education.vic.gov.au

School operations

Planned Maintenance Program

Policy

The Planned Maintenance Program 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.
  • 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 four different types. The delivery model and funding acquittal process will differ depending on the funding allocation.

Funding types

The Planned Maintenance Program funds 4 types of maintenance issues: visual issues identified in the Rolling Facilities Evaluation, Specialist Assessment outcomes, Shelter-in-Place works, and targeted maintenance issues.

Rolling Facilities Evaluation (RFE) visual issues

Schools that are funded for RFE visual issues will have received a Condition Assessment Report (CAR) as part of their RFE. This report identifies maintenance issues at the school, listed by priority. When a school is funded for Planned Maintenance Program 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). Schools may find information on the RFE by going to the Rolling Facilities Evaluation intranet page (staff login required).

Specialist assessment and Shelter-in-Place (SiP) 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 tabs have 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 section.

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.

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.

Relevant legislation

Contact

If schools have any questions about the program, process or works that you should be undertaking utilising the PMP funding, then please don’t hesitate to contact the AMP Coordinator at: amp.coordinator@education.vic.gov.au

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

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

Reviewed 08 November 2021

Policy last updated

8 January 2021

Scope

  • Schools

Contact

Victorian School Building Authority Asset Management Planning Coordinator

Was this page helpful?