university building services partnering with us in estate management mike phipps director of...

University Building Services

Partnering with us in Estate Management

Mike Phipps

Director of Building Services

University Building Services

• Why have we invited you here today?

• We have been changing and developing

• Our internal market has been creating more demands

• Partnering with our contractors and suppliers is essential to our own success

University Building Services

• We have developed our business to become more focussed on achieving targets

• We have re-branded ourselves within the University

• We want to establish our position with you in our supply chain

• We want to pass on some Health and Safety information that you will need

University Building Services

• 1999 to 2003 Expenditure Programme

• Your piece of the action

• Annual external maintenance spend will be circa £1000k to £3000k, dependant on our own financial constraints

• Annual capital spend will be mainly to support research initiatives

• This will be mainly funded by others

University Building Services

• We will not be building our own student accommodation, this will be achieved by schemes which are off balance sheet to us

• New build will be limited, we have few suitable site left

• We have a stock of older buildings that will be strategically converted eg. Homeopathic Hospital

University Building Services

• Funding of £600M is available to the sector for research

• We hope our share of this will be £30M over the next 2 to 3 years

• Other strategic funding is being sought, this might be worth £3 to £5M to us if we are successful

• Our main thrust for the next 2-3 years will be in Medical Research

UNIVERSITY BUILDING SERVICES

Faculty Teams & Project Life-Cycle

presented by

Jim FyfeSurveyor / Faculty Team Leader

Faculty Teams & Project Life Cycle

• Increase Understanding Of The Diversity Of Problems.

• Demonstrate Our Professional Commitment To Addressing These Problems.

How Faculty Teams Work

• Overview Of UBS Structure.

• The Three Faculty Teams.

• Faculty Team Structure.

R e a c tive M a in te n a n ceG . A n d re w sD .E .L . F o rce

S tru c tu ra l M a in te n a ce& R e fu rb ish m e ntF a cu lty T e a m s

C a p ita l P ro je c tsD .B .W illia m s

University Building Services

CAD BureauComputing & Networking

Consultancy

MedicalArts

Engineering

Student ResidencesStudent Halls

Tenanted Properties

SciencesSocial ScienceLaw

M.A.E. Multi-Disciplinary Faculty Team

T e a m L e a d er(S u rve yo r)

C o n tra c t S u p e rv iso r S e c re ta ria l S u p p o rt

A ss is ta n t S u rve yor M e ch a n ica lD e s ig n E n g in e er

E le c trica lD e s ig n E n g in e er

Project Life Cycle

• How Do Projects Start - Where Do They Come From?

• Types Of Project.

• Stages Of A Project.

Project Origins

• Requests From Building Users.

• UBS Planned Maintenance Work.

• Research Grants (Wellcome, Wolfson etc).

• HEFCE Initiatives.

• University Centrally Funded Projects.

Types Of Projects

• Refurbishment.

• Maintenance (term).

• Capital Maintenance.

• Newbuild.

• Small Works.

Stages Of A Project

I N C E P T I O N

F E A S A B I L I T Y

D E S I G N & C O S T I N G

T E N D E R

ON - SITE

HANDOVER

Final Washdown

Time

Cost

MOVE-IN

UNIVERSITY BUILDING SERVICES

Faculty Team Duties& Design Service

presented by

Steve HydeSurveyor / Faculty Team Leader

Faculty Team Duties

• Responsible for all aspects of building & services related matters in faculty premises (except routine & ‘first call’ reactive maintenance & Capital New Build)

• Projects can range from small planned or reactive maintenance works or minor alteration works, to major refurbishment schemes or even new build.

Principal Activities(typical project)

• Feasibility, budget cost, approval.

• ----------------------------------------------------

• Resourcing (assemble project /design team)

• Detail design, specification & Tendering

• Contract administration & Cost control

• Completion & occupation

• -----------------------------------------------------

• Handover to Maintenance section

Resourcing(Assemble the project team)

• In-house? consultant? or a mixture?

• Who will be Project Manager? (Project Manager and Contract Supervisor roles nearly always undertaken in-house)

• Planning Supervisor?

• Surveyor / Architect• Electrical Design Eng.• H & V Design Eng.• Contracts Supervisor• Departmental Rep.• Quantity surveyor• Structural Engineer• Other Specialists

Project Managers(Their role)

• To ‘own’ and be responsible for all aspects of the project works.

• To coordinate the project team and other interested and involved parties.

• To ‘own’ and control the budget.

• To report to UBS senior managers.

• Usually the professional with the greatest work input in the project, or the Surveyor in multidisciplinary projects.

Detail DesignSpecification & Tendering

• From Design Brief to Tender Report

• Team members involved:Surveyor (and/or architect)

M & E Design Engineers

• Assisted by: CAD Operator / Draughtsman Specialist Consultants

• Liaising with: Departmental Rep. Local Authority etc.

Other UoB Service Providers

Contract Administration& Cost Control

• From Order (Contract) to Final Account

• Principal Involvement: Project ManagerContracts Supervisor Design Team

• With assistance from: Specialist ConsultantsUoB Service Providers UBS Administration

Contracts Supervisors(Their role - Projects)

• Work directly to Project Manager and other members of Design team.

• To act as ‘eyes and ears’ on site.

• To keep site records.

• To liaise with Contractors, Design team, Users & Other UoB Service Providers.

• To improve communication.

• To improve quality control.

Completion & Occupation

• Project Manager , with assistance from:

• Design team - Defects and commission.

• Contracts Supervisor - Coordination.

• -----------------------------------------------------

• Ensure works are safe for occupation / use.

• Ensure all services /facilities are operational

• Handover to (and train) maintenance team.

William Liew

Finance Office

(responsible for

Building Services Department)

• The University• Building Services Department• Tendering Requirements• Approved Contractor Lists - Financial Review• Invoice/Payment processes - helping us to help

you -ACH

Programme

The University

• Turnover £170M (with 2/3 from Government)• 4,000 staff• 9,200 undergraduate• 2,600 postgraduate • Net Asset of £300M• > 350 buildings (from Grade 2 listed to high tech

laboratories; with 4,000 bedspaces)

Building Services

– maintenance– refurbishment– new build– energy management– environmental services

Building Services

• Staff of 120

• Total Maintenance and Utility Budget of £10M

• Capital budget of £15M

• Plus £1M to £2M direct expenditure by other departments

Public Accountability

• Tendering Requirement

• Approved Contractor List

• Financial Review– minimum 2 years accounts (not extracts)– if no recent accounts, then would not be on the

list but may be approved for a specific job– size/profitability/track record/

working capital/gearing/cash flow

UNIVERSITY BUILDING SERVICES

COST OFFICEpresented by

Anthony Cornell-HewlettCost Office Supervisor

INVOICE PROCESSING PROCEDURE

6S E N T T O F IN A N C E F O R P A Y M E N T A N D C H E Q U E R U N

5R E T U R N E D T O C O S T O F F IC E F O R P R O C E S S IN G

4P A S S E D F O R S IG N A T U R E B Y A U T H O R ITY

3P A S S E D T O C O S T O F F IC E F O R P R O C E S S IN G

2P A S S E D T O O R G IN A T O R O F O R D E R F O R

C O N F IR M A T IO N O F W O R K C O M P L E T E D S A T IS F A C T O R Y

1IN V O IC E R E C E IV E D

Conclusions• Contractors on site represent both own firm and Building

Services• No order numbers and we will not process invoice.• Address: Building Services Department,

– 1-9 Old Park Hill, Bristol, BS2 8BB• Monthly cheques raised - invoices are paid at the end of the

month following the month of raising, i.e. December 98 (and prior) invoices are paid end of January 99.

• All invoices in the system will be paid accordingly.• The sooner the invoice get in the system, the sooner it will be

paid - hence the ORDER NUMBER helps everyone.

UNIVERSITY OF BRISTOLSAFETY OFFICE

CHARLES J. FAIRMAN

MIOSH, MISTR, RSP

MAIN RESPONSIBILITIES OF THE UNIVERSITY

• TO ENSURE THAT THE ACTIVITIES OF CONTRACTORS DO NOT POSE A HAZARD TO UNIVERSITY EMPLOYEES, VISITORS, STUDENTS, OTHER CONTRACTORS AND THE GENERAL PUBLIC

• TO ENSURE THAT THE ACTIVITIES OF THE UNIVERSITY DO NOT POSE A HAZARD TO CONTRACTORS

SAFETY OFFICE RESPONSIBILITIES

• ADVISE BUILDING SERVICES ON ALL MATTERS RELATING TO HEALTH AND SAFETY

• CHECK ALL HEALTH AND SAFETY PLANS (CDM)

• APPROVE ALL HEALTH AND SAFETY POLICY’S SUBMITTED BY CONTRACTOR’S

• INVESTIGATE ACCIDENTS AND INCIDENTS INVOLVING CONTRACTORS

HEALTH AND SAFETY POLICY

• STATEMENT OF INTENT

• SAFETY ORGANISATION

• ARRANGEMENTS

HEALTH AND SAFETY POLICY

COMMON FAULTS• NOT SIGNED OR NOT

SIGNED WITHIN LAST TWO YEARS

• NO DETAILS OF HOW H&S IS TO BE MANAGED

• REFERENCES TO OUT OF DATE LEGISLATION

• COPIED FROM ANOTHER COMPANY

HAZARDS IN THE UNIVERSITY

• LABORATORIES– CHEMICALS

– RADIATION• DUCTS

• SINKS & DRAINS

• FUME CUPBOARDS & DUCTING

• EXPERIMENTS

HAZARDS IN THE UNIVERSITY

• ANIMAL HOUSES

• ASBESTOS

• STUDENTS– ACCESS

– SECURITY OF EQUIPT

HAZARDS IN THE UNIVERSITY

• OTHER CONTRACTORS– ELECTRICITY

• PERMIT TO WORK

• LOCKING OFF

WHAT DO WE REQUIRE OF CONTRACTORS ?

• CO-OPERATE WITH THE UNIVERSITY SAFETY PROCEDURES AND TO COMPLY WITH OWN AS DETAILED IN THE H&S POLICY

• CARRY OUT SUITABLE AND SUFFICIENT RISK ASSESSMENTS

• USE COMPETENT EMPLOYEES WITH SUITABLE SUPERVISION

• TO SUPPLY ADEQUATE WARNING OF ANY CHANGES IN SCHEDULES

• TO SUPPLY DETAILS OF ANY ACCIDENTS/INCIDENTS

• TO NOT START WORK UNTIL CLEARANCE HAS BEEN GIVEN

WHAT IF IT GOES WRONG

• ALL ACCIDENTS AND INCIDENTS WILL BE INVESTIGATED

• DETAILS WILL BE PASSED TO THE HSE

• CONTRACTOR’S AT FAULT MAY BE REMOVED FROM THE APPROVED LIST

• FINANCIAL COMPENSATION WILL BE SOUGHT FROM CONTRACTORS CAUSING INJURY OR PROPERTY DAMAGE

UNIVERSITY BUILDING SERVICES

Potential Hazardspresented by

Geoff AndrewsWorks Officer

STEAM

• Joint Boiler House

• HPHW

• LTHW

• Access

ASBESTOS

• Location

• Instructions

• Action

Scaffolding

• Standards

• Retainment

• Falling Objects

• Testing / Inspection

• Security

Fume Cupboards

• Numbers

• Types

• Hazards

• Clearance

Fire Alarms

• Isolating / Protection

• Identification

• Documentation

Electrical

• Safety

• Isolation

• Experiments

• Network

Communication

• Unannounced Arrivals

• Customer Informed

• Keys

• Awareness / Familiarisation

• Completion

University Building Services

Partnering with us in Estate Management - conclusions

Mike Phipps

Director of Building Services

University Building Services• This day is more than just an information

session

• We need partners who can work with us to deliver a service to the University

• Our key needs must be met if you are to continue to be registered with us

• You are our representative when you come into contact with our customers. If you fall down, our standing is diminished

University Building ServicesQuestion and Answer session

• Mike Phipps• Jim Fyfe• Steve Hyde• William Liew• Tony Cornell-Hewlett• Charles Fairman• Geoff Andrews