PROPERTY ASSET MANAGEMENT SERVICE LEVEL AGREEMENT FOR SCHOOLS 2014/15

PROPERTY ASSET MANAGEMENT SERVICE LEVEL AGREEMENT FOR SCHOOLS 2014/15 February 2014

Contents Contents... 1 1 Introduction... 2 2 Occupier Support Team... 3 2.1 Additional services your Area Surveyor will help with.... 4 3 Repairs and Maintenance Team and Statutory Compliance Team... 5 3.1 Planned Preventative Maintenance (PPM)... 5 3.1.1 Option A... 6 3.1.2 Option B... 6 3.1.3 Water Hygiene... 6 3.2 Reactive Repairs... 6 3.3 Emergency Call-out... 7 4 Commitments to Each Other... 8 5 Property Asset Management Structure Chart and Contacts... 9 6 Appendices... i 6.1 Appendix One Planned Preventative Maintenance Requirements Explained... ii 6.2 Appendix Two Request for Repairs Form Example... iv 6.3 Appendix Three Service Requirements Example... v 6.4 Appendix four List of Services offered by Property Asset Management... vi PAM - Service Level Agreement 2014-15 1

1 Introduction For peace of mind and all your building facilities management in one place. Property Asset Management (PAM) is a division within the Place Directorate of Coventry City Council, with extensive experience in building activities and support services. We are here to support you in managing your school - ensuring it is maintained to the standards required by law and the Council. We operate a single order, single invoice process for all the services signed up for in the Service Level Agreement, saving you administrative time. All this and more carried out on fabric, electrical, mechanical, data, disability equipment, door access, lifts and other specialist equipment. This year s SLA follows a similar format to that of previous years, with 1 and 2 year agreements. The two year fixed price agreement gives the added benefit and security of no price increase for 2015/16, and the ability to spread the cost of portable appliance testing and electrical fixed wiring inspections (due 2 and 5 yearly respectively) over the two year period. New to SLA in 2014 In addition to the 1 and 2 year agreements, there will be a choice of options A or B, being: Option A Frequency of service visits in line with manufacturer s and industry standards. Option B Reduction in frequency of service visits to legislative minimum requirements. More detail on the options is shown in section 3. An electronic centrally held record of service certification is held by PAM, which will be made available to schools in the forthcoming year. We have been working closely with colleagues in ICT to ensure that service certificates are uploaded to your servers periodically, for you to view in readiness for Health and Safety or Audit inspections. This provides you with a back-up electronic filing system that can be quickly accessed and viewed in detail. Service Helpdesk Contact information T: 024 7683 2960 E: PAMservicehelpdesk@coventry.gov.uk F: 0247683 2860 PAM - Service Level Agreement 2014-15 2

2 Occupier Support Team Occupier Support consists of competent professionals who are here to support you in the safe management of your school site. A dedicated Area Surveyor will be assigned to your school, to give advice and guidance on site developments and general condition of the building and its assets. The service includes: A named Area Surveyor who is your first point of contact concerning any property site issues. Termly meeting with your appointed Area Surveyor, to give professional advice on the condition of your school buildings plus how this relates to your school's development proposals. Your Area Surveyor will make additional on-site visits each half term, giving initial advice relating to the development of day to day issues and larger schemes, including statutory requirements. These meetings can be arranged to follow your H&S audits to provide you with immediate advice/quotations. Provision of budget estimates and feasibility advice to assist with proposed property related works you plan to undertake to enhance the school s facilities. Receive accurate costs for works procured through PAM/OS, including monitoring of contractors appointed and managing works from conception to completion. Giving you security in the knowledge that works will be completed on time, within budget and safely. Advice will be given on relevant aspects of Health and Safety requirements and the provision of a CDM Co-ordinator - where Construction, (Design and Management) Regulations 2007 apply. In the event of specialist services/contractors being required, your Area Surveyor will co-ordinate attendance. These services may include; drain surveys, condition surveys, structural surveys, asbestos and advice (not exhaustive). All our contractors have been appointed via the Council s robust tendering system under our framework of contracts. This ensures you receive value for money and the work is carried out by contractors who have been selected because of their affiliation to recognised national building work bodies and have the required insurance and Health and Safety requirements. Allowing schools to place orders with the confidence that the contracts have already been competitively tendered, ensuring value for money and reducing timelines in the procurement of work. Advice and assistance in obtaining other Council Services, such as, grounds; tree surveys; waste collection; emergency out of hour s unit. PAM - Service Level Agreement 2014-15 3

2.1 Additional services your Area Surveyor will help with. Attending site hand-over of the commissioning of any new equipment. Initial advice relating to asbestos and/or fire integrity. Assist with the recruitment and selection of Site Service Officers. Follow up meetings to address Health and Safety Audit findings. Assistance with the training of Site Service Officer/Site Representative on periodic preventative maintenance requirements. Attend as required city wide school forums. Advise your Finance Officer/Governors regarding queries to any site related issue. General advice relating to scheme/project feasibility. PAM - Service Level Agreement 2014-15 4

3 Repairs and Maintenance Team and Statutory Compliance Team Although two distinct departments, the Repairs and Maintenance Team (R&M) and the Statutory Compliance Team (SC) work closely to provide a comprehensive service for your school. Its aim is to ensure that your school has taken the necessary steps to adhere to legislative and cyclical maintenance requirements. The R&M Team s resources include a range of tradespersons to deliver on-site practical works. The SC Team provides the professional and technical back-up, including management of specialist contractors. Range of services includes: Extensive knowledge of the city and the procurement of services. A qualified and experienced work force in the trades of combustion; electrical; heating & ventilation; plumbing; painting; plastering; glazing; carpentry; roofing; bricklaying and minor building works. Extensive contacts within the supply chain and industry. Possession of a number of competitively tendered contracts for specialist areas. 3.1 Planned Preventative Maintenance (PPM) The Council holds a database of known assets within your School, that have been priced against and shown in the Service Requirements form (see appendix 6.3 for an example). If you know of any plant and equipment that has been recently installed that we don t know of, please let us know so that it can be covered in the agreement. Over the period of the agreement, 1 or 2 years, these known assets will be serviced and certificated. The areas covered are; Periodic inspection - This will ensure optimal operation and efficiency of the equipment, and assist with continued safe use, thus reducing potential downtime. On completion of a service, the relevant inspection certificates will be issued. One copy will be held centrally at Property Asset Management (PAM), electronically copied direct to the school server, plus a copy will be left on-site, for you to file in your building manual, ready for Health and Safety inspections or Audit. Faults identified - If faults are identified whilst carrying out an inspection or service you will be informed in writing with an indication of the cost for any remedial works. PAM holds and monitors a database of all schools' serviceable equipment and the date of the next scheduled visit, giving assurance that your school is compliant with the required statutory inspections. Appendix 6.1 - Planned Preventative Maintenance Requirements Explained, details the standards and requirements that are met within each area of the service regime, and will take into account whether PAM - Service Level Agreement 2014-15 5

Option A or B has been selected. 3.1.1 Option A To carry out a full service and identify repairs in accordance with the manufacturer's guidelines along with legislative requirements. 3.1.2 Option B To carry out minimum service requirements to enable compliance with current legislative levels. i.e. only one visit per year for gas appliances and two visits per year for fire alarm systems. 3.1.3 Water Hygiene Effective control of Legionella is essential to the safety of all who use your school. Range of services includes: Arrange surveys using our term contractor Legionella risk assessment. Provide expert advice and interpretation following completion of the survey. Carry out remedial work through our own experienced and skilled operatives. Provide awareness training for the school s responsible person and SSO s. Advise and arrange on-going maintenance to thermostatic mixers taps, showers, chemical dosing equipment and water tank inspections. 3.2 Reactive Repairs A repair to any item associated with the building, its plant and equipment, either identified by the school, or by the planned preventative maintenance regime, is classed as a reactive repair and is charged accordingly. Across the team there are qualified and experienced staff that has a broad knowledge and a variety of skills to support your request of reactive repair. An operative will attend to reactive repairs, co-ordinated by the helpdesk, which is on hand to receive calls, emails and fax. Please see appendix 6.2 for a sample of a 'Request for Repairs' form that can be emailed to the help desk. To ensure appropriate response times, repairs are divided into categories and prioritised in accordance to the urgency. When raising a repair (via the helpdesk) a priority response timescale is allocated. The timescales are: Two hour response emergency and health and safety issues only. Same day response important issues that affect your teaching day. Programmed response requires attention but not immediate. PAM - Service Level Agreement 2014-15 6

3.3 Emergency Call-out This dedicated emergency service gives you peace of mind. Should you require Out of Hours attendance, we can provide support, advice and relevant action at any time of the day. Calls will be answered 24 hours a day, 7 days a week, all year round. During office hours, your call will be received by the helpdesk who will arrange for an operative to attend site. Outside of office hours, your call will diverted to the Councils central emergency services unit. From there, the appropriate operative can be deployed to assist with your issue. PAM - Service Level Agreement 2014-15 7

4 Commitments to Each Other In order to ensure that schools comply with their statutory obligations and the City Council insurer's requirements, they are required to advise Property Asset Management as Landlord representative in advance of work commencing, where they intend to carry out any electrical, gas or structural alteration works. Please email DevolvedCapital@coventry.gov.uk with information regarding proposals. On completion of such work, suitable certification as determined by Property Asset Management must be supplied. If certification cannot be provided, Property Asset Management, acting on behalf of the Landlord, is required to inspect such work - at a charge of 50 per hour. As instructed by the Council's insurers, each School is required to submit a Maintenance Plan on an annual basis stating when the necessary statutory and recommended works will be carried out and the name of the contractor completing them. If all works are through Property Asset Management, this will be completed for you. A school subscribing to the service will therefore agree to: Engage in a formal meeting at least once per term in order to record any relevant issues. Pay any charges due within 28 days of receipt of invoice. Use the city wide school forums to raise concerns. Attend meetings between any contractor and the Area Surveyor before commencement of work in respect of any programmed work arranged. Allow reasonable access to site so as to minimise unnecessary additional cost, subject to the requirements of teaching, examinations etc. To sign off job completion as required. The Head Teacher must inform Property Asset Management of any local arrangements, which may affect a specific project, e.g. local changes to premises usage, new equipment, and any contracts ordered direct by the School etc. Commission work using the pro-forma 'Request for Repairs Form' as show in Appendix iv. Use the 'blue book' signing in and out procedure. PAM - Service Level Agreement 2014-15 8

5 Property Asset Management Structure Chart and Contacts

6 Appendices 6.1. Planned Preventative Maintenance Requirements Explained 6.2. Request for Repairs Form Example 6.3. Service Requirements Example 6.4. List of Services Offered by Property Asset Management

6.1 Appendix One Planned Preventative Maintenance Requirements Explained NB: *Information in italics refers to HeadTeacher/site responsibility. PAM s will provide training where 'Inspection Training of Site Representative' is selected. 1. Gas Systems Under the Gas Safety (Installation and Use) Regulations (1998), all gas boilers must be certificated annually, by a 'Gas Safe' registered contractor, the associated service and inspection certificates must be retained and made available for examination. Gas-fired catering equipment and gas-fired kilns should be included in this inspection. Manufacturers also advise that for safe and continued efficient operation, all gas fired appliances are maintained/serviced, at-least 6 monthly intervals. For this reason, the city council have chosen to adopt a 6 monthly regime for maintenance and servicing. 2. Fixed Electrical Wiring Installation Test The Electricity at Work Regulations (1989) and BS 7671 (2008) require that test and inspection of all fixed electrical installations should be carried out at least every five years and more frequently, as determined by risk assessment. This must be undertaken by a competent and appropriately qualified person(s). 3. Fire Detection and Warning Systems (alarms) Fire alarm tests need to be carried out in accordance with BS 5839 Part 1: 2002. This requires, daily observation of the fire control panel; weekly tests of the audible fire alarm system (normally by the premises manager*); Periodically, in the case of the city council on a quarterly basis, test 25% of all devices, including heat/smoke detectors, call points and sounders; Annually, all self-contained smoke alarms should be cleaned and the batteries changed. A comprehensive test of all fire alarm equipment and the system wiring should be carried out every 5 years in accordance with BS 7671:2001 and the Electricity at Work Act (1989). 4. Emergency Lighting Emergency lighting should be tested on a monthly basis, normally by the premises manager* then annually and three yearly by a specialist contractor, in accordance with BS 5266 Part 8: 2004. Where practical, visually inspect check daily that emergency lighting units are in good working order and that no faults are evident on the central indicator panel (where fitted)*. 5. Lightning Conductors Lightning conductors must be checked by an approved contractor every 11 months, in accordance with BS EN 62305. 6. Water Hygiene (storage and distribution) The HSE s Approved Code of Practice (ACoP) and Guidance Legionnaires' disease: The control of legionella bacteria in water systems (L8:2000) requires assessment of risks to employees and others in the workplace, of contracting Legionnaires disease. Inspection and tests should be carried out in accordance with the local risk assessment. Water temperature sampling checks in premises water distribution systems must also be completed in line with the HSE's document (L8: 2000). This requires monthly checks of hot and cold water temperatures' in line with risk assessment; quarterly cleaning of showerheads and 6 monthly maintenance of thermostatic mixer valves (TMV's). These checks may be more frequent, as determined by the premises risk assessment. In addition, water storage facilities must be examined in line with local risk assessment. 7. Local Exhaust Ventilation (e.g. kitchen canopies) The Control of Substances Hazardous to Health Regulations (2002) require inspections of exhaust ventilation systems prior to use* and then at intervals NOT exceeding 14 months. This inspection must be carried out by an independent, competent person, the results recorded and a date label clearly affixed. In addition, a visual inspection should be carried out at least quarterly. Kitchen canopy and extractor systems should be inspected in accordance with DW171 & TR18 from the Heating and Ventilation Contractors Association. This includes for general cleaning, COSHH testing, filter cleaning and degreasing of extract ductwork. 8. Automatic Doors Powered pedestrian doors (automatic doors) should be serviced every six months and tested annually in accordance with BS EN 16005. When installed in the work place environment, powered doors are subject to PUWER and as such an independent, inspection by a competent must be carried out. A test certificate must also be completed and retained for this inspection. 9. Lifts - Passenger Passenger lifts should be given an inspection every six months by an insurance surveyor with supplementary tests to be carried out at intervals in accordance with the Safety Assessment Federation (SAFed) usually yearly and the relevant LG1 document must be submitted. In addition, planned maintenance should be carried out each month, in accordance with BSEN 81 Part 1 or 2 (1998) and the Lifting Operations and Lifting Equipment Regulations (1998), regulation 9. 10. Non-passenger Lifts Non-passenger lifts must have an inspection annually by an insurance surveyor with supplementary tests to be carried out at intervals in accordance with the Safety Assessment Federation (SAFed) usually yearly and the relevant LG1 document must be submitted. In addition, planned maintenance should be carried out each quarter, in accordance with BSEN 81 Part 1 or 2 (1998) and the Lifting Operations and Lifting Equipment Regulations (1998), regulation 9. 11. Stair Lifts (Powered) Powered stair lifts must have an inspection every 6 months and a planned maintenance inspection in line with the manufacturers specification (usually every 6 months), in accordance with BS5776 (1996). If installed in the work environment PUWER applies also Statutory notices must be displayed. 12. Fire Extinguishers (Portable Fire Fighting Equipment) Weekly checks should be carried out to confirm correct location and apparent function of portable fire fighting equipment*.all portable fire fighting equipment has to be checked by a competent person on an annual basis (e.g. extinguishers, fire blankets and hoses). These inspections should be in accordance with BS5306 Part 3: 1985 for fire extinguishers; BS EN 1869: 1997 for fire blankets and BS 5306 Part 1: 1976 for hose reels. ii

13. Portable Appliance Testing Portable electrical appliances are those that are not hard-wired into a supply of electricity (e.g. those with a three pin plug). These items must be tested at the correct frequency, labelled and dated to confirm the test in accordance with the Electricity at Work Regulations (1989) and in accordance with the IEE Code of Practice for Service Inspection and Testing of Electrical Equipment (2004). Most items will require inspection at least every two years by a competent person, in line with the Code of Practice for Portable Electrical Equipment, However in high risk areas e.g. kitchens these checks may be required at least 6 monthly. All second hand items of portable electrical equipment (e.g. computers, heaters, fans, kettles etc.) must be tested and labelled prior to use. 14. Microwaves Radiation leakage checks should be undertaken at the same time as Portable Electrical Equipment testing, in accordance with the City Council's Policy. These checks should be carried out once every two years. (Note: increasingly the costs of checks on microwave equipment may prove prohibitive and where there is suspicion of physical damage, then it may prove more cost effective to purchase new equipment) 15. Ladders HSE Guidance states that all access steps and ladders should be regularly inspected by a competent person. In accordance with the City Council Health and Safety Policy Document, all ladders and stepladders must be identified and inspected annually by a competent person and colour coded for the calendar year using the following perpetual calendar; Year 2012 2013 2014 2015 2016 2017 Colour Green Blue Orange White Yellow Green Any equipment that does not display the correct colour code for the year by 31 st March or is marked RED is not be used and must be removed from service. 16. Kilns All work equipment must be subject to regular inspection and maintenance as defined under PUWER (1998). The Kiln and it's associated electrical installation should be maintained in line with the manufacturers instructions. This includes regular inspection, particularly where sockets and flexible cables are used. Both the electrical installation and the kiln should be periodically tested to ensure that the bonding, earthing, insulation connections and electrical protection will operate for faults on the installation and the kiln. If faults are apparent, the kiln and the installation should be taken out of service until corrected. The door safety interlock system should be regularly inspected and tested. Adequate technical information about the kiln should be available to enable proper maintenance to be undertaken*. Any works carried out on the kiln or it's electrical installation, should be by a competent person and who is also familiar with this type of equipment. An up to date record of the nature and extent of all maintenance and repairs undertaken on the equipment should be retained along with the inspection certification. Where local exhaust ventilation has been installed to remove fumes given off by the firing process, this must be subject to examination, test and certification by a competent person, at intervals of no greater than 14 months. 17. Personal Fall Protection Equipment There are several types of personal fall protection systems and equipment. Users of these systems require high levels of training and appropriate close supervision: Work restraint systems and equipment Work positioning systems and equipment Rope access systems Fall arrest systems and equipment Following risk assessment, a regime of inspection must be drawn up by a competent person. This regime must include for Pre-use checks, detailed inspections and possibly interim inspection*. Pre-use inspections should be undertaken prior to use*. The detailed inspection is undertaken in line with risk assessment which is usually 12 monthly, however for equipment used more frequently or in more severe operating conditions more frequent interim inspections are required. 18. Asbestos Works associated with the control of asbestos within buildings are not specifically included within this SLA, but participating schools are able to use the services of their dedicated school contact and the B&CS Asbestos Management Officer for advice and assistance in both procurement and project delivery. The Control of Asbestos Regulations 2012 (CAR) require that those in control of a premise should; Assess the potential risk for Asbestos Containing Materials (ACM's); Ensure the condition of ACM's are risk assessed on a continuous basis and provide information on the location of ACM's on their premise Local Asbestos management Plan (LAMP) Work on or with ACM's is specialised and will usually only be carried out by competent contractors, usually under licence from the Health and Safety Executive. Notification to the enforcing authority is required 14 days in advance of the start of any licensable work on ACMs. iii

6.2 Appendix Two Request for Repairs Form Example

* Please note your PAT Testing is due in 2014, and your PEI is due in 2015. 6.3 Appendix Three Service Requirements Example Sample School The table below shows the proposed bespoke SLA for your School with four Options. This is based on Coventry City Council's existing asset information for your Site. Please check and alter accordingly so that costs reflect requirements. Option A - as per your existing SLA, to the Manufacturer's Recommendation Option A2 - fixed price two year deal, to the Manufacturer's Recommendation Option B - all services applicable to your site, to the minimal Statutory Requirement Option B2 - fixed price two year deal, to the minimal Statutory Requirement 2013 SLA Option A Option A2 Option B Option B2 Service and Certification of Gas Boilers and Heaters Service and Certification of Fire Alarms Service and Certification of Emergency Lighting Servicing of Intruder and Pool Alarms Service and Certification of Fire Fighting Equipment Portable Appliance Testing (2 Yearly) * N/A Microwave Leakage Detection Inspection (2 Yearly) * N/A Inspection and Certification of Steps & Ladders Water Hygiene Management Periodic Electrical Inspections (excluding remedial works) (5 Yearly) * N/A N/A N/A Service and Certification of Air Conditioning Units Inspection and Certification of CDT Equipment. Braising Hearths & Furnaces, Kilns, Fume Cabinets (COSHH/LEV/Gas) Provision of Area Surveyor Out of Normal Hours Call-out Service Service and Certification of Lifts Inspection and Certification of Lightning Protection Systems Air Duct & Grill Cleaning Authorise up to 150 for repairs arising out of any item of Servicing marked TOTAL 7,000.00 5,950.00 PER YEAR 5,800.00 TOTAL 11,600.00 5,500.00 PER YEAR 5,400.00 v TOTAL 10,800.00

6.4 Appendix four List of Services offered by Property Asset Management Service and Certification of Gas Boilers, Heaters and Gas Taps Service and Certification of Fire Alarms Service and Certification of Emergency Lighting Service and Certification of Electric Storage Heaters Servicing of Intruder, Pool and Emergency Pull Cord Alarms Service and Certification of Fire Fighting Equipment Inspection and Certification of Fire Hydrants and Dry Risers Portable Appliance Testing (2 Yearly) Microwave Leakage Detection Inspection (2 Yearly) Inspection and Certification of Steps & Ladders Service and Certification of Fan Convector Heaters Service and Certification of Fire Suppression Systems (Sprinklers) Water Hygiene Management Periodic Electrical Inspections (excluding remedial works) (5 Yearly) Service and Certification of Air Conditioning Units Inspection and Certification of CDT Equipment, Braising Hearths & Furnaces, Kilns, Fume Cabinets (COSHH/LEV/Gas) Provision of Area Surveyor Out of Normal Hours Call-out Service Service and Certification of Lifts Test, Inspection and Certification of Lightning Protection Systems Test, Inspection and Certification of Fall Arrest Systems Service and Certification of Auto Doors, Shutters, Gates and Barrier systems Servicing of Door Access System Servicing of Air Handling Plant and Heat Recovery Units (ceiling mounted) Service and Certification of Air Source Heat Pump Service and Certification of Water Boosters Annual Commissioning of Grundfoss Pumps Servicing of Emergency Voice Communication System Air Duct & Grill Cleaning Scaffold Inspection Service and Certification of Generators Authorise up to 150 for repairs arising out of any item of Servicing marked vi