Service Leve Agreement Asset management Eectrica safety Advice and support Gas safety Fire safety Instaation and fitting Water safety Service and maintenance Buiding and Technica Services Service Leve Agreement More choices 01274 431877 fmhepdesk@bradford.gov.uk Department of Regeneration and Cuture
Contents Introduction, Service Leve Agreement at a gance, Subscription form, Testimonias and compiments 4 Advice and support (incuding Emergency Out of Hours) 7 Asset management pans 8 Eectrica safety 9 Gas safety 13 Water safety 15 Fire safety 19 Service and maintenance 23 Instaations and fitting 29 More choice 31 Service Leve Agreement - Subscription form (detachabe) 6 Pease see, or ask for, our insert on current tariffs The wording in this pubication can be made avaiabe in other formats such as arge print and Braie. Pease ca 01274 431877.
Introduction About us Buiding and Technica Service are a counci service within the Department of Regeneration and Cuture speciaising in buiding maintenance and professiona support reated to educationa and pubic buidings. We provide a corporate service to the whoe counci estate and manage a centraised budget. Our Technica Services team contains the fu compement of construction professionas from Buiding Surveyors to Lift Engineers to make certain that any buiding reated issues and enquiries can be deat with prompty and efficienty. If we manage your buiding contract/project or carry out the work then we wi ensure those works meet a current egisation and that your buiding remains statutory compiant. This incudes high risk areas such as: gas eectricity fire asbestos egionea. Buiding educationa inks We have recenty started working with student architects from the University of Nottingham. We are providing them with a unique opportunity to earn about some of the exciting projects currenty underway in Bradford. Their first visit was to Margaret McMian Tower which wi house Education staff. Recent projects Register Office in City Ha Sir Henry Mitche House (Chidren s Speciaist Services) Britannia House Laider Bar at the Ahambra Woodside Academy Preparatory works at the Odeon Sats Primary and Haworth Primary (Soar Energy) Worthinghead Primary (re-roof) Panned major projects Our Buiding Surveyors undertake detaied condition surveys on behaf of the Counci to assist with the production of asset management pans so that informed decisions can be made about maintenance based on sound information. Our unique knowedge of the Counci s portfoio gives us detaied understanding of each individua schoo and aows us to provide taiored advice specific to your buiding. We can cater for a your buiding requirements, however arge or sma. Our achievements Nomination for Service Exceence Award for Team of the Year (2nd year running) CHAS (Contractors Heath and Safety Scheme) accreditation MCS (Microgeneration Certification Scheme) accreditation FIA (Fire Industry Association) Registered Office and conference faciities for Chidren s Services Essentia works and restoration of Bradford City Ha Essentia works and restoration of St George s Ha Quaity assurance We have apprentice trained staff and invest four years in their training to ensure high standards of deveopment A staff and operatives are vetted through the Discosure Barring Service A our contractors (incuding ourseves) are members of a construction reated heath & safety scheme registered with Safety Schemes in Procurement (SSIP) for exampe, Contractors Heath and Safety Scheme (CHAS) Service Leve Agreement 3
Introduction (continued) We are registered/accredited members of: Gas Safety NIC EIC (Nationa Inspection Counci for Eectrica Instaations Contracting) BAFE (British Approvas for Fire Equipment - for the Design, Instaation, Commissioning & Maintenance of Fire Detection and Fire Aarm Systems) MCS CHAS FIA (Design and Instaation) Responding to your requests access to us in an emergency. The out of hours contact number is 01274 431000. Benefits With our in depth knowedge of the Counci s rues and reguations, couped with an exceent working reationship with other counci departments (with unimited access to experts) and an understanding of the statutory duties paced upon our cients, we wi ensure that the best advice is aways given to you. In response to customer feedback, we have made changes to the subscription form and are currenty progressing towards making the process eectronic. We have aso conducted a process review and made process improvements within our reactive maintenance service to enabe ive tracking of repairs. Repairs and maintenance We have a dedicated hepdesk for customers who require assistance with repairs or maintenance. Pease ring 01274 431877 to og a request or emai fmhepdesk@bradford.gov.uk. The hepdesk service is avaiabe 7.30am unti 6.00pm We operate an out of hours service from 6.00pm unti 7.30am so that customers can sti have Buiding and Technica Services Manager Pau Egan Mission statement To strive for exceence in customer satisfaction aiming to get it right first time every time. 4 Service Leve Agreement
Service eve agreement at a gance The package covers advice and support on technica issues and contract administration, when using our approved contractors ony. It does not cover the contractors costs for repairs, maintenance or works carried out. Each schoo wi be charged a fat fee of: 420, pus: per primary schoo pupi (based on the most recent pupi numbers on ro): 1.04 per secondary schoo pupi (based on the most recent pupi numbers on ro): 0.81 The package incudes the foowing: Service Loca Authority Academy/ Schoo Free Schoo Technica advice and support Out of hours support Asset management pans (incuding EXTENDED Additiona cost production of reports for governors) Price avaiabe on request Portabe Appiance Testing FOLD (contract OUT PAGE - administration, advice and support) Eectrica fixed wiring testing (contract PLEASE SEE Additiona cost administration, advice and support) Price avaiabe on request Asbestos management SEPARATE ARTWORK Additiona cost Price avaiabe on request provided up to date eectronic pans are avaiabe Legionea (contract administration, advice and support) Burner servicing (contract administration, advice and support) Lifts and ift appiances (advice and support) Fire risk assessments (advice and support) Additiona cost Price avaiabe on request provided up to date eectronic pans are avaiabe Pease compete, detach and return the subscription form Compiance works (contract administration, advice and support) Access to approved suppiers and preferentia rates You can buy in to additiona services (as outined in the brochure) and aso request that BTS carry out any repairs/maintenance on your behaf for any issues identified. You wi be charged for any costs incurred for such repairs/maintenance. Payment method An invoice for the tota amount wi be sent to the schoo foowing receipt of the subscription. Aternativey, schoos on SAP can have the charge directy transferred by providing the schoos cost centre on the subscription form (typicay a four etter code starting with R ). You can aso use this method for any works requested through BTS. These charges are for the year 2015-16 and prices wi be fixed for the term of the agreement on the subscription form. Schoos signing for a one year subscription may be subject to an increase in price for subsequent years. Service Leve Agreement 5
Good practice You coud reduce the cost of repairs by ensuring that you have a programme of panned preventative maintenance ( PPM) in pace. Reguar inspections through PPM ensures that emerging issues (or risks) are identified eary and addressed prompty. Reactive maintenance can sometimes be more costy as significant damage may have aready been caused through negect of a minor issue. More importanty, it may impact on the heath and safety of your pupis, visitors or empoyees which coud be picked up by Ofsted during an inspection. Preparation and panning wi ensure you are fuy informed about the property that you are responsibe for, and shoud Ofsted ask, then you wi be abe to show the panned schedue for repair and maintenance of your buiding. We can assist you with the preparation of the PPM for your schoo. When commencing projects, seect your contractors very carefuy. Considered contractor seection is a fundamenta process in ensuring the project is deivered on time and within the budget. Credentias shoud be checked to ensure they are appropriatey quaified to advise you or to carry out the work you request. They shoud aso have iabiity and indemnity insurance cover (minimum 2m). If they intend to do hot work or demoitions then the cover shoud be minimum 10m. Remember, you can reduce the stress as we can deiver projects of a sizes and we check and monitor a the reevant insurance covers and trade accreditations. We have experience of schoos asking to us to rectify works carried out by private contractors. They have been caught out in the beief that they had got a bargain when in reaity it has cost them deary. It is important to bear in mind that the cheapest quote is not aways necessariy best vaue. If you intend to carry out aterations, modifications, refurbishment or major buiding works (e.g. extensions) then you must get permission from your Landord. In most cases, that is the Counci. If you do not acquire the reevant permissions prior to commencing the work then you may end up incurring additiona costs to rectify substandard or unapproved projects. Faiure to compy may resut in the Counci (or your andord) taking appropriate action to put right any breach. Construction Design and Management (CDM) Reguations are changing in 2015. Heath and Safety Executive is now putting more onus on the cient. These changes wi be far reaching. Don t get caught out if you are managing any projects. Here are some of the other areas that shoud form part of your reguar inspections/service/ maintenance as part of the PPM which the SLA does not cover: EXTENDED FOLD OUT PAGE - PLEASE SEE SEPARATE ARTWORK Service and maintenance of convector heaters - fan assisted and natura Fire aarm (test different fire points to ensure it is in working order) Drinking water dispensers (change fiters at east monthy) Door maintenance (check door cosures, hinges, ocking mechanisms, genera condition and operation) Gutter and roof ceaning (cear debris and check joints) Guy ceaning Window maintenance (ensure hinges and mechanisms are oied and gass is in good order). For timber window frames ensure checks are carried out prior to painting. Painting shoud take pace every 3-5 years as part of the PPM. Pathways (check for uneven surfaces, subsistence, weeds or ichen) Steps and handrais (check for oose fittings and sip/trip hazards) Fences (check genera condition) Grounds (trim shrubs, contro weeds, cut grass) These checks shoud be appropriate to the task/ risk therefore some may need to be carried out more reguary (daiy) than others (annuay). 6 Service Leve Agreement
Advice and support (incuding Emergency Out of Hours) Emergency out of hours support Buiding and Technica Services maintain a database of customer out of hours authorised personne. When cas are received from the Counci s Emergency Team, staff wi dea with the repair on behaf of the customer and report the incident as required to the schoo s authorised person. Fast response service In our commitment to provide an efficient and effective service to our customers Technica Services has set up a Fast Response Service. During the hours, 7.30 a.m. to 6.00 p.m. Monday to Friday a member of staff wi be ready to receive and dea with your ca prompty and effectivey. A member of Technica Services is on ca 24/7 and wi aways assist customers as required. The cost of this service is incorporated within your annua subscription fee. For Out of Hours support service teephone 01274 431000 Upon receipt of your ca a Surveyor wi be assigned who wi dea with your probem. In emergency situations a contractor wi be requested to respond immediatey. The contractor wi be asked to confirm any action taken as soon as possibe to the Surveyor. If a response has not been received within 2 hours a foow up ca, wi be made by a team member to the contractor to monitor the action taken and to assess the situation. The Fast Response Service has been introduced to assist a our customers with any aspect of day to day buiding maintenance needs, incuding a genera enquiries and orders or work etc. To contact your fast response service teephone 01274 431877 The cost of this service is incorporated within your annua subscription fee. (This does not incude the Contractors charges for works). Service Leve Agreement 7
Asset management pans Our team of Surveyor s has the technica knowedge and expertise to advise and guide you in producing a maintenance pan for your schoo. The genera principe of any maintenance pan is to reduce the high cost of Emergency Works and Day to Day reactive repairs by the impementation of a predetermined programme of panned maintenance work. The maintenance pan, when combined with the Asset Management Pans and Surveys, enabes both parties to be informed of the condition and estimated costs of repairs. For such a strategy to work it is essentia to have an understanding of what property maintenance actuay means; in its broader sense it can be defined as having the foowing objectives (not in priority order): Minimising cost of repairs Compiance with statutory requirements Proonging the buidings usefu and economic ife Aowing the buiding to function correcty Providing a peasant environment Reducing serious structura probems Compiance with ease requirements Preserving the capita investment Preserving our heritage (isted buidings) Incuded within your annua subscription is an aowance of 2 site visits (each one being for a separate query) to provide advice and guidance as outined above. Extra time/visits in addition woud be charged as an addition to your annua subscription. Excusion of Free Schoos and Academies - cost for this service can be provided on enquiry. Pans produced can assist with the production of Fire Risk Assessments and Asbestos Management Registers 8 Service Leve Agreement
Eectrica safety Service Leve Agreement 9
Portabe appiance testing Ensuring that appiances are safe to use is a statutory requirement, the appiance testing programme meets this requirement. Our team of Eectrica Surveyors: Carry out contract procurement, checking costs and quaity. Administer the contract and maintain records of test dates. Provide a report of items tested and the resuts. Incorporate the provision of technica support and guidance on any changes to egisation and reguations. You can rest assured that if you take up the service eve agreement with us (and use our approved contractor) then, if notices are issued in technica pubications/press regarding the safety of a particuar appiance, we wi contact you and advise on the actions required. NOTE: The contractors charges for testing each appiance are not part of this service. 10 Service Leve Agreement
Periodic fixed wire testing It is a ega requirement to ensure that your eectrica instaations are safe. The Eectricity at Work Reguations 1989 require that a eectrica instaations are maintained in a safe condition and therefore must be periodicay inspected and tested. This testing must compy with the British Standard for Eectrica Instaations (BS7671). Eectrica Hard Wire Testing & Inspection is necessary because a eectrica instaations deteriorate due to a number of factors such as damage, wear, tear, corrosion, excessive eectrica oading, ageing and environmenta infuences. The testing aows you to action concerns at the eariest opportunity. Evidence of the testing woud enabe you to present a due diigence defence in the event of an accident to show that you have fufied your ega obigation. The service incudes: Carrying out contract procurement, checking costs and quaity. Administering the contract and maintaining records of test resuts. Auditing of recommendations made/work carried out by contractor. Provide a report of the condition of the eectrica instaation and a recognised Eectrica Safety Certificate. Making recommendations for any remedia works that are required. Administering the procurement of the remedia works required (subject to approva from the schoo to cover any costs for the work) Incorporating the provision of technica support and guidance on any changes to egisation and reguations NOTE: Any contractors charges for testing the eectrica instaation are not part of this service. Shoud you secure services from a contractor other than our approved suppier then pease provide detais so that we may update the Counci s records. Service Leve Agreement 11
Emergency ighting maintenance Emergency ighting Emergency ighting systems require a fu duration test per annum, and as a process of eimination to rectify fauts with your emergency ighting system, we offer free amp repacements for any nonworking emergency ight fittings. If any emergency ight fittings are found to be at faut they wi need to be repaired or repaced. Buiding and Technica Services can fuy fit these for you. In the unikey event that the cause of faiure is more than just a repacement fitting you wi be advised and act on your instructions. UPS (uninterruptibe power suppy) In case of power interruptions in data centres, or on any ICT equipment, UPS Systems wi instantaneousy suppy power for a imited period of time to enabe you to quicky and safey shut down systems. We offer maintenance and ca out through our contractors. Pease contact David Wes on 01274 431474 for more information. Lightning protection We offer advice, instaation and maintenance of systems. 12 Service Leve Agreement
Gas safety Service Leve Agreement 13
Burner servicing Our team of Mechanica Surveyors wi: Carry out contract procurement, checking costs and quaity. Administer the contract and maintain records of test dates. Provide a report of items tested and the resuts. Incorporate the provision of technica support and guidance on any changes egisation and reguations. Ensuring that appiances are safe to use is a statutory requirement, the appiance testing programme meets this requirement. You can rest assured that if you take up the service eve agreement with us (and use our approved contractor) then, if notices are issued in technica pubications/press regarding the safety of a particuar appiance, we wi contact you and advise on the actions required. NOTE: The contractors charges for testing each appiance are not part of this service. Gas and boier servicing Gas appiances must be serviced annuay to compy with egisation and counci poicy. In addition to the boier maintenance, gas pipework (between the gas meter and boier) must aso be maintained in a safe condition. It is advisabe that if a gas pipe test is required to be carried out, that this is done at same time as the boier servicing in your schoo. Landords Certificate* If you have a Caretaker s house (on or off site) for which you coect rent then your governors are cassed as andords. Legisation requires that you provide a Landords Certificate for a such buidings. This Reguation imposes 2 main duties on Landords concerning: a) Annua safety checks on gas appiances/fues. b) Ongoing maintenance. It is important to recognise athough reated, these duties are separate and distinct. A appiances on site must be identified and any defects noted. The test shoud incude a pipe work and meter instaations within the buidings. Cost for providing a certificate (when carried out at the same time as the Annua Boier Services visit) is more cost effective than having a certificate inspection on its own. We wi: Monitor the contract ensuring work is carried out in accordance with specifications. Conduct spot checks to inspect the standard of workmanship anaysing the fue gases to ensure burners are operating efficienty and safey i.e. not emitting excessive eves of smoke or carbon monoxide. Breakdowns of costs which are extra to the service work are carried out on a abour pus materias basis. You can aso request servicing/testing of the foowing in your schoo: Domestic Cookers Any other Gas Pipework Catering Air Quaity Testing Science Bocks Mixing Vaves Bunsen Burners *A appiances in residentia domestic properties wi require a Landords Certificate. 14 Service Leve Agreement
Water safety Service Leve Agreement 15
Swimming poo maintenance We have speciaist staff who maintain Bradford Counci s swimming poos across the district. We can give you peace of mind by servicing your swimming poo and giving you a the support and guidance you need in order to fufi your statutory duties. This service is not part of the norma package but a quote can be obtained on request. This cost woud not incude cost of any repairs that might be needed or contractors charges. Legionea It is a ega requirement on you as the budget hoder to ensure the safety of water systems within your buiding. You are required to ensure a suitabe and sufficient assessment is carried out to identify and assess the sources and risks of Legionea bacteria exposure from water systems. The risk assessments assists the risk assessor to gauge the risk posed by egioneosis in a wide range of situations and where necessary make recommendations to reduce and contro that risk. The evidence of impementation of recommendations aow you to demonstrate compiance with reevant heath and safety egisation. with the recommended inspection frequencies detaied in ACoP L8 and HSG274. As part of the service we wi support you in by providing the foowing: Administration of the contract and maintenance of test date records. A report of items tested and the resuts Technica support and guidance on any changes to egisation and reguations Access to our preferentia rate through our approved contractor See page 17 for more detais on additiona services avaiabe outside the SLA subscription. The egionea organism is of particuar concern because it is widespread in natura water sources and mutipies rapidy in the conditions found in some buiding water systems. It is reeased into the air in water dropets and may be spread by a number of systems commony found in buidings. It can be devastating and resut in the oss of ife. Significant changes made to the aw this year mean that the risk assessment is no onger simpy a guidance document. It must be conducted in accordance with the requirements of ACoP L8 and BS8580:2010. In order to compy with your ega duties, you must aso ensure that a competent person (or persons) impement a monitoring programme in accordance (This does not incude the contractor s charges for the cost of the risk assessment or any foow up work that is required). 16 Service Leve Agreement
Legionea monitoring programme There are currenty two options that you can choose from: Task Frequency indicates tasks incuded in Service Option Option 1 Option 2 Check temperatures in fow and return pipework at caorifiers Monthy Check water temperature up to one minute to see if it has reached 50 C in the sentine hot taps Monthy Check that temperature is beow 20 C after running the water for up to two minutes in the sentine cod taps Monthy Dismante, cean and descae shower heads and hoses Quartery Fush the drain vave at the base of the caorifier to remove sediment, sit or scae buid up Quartery Check tank water temperature remote from ba vave and mains temperature at ba vave Six Monthy Arrange for sampes to be taken from hot water caorifiers in order to note the condition of the drain water Visuay inspect cod water storage tanks and make recommendations for remedia works as necessary Annuay Annuay Check representative hot taps for temperature on a rotationa basis Annuay Check representative cod taps for temperature on a rotationa basis Annuay Audit site personne records Each Visit If you woud ike to procure one of these services pease confirm which Option you prefer by writing in the comments box on the subscription form. If services are secured and managed with an aternative contractor, you wi assume responsibiity for the upkeep of onsite records and compiance of the monitoring regime. Unvented hot water systems This annua service is for the hot water storage systems usuay in your boierhouse. The service inspects and maintains the operation of the safety vaves, pressure reducing vaves and expansion vesses. In the event that you decide not to use our approved contractor then pease ensure that you have a vaid and accurate risk assessment and provide your chosen contractor s detais on the subscription form. We can then update the Counci s records. Shoud you require any further information pease do not hesitate to contact Darren Briggs on 01274 431768. The service woud incude recharging the expansion vesses if ow on air. Service Leve Agreement 17
Annua schoos pressure sets, vesse service and cod water booster sets service In an effort to hep you reduce unexpected maintenance costs, we can carry out annua site maintenance visits to maintain pressurisation units, cod water booster sets and issue reports as necessary. It is both good practice and egisative requirement to have a Pressurisation Units, Expansion Vesses and Cod Water Booster sets serviced annuay by a competent person. You must keep a record of any subsequent fauts found, incuding action taken for each faut. In order to ensure that there is a continuation of service, we woud advise that you join this service. The rates for breakdowns, which are extra to the service work, are aso incuded. Breakdowns are carried out on a abour pus materias basis. We wi manage and monitor the contract cosey to ensure that the work is carried out in accordance with our specification. Spot checks wi be carried out to inspect the standard of workmanship. Shoud services not be secured through BTS then pease ensure you provide detais of your contractor so that we may update the Counci s records. If you have any queries, pease do not hesitate to contact Steve Pearson on 01274 437544. Inhibitor dosing heating The service incudes isoating the boier, draining off a the pipework and fushing the system. If your boier has recenty been repaced by BTS then we wi have automaticay cosed the heating system for you so you wi ony require an annua check. any chemica and annua check costs. Annua check is carried out by our in-house contractors. The aim of the cosing unit is to stop corrosion of the centra heating system and boier and extend the ifespan of the boier, radiators and pipework. However, if you have an od boier then there wi be an initia set up cost to fit the cosing pot pus Thermostatic mixing vaves Thermostatic mixing vaves protect chidren and vunerabe peope from scading. The vave ony FLYGT wastewater pumps Fygt wastewater pumps dea with sewerage and require servicing bi-annuay. We offer The check incudes redosing and the cost depends on the size of the schoo. aows a set temperature to go through the pipe. service and maintenance. 18 Service Leve Agreement
Fire safety Service Leve Agreement 19
Fire aarm maintenance The Annua Maintenance Scheme is offered to ensure Fire Aarm Systems and Emergency Lighting Instaations within your schoo are tested and serviced to compy with Part 6, Section 26 of BS 5839-1:2013, Section 12 of BS 5266-1: 2011 and Section 7 of BS50172 2004, this invoves the testing and servicing of the batteries, the annua duration testing of your emergency ighting and statutory operationa tests of the fire aarm systems and components. These tests require up to a maximum of four visits per annum for compiance with current reguations. Buiding and Technica Services maintain the Authority s Estate and many of the systems within schoos. We have isted the reevant prices for your schoo which have remained constant for six years and represent exceent vaue. Pease note that these prices do not cover any repairs identified during the servicing or contractors charges. We wi monitor the contract cosey on your behaf to ensure a operations are carried out satisfactoriy and wi advise a participants of any items which require attention. Separate quotations wi be provided for any items not covered to enabe you to take appropriate action. Fire Aarm If during the 6 monthy Fire Aarm Servicing, the pane batteries are found to be fauty (or out of date) our engineers wi inform you of the faut and give advice on appropriate procedures to foow. If you shoud require Buiding and Technica Service to repace the batteries for you then this can be done however pease note that there wi be a charge for this. Your monthy emergency ighting and weeky fire aarm checks must sti be carried out aong with record keeping of a activities. It is very important to ensure you keep up to the minimum service eves to compy with the reevant British Standards. Schoos interested in joining or renewing the subscription to the scheme must tick and compete the reevant detais on the subscription form within this brochure. We wi process this ASAP upon receipt of the subscription in order to avoid any interruption in the maintenance and testing schedue. 20 Service Leve Agreement
Fire extinguisher checks Fire extinguishers require stringent maintenance to ensure they wi work when needed or are, more importanty, safe to use. Annua servicing inspections and certification to the appropriate Code of Practice by a competent person is a ega requirement under The reguatory Reform (Fire Safety) Order 2005 and may aso be required for your insurance. Active fire protection systems (AFPS) sprinker system It is a requirement that AFPS are we maintained to ensure reiabiity and serviced bi-annuay. Procedures need to be in pace to ensure reguar maintenance and testing is carried out in accordance with BS EN 12845+A2. The performance of passive fire protection systems can deteriorate in time due to corrosion. In particuar systems using water, they are prone to rust deposits which can bock sprinker heads and spray nozzes. The examination wi record any changes to the fire hazard or its conditions of operation e.g. changes in structure, occupancy, heating or ighting and the distance that goods are stored beow the sprinker heads to ensure these are within the distance recommended. If you have any queries pease do not hesitate to contact Simon Cocough on 01274 431707. Service Leve Agreement 21
Evacuation chairs As a Cass 1 Medica Device, an evacuation chair shoud be reguary serviced and maintained to ensure its safe operation and that the equipment you are providing meets the requirements of PUWER reguation. You need to ensure that it is: Suitabe for use for the purpose and conditions in which it is to be used Maintained in a safe condition so that peope s heath and safety is not at risk Inspected, in certain circumstances, to ensure that it is and continues to be safe for use.. Records must be kept of the inspection or service and it shoud be carried out by a competent person who has the necessary skis, knowedge and experience to perform the task. Fire risk assessments A premises are required as part of the Reguatory Reform (Fire Safety) Order 2005 egisation to ensure that a suitabe and sufficient fire risk assessment is carried out. Once this detaied fire risk assessment has taken pace fire safety poicies and procedures need to be deveoped which wi form your fire strategy pan. BTS offer a service to schoos where we undertake the fire risk assessment with you, and provide guidance on the tests and checks that you need to carry out to keep it up to date. It wi: Identify possibe dangers and risks Consider who may be especiay at risk Eiminate or reduce the risk from fire as far as reasonaby possibe and provide genera fire precautions to dea with any possibe risk eft Create a pan to dea with any emergency and keep a record of your findings Review your findings when necessary The cost of this service is incorporated within the annua subscription fee for Loca Authority Schoos but is additiona for Free Schoos and Academies. This does not incude any contractor/insurers charges for services provided. 22 Service Leve Agreement
Service and maintenance Service Leve Agreement 23
Fa arrest and anchorage systems Buiding & Technica Services provide service, maintenance and certification of these systems in accordance with: EN362 Horizonta Safety Line Systems BS354 & 355 Shock Absorbing Lanyard BSEN361 Fu Body Harness A are serviced annuay and we wi monitor and manage this contract on your behaf. The cost for this service is dependant on the safety ines and anchorage points. If you woud ike to procure any of these services pease tick the reevant box on the subscription form. If you do not take up the option to use our approved contractor then you must make your own arrangements with a suitaby competent contractor. Shoud services be secured with a contractor other than BTS pease coud you ensure you compete the appointed contractors name on the subscription form to enabe us to update the Councis records. Extractor fan maintenance and ceaning If you have any queries pease do not hesitate to contact Simon Cocough on 01274 431707. If these are not maintained they can get bocked up with dust and partices which wi ower the efficiency of the fan, especiay if bown down a pipe. We can provide extractor fan maintenance and ceaning contract. Costs are determined on the amount and size of extractor fans you have. If you woud ike to procure this service pease tick the reevant box on the subscription form. If you do not take up the option to use the approved contractor then you must make your own arrangements with a suitabe quaified registered company. If you have any queries, pease do not hesitate to contact Steve Pearson on 01274 437544. 24 Service Leve Agreement
Externa maintenance Weathering such as exposure to rain, frost, snow, wind and utra vioet rays wi rapidy cause deterioration of painted or treated surfaces. Typica externa surfaces i.e. gutters, rainwater goods, gabe boards, soffits, fascias, cadding, doors, windows and other previousy painted was or render, shoud be annuay inspected for signs of breakdown. Cracked or peeing paintwork is the most common faut. Gutters and guies Shoud be ceaned out internay every year ensuring outets are cear Lifts and ifting appiances Lifts, Lifting Appiances (ceiing hoists, mobie hoists, patform hoists etc) are a covered under the LOLER Reguations and require testing and servicing at predetermined intervas that vary dependant upon the type of ifting equipment/ appiance being considered. For exampe passenger ifts must be tested, inspected by the insurer every 6 months and shoud ideay be serviced monthy. Our Lifts Maintenance Section has contracts in pace that cover a types of Lifts and Lifting Appiances. The cost of the foowing services are incorporated within your annua subscription fee: Advice and guidance as required on the type of service that shoud be in pace to compy with egisation. Technica support and guidance on any changes to egisation and reguations. Advice on the feasibiity of instaation of ifts or ifting appiances (this does not incude the preparation, specification and tendering etc., invoved in the provision of new instaations which can be provided for a percentage fee based on the cost of the fu instaation). This does not incude the contractors/insurers charges for inspection, tests, servicing and any repairs needed. Service Leve Agreement 25
Roer shutter maintenance If you have roer shutters or automatic doors and gates then you need to compy with the foowing standard codes of practice: BS7036:1996 (Safety at Powered Operated Pedestrian Doors) BSEN 1324-1:2003 Industria/Commercia and Garage Doors and Gates. EN 12453 Powered Industria Doors BSEN 12635:2002 Industria/Commercia and Garage Doors and Gates Instaation and Use. To support you, we offer the foowing maintenance regime: Roer Shutters (ony fire & pedestrian shutters and not security shutters which are picked up through reactive maintenance requests). The Fire Shutters are serviced bi annuay Pedestrian shutters are serviced annuay Automatic Doors Serviced bi annuay. Gates Serviced bi annuay. We wi monitor and manage these contracts on your behaf. The cost for this service is dependant on the number of shutters, gates and doors etc. If you woud ike to procure any of these services pease tick the reevant box on the subscription form. If you do not take up this option to use our approved contractor then you must make your own arrangements with a suitaby quaified registered company. Shoud services be secured with a contractor other than BTS then pease compete the appointed contractors name on the subscription form so that we can update the Counci s records. If you have any queries pease do not hesitate to contact Simon Cocough on 01274 431707. 26 Service Leve Agreement
Asbestos You may not think that you have asbestos in your property but whether you have or not you are required by egisation (Reguation 4 of the Contro of Asbestos Reguations 2012) to manage asbestos in a non-domestic properties. What is asbestos? Asbestos is the name given to the fibrous forms of severa siicate mineras of magnesium, cacium and iron. It is non fammabe and a good heat insuator. Asbestos has been widey used in insuation products and construction materias. Asbestos can cause a number of conditions, most of which are debiitating or fata. The conditions themseves may not surface unti many years after the initia exposure to asbestos. A Counci controed Schoos buit prior to 1992 have been issued with a Premises Asbestos Register. It is essentia that the buiding custodian makes a contractors and maintenance workers aware of the asbestos register and the information contained within it. It is aso good practice for a staff and buiding users to be made aware of the asbestos register. Current egisation requires that prior to carrying out any works that may impact on the fabric of a buiding an assessment shoud be carried out as to whether a more in depth asbestos survey is required. For most buiding works a Refurbishment/Demoition Asbestos Survey wi be required prior to any works starting on site. Shoud works be panned in an area known to contain asbestos then our Asbestos Management Unit shoud be contacted. Our Asbestos Management Team of experienced quaified personne can provide an effective asbestos advice and management package that is cost effective. Advice and guidance on asbestos is incorporated within your annua subscription fee. Service Leve Agreement 27
Air conditioning / ventiation systems Air conditioning/ventiation systems are covered in F-Gas 2009 Reguation which you shoud compy with. Areas usuay covered by air conditioning/ ventiation systems incude: Data Centres Sports Faciities Changing Areas Genera Offices The cost of this service depends on the size and type of the unit you have but we offer maintenance and breakdown cover for these systems aso. We wi survey your equipment and make recommendation on what that equipment shoud serve and what service regime is required. Frequency of service is dependent on the outcome of the survey resuts i.e. Bi-Annuay, quartery etc. If you woud ike to procure any of these services pease tick the reevant box on the subscription form. If you do not take up this option to join the centray organised contract, you must make your own arrangements with a suitabe quaified registered company. Shoud services be secured with a contractor and not BTS then pease provide us with the contractors name on the subscription form so that we may update the Counci s records. If you have any queries pease do not hesitate to contact David Wes on 01274 431474. 28 Service Leve Agreement
Instaations and fitting Service Leve Agreement 29
Soar pane design and instaation Buiding and Technica Service have a team of quaified engineers who can design and insta Soar Photovotaic (PV) Panes to generate eectricity. The generation of eectricity by the PV Panes wi hep you to reduce your energy bis. Buidings where these have aready been instaed incude the Industria Museum, St James Whoesae Market, Britannia House and Shipey Poo. Sataire Primary Schoo became the first schoo to have soar panes instaed by us in 2013. Our team can provide you with advice and guidance as part of the SLA but procurement and instaation of the panes is not incuded within the package. A quote can be obtained on enquiry as each customers request wi be unique and not a premises wi be suitabe for ocation of the panes. We aso provide a monitoring service to ensure the panes are functioning to capacity. This item is sod as a reativey maintenance free system, however we can provide a system heath check service to ensure that they are maintaining their recommended output. This service wi incude ensuring panes are cean and dirt free and measuring outputs. The cost woud be charged on a day rate for our Soar PV Engineers. Intruder aarms We offer advice, instaations and maintenance of systems. Monitoring systems We offer advice, instaation and maintenance on both CCTV and Fire aarm monitoring systems. 30 Service Leve Agreement
More choice Service Leve Agreement 31
Project design and construction Before and after The refurbishment of a City Ha office to one of the new Register Office marriage rooms Our quaified personne offer a professiona, technica service. We wi isten to your ideas and requirements, offering advice and guidance on your proposas. We wi produce a feasibiity study, incorporating budget estimates and ensure that these are within your financia imitations. We wi ensure that the scheme meets the requirements of heath and safety egisation, construction and design management reguations, panning and buiding contro, obtaining panning consent and buiding reguation approva where required. On the cients agreement and written authorisation we wi produce a fu specification, schedue of works aong with associated construction drawings incuding any appointed consutants designs eg Structura drawings. Each tender wi be issued under JCT standard buiding contracts and tendered foowing the councis standing orders and financia reguations and that the contractors who are invited to tender have been vetted to ensure that they are financiay secure, have the reevant pubic iabiity and indemnity insurances and a proven Heath and Safety poicy. We wi ensure that a Audit requirements are met and wi undertake any required discussions with the DCFS on your behaf. We wi provide contract and financia monitoring throughout the project reporting reguary to the schoo on the contract progress. We wi manage practica competion/handover and wi monitor during the defects period with retention of monies unti the end of the period. The standard fee for this service is 10% of the fina construction cost. This fee does not incude statutory fees such as panning and buiding contro appications, CDM or the appointment of any externa consutants such as structura design engineers, these fees are dependant on size and type of project. Fu budget breakdown wi be provided prior to the cients authorisation to proceed. 32 Service Leve Agreement
Buiding works and quaity assurance For further information pease contact our Hepine on 01274 431877 These services offered in a addition to the Annua Service Leve Agreement Buiding services The Buiding Services team provide an exceent service to our cients across the Bradford district of the fu range of buiding and maintenance works. We have the size to cope with arger schemes and a highy skied and focussed re-active maintenance team to dea with any emergencies or sma works. We have the ski sets to deiver, and a commitment to a quaity end product that ensures our customers confidence in our service is we founded. Emergency works are responded to within one hour Urgent Works are responded to within 24 hours Quaity assurance procedures we have apprentice trained staff and invest four years in their training to ensure high standards of deveopment A staff and operatives are vetted through the Discosure Barring Service We use CHAS approved contractors We are registered / accredited members of: Gas Safety NIC EIC (Nationa Inspection Counci for Eectrica Instaations Contracting) BAFE (British Approvas for Fire Equipment - for the Design, Instaation, Commissioning & Maintenance of Fire Detection and Fire Aarm Systems. MCS (Microgeneration Certification Scheme) CHAS Whether using us for a programme of panned maintenance, a new buid project, or in an emergency through our 24 hour emergency ca out service, you can rest assured the quaity of the service you receive from us wi be first rate. Painting and decorating Externa painting It is essentia that a painted surfaces be repainted/treated at east every 5 years (where modern day softwood is used in construction i.e. fascia board, soffits and windows which have been treated with wood preservatives) wi require recoating every 2-3 years. Interna decorative enhancement First impressions are important. It is good practice therefore to ensure that reception areas, corridors, has, and offices, where staff, pupis and more importanty visitors and parents often visit, are kept in good condition with coour schemes that wi brighten the area. More subte schemes can be used in teaching areas. Service Leve Agreement 33
Devoved formua capita grants These services offered in addition to the Annua Service Leve Agreement P (E) = P ({ 1 } U { 3 }) = P ({ 1 } + P { 3 }) The DFE require that devoved formua capita grant expenditure shoud be committed and programmed in ine with Asset Management Pan. Buiding and Technica Services having produced the Asset Management Pan for your schoo wi have an exceent understanding of the content of the pan and the buiding requirements of your schoo. Our Surveyors are quaified in a the areas of work incorporated within the guideines of the devoved capita i.e. Upgrading fire/security systems Resurfacing paygrounds Upgrading boier parts Recabing I.C.T Equipment Security /ighting and fencing From design to procurement to competion. = $ + @ = W P (E) = P ({ 1 } U { 3 }) = P ({ 1 } + P { 3 }) = $ + @ = W P (E) = P ({ 1 } U { 3 }) = P ({ 1 } + P { 3 }) = $ + @ = W P (E) = P ({ 1 } U { 3 }) = P ({ 1 } + P { 3 }) = $ + @ = W Compaints procedure A guide to Faciities Management s Technica Services Compaints Procedure If you wish to make a compaint we recommend you e-mai Pau Egan Buiding and Technica Services Manager at pau.egan@bradford.gov.uk Teephone compaints and compaints in person wi be handed immediatey wherever possibe by an appropriate member of staff, depending on the nature of the compaint. In response to your written compaint Buiding & Technica Services undertake to repy in fu to a etter of compaint concerning services within 10 working days of receipt by us, except in exceptiona circumstances beyond our contro such as industria action or when waiting for a response from a third party etc. In responding to a compaint the Service wi use its best endeavours to: provide a satisfactory expanation and advise you who to contact within the Service if you are dissatisfied with the response; AND where appropriate apoogise and resove the probem that caused the compaint; What to do if you are dissatisfied with a response to your compaint If you are dissatisfied with the outcome of your written compaint pease contact Sheagh O Nei, Assistant Director of Regeneration and Cuture at sheagh.onei@bradford.gov.uk 34 Service Leve Agreement
Testimonias and compiments Farfied Primary and Nursery Schoo We were very happy with the service we received from Bradford Counci s Buiding and Technica Services for project managing our refurbishment work over the summer. We had a singe point of contact, as we as daiy site updates for prompt resoution of any issues. Their knowedge and experience with regard to egisation is invauabe and provides confidence to us as Cient that risks are mitigated and that the end product is compiant. The service are respectfu of the cient and the cient stakehoders and work in partnership throughout the project to ensure that the very best soutions are achieved to meet the needs of same. Staff were courteous and knowedgeabe and customer service was exceent both during and after the work was competed. I woud recommend their services to other schoos, and woud use them again for future work. Heen Chid Schoo Business Manager Bakehi Primary Schoo I woud ike to convey my peasure at the work that was undertaken by Buiding Services at Bakehi Primary Schoo, converting an empty room into a fuy functiona ICT Suite. Having assisted in the design, they proceeded to undertake the work to a high standard. The communication between Faciities Management and I was exceent, which in turn aeviated any apprehension that I may have had prior to work commencing. Buiding Services were very accommodating and sensitive to the needs of the schoo. The site personne demonstrated a professiona attitude throughout and I recommend the services to other Head teachers as the service provides good vaue for money. Mr Trevor Patterson, Head Teacher, Bakehi Primary Schoo Estate Management Estate Management have commissioned a diverse range of buiding/refurbishment projects on an annua basis from Buiding and Technica Services. We receive an exceent service from inception to concusion. They provide a high standard of work, at competitive rates and deiver to agreed timescaes. Stephanie Moore, Estate Manager Denhome Community Association Our committee woud ike to thank your department for a their hep over the past 12 months. In particuar we were very impressed with the commitment and professionaism of Richard. He spent a ot of time making sure the project woud succeed and finding suitabe soutions to the many probems that arose. He is a very ikeabe individua and nothing seemed to be too much troube. He iaised we with us and the main contractor IAG as we as other departments in the Counci. A in a it was a we executed project which ran very smoothy and we woud ike to record our thanks to you a. When we find another project (and the money of course) we may we be in contact again! Peter Foster Chair Denhome Community Association (On behaf of the whoe committee) I am writing to thank you a very much for your time ast week underneath and on top of Shipey Poo. What a tremendous experience! And what a fantastic achievement! I was massivey impressed, possiby more impressed than I have been by anything the Counci has done during my stint as a councior! The panes and a the associated energy efficiency measures are quite simpy staggering. So, thank you a very much. Cr Kevin Warnes Green, Shipey Ward City of Bradford Metropoitan District Counci Service Leve Agreement 35