Planned Maintenance Program

Policy

This policy sets out the purpose of the Planned Maintenance Program (PMP) funding, and the requirements for the project based on funding amount and type.

Summary

• The Planned Maintenance Program (PMP) provides targeted funding for schools to maintain their facilities.
• In the majority of cases, the PMP provides funding to address high priority items identified in the rolling facilities evaluation (RFE).
• Depending on total project value, PMP projects may be led by the school or the Victorian School Building Authority (VSBA).
• There are different requirements for funding acquittal, depending on the funding amount and purpose.

Details

The PMP provides funding to schools to maintain their facilities. The amount of funding that a school is allocated may be for one or more of 4 different types. The delivery model and funding acquittal process will differ depending on the funding allocation.

Funding types

The PMP funds 4 types of maintenance issues: visual issues identified in the RFE, specialist assessment outcomes, shelter-in-place (SiP) works, and targeted maintenance issues.

Rolling facilities evaluation visual issues

Schools that are funded for RFE visual issues will have received a condition assessment report as part of their RFE. This report identifies maintenance issues at the school, listed by priority. When a school is funded for PMP funding, issues requiring attention within the next 12 months (Priority 1 and 2) are allocated funding. Schools can find a list of their defects on the condition-based maintenance tab of their School maintenance plan (SMP) (staff login required). More information can be found at School Maintenance Plans and Rolling Facilities Evaluations.

Specialist assessment and shelter-in-place assessment outcomes

Consistent with RFE visual issues, the issues identified in the specialist assessment and SiP assessments which require attention within 12 months may be funded in the PMP. Specialist assessment outcomes and SiP outcomes are also shown in the condition-based maintenance tab of the SMP. Specialist assessment outcome and SiP assessment outcomes are specifically identified as such in the SMP.

Targeted maintenance issues

Some maintenance priorities may be identified outside of the RFE process. These projects have a specific scope identified. Schools will be notified of the scope of these projects in their funding letter. In some circumstances with these projects, the project will be partially funded and require a co-contribution from the school in order to complete the full scope of works.

Project delivery models

Depending on total project value, PMP projects may be led by the school or the VSBA. The Guidance tab has more detailed advice on acquitting the funds and undertaking the works for different funding amounts. The project delivery models for different funding amounts are as follows:

• projects valued up to $50,000 are school led
• schools can choose to lead projects valued between $50,001 and $200,000 or request the VSBA to lead them
• the VSBA will lead projects valued at more than $200,000 and assign a project manager to work with the school.

Projects funded to maintain shelter-in-place buildings will be delivered by the VSBA.

Funding acquittal

For all projects up to $50,000, schools are required to complete and submit a funding declaration form for approval. In completing and submitting the form for approval, the school acknowledges the intention of the funds, and the full amount of funding available.

For all school led projects above $50,000, schools are required to submit at least one quote where the total value of works completed by any one supplier is less than $50,000 GST Inclusive, and a minimum of 3 quotes must be sought where the total value of works completed by any one supplier is greater than $50,000 GST inclusive.

Schools may also be required to prepare and sign contracts for higher value funding allocations.

For all school led projects, the school will not receive funds until the appropriate approvals are made. These steps and approvals are set out in the Guidance tab.

School-led projects must commence within 9 months of receiving funding. The VSBA will take over the delivery of the project using the allocated funds if the school-led project has not commenced within 9 months. At any time, schools can request the VSBA to deliver the project on their behalf.

For VSBA led projects, the school will be allocated a project officer who will work with the school throughout the delivery process.

Definitions

Rolling facilities evaluation
The RFE assesses the condition of buildings and other infrastructure at all Victorian government schools on a rolling 5-year cycle. The outcomes of the RFE are uploaded into the school’s school maintenance plan. High priority defects identified during the RFE may receive PMP funding. Schools may find information on the RFE by going to the Rolling facilities evaluation intranet page (staff login required).

School maintenance plans
The school maintenance plan helps schools’ budget, schedule and manage the maintenance of their buildings and grounds using an online tool. The plan also enables schools to record and manage asset risks and build a routine maintenance program to prevent the recurrence of maintenance issues.

Shelter-in-place
In the event of an emergency where there is insufficient time to evacuate, and all other avenues have been exhausted, a school’s shelter-in-place (SIP) building is a nominated building that is used to provide temporary accommodation to staff and students until emergency services arrive.

Related policies

• Asbestos Management
• Procuring Low-value Construction Works or Services

Relevant legislation

Project Development and Construction Management Act 1994 (Vic)

Contact

Schools with questions about the program, process or works that should be undertaken with PMP funding can contact the AMP coordinator at: amp.coordinator@education.vic.gov.au

Schools may also contact the provision and planning staff in their local area or regional office for assistance.

Guidance

These guidelines contain the following chapters:

• Guidelines for funding allocations up to $50,000
• Guidelines for funding allocations over $50,000
• Shelter-in-place projects

Guidelines for funding allocations up to $50,000

The information in this section applies to schools that receive up to $50,000 in Planned Maintenance Program (PMP) funding. Funding allocations up to $50,000 are school led.

The Victorian School Building Authority (VSBA) provides a funding declaration form for schools in this category. The form helps the VSBA ensure funding is spent for its intended purpose. The form requires department regional office approval before any funds are provided to the school. After the declaration form has been approved by the regional office, schools may enter into contracts for planned maintenance projects valued up to $50,000.

To ensure the department fulfils its mandatory obligations under the Project Development and Construction Management Act 1994 (Vic) and the Ministerial Directions and Instructions for Public Construction Procurement, schools seeking to enter such contracts must comply with the Procuring Low-value Construction Works or Services Policy.

Acquittal of funding

Schools that receive up to $50,000 in funding will be responsible for the acquittal of the funds and completion of maintenance works at the school.

100% of the funding is paid to the school after region has approved (Step 4).

The acquittal process is detailed below.

Guidelines for funding allocations over $50,000

The information in this section applies to schools that receive over $50,000 in Planned Maintenance Program (PMP) funding.

Schools may choose a Victorian School Building Authority (VSBA)-led approach or a school-led approach to acquit the school’s funding allocation.

Acquittal of funding

School-led

Schools that receive between $50,001 to $200,000 in PMP funding and choose the school-led option will be responsible for the acquittal of the funds and completion of maintenance works at the school.

All schools that receive over $200,000 of PMP funding will have their project VSBA-led without the choice for a school led project.

The VSBA provides a PMP budget template for schools in this category. The template helps the VSBA to ensure funding is spent for its intended purpose and that all projects comply with relevant government procurement requirements.

Schools in this category are also required to provide a copy of the school’s SAMS plan, marked up to reflect the scope of the works taking place.

The PMP is not a reimbursement grant, and for all school led project quotes for works not completed are required. Schools are required to submit:

• where any one supplier is undertaking work less than $50,000 (GST inclusive): at least one quote is sought, and
• where any one supplier is undertaking work over $50,000 (GST inclusive): a minimum of 3 quotes must be sought

Schools can get help from their regional provision and planning officer to complete the template. This template establishes how the school will use their PMP funding and acquit the project. The acquittal process is detailed below.

VSBA-led

Schools that receive between $50,001 to $200,000 of PMP funding can elect for their project to be VSBA-led. Schools that choose this option will be assigned a dedicated VSBA Project Officer as their point of contact who will work with the school throughout the entire delivery process.

All schools that are allocated over $200,000 will have their project VSBA-led.

This process for a VSBA-led project is detailed below.

Shelter-in-place projects

The department maintains a Bushfire At-Risk Register (BARR) that identifies approximately 350 Victorian government schools at the highest risk of fire danger within bushfire-prone areas.

There are 2 additional components to the rolling facilities evaluation (RFE) for schools on the BARR:

1. Bushfire Attack Level assessment
   1. A Bushfire Attack Level (BAL) measures how exposed a building could be to ember attack, radiant heat and direct flames.
2. Shelter-in-place (SiP) assessment
   1. The SiP assessment report reviews the school’s nominated SiP building and recommends works and maintenance to provide ember and bushfire resistance.

There are 5 Bushfire Attack Levels that form part of the Australian Standard for construction of buildings in bushfire prone areas (AS3959-2018):

• BAL-12.5
• BAL-19
• BAL-29
• BAL-40
• BAL-FZ (Flame Zone)

Applying shelter-in-place guidelines

The objectives of the SiP assessment for the RFE project are to:

• identify gaps between the SiP and the construction principles within the AS3959-2018
• identify work needed for the SiP to comply with the minimum performance criteria guidelines
• enable consistent and evidence-based decision making for schools on the BARR.

When an RFE assessor recommends improvement works or maintenance, they will provide supporting commentary and a cost estimate.

Where the guidelines provide options to meet specific SiP requirements, the RFE assessor will recommend a preferred option and provide supporting rationale. Their recommendation will take into account the resilience of the building, along with the cost of the proposed work.

Delivery of shelter-in-place projects

Given the technical nature of some SiP works, the VSBA will deliver all high priority SiP works using a centrally managed contract procurement. Schools will be assigned a dedicated VSBA Project Officer as their point of contact who will work with the school throughout the entire delivery process.

Resources

• School Maintenance Plans and Rolling Facilities Evaluations
• Funding Declaration for allocations up to $50,000
  • Schools that receive up to $50,000 in Planned Maintenance Program (PMP) funding use this form to acquit their funding allocation.
• Condition Assessment portal (login required — school account)
  • Using the school login details, schools can access the Condition Assessment portal to upload and submit their PMP documentation for approval.