Inspections and maintenance of specified systems as a building owner

Last updated: 15 March 2016

You need an independent qualified person to inspect your building’s specified systems and ensure necessary maintenance occurs.

The specified systems in your building will usually require specialist inspection and maintenance to ensure they continue to perform and operate effectively.

The independent qualified person (IQP) follows the requirements set out in your building’s compliance schedule. Each compliance schedule is different, depending on the specified systems in the particular building.

A compliance schedule will usually require the more complex inspection and maintenance procedures to be carried out by an IQP and the certification with a Form 12A can only be supplied by an IQP. As a building owner, you may be responsible for undertaking some less complex and more frequent inspection tasks. These tasks will also be detailed in the compliance schedule.

Engaging independent qualified persons (IQPs)

An IQP is a person (or firm) approved by the territorial authority as qualified to inspect certain specified systems and ensure that necessary maintenance occurs. “Independent” means they have no financial interest in the building.

Most specified systems require at least an annual inspection by an IQP but in some cases they may inspect more frequently such as 6 monthly or quarterly. In order to provide a BWoF, you must obtain a Form 12A from your IQPs, which certifies the inspection, maintenance and reporting procedures of the compliance schedule have been carried out for the previous 12 months.

In most cases each IQP who inspects your building’s specified systems will need to provide you with a Form 12A certificate. However, in some cases one IQP may issue a Form 12A covering the procedures of another IQP. In these cases, it is important that the responsibility for issuing the Form 12As is established when the IQP is first engaged.

Your first step in engaging an IQP should be to approach the council for their IQP register (usually on the council’s website). This register also identifies which specified systems the IQP is competent to inspect.

Keep IQP records

You must obtain and keep reports detailing inspections, maintenance and repairs from the people who have carried out the work. These need to be kept with the compliance schedule for at least two years after they have been issued.

The council will keep the building warrant of fitness and related documents from your IQPs on record for the life of your building.

Carrying out inspections and maintenance

In some instances, your IQP may recommend a change in maintenance to a specified system in order ensure it continues to perform correctly. You need to include any such recommendations with the BWoF when you submit it to the council. If you agree with the IQP’s recommendations, you may submit an application for an amendment to a compliance schedule to your council along with the IQP recommendation.

This information is published by the Ministry of Business, Innovation and Employment’s Chief Executive. It is a general guide only and, if used, does not relieve any person of the obligation to consider any matter to which the information relates according to the circumstances of the particular case. Expert advice may be required in specific circumstances. Where this information relates to assisting people: