mere painting contractor. 1. a seven (7) year maintenance...

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HIGHVIEW COLLEGE

MAINTENANCE POLICY

Responsibility – Project Manager

Developed by Project Manager, Shane Harman 2019

Statement of Context and Purpose

Highview College is committed to the effective management of maintenance of its buildings,

grounds and infrastructure, ensuring it complies with workplace health and safety

requirements.

Project Manager

Highview College employs a full-time Project Manager, who co-ordinates:

day to day maintenance

development and implementation of the annual maintenance plan

management of incidentals

new projects

the upkeep of grounds

maintenance and record keeping of essential services

supervision and co-ordination of tradespeople and sub-contractors

recommendations for necessary works and upgrades

cleaning contractors

Funding

Maintenance funding is provided within the Highview College school budget and allows for

both planned and unplanned (or urgent) maintenance works. These works are broken into

the following areas:

Routine Maintenance

Highview College contracts its cleaning to AMC. Their team is responsible for the day-to-day

cleaning of school buildings, which is predominantly an out-of-hours contract. Any cleaning

emergencies during operating hours are co-ordinated by the Project Manager.

The School Property/Project Manager attends to the daily maintenance of the school. In

addition to the management of external tradesmen for contract work, duties include the

upkeep of gardens and grounds, and the ongoing general maintenance of the school

buildings and facilities. This includes:

maintenance of doors, door handles and door locks

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classroom furniture repairs

supply and fitting of light globes

regular inspections of gutters/downpipes

checks of boundary fences, security gates

repainting of garden equipment, facilities

plaster repair

repainting of doors/external areas

repainting of small interior areas

tile repairs

upkeep of hand towel dispensers

moving of classroom furniture

repairs to insect screens

window/glass repairs

replacement of clock batteries

landscaping maintenance

small construction jobs

lawns/garden maintenance

graffiti removal

student locker maintenance

maintenance of toilets

Preventative Maintenance

Protection of the schools assets and the safety of staff and students, requires a cycle of

upkeep of school buildings, grounds, plant and equipment. This includes:

annual testing/tagging

annual tool and equipment audit and maintenance

annual pest and weed control treatment

annual inspection of urinals/toilets

bi-annual tests of alarm systems

bi-annual replacement of water filters

annual testing of kitchen equipment (microwaves, urns etc)

bi-annual inspection of exit signs/emergency lighting

bi-annual pit/trap cleaning

rolling 5 year internal painting program

replacement of floor coverings (every ten years)

External Maintenance Contract

In 2019, Highview College entered a new contract with Programmed Property Services (see

Appendix B), in view of restoring and maintaining its external heritage buildings, and

providing services for ‘out of reach’ painting and maintenance work. This includes:

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repainting of all fascias and gutters

repainting of eaves

repainting of all external timber work

repainting of all hand rails and guide rails

providing machinery and operators for elevated works

Contractors and tradespeople

For emergency work requiring external contractors and tradespeople, Highview College

seeks the best local contractors, who:

are fully licensed

carry a current working with children check

are reliable

are competent

carry out a site induction prior to works

Contractors must provide evidence of insurance, in the form of a Certificate of Currency, or

preferably a copy of policy, which outlines exclusions and schedule of Limits of Cover. These

following insurances must be held:

Workers Compensation

Public liability

Professional indemnity (where applicable)

Level of insurance

A site induction is carried out with new contractors on their first visit, and for regular

contractors, renewed at the start of each year. The site induction covers:

emergency evacuation procedures

potential hazards when working in an educational environment

Childsafe Policy

signing of a Childsafe statement

verification of insurance certificates

OHS policy

Code of Conduct

APPENDIX A – Highview College Maintenance Plan

APPENDIX B – Programmed Property Services (Maintenance Contract)

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APPENDIX A – Highview College Maintenance Plan

Routine Maintenance

The school cleaners (AMC) are responsible for the day-to-day cleaning of school buildings.

The School Property/Project Manager attends to the daily maintenance of the school. In

addition to the management of external tradesmen for contract work, duties include the

upkeep of the gardens and grounds, and the ongoing general maintenance of the school

buildings and facilities.

This includes:

- Maintenance of doors, door handles and door locks

- Classroom furniture repairs

- Supply and fitting of light globes

- Regular inspections of gutters/downpipes

- Checks of boundary fences, security gates

- Repainting of garden equipment, facilities

- Plaster repair/damage

- Repainting of doors/external areas

- Repainting of small interior areas

- Tile repairs

- Upkeep of hand towel dispensers

- Moving of classroom furniture

- Repairs to insect screens

- Window/glass repairs

- Replacement of clock batteries

- Landscaping maintenance

- Small construction jobs

- Lawns/garden maintenance

- Graffiti removal

- Student locker maintenance

- Maintenance of toilets

Preventative Maintenance

- Annual pest control treatment

- Annual testing/tagging

- Annual checking of urinals/toilets

- Tests of alarm systems

- Bi-annual water filter changeover

- Annual testing of kitchen equipment (microwaves, urns etc)

- Bi-annual fire testing

- Bi-annual pit/trap cleaning

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Responsive Maintenance (JIRA)

Daily maintenance emergencies are carried out by the Project Manager and groundsman.

School staff must log requests via an internal on-line program (JIRA), and each maintenance

request is closed (and comments made) at the completion of each task. This is priority

based.

Sample Report

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MAINTENANCE WORKFLOW CHART

ISSUE RAISED

Maintenance or OH&S issues entered into Jira

DAILY MAINTENANCE REPORTS

Reports compiled for daily job list roster.

DELEGATION OF JOB LIST

Daily delegation of joblist.

JOBS UNDERTAKEN

Daily joblists undertaken, ticked off and returned to Project Manager

COMPLETED JOBS CLOSED

Completed jobs are closed in JIRA and comments entered.

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HIGHVIEW COLLEGE TRADESMAN LIST

Highview College relies on the continuous support of various local tradesman for the

ongoing runnings and maintenance of the school.

These trades include electricians, plumbers, painters, glasiers, gasfitters, locksmiths, air

conditioning technicians, lawn & garden maintenance support.

ELECTRICIAN Hendrickson Electrical PLUMBER Pearse Plumbing GASFITTERS/ROOF PLUMBERS Budget Gas PAINTER Ian Fraser / Aaron Beaton GLAZIER DLR Glazing LOCKSMITH Maryborough Locksmiths LAWN/GARDEN MAINTENANCE Asteria Services

Long Term Maintenance

The following items are tabled on a four year rolling program.

Re-painting of school interiors

Re-painting of school exteriors (steel, downpipes, timber woodwork, fascias, gutters)

Internal painting

AREA TO BE PAINTED (Internal only) DATE/TERM ALLOCATED

Main Building – Entrance and corridors Year 1 – Term 1

Main Building – Offices Year 1 – Term 2

Main Building – Classrooms Year 1 – Term 3

Junior wing – Entrance & corridors Year 1 – Term 3

Junior wing – Class rooms & offices Year 2 – Term 1

Arts wing Year 2 – Term 2

Theatre/Gymnasium Year 2 – Term 3

Tech wing – Entrance & corridors Year 3 – Term 1

Tech wing – Class rooms Year 3 – Term 1

Tech wing – Prep/wood work room Year 4 – Term 2

Tech wing – toilets Year 4 – Term 3

All other toilet facilities Year 4 – Term 3

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External painting

AREA TO BE PAINTED (External only) DATE/TERM ALLOCATED

Main Building – Woodwork/fascias Year 1 – Summer break

Main Building – Eaves Year 1 – Summer Break

Main Building – downpipes/gutters Year 1 – Summer Break

Junior wing – Woodwork/fascias Year 1 – Summer Break

Junior wing – Eaves Year 2 – Summer Break

Arts wing Year 2 – Summer Break

Theatre/Gymnasium Year 2 – Summer Break

Tech wing – Woodwork/fascias Year 3 – Summer Break

Tech wing – Eaves Year 3 – Summer Break

Tech wing – downpipes/gutters Year 4 – Summer Break

Tech wing – Woodwork/fascias Year 4 – Summer Break

Any other external furniture/property Year 4 – Summer Break

** There are times that scheduled painting may be re-scheduled in order to cater for various

external school programs such as School Productions, exams, EBT etc.

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FLAMMABLE CHEMICALS AUDIT – Maintenance Department

The Highview College Maintenance department carries an assortment of dangerous

chemicals, all of which are stored in the flammable liquids cabinet in the maintenance shed.

These chemicals include:

20Lt of Unleaded petrol (for fuel powered gardening equipment)

5lt mixed fuel/2 stroke oil (for blower/chainsaw/brushcutter)

2-stroke oil 1 Lt

Mineral Turpentine 4lt

Surface Barrier spray 4lt

Bar Chain Oil 4lt

Rust converter 1lt

Weedmaster ARGO weed herbicide 20lt

Decking stain 4lt

External w/shield paint 10lt

Internal paint 2 X 4lt

Momar MOFLO Drain cleaner 2 X 1lt bottles

Momar black rubberised coating 2 X 450g cans

Momar Graffiti eater 3 X 550g cans

Black enamel spray cans 2 X 300g cans

ITEM CURRENT STORAGE SECURED

Unleaded petrol 20Lt Flammable goods container Secured

Mixed fuel can (petrol/oil) 5Lt Flammable goods container Secured

2 Stroke oil 1Lt Flammable goods container Secured

Mineral Turpentine 4Lt Flammable goods container Secured

Surface Barrier spray 4Lt Flammable goods container Secured

Bar chain oil 4Lt Flammable goods container Secured

Rust converter 1Lt Flammable goods container Secured

Weedmaster herbicide 20Lt Flammable goods container Secured

Decking Stain 4Lt Flammable goods container Secured

Paint (ext) 10Lt Flammable goods container Secured

Paint (int) 2 X 4Lt tins Flammable goods container Secured

Momar MOFLO 2 X 1Lt Flammable goods container Secured

Momar rubberised 2 X 450g cans Flammable goods container Secured

Momar graffiti eater 3 X 550g cans Flammable goods container Secured

Black enamel spray cans 2 X 300g Flammable goods container Secured

Maintenance Painting 7 Year Exterior Programme

Proposal Prepared for

Highview College Maryborough

12 July 2018

Painting

.

12 July 2018

Mr Shane Harman

Project Manager

Highview College

21 Kars Street

Maryborough VIC 3465

Maintenance Painting Programme Proposal

Dear Shane

The attached proposal for the provision of a painting maintenance programme for 7 years at

Highview College has been designed around our conversations with you.

This tailored solution addresses what you have highlighted and is designed to deliver the

specific outcomes you have said you’d like to see from a maintenance partner rather than a

mere painting contractor.

1. A seven (7) year maintenance painting programme that will ensure assets at Highview

College are protected and presented at a high standard.

2. Render repairs to main school building façade, gables, including removal of drummy

render and re rendering to match existing to exterior of rooms 17, 18 and 19 (main

building)

3. A full exterior repaint to the nominated surfaces as per the schedule attached

4. Exclude selected items e.g. tables, seats, bins and Mudbrick Building

5. On-site safety and the protection of the well-being of your students. Programmed assures

you that all Programmed staff working on-site will have current Working with Children

checks

6. Safe works completed using leading edge HSE management processes, including daily

JSA /SWMS

In over 60 years delivering an array of property maintenance services, we have demonstrated

an ability to meet and exceed our clients’ expectations. This is a result of our integrity and long

term commitment to quality, safety and excellence in service delivery.

Please call me on 0408 604 797 so we can discuss this proposal in greater detail.

Yours sincerely,

Nicholas Varnis Branch Manager

Suite 5 15 Dawson Street South

Ballarat Vic 3350

Programmed Property Services Pty Ltd

ACN 106 015 632

www.programmed.com.au

D 03 5336 9101 M 0408 604 797

[email protected]


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Highview College, the first completely ecumenical

school in Australia, is recognised for providing a

genuine and accessible choice of secondary

education in Maryborough and District and providing

students with outstanding education facilities.

Programmed’s proven experience and capacity

provides Highview College with a partner that is

strategically placed to help the School achieve this

vision, particularly in the area of assisting Highview

College provide outstanding educational facilities.

In formulating this proposal, Programmed has

listened carefully to Highview College, taking into

account specific considerations Highview College

has mentioned, as well as those a leading academic

facility such as Highview College will require,

namely:

• Tailored maintenance to specifically meet the

presentation needs of Highview College;

• Enhanced appearance and presentation;

• Attractive affordability;

• Strong resources, professionalism and project

management;

• Proven capability.

Tailored maintenance to specifically meet the

presentation needs of Highview College

Rather than a one-size-fits-all approach,

Programmed will provide a maintenance

programme that is specifically tailored to meet the

needs of Highview College. This programme

provides for scheduled maintenance with the scope

of works developed as a result of initial site surveys,

and finalised after close consultation with Highview

College. Importantly, it takes into consideration

essential ancillary requirements such as long-term

cost savings, flexibility to augment or contract

scope/hours as necessary, budget, and delivery

time frame.

Enhanced appearance and presentation

The maintenance programme ensures buildings are

presented in a first-class condition at all times

throughout the programme. This enables Highview

College to always project an image that enhances,

and is aligned with, its prestige and standing. In

addition, consistent maintenance extends the life of

painted surfaces, stops them from deteriorating

during the programme, thereby eliminating

extensive preparation and multiple coatings

normally required prior to repainting in the event of

future repaints.

Executive Summary

Highview Christian Community College Maryborough


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Attractive Affordability

This proposed solution has the benefit of spreading

the total cost of painting and maintenance payments

over the duration of the programme, and offers to

Highview College an attractive, affordable cost of

maintenance that can be predetermined to assist in

preparing accurate annual budgets. It significantly

avoids heavy outlays associated with periodic

painting.

Strong resources, professionalism and project

management

A key component in effectively getting the job done

is a strong resource base. Programmed directly

employs more than 10,000 skilled and semi-skilled

staff and tradespeople.

All our painters are, trained and professional. This

provides Highview College the peace of mind that

Programmed is able to fulfil its contract obligations,

or urgently provide additional manpower, equipment

and material, even at short notice. This resource

capability is further strengthened by a partnership

mentality that is evident in the professionalism all

Programmed staff display. Proficient project

management by Programmed makes overseeing

the project simple for Highview College, even with

multi-site projects, by ensuring simple streamlined

communication, as well as eliminating excessive

administrative costs and supervisory time.

Proven Capability

Programmed’s extensive experience in painting

services and maintenance dates back to its

founding in the 1950s. Innovation and delivery are

key features of the way Programmed has always

conducted business. Highview College will be able

to leverage on this considerable experience

Programmed has in large scale repaints and

ongoing maintenance.

Furthermore, Programmed has an in-depth

understanding of strict safety protocols, painting at

heights, working flexibly around business or non-

business hours to minimise disruption to daily

operations, working in proximity to the public, and

minimising inconvenience to students, staff and

guests.

Programmed is able to provide a service delivery

assurance to Highview College particularly in

regards to high quality service levels, timely delivery

of works, effective working relationship and, more

often than not, economies of scale.

We have endeavoured within this proposal to

provide Highview College an innovative solution to

Highview College’s long term painting maintenance

needs that will take the general presentation of

Highview College’s property to a new level by

ensuring its assiduous maintenance. This is

achieved specifically through access to a strong

resource base, streamlined communication (utilising

a single point of contact), regular reporting, and a

business partnership that provides increased value

for a successful outcome.

We look forward to the opportunity to work with

Highview College through the award of this painting

and maintenance agreement.


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Table of Contents

Executive Summary ................................................................................................ 2

Site Survey .............................................................................................................. 5

Access Requirements ............................................................................................. 6

An Ability to Deliver Significantly Better Outcomes ................................................. 8

Service Inspection Report ....................................................................................... 9

Programme of Work .............................................................................................. 10

Payment Schedule ................................................................................................ 12

ClassicProgramme

TM

............................................................................................. 12

Specifications ........................................................................................................ 14

Customer Feedback .............................................................................................. 19

Risk Management ................................................................................................. 24

Acceptance ........................................................................................................... 41

New Customers Only ............................................................................................ 42

New Customers Only ............................................................................................ 43


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Site Survey

Tips for using the Site Survey Pages

Main School Building - Repairs

• Complete rough cast render repairs to 4 gable ends

as required on original building.

• Complete minor repairs to tender bands on original

building

• Building repairs to eaves on 4 gables on original

building (Rear Gable to be assessed when scaffold

erected)

• Repair built up render bands on new building (rooms

as required including removal of “drummy” render and

replace with new


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Access Requirements

Scaffold Requirements

• To safely access the south facing gable we have allowed

to erect scaffold to 3 sides of the gable on the roof

surface; and

• Erect an access tower and scaffold on the roof surface to

repaint the west facing gable indicated above

• Arts Building - Scaffold will be erected on the roof to

safely prepare an paint previously painted surfaces

• Tech Building - Erection of: access tower to roof to

paint gable, and access tower to Perspex roof,

scaffold to support Perspex roof and scaffold on top of

Perspex roof to access gable end

IMMEDIATE BENEFITS LONG TERM ADVANTAGES

� Protection of image and

assets

� Extension of asset lifespan

� Enhanced appearance

� Improved long-term value

� Cost savings

� Predictability in budgeting

� Attractive, affordable spread

of costs

Programmed Coating Preservation System TM

Our unique Coating Preservation System

offers immediate benefits with long-term

advantages.


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The process below describes the Coating Preservation System that is

unique to Programmed’s painting maintenance programme, from the

initial repaint followed by the Preservation Service and any subsequent

repainting.

‘ PR

Preparation and Repaint All surfaces, as nominated in the Programme of Work, will

be repainted in a thorough and professional manner.

Appropriate attention will be given to the preparation of

surfaces prior to repainting, in accordance with the

Specification.

‘ ECP

Exterior Coating Preservation Service Upon commencement of the Exterior Coating

Preservation Service, Programmed trade staff will either

dust or wash away any noticeable accumulation of

unsightly mould, mildew, cobweb and grime.

Where failure of the coating has occurred through normal

wear and tear, i.e., unavoidable coating damage caused

by normal day-to-day activities within the defined areas,

these areas will be sectionally repainted to the nearest

architectural break. In some instances, the absence of an

architectural break will necessitate the cutting-in of the

paintwork in a neat line to reasonably blend with the

surrounding paintwork.

On completion of the Exterior Coating Preservation

Service, all nominated areas will be left in a clean and

sound condition.

Following an inspection by the Programmed Foreperson

and/or Programmed Project Manager, a Certificate of

Completion will be prepared for the customer to verify that

all works have been conducted to the customer’s

complete satisfaction

‘ ( - )

No Work No work is scheduled to be performed in the designated

year.

‘ BR

Building Repairs Building repairs will be carried out in the designated year,

in accordance with the Building Repairs Schedule.

‘ W

Washing Nominated surfaces will be washed using either high-

pressure water jets, or a combination of hand detergent

and/or mains pressure water washing.

An Ability to Deliver Significantly Better Outcomes

Rather than a one-sized-fits all package, Programmed’s

planned preventative maintenance is tailored to address your

individual site or asset needs, eliminate waste and yield better

value-for-money.


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A Clear Process for Communication

We keep you updated and informed.

Prior to the commencement of each Coating Preservation Service,

1. Communication will be forwarded, by letter or email, providing

your notification of the forthcoming Service.

2. An appointment will then be arranged to fully inspect all surfaces

scheduled for the Service.

3. Where any work arises:

• by reason of fire, storm, floods, tempest, earthquake, act of

God, civil commotion, or war;

• as a result of physical, mechanical, accidental damage or

change of environment;

• as damage due to alterations or renovation work, vandalism

and/or wilful damage;

these shall not be considered normal wear and tear; and a

separate quote will be provided for these areas, if required.

Additionally, it is important to note that the blistering of coatings

caused by hydrostatic water pressure (i.e., water trapped between

the substrate and the applied surface coating) is not covered by

the Exterior Coating Preservation Service.

Problems with hydrostatic blistering can only be prevented over

the long term by repairing the building substrate at the point of

entry.

Following the Inspection:

1. A service report (see diagram) will be forwarded, by letter or

email, noting any building repairs and/or additional works required

and a Scope of Work detailing the service work to be performed

Service Inspection Report

This proactive measure keeps you updated of the

work completed, informs you of the condition of your

asset, and notifies you of any additional works

required.


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Programme of Work

The programme of work includes all previously painted surfaces as detailed in the following

schedule.

Years

Yea

r 1

Yea

r 2

Yea

r 3

Yea

r 4

Yea

r 5

Yea

r 6

Yea

r 7

Main School Balustrades, handrails, doors, eaves & rafters, fascia, gutters, front main entry door, painted gables surfaces, unpainted gables stucco, infills, window lintels, pipes & downpipes, rear yard sail poles, render walls, ridge capping, soffits, front entrance step risers, wall vents, window infill panels, window security grilles, timber windows, painting render bands on Building 17, 18 & 19 wing

PR ECP ECP ECP ECP ECP ECP

Render repairs to “Old” section & gables, & 17,18,19 render bands (scope detail to be confirmed prior to commencement of work)

BR - - - - - -

Exclusions: Outdoor tables & seats, bins, Colorbond surfaces, powder coated surfaces, pre finished security door, front yard sail shade poles, Engineers structural certification of roof structure for scaffold access in two locations

NOTE: Exclude high fascia & gables not accessible by boom in service years 2-7

Junior School & Administration

Air conditioning protection cage, concrete plinths, doors, fascia & eaves, fibre cement soffits & fascia, fire boxes, render walls, soffits, steel balustrades & handrails, structural steel framing, entry gates


Pre finished fibre cement cladding W W W W W W W

Exclusions: Outdoor tables & seats, bins, Colorbond surfaces, powder coated surfaces, Mudbrick Building, powder coated sunshades & support framing


Page 11

Years

Yea

r 1

Yea

r 2

Yea

r 3

Yea

r 4

Yea

r 5

Yea

r 6

Yea

r 7

Technology Building

“Dark grey” fibre cement fascia cladding, “red” fibre cement cladding

ECP ECP ECP ECP ECP ECP ECP

Above roof fibre cement cladding, doors, eaves, fascia, gables, perforated metal sunshade, PVC downpipes, red steel columns, soffits


Exclusions: Dust extraction hopper, Colorbond surfaces, powder coated surfaces

Arts Buildings

Courtyard canopy steel framing & purlins, doors, eaves, fibre cement cladding, gables, handrails, infills, posts, soffits, timber fascia


Exclusions: Outdoor tables & seats, bins, Colorbond surfaces, powder coated surfaces, Engineers structural certification of roof structure for scaffold access in Mechanical Plant location, painted pavement under canopy (240 m2), storage building on opposite side of Burke Lane

NOTE: Exclude high fascia & gable not accessible by boom in service years 2-7


Page 12

Programme of Work $ Per Annum (excluding GST)

As per Extent of Works $39,928

Payment terms are fourteen (14) days from date of invoice.

ClassicProgrammeTM

An up-front work schedule with periodic payment.

The Classic Programme is ideal for situations where a major redevelopment or refurbishment project is

needed. It provides for the bulk of the work to happen immediately, while payment is evenly distributed over

the entire life of the programme.

In this way, it ensures the greatest aesthetic impact on the property can occur as quickly as possible.

Pricing Notes Where annual payments have been chosen, the first

invoice will be issued once Works have been

completed up to the value of the invoice. All

0

20

40

60

80

100

Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7

Work % Cumulative Work % Annually Payment Schedule

Payment Schedule

Programmed offers you the ability to tailor payment

to suit affordability and budget needs.


Page 13

subsequent invoices will be issued on the

anniversary of the commencement date and are not

directly related to the Works carried out in any

individual Service Period.

Annual payments quoted exclude GST and are fixed

for Year One of the programme. Monthly or

quarterly payments quoted exclude GST and are

fixed for the first quarter of the programme.

Subsequent payments are subject only to variations

which have occurred in the cost of labour, materials

and operating expenses up until the date of each

invoice using the latest available indices. The

distribution of our costs on your project is 65%

labour, 10% materials, and 25% operating expenses

(e.g. an increase of 5% in the labour index would

result in a 3.25% increase in the annual cost).

Movement in the cost of labour and materials will be

determined using Australian Bureau of Statistics

indices. Movement in Operating Expenses will be

determined using the Reserve Bank Non-

Government Corporate Bond rate. Base rates

current at date of quotation will be detailed in the

Schedule provided upon written acceptance of the

Proposal.

Working Hours and Conditions

Unless otherwise noted in this quotation, all works

are based on being carried out during normal

working hours. Should the customer request part or

all of the work to be completed outside of normal

working hours or should access to any areas be

unavailable during normal working hours, an

additional charge may apply. Unless otherwise

agreed, our costs are based on the use of site

utilities including water, electricity and amenities for

tradespeople. The prices quoted remain valid for a

period of 30 days from the date of this quotation.

.


Page 14

General

As described in AS/NZS 2311:2009, Guide to the

Painting of Buildings, this specification complies

with the standards set out in that standard (see

Tables 8.2 and 8.3 of AS/NZS 2311:2009).

All applications shall be by brush, roller or spray as

determined by Programmed for each surface unless

the application method is detailed in the

Specification. It is expected that 90% to 95% of

defective paintwork such as rust or blistering (where

applicable, and with the exclusion of hydrostatic

blistering which is not covered by the Exterior

Coating Preservation Service) will be eliminated in

the initial repaint; and the remaining 5% to 10% will

be progressively identified and treated in the

succeeding years of the maintenance programme.

Primers

Where the priming coat is applied to bare areas, it

shall overlap the adjacent sound area by no less

than 25 mm. In certain situations, where the existing

coating still shows tenacious adhesion and is in

excellent condition apart from loss of gloss and

minor weathering, a primer may not be necessary.

Surfaces will be tested to establish the need for a

primer, and if required, the most appropriate primer

for the task will be selected.

Colour Scheme

Unless otherwise noted, all colours will match

existing colours as closely as possible. Programmed

shall use its best endeavours to ensure that they

match the customer's existing colour scheme for

each building or area to ensure a uniform

appearance. Where any change in colour scheme

not included in the Programme of Work is requested

by the customer, the additional costs of labour and

materials shall be charged as a variation.

Generally, where a colour change is required, two

full finish coats are included. However, it is

recognised that some colours may require a third or

subsequent additional coat to achieve adequate

opacity. Should this be the case, Programmed will

provide a quotation prior to commencing these

works and the additional costs of labour and

materials shall be charged as a variation.

Coating Protection

A sound paint film applied to all nominated surfaces

is maintained during the period of the Agreement.

Slight discolouration, oxidisation, fading, fine cracks,

slight structural cracks or minor surface blemishes

shall be deemed to be the normal expected surface

condition, and not constitute a lack of a sound paint

film.

The following pages / Appendix provides full details

of the paint specified. Be assured that these have

been specifically chosen to match your asset

condition and desired outcomes.

Specifications

Delivering durable outcomes using quality paint,

proper surface preparation and correct application

methods.


Page 15

Surface Condition

Surface chalking, dust, dirt and foreign matter.

Possible cracking, flaking and peeling.

Deteriorated putty

Surface Preparation

Clean down all surfaces by either dusting and / or washing as appropriate. Oily deposits will be removed

by solvent washing

Any areas of mould infestation will be treated with a suitable hypochlorite-based treatment and then

rinsed thoroughly with clean water

Glossy surfaces will be abraded to remove gloss

All badly cracked and loose window putty will be raked out, and all exposed surfaces will be primed prior

to re-puttying. Putties will be neatly trimmed to match existing

All loosely adhering coatings will be removed by either scraping, water blasting, power sanding, chemical

stripping or wire brushing to a sound and firmly adhered edge. Edges will be feathered by abrading and

all surfaces will be dusted off

Holes and imperfections will be cleaned out, primed and filled with exterior grade timber filler to achieve a

flush finish. Dry rot if discovered will be reported and quoted if required

Bare areas will be primed and coating application shall occur as soon as practical before the surface

becomes re-contaminated.

Exterior Woodwork / Trims

Typically fascias, eaves, timber framing, doors, trim.

Paint Specification –

Primer/Undercoat

Dulux Premium Acrylic Primer

Undercoat as required

VOC <1 gram / litre

Finish Coat(s)

Dulux Weathershield Gloss

Acrylic or equivalent

Optional – Super Enamel or

equivalent


Page 16

Surface Condition



Possible spalling concrete.

Surface Preparation

Clean down all surfaces by either dusting and / or washing as appropriate. Oily deposits will be removed

by solvent washing


rinsed thoroughly with clean water

Glossy surfaces will be abraded to remove gloss

All large cracks and holes will be scraped out to provide a sound surface for filling with a suitable two-

pack or masonry filler as appropriate. The surface finish will match adjacent surfaces as closely as

possible



all surfaces will be dusted off.

Concrete spalling, drummy render and corroding reinforcing, if discovered, will be the subject of

additional cost to repair.

Priming shall occur as soon as practical before the surface becomes re-contaminated.

Exterior Fibre Cement

Typically facades and infill panels


Primer/Undercoat

Dulux Premium Acrylic Primer

Undercoat as required

VOC <1 gram / litre

Finish Coat(s)

Dulux Weathershield Gloss or

Semi Gloss or equivalent


Page 17

Surface Condition


Possible cracking, flaking and peeling

Possible spalling concrete

Surface Preparation

Clean down all surfaces by either dusting and / or washing as appropriate


rinsed thoroughly with clean water.

Glossy surfaces will be abraded to remove gloss.

All large cracks and holes will be scraped out to provide a sound surface for filling with a suitable two-

pack or masonry filler as appropriate. The surface finish will match adjacent surfaces as closely as

possible.




Concrete spalling, drummy render and corroding reinforcing, if discovered, will be the subject of

additional cost to repair.


Exterior Concrete / Render

Typically facades and infill panels.

Standard specification: High Build, Texture, Render

and Membrane Systems.


Primer

Dulux Acratex 955 AcraPrime

501/2

Finish Coat(s)

Dulux Acratex Elastomeric

201


Page 18

Surface Condition



Blistering.

Rust

Surface Preparation

Clean down all surfaces by either dusting and / or washing as appropriate.

Glossy surfaces will be abraded to remove gloss.




Hand or power tool cleaning, as appropriate, will be used to remove rust or mill scale.


Exterior Steelwork

Typically structural steelwork, handrails, balcony rails

and balustrades.


Primer/Undercoat

Dulux Durebuild STE high

build surface tolerant epoxy or

equivalent (as required).

Finish Coat(s)

Dulux Weathermax

Recoatable Two-pack

Polyurethane Gloss or

Dulux Premium Super Enamel

High Gloss or equivalent


Page 19

In their

own words Here’s what our

customers say...

“Service is always

fantastic both

from tradespeople

and staff. Work is

well done with no

issues.”

Kathy Lowe,

St Bernadette’s

Primary School

“The scope of work

carried out was done so

with a minimum of fuss

and our guests were not

inconvenienced at all.”

Peter Sweetland, Tarascon Ridge

Estate

“PPS are always professional

and easy to deal with.

Excellent quality of work and

good follow up. Nothing is too

much trouble.”

Clyde Heywood, Moreland

City Council

“Professional service and

excellent work done by the

tradesmen when on site.”

Kevin Cross, Department

of Environment & Primary

Industries

“Programmed continually offer and commit

to a service that gives the Client

confidence in knowing that the job will be

completed on time without any fuss.

As a Facility Manager, the Programmed

way gives me the confidence that I know

there will be no shortcuts when it comes to

Work, Health and Safety issues. I know

that in a School Environment their staff are

courteous and fully conscious of an

Education Facility that has very diverse

perimeters.”

Greg Tomkins, The Geelong College

“Programmed is a quality business and offer good

service. They place a high premium on safety and

the environment and are pro-active in reporting and

solving issues.”

Mark Corea, Monash University

Customer Feedback


Page 20


Page 21

The foundation of our values is to achieve zero harm to people,

property and the environment within our work places for our staff and all

stakeholders including our customers’ employees, subcontractors and

members of the public

Assurance We do not compromise the costs of

safety, quality, risk or the

environment in order to secure a

project.

Our commitment to these starts

before we even submit a quotation

to you


Page 23

Occupational Health and Safety

We unequivocally believe that all injuries are

preventable.

Our commitment to safety has seen a continuous

reduction in both the number and the frequency of

such incidents.

A key indicator of our performance is that with

around 25,000 employees working across 7,000

customer sites we have maintained a LTIFR below

two (2) for four (4) consecutive years.

We have the highest confidence in our HSE data

which includes both lag and lead measures from

across our very diverse business and all of our

contractors.

Under Two. Since the start of FY 2014, the

Programmed Group has retained a Lost Time Injury

Frequency Rate (LITFR) of under 2. This despite

the Group having significantly increased in size after

acquiring SKILLED in 2015, as reflected by the

man-hours worked in FY2017 totalling 45,319,805.

Cohesive, Integrated Management System

Through our proprietary, in-house developed,

Integrated Management System (IMS), we

holistically manage functions of Quality Assurance,

Occupational Health and Safety, Risk and

Environmental Management. This allows us to

streamline all aspects of delivery, quality and risk,

and robustly manage these as an integrated whole.

As a result, we can tailor risk management plans

specific to each customer’s needs and ensure

consistent service delivery across all areas and

sites.

Our IMS underpins successful and safe projects

because it outlines, ensures and/or establishes:

• Key information able to guide the contract on

policy application

• Structure to service delivery;

• Compliance with applicable legislation, health

and safety standards and environmental

standards;

• Programmed’s OH&S, Environmental and

operational responsibilities while on your site/s;

• Strategies to mitigate any associated risks and

environmental impacts; and

• A control document for works management.

This IMS is founded on and certified to the following

international and Australian-New Zealand

standards.

We have current certification against these

standards in the following offices: NSW – Sydney,

Illawarra; ACT – Canberra; QLD – Brisbane; SA –

Adelaide, Barossa Valley; VIC – Melbourne; WA –

Perth.

In addition to the regular audits associated with

being certified, we have the additional rigour of self-

audits and compliance.

Further assurance of a robust system is evidenced

through the Facility Management aspect of our

business holding the Federal Safety Commission

certification.

Assurance

A Safety Culture Underpinning Our Operational

Excellence.

Programmed has a Zero Harm

objective underpinned by the

unequivocal belief that all injuries

are preventable. Our focus on

health and safety permeates the

entire culture of our organisation.

Over the last four consecutive

years, we have maintained a

LTIFR below two (2).


Page 24

Our commitment to Safety, Quality, Risk

Mitigation and the Environment starts before we

even submit a quotation to you.

To us, safety excellence is an operational discipline.

We think about injuries as no more than unplanned

events. Consequently, to manage these

‘inefficiencies’, we use safety to build disciplines into

how work is done, that is by planning work through

systematically assessing and asking:

• What could go wrong, and how could anyone

be injured as we undertake this work?

• What do we need to do to ensure this doesn’t

happen?

• Where do you think the next injury could

occur?

Through human interaction and interest in people’s

wellbeing, we engage those doing the work, and so

facilitate efficient work (no unplanned events)

achieved free of injury. This discipline delivers

operational excellence.

Risk Management

We do not compromise the costs of safety, quality, risk or

the environment in order to secure a project. Every

project commences with a Risk Assessment to determine

the safest possible way to complete the work.

Safety Excellence is an

Operational Discipline.

Programmed believes that all

injuries are preventable.

We want to ensure:

• No one is injured in the

course of performing the

work.

• No one’s health is

compromised as a result of

the work

Ongoing safety excellence delivers operational excellence. This is the basis of our Zero Harm objective.

Our risk management process enables us to identify potential areas for injury

and work towards effectively removing them.


Page 25

Personal Commitment to Safety

Our risk assessment aims at preparing robust work

plans able to achieve safe work that, in turn,

delivers, incident free projects and contracts.

We realise this through a combination of strong

personal commitment to safety with comprehensive

tools, systems, structures and processes.

Daily, Executives, Managers, and Team Leaders

demonstrate this through words, actions and

deeds– living out the signed Personal Commitment

to Safety statements that sit in full view on their

desks.

These assure staff and customers of a commitment

to establishing safe worksites each day, every day.

For example, in daily pre-start Job Safety and

Environment Assessments, rather than wrestle with

the question of hazards we empower our teams to

ask, “What could go wrong and how could anyone

be injured at each step of the job?”

Tools, Systems and Processes

To facilitate safety, we use the following tools to

support Zero Harm:

• Safety Training

• Tool Box Talks

• Pre start meetings

• Alerts & Bulletins

• A team of Safety Professionals

• Site Risk Assessments

• JSEAs

• Life Saving Rules

• Critical Risk Standards

• Supervisory competence

• Board HSE review committee

• Executive and divisional HSE reviews

Pre-Start Job Safety, Risk and Environment

Assessment

Risk Assessments and Pre-Start Job Safety and

Environmental Analysis (JSEA) are conducted prior

to the commencement of any project.

• The Risk Assessment document remains in the

job file for the life of the project.

• The pre-start JSEA is required on all jobs at

the start of every day and/or every new job.

In conjunction with these, we conduct Site

Inductions and Toolbox Meetings as a vital part of

day-to-day safety, housekeeping and general site

protocol.

We have established Programmed Work Practices

to outline how we manage general hazards and

associated risks encountered while performing

work.

To identify site specific hazards and controls that

may not be included in these, we conduct Job

Safety and Environment Analysis (JSEA)

Job Safety and Environment Analysis

The purpose of the JSEA is to pre-empt and avoid

incidents. If more than one job is started in a day,

than more than one JSEA will be required to:

• Outline a safe method of work and required

PPE for a specific job;

• Identify all applicable Programmed Work

Practices, which clearly state work methods

required for the job;

• Identify and records site specific hazards and

controls for that job;

• Provide an induction document workers must

read and understand before starting that job;

• Meet legal requirements for hazard

identification and control.

Risk Assessment

More than just systems, structures and processes.

SmartMinds

PRG has partnered with Griffith

University and developed an

assessment tool called

SmartMinds.

This is designed to ensure new

employees into our business at

all levels (operational,

supervisory, managerially and

executives) have a

predisposition for the wellbeing

of people and a Zero Harm

value.


Page 26

Programmed Safety

Such is the success of PRGs safety journey that a safety consultancy arm has been established which

is partnered by our workers compensation insurer

and a large national legal firm.

The consulting business is drawn on by a range of

large Australian organisations to assist with:

• Pre-employment / fitness for work assessments using PRGs SmartMoves.

SmartMoves has seen a 40% reduction in

MSD injuries across our business and similar

results in our customers work groups.

• Cultural change

• Management of workers compensation and Return to Work processes.


Page 27

Approach

Our Integrated Management System has been

designed to satisfy both Programmed and our

customers’ expectations. In particular, the

appropriate review of contracts and projects is of

prime importance. The quality systems are

continually reviewed by all levels of the business to

ensure continuous improvement, achieved through

our change request process and formal

management system reviews. All action items are

closed out on a monthly basis and reported to the

business. We are committed to exceeding customer

expectations with the quality of our services.

Policy

Our Quality Policy sets out the guiding principles

through which Programmed delivers quality

outcomes to its customers. Throughout the business

process, our aim is to ensure that responsibility is

devolved as far as possible, ensuring that each and

every tradesperson or member of staff is totally

accountable for what they do. Supporting this

process, each role within the business has a

detailed position description and key performance

indicators which are measured and support

business objectives.

Continuous Improvement

An integral part of Programmed’s Integrated

Management System is an opportunity for

improvement feedback system.

This system ensures that we continually learn from

our field observations, audits and customer

feedback. All opportunities for improvement are

captured, and allocated to a person responsible for

action. All actions/implementations are reviewed

and closed off against target dates.

Our drive to continually improve and learn from our

environment and the feedback of others is

embedded in the way that we operate on a day-to-

day basis.

Real-Time Customer Feedback:

Net Promoter Score

Programmed is a company that “walks the talk”

when it comes to being customer-centric. We aim to

be leaders in serving our customers and have

implemented a proactive structure that has

leadership commitment to drive improvements in

service delivery to customers. Known as Net

Promoter Score, or NPS®, this model for improving

customer experiences ensures Programmed

continually understands – and is accountable for –

how we engage our customers.

Through NPS®, we gather real time feedback from

customers on their interactions and experiences

with us, examining key areas encompassing

functional (timely delivery, knowledge, etc.) and

emotive (friendly, valued, cared for, etc.)

perspectives. Importantly, there is no lag between

the time customers provide us the feedback and our

collating/receiving this information, meaning we

have an effective and disciplined process of

promptly resolving issues as well as building on

positive experiences

Quality Management

We are committed to exceeding customer

expectations with the quality of our services


Page 28

For long-term sustainability, we recognise that it is

essential to responsibly manage the potential

environmental impact of our activities so that we

contribute effectively to the conservation, or where

possible, betterment, of the environment within

which we work.

We undertake to comply with all legal requirements

in areas where we carry out our business.

Our commitment to sustainability extends to

responsible business practices, goods and services,

processes and systems, people and community.

This means that activities throughout all

Programmed operations, wherever they take place,

are non-polluting, conserving of energy and natural

resources, economically efficient, safe, healthy, as

well as socially and environmentally responsible.

Positive Action on a Daily Basis

For sustainability and resource conservation, we

minimise the negative impacts (and/or increase the

positive impacts) on a daily basis through:

• Recycling programmes at each office

• Water recycling systems where practicable at

Programmed our offices

Programmed

uses Envirowash

systems to our

major branches

to treat

contaminated

fluid into clean

water and solid

waste.

Sustainability-Focused Delivery Solutions

These include:

• Responsible disposal of fluorescent tubes from

decommissioned signs

• Metal recycling of decommissioned signs and

empty steel paint cans

• Environmentally responsible waste disposal,

including mulching/reuse of green waste and

aerobic composting

• Responsible management of paint spills -

specialised spill kits for paint in all paint trade

vehicles

• Water conservation and management

strategies

• Use of recycled water where possible

• Strict observance of council water restrictions

• Efficient irrigation system design and

installation

• Recommendation of landscape solutions with

lower environmental impact, low water usage

and sustainable gardens

• Switching from four-stroke to two-stroke

grounds equipment to reduce energy usage

• Use of low phosphorous fertilisers and

safe/organic chemicals

• Using premium grade products with reduced

levels of volatile organic compounds

• Solar-powered solutions and LED lighting

We encourage our customers to choose products

for their projects which have lower environmental

impacts.

Wherever possible, Programmed will recommend

paints and supplies that have reduced levels of

volatile organic compounds.

Programmed will only use premium grade products

with low VOC ratings, as highlighted in our

specifications.

Sustainability and the Environment

We operate with a keen awareness of sustainability.

Our proactive, positive action focuses on

conservation or change so we meet present needs

without costing the environment or society its future.

Our environmental management

system is certified to ISO 14001.

We take every opportunity to

reduce, re-use and re-cycle

materials in all business

activities.

We monitor and report our

carbon output even though the

only carbon we generate is from

electricity and fuel, and our

carbon output significantly below

regulatory reporting thresholds.

(We do not have process lines or

factories.)


Page 29

About Programmed

Programmed Property Services provides complete

maintenance solutions to businesses across

Australia and New Zealand.


Page 30

Because You Are Unique

Our broad range of services allows you to tailor a specialist solution

able to meet your unique property needs and structure payments to

suit budget requirements. Risk is managed on your behalf while a

single point of contact streamlines communication.


Page 31

Stability and Continuity

We are part of the wider Programmed group of

companies, and able to provide you assurance of

stability and long-term partnership.


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Page 41

Programmed Property Services Pty Ltd

Suite 5 15 Dawson Street South

Ballarat VIC 3350

Attention: Nicholas Varnis

E-Mail: [email protected]

We hereby accept your proposal for a seven (7) year painting maintenance programme as follows:

Proposal Number: 91217 Proposal Date: 12 July 2018

Legal Entity Name in Full: Highview Christian Community College Ltd Term: 7 Years

Site Address: 21 Kars Street Maryborough Contract Value: $39,928 p.a. for

seven years

We acknowledge that the agreement between Programmed and ourselves comprises the Proposal incorporating the Programme of Work, the

Specification, the Terms and Conditions and the Schedule. These documents represent the entire agreement between the parties and supersede

all prior communications, negotiations and arrangements either oral or written. Pursuant to Clause 12 of the Terms and Conditions, any variation to

this Agreement must be in writing.

Pursuant to Clause 6 of the Terms and Conditions, we agree to maintain our account on a 14 day basis.

We further acknowledge that this agreement remains conditional upon the approval of our Account Application by Programmed (where required)

and acknowledgement by us of receipt and execution of the Schedule.

Signed for on behalf of the Customer (To be signed on behalf of the Customer responsible for the payment of invoices in

accordance with this agreement. The signatory represents the person/s are authorized to sign on behalf of the Customer and

Programmed is entitled to rely on that representation)

Name (please print full name):

Position:

Signature:

Date:

Acceptance


Page 42

Only new customers or customers for which no work has been performed in the past 24 months must complete this form.

Type of Organisation

Sole Trader: � Public Company: � Partnership: �

Trust *: � Body Corporate: � Government / Local Authority: �

Private Company: � Other – please specify: _________________________________

Legal Entity Information

Legal Entity Name in Full: (* Trusts – please include: - Trustee Legal Entity - ATF Trust Name and any Trading Name - ABN/ACN for Trust and Trustee)

ABN (AUS) / CO. Reg No. (NZ):

Parent / Holding Company:

Registered Office Address:

Phone Number:

Trading Name:

No. Years Trading:

Trading Address:

Postal Address:

Accounts Payable Information

Name:

Position:

Phone Number:

Email:

Postal Address (Invoices):

For all Directors, Partners, Trustees and Sole Traders:

Have any directors, partners, trustees or sole trader been declared bankrupt or been involved in a business that has failed or a company that has been wound up or dissolved, or had a receiver, liquidator or any insolvency administrator appointed or entered into an arrangement with creditors or had a mortgagee enter into possession of all or any part of their assets?

Yes � No � If yes, provide details:

Branch to Complete (Programmed – Internal Only)

Department Code / State: Prospect / Customer No.:

Job Number: Account Manager:

New Customers Only


Page 43

Signed for on behalf of the Customer (To be signed on behalf of the Customer responsible for the payment of invoices in

accordance with this agreement. The signatory represents the person/s are authorized to sign on behalf of the Customer and

Programmed is entitled to rely on that representation)

Name and Position:

DOB (only if sole trader/partnership):

Signature:

Witness Name:

Witness Signature:

Date:

Note: if entity is a partnership – all partners are required to sign:

Name and Position:

DOB (only if sole trader/partnership):

Signature:

Witness Name:

Witness Signature:

Date:

The following supporting information must be provided along with this completed Proposal:

Sole Trader: Full name and date of birth, and

Most recent Trading Accounts including prior year history.

Partnership: Full names and date of birth of all partners, and

Most recent Trading Accounts including prior year history.

Public Company: Most recent Financial Statements may be required (if not accessible on Public Domain).

Private Company: Most recent Financial Statements may be required if credit limit to exceed $250,000.

Trusts:

Full names and date of birth of all Trustees, with an ACN for the Trust, and

Copy of the Trust Deed, and

Most recent Financial Statements may be required if credit limit to exceed $250,000.

Government: No supporting information required.

Body Corporate / Owners

Corporation:

Administration agent consent to act, and

Written confirmation of number of units and owners, and

Most recent Financial Statements and Minutes of Body Corporate meetings held to approve

additional levies (if any) may be required if credit limit to exceed $250,000

Property Managers: Work Order confirming responsible entity for invoicing/payment.

New Customers Only

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