Property Management Support Services for Academies

Transcription

1 Property Management Support Services for Academies

2 Contents Page SECTION ONE Introduction 3 SECTION TWO Building Repairs and Maintenance Service 4 SECTION THREE Major and Minor Works 6 SECTION FOUR Aboricultural Services 7 SECTION FIVE Condition Survey and Strategic Maintenance Planning 8 SECTION SIX Estates Services 9 SECTION SEVEN Facilities Management Service 10 SECTION EIGHT Response form 12 2

3 1. Introduction Leicestershire County Council Property Services boast an extensive technical knowledge and expertise of the schools throughout Leicestershire. We offer a one stop shop at your doorstep providing a selection of services that will assure your peace of mind when dealing with the overload of legislative and technical jargon surrounding property management. In order to meet the requirements of our customers future needs we recognise the need to break down the different services such that you can tailor them to your requirements These services are detailed in this booklet. 3 1

4 2. Building Repairs and Maintenance Services This package includes all those essential elements for the day to day maintenance of your buildings providing access to in-house expertise and carefully selected and vetted contractors. We will provide the support to assure that your buildings remain operationally effective and that any downtime is reduced to a minimum. The main difference between this buy-back scheme and the existing Schools Buy-Back Scheme is that in this new scheme you retain your own budget. Property Services will identify the appropriate specialist/contractor to undertake the necessary repairs and maintenance on your request. Once the work is undertaken they will send their invoice to you for payment. The service being offered will include: Property Services Helpdesk Small Works MA service, advice, estimating, small projects Service Contracts Regulatory Compliance Inspections Property Services Helpdesk No heating! Sockets don t work! Leaking roofs, pipes, radiators! The list goes on with those nuisances that interfere with your primary role. Selecting the right contractors in terms of quality and experience is fraught with problems as is achieving value for money. Our 24/7 repairs and maintenance helpdesk have substantial experience and a thorough understanding of your requirements and are able to ensure that a suitably qualified and experienced contractor will respond to any emergency in a timely manner minimising any disruption within your buildings. Small Works MA service, advice, estimating, small projects Often contractors will request assistance/guidance from those with the professional expertise and in depth knowledge of the installations that are requiring attention. There are also those little things that become time consuming and awkward to deal with. Poor heating, fuses blowing/breakers tripping all the time, localised flooding, but to mention a few of those areas where technical advice would be very welcome. Our Inspection Team will provide assistance on budgeting or obtaining quotations for small projects can be very welcome when dealing with those jobs where there are too many unknowns. 4

5 Service Contracts Regular inspection and servicing in accordance with manufacturers recommendations is essential in order to achieve optimum performance, lower running costs and increased life expectancy. Minor tasks can safely be carried out by your directly employed staff following the instructions detailed in operators guidance notes, operation and maintenance manuals and site health and safety log books. The service contract package will assure that plant and equipment are serviced at appropriate intervals and that all the requisite certification/documentation is provided on completion. The main service contracts that are provided include (but are not limited to): (i) Mechanical Service Contracts Boilers (Gas, oil, coal, biomass) Fan Convectors Swimming Pool Filtration Plant Sewage pumps Shower cleaning/blending valves Steel chimneys Ventilation/Air Conditioning Oxy-Acetylene Welding Equipment Water Softeners Wood-waste Extract Equipment Air Compressors (ii) Electrical Service Contracts Intruder Alarms Closed circuit television (CCTV) Access Control Fire Alarms & Emergency Lighting Stage Lighting Lifts and Lifting Gear Lightening Protection Automatic Doors/Car Park Barriers / Roller Shutters Emergency Generators 5

6 Regulatory Compliance Inspections There are numerous regulations that apply to the management of buildings and their services. Through keeping abreast of changing legislation we are able to ensure that building managers are made aware of their responsibilities and we can also offer guidance where required. Our regulatory compliance package ensures that the necessary surveys, inspections and risk assessments are identified and can be carried out within mandatory timeframes through our supply chain of specialist consultants. We can also assist in developing a strategic action plan to address highlighted issues. Asbestos Surveys and Management Legionella Risk Assessments and Log Book Management Disability Discrimination Gas Safety Electrical Inspections Fire Risk Assessments Glazing Regulations Local Exhaust Ventilation (LEV) COSHH Chimney Inspections Insurance Inspections Lifts, Fall Arrest, Pressure Vessels, etc., Cost The pricing mechanism for this service is based upon the Gross Internal Area (GIA) of your school. This information can be found in the latest Condition Survey and will give the GIA in square metres for each block. There will be a minimum contract period of two years (necessary to ensure that works can be procured on economies of scale attracting the most favourable servicing and daywork rates on your behalf). GIA (m2) Price ( ) > pence/m2 Each contract year will commence on 1st April each year until 31st March the following year plus any part thereof following Academy conversion and a minimum of six months notice to exit the scheme will be required. 6

7 3. Major and Minor Works With significant experience in building design and constructions services specifically in the education sector we can offer a comprehensive design service to match your requirements. This may range from full design with detailed working drawings including project management and site supervision, to procurement of design and build projects. Our highly professional architects, building services engineers and project managers are focussed on delivering a quality product that meets with time and budgetary constraints. 7 Option Appraisals and Feasibilities Full Design Project Management Quality Control Procurement Statutory Approvals including Planning and Building Regulations Construction Design & Management CDM Investigations and Surveys

8 4. Arboricultural Services Property Services, through its Forestry and Arboricultural Group, can offer a comprehensive tree inspection and maintenance service. Trees provide an important contribution to school grounds providing shade, landscape character, wildlife habitat and a useful educational resource. However, because of their size the can also become a hazard to site users if they are not inspected regularly and appropriate maintenance work carried out. The County Council s Tree Management Strategy specifies tree safety inspections on school sites every three years using its professionally qualified staff. This concurs with national guidelines on tree safety management which take into account levels of risk and recent related litigation. Our tree surveys concentrate primarily on tree and site safety. Any works recommended are costed and prioritized to enable schools to plan and budget for tree maintenance. Cost estimates are based on very competitive rates which have been procured from the County Council s specialist tree maintenance contract. The rates apply to a specification which requires high standards of arboricultural practice and is in accordance with British Standard 3998 : 2010 for tree work. They also include the cost of independent supervision by the County Council s Forestry Group. If you choose to make your own arrangements, all works should be carried out by a competent, suitably qualified and appropriately insured arboricultural contractor in accordance with the British Standard. Unskilled pruning or lopping can do permanent damage and may render trees unsafe. When directly employing tree-work contractors, you should bear in mind your duty of care under the Health and Safety at Work Act 1974 and your potential liability if damage or injury occur because of poor practices. These obligations are met by the County Council if you arrange your tree management through the Forestry Group in Property Services. 8

9 5. Condition Survey & Strategic Maintenance Planning Condition Surveys School buildings are subject to significant wear and tear during their lifetime. Building stock tends to be very diverse in its construction, even within one campus. Strategic maintenance planning is essential in order to exploit the maximum potential from your building with a limited budget. Our highly experienced building surveyors would carry out 5 yearly detailed surveys of your buildings providing a guide as to what works will be required to keep the buildings up to a good standard. They could further provide advice and assistance in developing a medium term strategic maintenance plan. Building Condition Surveys Planned Maintenance Programming Periodic Inspections (for failing elements) Mobile Classroom Inspections Damp Surveys We can offer a fixed price quotation for this service at your request. Property Services maintain a comprehensive database of school buildings. Providing this is kept up to date the information held can be hugely beneficial to business managers. Condition Surveys, Suitability Surveys, Asbestos Surveys, and CAD plans all provide key information when undertaking feasibilities for extensions and new build projects and also provide the information necessary to negotiate discounted insurance premiums, valuations, rating and appeals, etc. All we would require from you is that you would provide us with as built drawings on the completion of any new build, extension or re-modelling works. 9

10 6. Estates Service (time charge/fixed price) The Estates Team in Property Services who have a considerable in depth spread of knowledge and expertise are very happy to provide advice and a management service, and to negotiate on your behalf, on the following areas: Granting and taking of Leases and Tenancy Agreements and other agreements with third parties* Rent Reviews Valuations- including those for insurance and asset valuation purposes Acquisitions Disposals Wayleaves/easements Management of Property * * Estates Services can offer professional advice and support, ensuring that the Academy s interests can best be protected. We can negotiate the terms of occupation on behalf of the Academy in situations where particular care should be exercised, principally when school premises are let out to third parties such as Pre-schools, Nurseries, Before and After School Clubs etc. There is often a danger that a legal interest could be unknowingly created which affords the occupier certain rights of occupation beyond those intended.. Our Multi Agency Travellers Unit can give advice and act on behalf of Academies in relation to unauthorised encampments by Gypsies and Travellers. 10

11 7. Facilities Management Service We offer a portfolio of Leicestershire County Council Contracts and in-house services to support the upkeep of sites and buildings which is operated in conjunction with our own traded services. Economy of scale means we can offer comprehensive supported packages at a competitive price. All of the services detailed below are supported by an experienced front line management team who can offer advice and guidance to continuously improve your premises and forecast contract expenditure. Contracts can either be offer to predefined LCC specifications or bespoke to your requirements. All contracts have been tendered to full OJEU specification to ensure they offer competitive pricing, delivery high quality, and are environmentally friendly. We review our contracts regularly against our KPI s to ensure they continue meet the needs of our clients. The duration of a service contract can vary from short term cover to long term agreements. We also offer a call off framework to support sites that are not in a long term agreement that require specialist support to their own measures. The core service contract cost is usually fixed annually with agreed one off variations itemised separately. The cost of our service usually varies depending on the site size and contract content. The cost is not affected by the sites locality. All partner contractors adhere to LCC guidance and legislation for service delivery which includes the latest safeguarding standards. Our contractors are industry leading companies with national accreditation to underpin their service. Contracts include: Building Cleaning Regular cleaning of internal spaces including classrooms, offices and high hygiene areas. This function is supported by cyclic deep cleans of carpets and hard floors using specialist equipment. Specialist and high level cleaning This can include external facades and cladding, internal high level such as in sports halls and specialist builders cleans. External window cleaning This is offered to a frequency to suit the client. Cost can vary depending on the size and height of windows, Grounds maintenance This includes grass cutting, edge maintenance, border and shrubs, hedge cutting, sports pitches and marking. 11

12 Security This is a keyholder response service that is operated to ACPO standards. In addition to out of hours alarm response other options include mobile patrols, static guarding and CCTV monitoring. Inclusion to this service is from per annum. Pest Control - Service contracts are offered for the treatment of rats, mice and garden ants. Same day call outs for outbreaks of flying insects. Advice for treatment of all pests. Installation of rabbit guards, fences and deterrents Waste Management and Disposals This provides collections for general waste, recycling, WEEE, and specialist waste streams. Underpinning the service is a comprehensive reporting package to allow sites to set performance targets for sustainability. In addition to the management of waste streams we can offer advice to reduce disposal costs and in some cases become cost neutral. Internal Sites Development Our own in-house internal building maintenance service undertakes refurbishments, refits, painting and decorating, skilled carpentry. External Sites Development - Our own in-house external sites development service includes fencing, play equipment installation, synthetic sports pitches, and playing field services Premises Officer Support We offer our own in-house relief cover for short and long term, advice and support for best practice, and assistance with recruitment and training. This is combined with a handyman service particularly suited to smaller sites which require one off support for maintenance tasks. All staff is trained to the latest regulatory standards. 12

13 8. Response Form Interested? Please return this sheet indicating the services that you would like further information or stating your establishment name and the services that you are interested in. Establishment Name Contact Information Services Further Information (please tick) 1. Building Repairs and Maintenance 2. Major Works 3. Arboriculture Services 4. Condition Survey & Strategic Maintenance Planning 5. Estates Services 6. Facilities Management Services From a selection of any one of the above products to a fully comprehensive property management service we would welcome the opportunity to provide you with a quotation tailored to your requirements. For further information please contact Property Helpdesk on or by to propertyhelpdesk@leics.gov.uk. 13