FURNITURE – EQUIPMENT –
REPAIR - MAINTENANCE
PREMISES AND CAPITAL RESOURCES
SOCIAL SERVICES DEPARTMENTAL PROCEDURE NO:
08/05
FURNITURE AND EQUIPMENT – ACQUISITION, REPAIR AND
MAINTENANCE
DATE:
1 APRIL 2005
EFFECTIVE
DATE:
1 APRIL 2005
CATEGORY:
Premises and Capital Resources
KEYWORDS:
Furniture – Equipment – Repair – Maintenance
ISSUED BY:
Alan Bloomfield, County Manager
CONTACT:
Pauline Purnell ( 01962 833025)
pauline.purnell@hants.gov.uk
PROCEDURES
CANCELLED
OR AMENDED:
Procedure 03/02 “Furniture & Equipment – Acquisition, Repair and
Maintenance” is cancelled
Furniture and equipment – acquisition, repair and maintenance.
REMARKS:
None
SIGNED:
DESIGNATION:
Assistant Director, Resources
YOU SHOULD ENSURE THAT:-

You read, understand and, where appropriate, act on this information

All people in your workplace who need to know see this procedure

This document is properly filed in a place to which all staff members in your workplace
have access
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PURPOSE
The objective of this procedure is to set out the County Council’s and Social Services Departments
requirements for the purchase, repair and maintenance of furniture and equipment.
SCOPE
This procedure applies to all operational units and office bases.
This procedure does not apply to voice / data or other information technology equipment. See
Procedure 28/03.
POLICY
To acquire, repair, and maintain furniture and equipment by means which meet departmental
operational requirements, County Council financial regulations, Health and Safety and other statutory
requirements, and maximise its economic, useful life.
REFERENCES TO LEGAL, CENTRAL GOVERNMENT AND OTHER EXTERNAL DOCUMENTS
None
HAMPSHIRE COUNTY COUNCIL AND SOCIAL SERVICES DEPARTMENT REFERENCES
Building Management Information for Hampshire Social Services – Property Services
Maintenance and repair Contracts – County Supplies
HCC Standing Orders on Contracts, Financial Regulations, and Code of Practice Relating to
Contracts.
DEFINITIONS
None
ROLES
Unit Managers will:

Purchase locally only those items for which they have a delegated budget

Purchase only from approved suppliers

Arrange and fund the repair of furniture

Refer all other spending needs to either their Equipment Procurement Officer or Property
Services Officer.

Maintain an up to date inventory of portable electrical appliances and ensure that they are
subject to regular inspection and testing.

Ensure that fire fighting equipment is inspected and tested annually.
Equipment Procurement Officer will:
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
Purchase new and replacement of loose/non fitted furniture and equipment for nursing,
residential and day care establishments.

Ensure that all such equipment is covered by appropriate repair and maintenance
arrangements.

Advise unit managers on the repair of furniture.
Property Services Officers will:

Purchase new and replacement fitted/fixed furniture and equipment for nursing,
residential and day care establishment.

Ensure that all such equipment is covered by appropriate repair and maintenance
arrangements.

Advise Unit Managers on the repair of Kitchen and Laundry equipment.
The County Office Premises Manager will:

Arrange and fund the repair of furniture and equipment within offices.
The Capital Resources Manager will:

Manage the centrally held capital and revenue budgets for the acquisition, repair and
maintenance of furniture and equipment having regard to the departments policies,
priorities and resources.

Keep this procedure updated.
AUTHORITY TO VARY THE PROCEDURE
Departmental Management Team
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PROCEDURE
CONTENTS
1. Furniture and equipment acquisition
2. Furniture repair
3. Equipment repair and maintenance
4. Furniture and equipment replacement
5. Portable appliance testing
6. Fire fighting equipment
7. Performance standards
1.
Furniture and Equipment Acquisition
1.1
Major capital schemes
1.1.1
The initial purchase of furniture and equipment for new, replacement and extended residential
and day care establishments will be undertaken by the Equipment Procurement Officer and
Property Services Officer in consultation with members of the project steering group and be
funded from the Social Services capital programme block allocation for that purpose.
1.1.2
The initial purchase of furniture and equipment for major office schemes will be undertaken by
the County / Office Premises Manager and will be funded from the Social Services capital
programme block allocation for that purpose.
1.1.3
Voice / data systems will be specified and purchased by the Information Services Manager in
consultation with IT Services (see Procedure 21/01).
1.2
Other Purchases
1.2.1
The budget for the purchase of new and replacement furniture and equipment is held at
Headquarters and managed by the Capital Resources Manager
1.2.2
Units have delegated budgets to cover the following categories of expenditure:
Cleaning materials
Bedding and linen
Hardware and crockery
Drugs, medical and toilet requisites
Incontinence supplies
Provisions
Clothing and uniforms
Laundry supplies
Rubbish collection
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Light bulbs
Incontinence waste
There are County Council negotiated contracts in place for the purchase of these items which
will give significant cost savings. The Equipment Procurement Officer should be contacted for
advice.
1.2.3
Requirements for other items of non fixed furniture and equipment should be referred to the
Equipment Procurement Officer and for fixed items of equipment contact the Property
Services Officer who will obtain costings and seek approval for the expenditure. Invoices
should be sent to the initiator of the order either the Equipment Procurement Officer or
Property Services Officer.
1.2.4
Centralised purchasing provides a number of benefits :

Observance of Financial Regulations

Compliance with fire safety and other statutory requirements

Specialist market intelligence

Opportunities for economies of scale
1.2.5
An inventory of all major equipment located in units, e.g. kitchen equipment, laundry
equipment, powered baths and ceiling hoists, is maintained by Property Services. Central
purchasing enables this inventory to be kept up to date and associated maintenance
contracts amended when required.
2.
Furniture Repair
2.1
Furniture repairs in residential and day care units will be organised by the unit manager and
funded locally. The Equipment Procurement Officer should be contacted for advice as
necessary.
2.2
Furniture repairs in office bases will be organised by the relevant Office Premises Manager.
3.
Equipment Repair and Maintenance
3.1
Centrally managed and funded contracts are in place to cover the repair and maintenance of:
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
All mechanical and electrical systems such as central heating, fire alarms and
call systems

Kitchen equipment

Refrigerators and freezers

Dishwashers

Laundry equipment

Hoists and powered baths
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
Rotowash floor cleaners

Mangar Elks

Fire extinguishers
3.2
Unit managers should contact their Equipment Procurement Officer or Property Service
Officers if they have any queries over the equipment covered by these contracts, the
contractors covering their area or have concerns over the standard of service provided.
3.3
Expenditure incurred through the raising of inappropriate orders locally, that is the
employment of contractors to repair equipment already covered by a pre-paid contract, will
remain a charge against the unit's delegated budget.
3.4
The repair and maintenance of equipment in office bases will be arranged by the Office
Premises Manager.
4.
Furniture and Equipment Replacement
4.1
As stated earlier, the budget for the replacement of items of furniture and equipment not listed
in paragraph 1.2.2 is held at HQ and the need to replace any item should be referred to the
Equipment Procurement Officer.
4.2
The replacement of furniture and equipment in office bases will be undertaken by the Office
Premises Manger.
5.
Portable Appliance Testing
5.1
All electrical equipment, other than battery operated items, which is not the subject of a
maintenance contract must be routinely inspected and tested. This includes: televisions;
mains radios; stereo systems; hairdryers; computers; printers; table-lamps; etc.
5.2
Detailed records of all such equipment and its location, including that belonging to residents,
must be maintained locally. Once compiled, the inventory must be kept up-to-date as new
equipment is obtained, obsolete equipment is scrapped, and as residents arrive and depart.
5.3
A cursory inspection of portable appliances, e.g. is the casing cracked or the plug loose,
should be made every time they are used. This particularly applies to mobile items, e.g. hot
trolleys, where excessive strain may be put on the flex /plug.
5.4
A more thorough inspection should be made at regular intervals and the results recorded.
Advice on the length of interval and the nature of the inspection is provided in the Building
Management Information Manual which should be available in all units.
5.5
Testing should only be carried out by a competent person. Competitive rates have been
negotiated with a number of local contractors and details of these can be found in the County
Supplies Maintenance and Repair Contracts Manual. Whilst the recommended frequency of
testing is different for different sorts of equipment, in the interests of safety and simplicity, it is
recommended that all items be tested on an annual basis. The invoice should be sent to the
unit's Property Services Officer and the cost will be met from a centrally held budget.
5.6
Where residents wish to bring their own appliances into the home, these should be visually
inspected and, if there are any reasons to question their safety, only used after testing by a
contractor.
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5.7
Portable appliance testing in office bases will be organised by the Office Premises Manager.
6.
Fire Safety
6.1
Fire fighting equipment, normally portable fire extinguishers, must be inspected and tested
annually. A term contract has been arranged and details of the approved contractor can be
found in the County Supplies Maintenance and Repair Contracts Manual. Each time a piece
of equipment is tested the contractor will attach a sticker showing the date the test was
carried out. If you find equipment that was tested more than a year ago you should contact
the contractor listed in the manual. The contractor may also advise that additional equipment
is required. Should you have any doubt about the need for it the matter should be referred to
your Property Services Officer as should any invoices for payment
6.2
Residents Personal Items
Personal items such as an easy chair can be brought into a residential unit, but must remain
in the residents bedroom and not be put in communal areas. As this furniture will not meet
contract fire retardant standards, then each item will be subject to individual risk assessment
by the Unit Manager.
6.3
Donations, Purchases by League of Friends
Please do not accept donations of domestic furniture i.e. chairs. These will not meet contract
fire retardancy standards.
Where you have received a donation of funds or raised money via the league of friends etc,
please make all purchases of furniture and equipment through the Equipment Procurement
Office as this will ensure that the correct level of fire retardancy is reached and other statutory
requirements are met.
6.4
Storage of Chemicals
COSH cabinets can be obtained via the Equipment Procurement Officer and must be used for
the storage of all hazardous and flammable chemicals.
6.5
Window Coverings
All curtains, blinds and nets need to be made from inherently flame retardant fabric, and
cannot be purchased locally. Please contact your Property Service Office for advice when
replacements are required.
7.0
Performance Standards
7.1
Social Services Department staff will work together to ensure that furniture and equipment is
purchased, repaired and maintained in a way that:
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Ensures the safety of service users, staff and the general public

Maximises the useful life of assets

Provides the best possible value for money

Accords with Financial Regulations

Complies with all statutory requirements
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7.2
All portable electrical appliances and fire fighting equipment will be inspected annually.
7.3
The Equipment Procurement Officer/Property Services Officers will respond to requests for
replacement items of furniture and equipment and information on maintenance contracts
within a maximum of five workings days. Issues identified as urgent will receive an immediate
response.
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DEPARTMENTAL DISTRIBUTION LIST
DEPARTMENTAL MANAGEMENT TEAM
J Clifton
S Love
A Brooker
J Stannard
D Ward
County Managers (Strategy & Operational)
Group Finance Managers
Complaints Officer
Office Service Manager
Librarian
Chief Executive's Department
County Treasurer's Department (Audit)
Records Manager
Development and Training Officer (Adults)
I Unwin
G Limb
J May
K Phillipson/H Enright
S Harding
C Hardie
G Richardson
PARTNERSHIP MANAGERS
SERVICE MANAGERS
Service Managers (Adults)
Service Mangers (Older People)
Service Managers (Mental Health Management
Team)
Service Managers (Children and Families)
UNIT MANAGERS
Unit Managers (Older People)
Unit Managers (Children and Families)
Unit Managers (Learning Disabilities)
Unit Managers (Mental Health)
Unit Managers (Disabilities)
Unit Managers (Youth Justice Services)
CHILDREN AND FAMILIES
Service Manager (Looked after children)
Service Manager (Children with Special Needs)
Service Manager (Adoption/Family Placement)
Service Manager (Early Years)
Service Manager (Education Support)
Commissioning Officer (Project Development)
Adoption Adviser
Post Adoption Advisers
Development Officer (Care Management)
Child Protection Co-ordinator
Partnership & Performance Manager
Business Manager
Senior Project Co-ordinator Information Sharing
Team Managers
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G Horrobin
M Killick
S Kocaman
M Barton
H Firth
J Packman
L McDonald
S Magee/R Thoday
M Carr
R Peart
N Trentham
A Odling
S Smith
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OLDER PEOPLE
Project Manager
Service Managers (Strategy)
Commissioning Manager (Contract /Planning)
Team Managers (Home Care)
ADULTS
Commissioning Officer (Sensory)
Strategic Manager (User and Carer Support)
Commissioning Officer (OT/Physical Disability)
Project Co-ordinator
Commissioning Officer (Independent Living)
Strategic Service Manager (Learning Disability)
Senior Administrative Assistant
Service Managers (Mental Health)
Commissioning Officer (Substance Misuse)
Receivership Manager
PERFORMANCE MANAGEMENT
Quality & Performance Management Officer
(Catering Services)
Clerical Assistant
Race Policy Adviser
Research Officer
Communications Manager
Communications Officer
A Warburton
C Pascoe
A Edwards
R Godfrey
G Woollan
C Evans
C Gaston
M Ellynn
L Butler
V Money
P Noble
R Staite
J Ripley
A Pugh
V Laye (2 copies)
M Mossadaq
M Jameson
F Kemble/B Dore
RESOURCES
Information Services – Operations Manager
IT Consultants
Information Analyst
County Office Premises Manager
Personnel and Training Manager
Senior Personnel Advisers
Personnel Officer (Home Care)
Health & Safety Adviser
Training Commissioning (Head)
Training Commissioning Officers
Training Development Officer (NVQ)
Office Premises Manager
Local Administrative Manager
Senior Administrative Assistant
S Mason
P Spanton/J Mabey
T Crook/J Lovell
J Dillon
Kevin Allen
M Hill/I Foster/H Dunn/M Morgan
J Wardell
D Vallender
A Schefer
N Griffiths/J Evans/C Halling
S Wall
K Baker
T Meredith
N Keene
FINANCIAL SERVICES UNIT
Financial Services Manager
A Nayyar
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