maintaining schools guidance and arrangements document -for-...

Maintaining Schools

Guidance and Arrangements

Document

-for-

April 2006 - March 2007

Compiled by: Martin Garrington – Services Manager

Building Services and Urban Design,

Municipal Buildings, Barrs Road, Cradley Heath, West Midlands B64 7JX

Maintaining Schools – Guidance and Arrangements Document for April 2006 – March 2007

06\July\SLA_Schools.doc

Page 1

Contents Page

No.

Introduction 3

Section 1 Repairs and Maintenance 5

Statutory Requirements 5

Non-Statutory Requirements 12

Section 2 Scheme of Delegation for Repair and Maintenance 15

Responsibilities for Repairs, Maintenance and Energy Conservation

15

Strategic Functions 15

Landlord Functions 16

Tenant Functions 19

Services Delegated Under the 1990 L.M.S. Scheme

22

The School Repair Account 23

Technical Support 24

Payments 25

Section 3 Arrangements and Standards 27

Introduction 27

Organisational Arrangements 28

Standards 37

Appendices Appendix 1 44

Appendix 2 46

Appendix 3 52

Appendix 4

Appendix 5



Page 2

Introduction



Page 3

Introduction The repair, maintenance and provision of energy conservation services to school buildings is fully delegated with the exception of limited services regarded as strategic functions. An integral part of repairs and maintenance are works of a health and safety nature that relate to the building structure and its service installations. These health and safety requirements are statutory duties and must be addressed in any maintenance regime. Repair and maintenance strategies, plans and practices must address the following objectives, in order of priority:- �� Keeping school premises safe. �� Keeping schools open. �� Keeping schools functioning as intended. The sections within this document are compiled for three purposes.:- (1) To inform and assist schools in understanding statutory and non-statutory

areas of maintenance. (2) To inform schools of the Scheme of Delegation for Repairs and Maintenance

and the options that are available to schools who wish to “buy back” repair and maintenance services from the Council.

(3) To inform schools who choose to “buy back” repair and maintenance services

from the Council the arrangements and standards relating to those services.



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Section 1



Page 5

Section 1 Repairs and Maintenance Statutory Requirements Schools are required to comply with the Council’s approved procedures for Risk Assessment in the Workplace. Compliance with the procedures is necessary in order that the Council can demonstrate suitable and sufficient implementation of Health and Safety Regulations relating to risk assessment. Failure to demonstrate compliance with Health and Safety Regulations is a criminal offence both to the Council as a Corporate body and potentially to individual Council employees. The following list is comprehensive, but not exhaustive, in identifying actions and requirements that are prescribed in law or can reasonably be inferred from the application of the law. Schools that have chosen to buy back into the “Schools Repair Account” or have chosen to buy back technical support will find that a number of the actions identified below, but not all, are carried out by others under that agreement (see Section 2 for more details). Asbestos Management Schools are required to prepare a plan for their premises to manage the risk of employees and others being exposed to the potential release of asbestos fibres into the air. Actions that support a plan include:- �� To carry out a risk assessment prior to the authorisation of works of repair and

maintenance to ensure asbestos surfaces and materials are not damaged or disturbed by the works.

�� To maintain a readily accessible safety file including copies of asbestos

surveys and other information and correspondence on asbestos. �� To be aware and make other relevant building users aware of the location of

asbestos materials (this is complemented by the labelling of asbestos surfaces in buildings).

�� To report to a competent Technical Officer any damage to asbestos surfaces. �� To prevent any operations occurring in the building that will disturb asbestos

surfaces. �� To prevent any unauthorised activities and operations. �� The carrying out of a type 2 visual survey (with appropriate sampling) by

specialist firms or competent persons. �� The labelling of asbestos containing materials where identified.



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�� The completion of Asbestos Management Record Sheets. �� The treatment, removal or encapsulation of asbestos containing materials that

are damaged or in poor condition. �� Asbestos awareness training. �� To ensure that asbestos materials (requiring removal) are removed by

property Licensed Contractors and the required notices to the Health and Safety Executive are given.

Fire Safety Schools are required to take actions to minimise the risk of fire and, in the event of fire, the effect in order to protect life and property (in that order). Actions will include:- �� The carrying out of a suitable and sufficient fire risk assessment in

accordance with the standards detailed in the “Fire Risk Assessment Framework” document supplied to all schools.

�� The review of the fire risk assessment at intervals of no more than 12 months. �� The implementation of further control measures identified in the “Fire Risk

Assessment Action Plan” . �� To ensure regular servicing of fire alarms and emergency lighting installations

are carried out with reports produced where corrective action is identified. �� To ensure an annual check is made of the condition of fire fighting equipment. �� Ensuring employees are trained in fire safety and awareness. Legionella Bacteria Control Schools are required under the “Approved Code of Practice and Guidance for the Control of Legionella Bacteria in Water Systems (L8)”, to manage in a safe and controllable manner water systems in premises so as to protect employees, visitors and contractors. Actions required will include:- �� The carrying out of a legionella risk assessment by competent specialists. �� Ascertaining a risk rating for the premises relating to the water systems and

persons at risk. �� The implementation by competent persons of water hygiene monitoring

appropriate to the risk assessment and risk rating.



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�� Testing for legionella bacteria in premises with a high risk rating and/or where there is concern over the effectiveness of existing control measures.

�� The carrying out of prioritised risk control measures identified from the risk

assessment and monitoring regime. �� The implementation of the “Legionella Protocol (Positive Samples”.) Lift Safety Schools that have lift installations are required to manage lift safety to protect both the lift user and maintainer from injury arising out of the use of lifts. Actions required will include:- �� The carrying out of risk assessments to lifts by competent persons. �� Ensuring that the lifts are suitable for the purpose intended and are

maintained such that they operate in a safe and efficient manner. �� Ensuring that lifts are maintained on a regular basis by a competent

contractor so as to ensure they are safe for use and are kept in efficient working order. (Passenger lifts – monthly maintenance; Goods lifts – quarterly maintenance; Chair and Vertical lifts – 6 monthly maintenance).

�� To liaise with the Council’s Risk Management Section to ensure that 6

monthly statutory thorough examinations of the lift installation are carried out by competent persons.

�� To ensure that, in accordance with guidelines on the Inspection and Testing of

Lifts, certain additional examinations and tests are carried out on an annual, (LG1); 5 yearly, (LG5); and 10 yearly, (LG10) basis.

�� To arrange for reported faults and breakdowns to be dealt with by competent

contractors. �� To ensure that risk assessments are reviewed on lift installations on an

annual basis. �� To ensure that remedial works identified as a result of statutory inspections,

maintenance/repair operations and risk assessments are assessed, prioritised and programmed for repair.

�� To ensure that adequate records of inspection and maintenance are kept. �� To ensure that, where required, advice and assistance is provided to a

Premises Manager on matters relating to the lift installation. �� To ensure that faults and breakdowns are reported.



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�� To ensure that adequate training is provided to Council employees who may be required to free passengers trapped within a car.

�� To arrange for basic safety checks to be carried out on a daily basis in

accordance with the Council’s Policy on lift safety. �� To ensure that no unauthorised work is carried out on the lift installations. Pressure System Safety Schools that have pressure systems in their premises are required to manage the pressure systems to prevent the uncontrolled release of energy (explosion). Actions required will include:- �� To liaise with the Council’s Risk Management Section to ensure that risk

assessments and a written scheme of examination by competent persons are carried out to pressure systems.

�� The carrying out of any remedial actions identified following the assessment

and examination. Electrical Safety Schools are required to manage electrical safety both to protect employees and others from the risk of injury or death from electrical shock or fire caused by electrical failure. Actions required will include:- �� To ensure that the installation of electrical services, new or additional, comply

with the requirements of the Electricity at Work Regulations, 1989 and the latest edition of the Institute of Electrical Engineers Regulations (B.S. 7671).

�� To ensure that inspections and testing of electrical installations are carried out

at the recommended intervals. (Five Year Cycle for fixed electrical installations).

�� To ensure that adequate records of inspections and tests are kept. �� To ensure that where present and immediate dangers are identified as a

result of inspections, action is taken to remove such danger. �� To ensure that adequate planned and cyclical maintenance is carried out to

the electrical installation. �� To ensure that, where required, advice and assistance is provided to a

Premise Manager on matters relating to the electrical installation. �� To ensure that, where required, advice and assistance is provided to a

Premise or Unit Manager on matters relating to the inspection and testing or portable electrical equipment.



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�� To ensure that no alterations or additions to an existing electrical installation are carried out unless a competent Technical officer has assessed the impact of such alterations or additions.

�� To ensure that all reasonable steps have been taken so that all electrical

equipment is suitable for use. �� To ensure that the use of an item of electrical equipment will not damage the

fixed electrical installation. �� To ensure that portable electrical equipment is inspected and tested annually. �� To ensure there is no unauthorised work carried out to the electrical

installation. �� To ensure faults or damage to the electrical installation are reported. Gas Safety Schools are required to manage gas safety both to protect employees and others from the risk of injury or death from escape of gas and the consequent risk of poisoning, fire or explosion. Actions required will include:- �� To maintain a list of gas fired appliances. �� To ensure gas fittings, (appliances, installation pipework), and flues are

effectively maintained in a safe condition. �� To ensure a CORGI Registered Contractor carries out all installation,

maintenance and safety checks. �� To ensure an annual safety check and service is carried out on each gas

appliance/flue. �� To ensure that an annual safety pressure test is carried out to the gas

installation pipework. �� To ensure a record of each safety check and service is kept for a minimum of

two years. �� To ensure a copy of the current safety check and service record, (which can

be either a CORGI Landlords Gas Safety Record or some other similar record which contains the same information), is issued to each premise within 28 days of the work being carried out.

�� To ensure prompt action is taken to correct any defects shown on the annual

safety check and service which were not dealt with at the same time.



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�� To maintain a readily accessible copy of the current safety check and service record in the form of the Landlord’s Gas Safety Certificate (as supplied by the Contractor).

�� To report any suspected gas leaks or damage to gas appliances and fittings

immediately (in normal working hours to a competent Technical Officer; out of normal working hours to the British Gas/Transco emergency number, Telephone: 0800-111999).

�� To ensure that there is no unauthorised work carried out to the gas

installation. (Work will only be carried out by CORGI Registered Gas Contractors).

�� To ensure that any proposed alterations or additions to the gas installation are

authorised by a competent Technical Officer. (All work to gas installations must be supervised by a competent Technical Officer).

General Premises Risk Assessment Schools are required to carry out general premises risk assessments to ensure all risks are addressed. Where specific risk assessments have been carried out this needs to be recorded in the general assessment. The general assessment would, in addition, need to consider risks from the building structure, glazing, heights, access, hot surfaces and water, confined spaces, light, etc. Other Safety Issues Other known safety issues that schools need to consider (where applicable) are given below. Actions will include:- �� To arrange a five year inspection of swimming pool filters and media to

ensure pool water quality is delivered to acceptable standards. A written report is required with recommendations.

�� To arrange for a 6 monthly inspection and service of swimming pool automatic

dosing equipment to ensure the correct chemical balance of pool water is delivered, (e.g. Chlorine). A written report is required with recommendations.

�� To arrange for a 6 monthly inspection and service of de-humidification and/or

air handling plant to school swimming pools. A written report is required with recommendations.

�� To ensure prompt action is taken to rectify any defects in the swimming pool

plant installation either arising from the inspections and safety checks carried out or as notified by the Premise Manager.

�� To ensure bi-annual servicing of sauna stove and steam generators are

carried out.



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�� To implement appropriate inspections on kitchen extract fans/grease filters/canopies and take corrective action where identified in the report.

�� To receive and act on reports by the Council’s Insurers on Engineering Plant,

carried out annually, listing their observations and recommendations, e.g., fixed Mechanical Plant, (Boilers, Calorifiers, Pumping Equipment, Pipework and Radiators).

�� To receive and act on annual written reports by the Council’s Insurers on

pressurised plant, (e.g., Booster Sets, Air Receivers, Compressors). These reports must be held on site by the Premises Manager.

�� To ensure on oil appliances that a Specialist Contractor will provide a "Record

of Service” form twice yearly which records the inspection and service with any recommendations for defects noted.

�� To ensure on oil and solid fuel appliances that a Contract is entered into for a

twice yearly or annual inspection and service for the cleaning of the boiler flues. A "Record of Service” form is required with any recommendations for defects noted.

�� To ensure on oil and solid fuel appliances that a Contract is entered into for

an inspection of steel and brick chimneys on a two yearly basis. A report is required giving recommendations, (also includes comments/recommendations on lightning protection).

�� To ensure on fume cupboards, (a glass fronted extract unit/system commonly

found in secondary school laboratories), an annual inspection and test of the extract efficiency is required. A report is required giving recommendations.

�� To ensure on steel and brick chimneys that an inspection is required every

two years. A report is required following the inspection giving recommendations that also include a consideration of lightning protection.



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Non-Statutory Requirements The previous section headed “Statutory Requirements” detailed specific actions or requirements that emanate from a specific law. General building maintenance, whether reactive or planned, does not have a specific law requiring its undertaking. However, a duty of care is required by any employer or organisation. This duty of care means that having effective arrangements in place for maintenance is necessary to ensure that risks that could arise due to lack of maintenance are controlled and minimised. Planned Maintenance The ideal position with regard to effective “property maintenance” is to carry out programmes of planned preventative maintenance to minimise the incidence of reactive maintenance and unplanned expenditure. It is regrettable that the “backlog” of maintenance works with regard to schools is such that planned maintenance schemes undertaken in schools are, in the main, not preventative in the true sense but are schemes to deal with problems or defects that already exist and which cannot be funded from the normal day to day reactive budgets. Planned maintenance has, however, in recent years, benefited from D.f.E.S. grants in the form of “New Deal for Schools”, condition capital, standards fund and the delegated capital given to schools. Planned maintenance projects should be prioritised from Forward Maintenance Plans, Risk Assessments, specialist surveys (e.g. asbestos surveys) and school development plans. Reactive Maintenance Financial provision for reactive maintenance is normally based on historic costs. It should be noted that traditionally reactive maintenance relates to work of an emergency or urgent nature and less urgent works of reactive maintenance are frequently deferred or not actioned. However, without this deferment or non-actioning of works, expenditure on reactive maintenance would rise considerably thus further impacting on funding that can be identified for planned maintenance or Health and Safety risk assessed works. Cyclical Maintenance Cyclical maintenance provision is based on the statutory need to service/inspect/maintain certain equipment or plant e.g. gas flued appliances, burners to boilers, fire alarms, emergency lighting.



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Conclusion In conclusion, when budgeting for repairs and maintenance, provision needs to be made for works in the following priority:- �� Premise related expenditure required to comply with the law. �� Cyclical maintenance to maintain electrical and mechanical plant and

services. �� Emergency and urgent reactive maintenance. �� Planned maintenance (to address known dilapidation and disruption to

building use). �� Non-urgent reactive maintenance. �� Planned preventative maintenance (to prevent further dilapidation and

consequent disruption to building use). The success in dealing with some or all of the above repair and maintenance activities depends on many factors but undoubtedly the largest single factor is adequate financial provision.



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Section 2



Page 15

Section 2 Scheme of Delegation for Repairs and Maintenance Responsibilities for Repairs, Maintenance and Energy Conservation From the 1st April, 2006, until the 31st March, 2007, the Council will operate a scheme of delegation for the repair, maintenance and provision of energy conservation services to schools as follows: �� Services defined as Strategic Functions - Non-Delegated.

�� Services falling within the definition of

Landlord Functions (including Kitchens dedicated Dining Rooms and Serveries) - Delegated.

�� Services falling within the definition of Tenant Functions (including Kitchens dedicated Dining Rooms and Serveries) - Delegated.

�� Services delegated in the original L.M.S. Scheme in 1990 - Delegated.

Strategic Functions The following services are regarded by the Council as strategic functions with regard to repairs, property maintenance and energy conservation. The responsibilities and funding for these services has not, therefore, been delegated to schools. �� Preparation of Forward Maintenance Plans/Maintenance of Asset Records;

- a D.f.E.S. requirement as a fundamental part of Asset Management; - computerised system provides Forward Maintenance Plans for each

school; - the provision of records of major expenditure on schools; - full surveys to schools at least once for each school in a 5 year cycle; - annual updates of surveys/computerised records to reflect work done,

changes in priorities, newly identified works. �� Strategic management of fuel supply contracts and prices, for gas and

electricity;

- as part of consortium with other West Midlands Councils and other public bodies.

�� Bidding for external funding.



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�� Monitoring energy consumption;

- required by D.f.E.S. as part of Asset Management information. �� Repairs and Maintenance Centre;

- to facilitate a rapid call out/response for emergencies to prevent or minimise serious building damage and/or serious risk to users.

�� To ensure compliance with property related health and safety legislation;

- production of policy documents and procedures e.g. asbestos, legionella, fire, electrical safety, etc., and guidance notes for Premise Managers;

- assisting the Client Services Unit (Strategy and Resources) in the

monitoring of schools to ensure risk assessments, statutory checks and statutory cyclical servicing of plant and equipment are carried out.

Landlord Functions The following services are regarded by the Council as landlord functions with regard to repairs, property maintenance and energy conservation. The responsibility and funding for these services has been delegated to schools. The landlord functions are divided into 3 areas:- (1) Technical Support. (2) Specialist Services. (3) Contract Services. (1) Technical Support

The provision of professional services by Building Surveyors, Mechanical Engineers, Mechanical Engineers specialising in legionella bacteria control, Engineers/Surveyors specialising in asbestos management, Electrical Engineers, Lift Engineers, Structural Engineers, Quantity Surveyors, Planning Supervisors and Administrative Support engaged in the following capacities:- - the planning and programming of planned and specialist works; - option appraisal and feasibility studies for planned schemes; - preparation of schedules of work, specifications, bills of quantities for

planned and specialist works; - the management of external specialists. - obtaining of tenders based on lump sums or schedule of rates; - formulation of contract documents;



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- holding of pre-commencement and site meetings, issuing of instructions, supervision of contractors;

- monitoring of standards of work; - preparation of interim valuations for contractor payments; - preparation of final accounts for projects; - site visits and consultation on planned projects with Clients; - raising of orders for works, preparing reports (computerised), monitoring

of expenditure and budgets; - dealing with insurance issues relating to planned schemes.

(2) Specialist Services

The provision of specialist services largely linked to statutory requirements to protect the interests of the School, Governors and the Council. - A rolling programme of Type 2 asbestos visual surveys (with appropriate

sampling). - Type 2 or Type 3 asbestos surveys in support of works carried out under

“Landlord Functions”. - The technical aspects of fire risk assessment (sections 4 to 9 of the “Fire

Risk Assessment Framework” document). - Supporting schools in the review of fire risk assessments and the

documentation of the review. - Legionella risk assessments and their review (including the identification

of risk ratings for premises). - Lift risk assessments and their review (liaison; carried out by Council’s

Risk Management Section). - A 6 monthly statutory inspection for lifts. - The carrying out of an annual (LG1), 5 yearly (LG5) and 10 yearly

(LG10) examination/tests for lifts. - Examination of pressurised plant (liaison; carried out by Council’s Risk

Management Section). - Inspection and testing of fixed electrical installations at 5 yearly intervals.



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- Technical assistance in general premises risk assessment, including glazing audits.

- 2 Yearly inspection of steel and brick chimneys. - Annual inspection and testing of fume cupboards. - Surveys/reports following consultation with or directives from the Health

and Safety Executive, Council’s Health and Safety Officers, Fire Officers, etc.

- Annual testing and inspection of fire fighting equipment.

(3) Contract Services

The provision of contract services by contractors in the following areas of planned maintenance:- - Structural work to foundations, steel, concrete or timber frames; external

walls. - Replacement of all, or substantially all, of roof structure and/or coverings.

- Replacement of all, or substantially all, of the existing roof drainage

system.

- Replacement of all, or substantially all, of existing floors, staircases and fire escapes.

- Removal, treatment or encapsulation of asbestos containing materials

that are damaged or in poor condition.

- Removal or encapsulation of asbestos containing materials, as necessary, in support of works carried out under “Landlord Functions”.

- Replacement of external windows and doors as part of a phased

replacement programme.

- Replacement of all, or substantially all, of defective internal wall structures.

- Planned replacement of boilers/control systems/flues/pumps/calorifiers/

energy management systems.

- Planned replacement of heat emitters and associated pipework.

- Planned replacement of cold water services, storage tanks, hose reels.

- Planned replacement of fume cupboard services.



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- Planned replacement/refurbishment of gas distribution pipework and controls.

- Planned replacement of electrical switchgear/distribution boards/wiring

systems/lighting installations (as part of rewire).

- Provision/replacement of lightning protection.

- Replacement of lifts.

- Provision/replacement of all, or substantially all, of emergency lighting and fire alarm systems.

- Replacement of all, or substantially all, of roads, paths, car parks or

playgrounds.

- Replacement of all/substantially all of fences and/or walls.

- Replacement of all, or substantially all, of below ground drainage.

- Replacement of swimming pool linings or structure.

- Energy saving projects as part of planned maintenance.

- The implementation of works arising from fire risk assessments where over £2,000 in value (which relates to service areas not previously delegated to schools under the L.M.S. Legislation in 1990).

- The implementation of works arising from legionella risk assessments

and monitoring where over £2,000 in value.

- Health and Safety works as identified from other landlords risk assessments, inspections and surveys where over £2,000 in value (which relate to service areas not previously delegated to schools under the L.M.S. Legislation in 1990).

Tenant Functions The following services are regarded by the Council as tenant functions with regard to repairs, property maintenance and energy conservation. The responsibility and funding for these services has been delegated to schools. They are in addition to those services delegated under the L.M.S. Scheme of 1990. The tenant functions comprise 2 areas:- (1) Technical Support. (2) Contract Services.



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(1) Technical Support

The provision of professional services by Building Surveyors, Mechanical Engineers, Mechanical Engineers specialising in legionella bacteria control, Engineers/Surveyors specialising in asbestos management, Electrical Engineers, Lift Engineers, Structural Engineers, Quantity Surveyors, Planning Supervisors and Administrative Support engaged in the following capacities:-

- site visits, advice, problem solving by Surveyors/Engineers; - raising of insurance claims, preparing claims, negotiating claims with

Risk Manager/Loss Adjuster; - monitoring temperature levels/adjusting boiler settings/analysing

problems through Energy Management System and link to Energy Conservation office;

- obtaining tenders based on lump sums or schedules of rates for reactive

repairs and cyclical maintenance; - raising orders, issuing variations, site inspections, recommending

payments; - preparing reports (computerised), monitoring of expenditure and

budgets; - negotiating on behalf of schools with other areas in the Council e.g. Risk

Management, Education, Building Control; - advice on prioritisation of works, temporary solutions, permanent

solutions. (2) Contract Services

The provision of contract services by contractors in the following areas of repairs and maintenance:-

- Replacement of small parts of an existing structure, minor repointing,

etc.; - Repairs/replacement of areas of roof coverings, rainwater goods; - Repairs/replacement of internal finishings from water damage; - Repair/replacement of individual or small numbers of external

windows/doors (not as part of a planned programme); - Replacement of broken glass/temporary boarding; - External redecoration and associated prior to paint repairs;



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- General day to day reactive and cyclical maintenance to mechanical plant (e.g. gas/oil fired boilers) including cleaning, servicing, testing, energy saving projects, energy management systems;

- General day to day reactive repairs to hot and cold water pipework and

fittings; - Day to day reactive and cyclical maintenance to lifts, door access

systems, emergency lighting and fire alarms including service contracts; - Day to day reactive repairs/replacement of areas of paved areas, car

parks, playgrounds including line markings; - Day to day reactive repairs to fences and walls; - Day to day repairs and cyclical maintenance to gullies, grease traps and

manholes (including blockage removal); - Day to day reactive repairs/consequent replacement to electrical

installations; - Repairs/replacement following vandalism/malicious damage (including

excess payments and the responsibility for payment of non-recoverable insurance claims).

- The implementation of works arising from fire risk assessments where

under £2,000 in value (which relate to service areas not previously delegated to schools under the L.M.S. Legislation in 1990).

- Water hygiene monitoring, including testing for legionella where

appropriate. - The implementation of works arising from legionella risk assessments

and monitoring where under £2,000 in value. - Health and safety works as identified from other landlords’ Risk

Assessments, inspections and surveys where under £2,000 in value (which relate to service areas not previously delegated to schools under the L.M.S. Legislation in 1990).

- Repairs/replacement/inspection/servicing of swimming pool plant,

pumps, control and pipework; - Internal decoration and prior to paint repairs to kitchens, dining rooms

used exclusively for meals, and serveries; - Repair/replacement of sanitary fittings and services to kitchens, dining

rooms used exclusively for meals, and serveries;



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- Repair/replacement of floor finishes to kitchens, dining rooms used exclusively for meals, and serveries;

- Repair/replacement of ceiling and wall finishes to kitchens, dining rooms

used exclusively for meals, and serveries; - Repair/replacement of internal joinery (e.g. doors and frames) to

kitchens, dining rooms used exclusively for meals, and serveries. - Repair/replacement of all window and door ironmongery to kitchens,

dining rooms used exclusively for meals, and serveries. - Repair/replacement of light fittings, sockets and outlets to kitchens,

dining rooms used exclusively for meals, and serveries. - Repairs to/provision of local ventilation to kitchens, dining rooms used

exclusively for meals, and serveries. - Inspection/repairs to kitchen extract fans/grease filters/canopies.

Services delegated under the 1990 L.M.S. Scheme. The following services are the delegated responsibility of schools following the original scheme of delegation under the L.M.S. Legislation in 1990. �� Internal decoration and prior to paint repairs (excluding kitchens). �� Repair/replacement of sanitary fittings and services (excluding kitchens). �� Repair/replacement of floor finishes (excluding kitchens). �� Replacement of wall or ceiling finishings (excluding kitchens). �� Repair/replacement of internal joinery e.g. doors, frames (excluding kitchens). �� Repair/replacement of all window and door ironmongery (excluding kitchens). �� Repair/replacement of light fittings, sockets, outlets (excluding kitchens). �� Repairs/provision of local ventilation (excluding kitchens). �� Repairs and servicing to fume cupboards. �� Renewal/replacement/repair to security systems. �� Clean of rainwater gutters internally.



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The School Repair Account Definition The Council will continue to operate a “Schools Repair Account” for those schools who choose to pay their delegated funding for landlord and/or tenant functions into this pooled resource. (N.B. The Schools Repair Account does not cover services delegated in the original Local Management of Schools Scheme in 1990). For those schools who have chosen to pay the delegated sum in total for landlord services into the Schools Repair Account the payment will cover all the functions previously listed under the heading of landlord and referred to as “Technical, Specialist and Contract”. For those schools who have chosen to pay the delegated sum in total for tenant services into the Schools Repair Account the payment will cover all the functions previously listed under the heading of tenant and referred to as “Technical, Specialist and Contract”. The Schools Repair Account is managed by the Services Manager. More details about the arrangements and standards of the services provided under the Schools Repair Account are provided in Section 3 of this document. A school’s payment into the School Repair Account is a finite annual payment that covers the delegated functions and is inclusive of all services whether “technical, specialist or contract”. The payment of the delegated sum by each school does not mean, however, that each school will receive services to the actual value of its contribution to the Account in any one year. One of the strengths of the “pooling” of resources is that for any particular year some schools will have more spent on their buildings than the value of their contribution. It also follows that for some schools to have more spent than their annual contribution, then some schools will have less spent. It is by this method that large unplanned reactive maintenance can be financed by prioritising and targeting resources where they are most needed and when they are needed. The same principles apply in the financing of roof replacements, boiler replacements, electrical rewires, fire alarm upgrades, window replacement, substantial structural repairs, for a particular school, where each planned project may cost up to £100,000. Over a number of years the spend for a school should balance out and equate to the contribution made by each school. The Services Manager is aware that, following the decision to delegate repairs/maintenance/energy conservation on the basis of Age Weighted Pupil Units (90%) and a condition factor (10%), schools contributions to the Account will vary significantly and that the value of a particular school’s contribution will be reflected in that particular schools expectations.



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The payments for technical support (which are included in the pay back of the total sum delegated) will include for all the functions as detailed in the preceding information but do not cover services not covered by this agreement e.g. extensions, building alterations/refurbishments, L.M.S. services delegated in 1990. Charges for technical support on any of these works administered by Building Services will be as follows:- �� Services covered under the L.M.S. scheme of 1990; 10% of value of works,

where requiring input of a Building Surveyor/Engineer. �� Extensions, alterations, refurbishments; by agreement. Technical Support The Council will also continue to provide schools with an option to pay a lump sum for technical support only for landlord and/or tenant functions. For those schools who choose to pay a lump sum for technical support only to Building Services the following services will be provided:- �� Technical support in the control and management of specialist and contract

services as defined under landlord and tenant functions (assuming technical support in both areas is bought back).

�� Technical support will include advice on the contractual arrangements that are

required to address the statutory requirements relating to repairs and maintenance (as detailed in Section 1).

�� Technical support will include advice on appropriate budgetary provision for

the different aspects of maintenance e.g. premises related expenditure to comply with the law, cyclical maintenance, emergency and urgent reactive maintenance, planned maintenance, non-urgent reactive maintenance, planned preventative maintenance.

�� Technical support will include advice on planned maintenance priorities

arising from previously carried out condition surveys, service records, etc. �� Technical support will include advice on appropriate contractors to undertake

maintenance works. �� Technical support will include attendance at pre-arranged meetings to discuss

maintenance issues, financial commitments and expenditure, etc. It should be noted that, under this option, the responsibility for funding the costs of all specialist and contract services, whether less than or greater than the delegated sum, rests with the school. More details about the arrangements and standards of the services provided under “technical support” are provided in Section 3 of this document.



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The sums chargeable for technical support are as follows:- - For landlord duties; 15% of the delegated sum. - For tenant duties; 15% of the delegated sum. The payments for technical support will include for all the functions listed under the headings of technical support in the preceding information but do not cover services not covered by this agreement e.g. extensions, building alterations/refurbishments/ improvements, fixed fittings and furniture (including gas appliances in laboratories, kitchens), L.M.S. services delegated in 1990. Charges for technical support on any of these works will be as follows:- • Services covered under the L.M.S. Scheme of 1990; 10% of value of works,

where requiring the input of a Building Surveyor/Engineer. • Extensions, alterations, refurbishments; by agreement. Payments The sums delegated to schools for repairs, maintenance and energy conservation are as provided in the School Budget information which is sent out to all schools by Education and Lifelong Learning. The information sent to schools will show:- �� The delegated sum, in total, for landlord and tenant functions including

Caretakers’ houses, if applicable. (A breakdown of this figure into landlord, tenant and Caretakers’ houses is available from the Services Manager on request).

For those schools who have opted to pay their delegated sum or a lump sum for technical support only for Landlord and/or Tenant services back to Building Services an S.B.S. Purchase Order (initiated by Jean Oakes in Shaftsbury House) will be required by Building Services at the beginning of the financial year. For those schools with their own Bank Account an invoice will be generated by Building Services which will be sent to each school at the beginning of the financial year (April). Schools with their own bank account can choose to pay the sum requested in monthly instalments by direct debit.



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Section 3



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Section 3 Arrangements and Standards Introduction Services to schools who have “bought” into the Schools Repair Account and for those schools who have opted alternatively, to pay a lump sum for technical support only will be delivered under a partnership called “Sandwell Property Care”. “Sandwell Property Care” is a partnership between Corporate Property, Sandwell Homes, contractors and participating clients. (in terms of this particular client group, specifically schools). Participation in this partnership does not tie schools into the arrangement for any period greater than the 12 month period on which schools are consulted annually at the “Schools Trade Fair”. “Sandwell Property Care” will provide schools and other property users within the Council with expertise and assistance to maintain and improve the condition of buildings, so far as the finances will allow, and to ensure buildings are kept open and functioning and that the people who use those buildings do so in a safe and energy efficient environment. Our aim shall be:-

“To support our clients in the maintenance and renewal of their property assets by the provision of controlled, quality

and cost effective services.”

and in doing so –

“We will consult and listen to our clients.”

“We will treat our clients with courtesy and respect.”

“We will continuously review our services to deliver service improvements.”

“We will work in partnership and embrace all opportunities to learn, share information, knowledge and resources.”

“We will deal with complaints seriously and promptly.”

“We will establish and set performance targets and document and publish

results.” The following information details the methodology of the partnering arrangement under the heading of Sandwell Property Care.



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These areas are considered in more detail in this section along with the standards under which the services will be delivered. Answers to some typical questions that might be asked by clients about the arrangements are given in Appendix 1. In Appendix 2 the organisational charts that underpin Sandwell Property Care are provided. Appendix 3 provides an A-Z of contact names and their telephone numbers and other contact information. Organisational Arrangements Generally The full organisational network supporting clients and schools under “Sandwell Property Care” is shown in Appendix 1. As with any organisation structure this structure and persons within the structure may change during the period of the agreement. Building Surveying Teams The Building Surveying Teams are organised into:- (1) Building Surveyors (Asset Management) responsible for:-

- Managing condition surveys and their information. - Managing consultants carrying out condition surveys including sample

audits. - Managing the process of updating surveys. - Developing improvement programmes by liaison with clients and the

proactive use of condition survey data. - Liaison with the Asset Systems Support Unit to provide user friendly

condition survey reports. - Liaise with the client/architects in the management and maintenance of

premise asset drawings and plans. - Consultation (including as a minimum one pre-arranged annual meeting)

with clients on asset management issues relating to condition and repairs and maintenance.

(2) Building Surveyors (Planned Works) responsible for:-

- The specification, contract administration and supervision of planned maintenance projects funded from the Schools Repair Account.



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- The specification, contract administration and supervision of projects funded by clients direct (where within the remit of a Building Surveyor).

- Liaison with consultants appointed to carry out the specification, contract

administration and supervision of planned works. - The carrying out of proactive inspections of buildings to schedule works

to remedy dilapidations that on their own are not an emergency or urgent but collectively are detrimental to the asset (subject to the availability of funds).

(3) Building Surveyors (Specialist Reactive Services) responsible for:-

- Site visits, inspections, to specify reactive measures and repairs upon referral from the Repairs and Maintenance Centre.

- Ensuring a systematic approach is undertaken for quality checks on

repairs. - Performance monitoring. - Ensuring effective communication with the Repairs and Maintenance

Centre. - Managing term contractors. - Processing and checking of invoices.

(4) Premises Risk Assessment Officers responsible for:-

- The carrying out, documenting and review of the technical aspects of fire risk assessments and other risk assessments to the building structure.

- The development, production and monitoring of programmes of

work/measures to reduce/control risk. - The production and compilation of specifications and schedules relating

to control measures. - The implementation of control measures and the administration and

supervision of the works (where not carried out by other technical officers).

- The updating of drawings and plans with health and safety information

relevant to the premises. - Liaison with clients, technical officers and health and safety officers in

premise related health and safety issues.



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Mechanical Engineering Team The Mechanical Engineering Team provides technical support in four specific areas:- (1) Maintenance; the maintenance, repair and replacement of mechanical plant

and services e.g. gas/oil fired boilers, hot and cold water pipework distribution systems and fittings, swimming pool plant.

(2) Asbestos; the provision of advice, guidance and information, the holding of

records on asbestos surveys, arranging for non-intrusive (Type 2) and intrusive surveys (Type 3), liaising with and commissioning asbestos surveying consultants and analysts, managing the removal of asbestos containing materials.

(3) Water Hygiene; the provision of advice, guidance and information, arranging

for the carrying out and review of risk assessments for legionella bacteria control, arranging monitoring contracts for water systems, arranging sampling regimes, managing the implementation of modifications/physical control measures to water systems.

(4) Energy Conservation; the provision of advice, guidance and information,

energy management system maintenance, energy conservation measures/schemes, producing energy performance indicators.

The Team delivers the above services in partnership with Sandwell Homes and a network of specialist consultants and contractors. Electrical Engineering Team The Electrical Engineering Team provides technical support in two specific areas:- (1) Maintenance; the maintenance, repair and replacement of electrical services

e.g. distribution boards, wiring for power and light, light fittings, fire alarms, emergency lighting, lightning protection.

(2) Lifts; the maintenance, repair and replacement of lifts and their associated

lifting gear and fittings. The Team delivers the above services in partnership with Sandwell Homes and, where appropriate, as in the case of lifts, specialist consultants and contractors.



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Asset Systems Team The Asset Systems Team provides technical support in three areas:- (1) Repairs and Maintenance Centre; including the development and

maintenance of “Atrium” the integrated computerised management system which holds all property information related to this agreement, requests for repairs and maintenance, information and advice, arranging site visits, liaison and feedback with callers.

(2) Financial Administration; payment of consultants/contractors/Sandwell

Homes; raising of invoices to clients; answering financial queries; financial reports.

(3) Insurance/Fire Extinguishers; raising property related insurance claims,

liaising with Risk Management Section/Insurers, negotiating claims, reconciling claims and excesses, managing contract for fire extinguisher provision and maintenance.

(4) Provides a key role in Asset Management regarding the capture of Asset

Management data by “handheld” technology techniques and the consequential reporting of information required by Central Government, (Department of Education and Skills) on areas such as condition and energy consumption.

In addition, this Team is providing the lead role in the establishment of a “web portal” where clients and schools will have password protected electronic access to property information and services with regard to their premises (see later in this document for further information). Operational Services The Operational Services (employees of Sandwell Homes) Team are responsible for the direct provision of works of repair and maintenance at premises. Supervisors will, in many instances, act as an extension to the Teams discussed previously taking direct control in, for example, the organisation and carrying out of programmed redecoration and fencing schemes. Employees in operational services will work in conjunction with the preceding Teams. As an example, the Electrical Engineering Group Manager’s Maintenance Team will have close links with the Electrical Services Operational Manager’s Team. In addition employees from operational services will be assigned to the Repairs and Maintenance Centre to ensure the Repairs and Maintenance Centre has direct contact with operatives/contractors and has access to appropriate/available technical support (see later in this document for further information).



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Other Services Other services will be brought in as required to ensure the services provided under this agreement are comprehensive and robust e.g. for planned projects it may be necessary to bring in officers specifically for design purposes, or there may be a need for the services of a structural engineer/drainage engineer. Partnerships The services to be provided to clients and schools under this agreement will be delivered under a partnership called “Sandwell Property Care”. “Sandwell Property Care” is a partnership between Corporate Property, Sandwell Homes, Contractors and participating clients. The partnership will be based on the following principles:-

��That the success of the partnership will be based on actual performance and customer outcomes/results. Customers require:-

- That all clients be treated equitably and in a transparent manner. - That repairs are completed in a timely manner. - That quality checks are undertaken (with client involvement). - That clients be given proactive advice/guidance/options for the

management of their assets irrespective of whether clients are paying for works directly or through the Schools Repair Account.

- That clients are invoiced promptly. - That clients have electronic access to information (“to reduce the paper

mountain”). - That performance is monitored and poor performance addressed. - That clients receive direct assistance on health and safety issues related

to their premises. - That the arrangements provide “value for money”.

��The Council and Sandwell Homes will enter into a partnership agreement for

three years and a “Partnership” Charter” will be signed by the Council and Sandwell Homes to underpin commitment to the agreement and services.

��The services provided under this partnering agreement will be delivered under

the collective name of “Sandwell Property Care”.



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��The Council and Sandwell Homes will jointly procure contractors based on a “framework” agreement to be part of the supply chain under the partnership. This process will involve contractors for different categories of work, who are currently on the Council’s list, tendering on a schedule of rates. Tenders would be evaluated on the basis of price, quality and added value. Successful firms would be used to deliver services for the duration of the partnership agreement.

��The selection of contractors in this manner would mean that Sandwell Homes

and these contractors would deliver services under common standards of performance.

��The implementation of the Council’s corporate procedures on risk assessment

and health and safety will involve joint training initiatives with Sandwell Homes and these contractors. This would be a critical element in risk reduction strategies.

��Contractors will be selected as the “best of the private sector” and will be

utilised as a benchmark for the cost and performance of Sandwell Homes in works its own employees undertake and vice versa.

Generally Under this agreement “Sandwell Property Care” will operate a Repairs and Maintenance Centre. The Repairs and Maintenance Centre will be run on the following initial principles (which may be subject to further development):- �� All calls, with the exception of those related to mechanical plant and

services/lifts (see below), will be made to 0121-569-4539. Suitably trained Repairs and Maintenance Centre officers will take the calls.

�� Callers requesting repairs/assistance with mechanical plant and services

(oil/gas fired boiler plant; heating pipework and heat emitters; non-electric; hot and cold water services including hot water storage vessels and cold water storage tanks; gas distribution pipework; air handling and air conditioning plant; building management system, normally in boiler house; swimming pool plant, pool water filtration; chemical dosing equipment; underground water supply pipework) will contact suitably trained mechanical engineers and technical support officers on 0121-569-4591.

�� Callers requesting repairs/assistance with lifts will contact suitably trained lift

engineers and technical support officers on 0121-569-4512. Note: Outside normal office hours contact the maintenance company on the number shown inside the lift car.

�� Calls from clients requesting emergency/urgent repairs will be relayed directly

to “rapid response operatives” or contractors. �� Calls will be taken on a personal basis and not through an automated

“* button, select 1, 2, 3 or 4, please hold “ system.



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The Repairs and Maintenance Centre should be the first point of contact for services under this agreement. This will include, for example, the following:-

- requests for repairs and maintenance to be carried out; - requests for information/advice; - requests for site visits; - complaints related to a failure to carry out repairs, incomplete work, poor

quality workmanship, etc. All requests will be logged on the Repairs and Maintenance Centre database. This is to ensure that all requests are initiated requiring action. Requests for Repairs and Maintenance to be Carried Out The Repairs and Maintenance Centre will be available during normal office hours on all days except Bank Holidays (8.00 a.m. to 5.30 p.m. Monday to Thursday, and 8.00 a.m. to 5.00 p.m. on Fridays). Please note that, following discussions with callers to the Centre, it has been agreed that, for non-urgent repair requests and advice on building related matters, etc., clients may use the Groupwise facility to contact Repair and Maintenance Centre operatives. For those clients not on Groupwise the e-mail address is as follows:- [email protected] Groupwise and e-mail must not be used for arranging urgent work matters. The trained officers will:- �� Be courteous and helpful. �� Ask you necessary questions to properly identify the location, nature and

accessibility of the repair requested. �� Log the request on the computerised system. �� Notify you of the priority attached to your requests if it is considered an

emergency (Priority 0) or urgent (Priority 2) repair. �� Contact rapid response operatives employed by Sandwell Homes or

contractors direct and instruct them on the repairs to be carried out. �� Ring the caller back to inform you, as far as is reasonably practicable, of who

and when you can expect an operative(s) or contractor on site.



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�� If the repair is not considered urgent the request will be passed to an officer in the Repairs and Maintenance Centre who schedules/plans these works. You will then be notified within 3 working days of the action taken with regard to your request. This could include actions, such as; passed to surveyor (name), engineer (name) who will contact you to arrange a site visit; site to be visited by operative/contractor to assess scope of work; order raised for the works, given a priority rating of 5, 10 or 20.

�� The Repairs and Maintenance Centre will be notified by operatives or

contractors when a repair has been completed. A repair could be a permanent solution or, alternatively, a temporary solution that requires further follow up action. Where follow up action is required the scheduler/planner within the centre will arrange for the planning and co-ordination of the follow up works. Where follow up action is required you will be notified of the action that will be taken.

�� A sample of callers will be contacted to check user satisfaction. Requests for Information/Advice Where the caller is seeking or requesting information/advice relating to the services provided, trained officers will:- �� Be courteous and helpful. �� Provide the information/advice, if known and readily accessible. �� Direct the caller to an appropriate officer outside the Repairs and

Maintenance Centre. �� Log the request, obtain the information/advice and contact the caller to relay

the information/advice. Requests for Site Visits Where the caller is seeking advice about an issue/problem/proposal related to the property and requests a site visit by an appropriate officer. Trained officers will:- �� Be courteous and helpful. �� Log the request on the computerised system. �� The scheduler/planner will arrange for a visit by an appropriate officer and the

caller will be contacted to confirm who will visit the property and an appropriate day and time.

�� Ask you necessary questions in order to ensure that the officer to be sent to

site is proficient in the matters to be discussed/investigated e.g. Surveyor/Engineer/Assessor/Supervisor.



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Requests for Estimates Where the caller has requested an estimate for the cost of particular works, a letter is sent out showing the potential value of the works. A further procedure is also now in place where the Centre will contact the caller after a 28 day period where there has been no response to the letter asking if the work is still required. Referrals The caller is now informed by letter of repair and maintenance requests, which have been referred to the Asset Management Section for consideration. This procedure is necessary for works of a more substantial nature that can take a while to fund and organise and to help keep the client informed on the status of the request. Visits to the Repairs and Maintenance Centre During the previous year we have undertaken an initiative of asking clients if they would be interested in visiting the Repairs and Maintenance office at the Municipal Buildings, Barrs Road, Cradley Heath. To date, we have had the pleasure of visits from Libraries and the Sports Leisure Trust. Both parties found it a very useful exercise and it assisted them in seeing how the system and general operation of the Centre takes place. During the Sports Leisure Trust’s visit a flow chart was drawn up to support the Trusts qualitative systems which helped in the Trusts partnering arrangements and benefited their employees knowledge of how, when and what to report when requesting a repair. The Centre will continue these invitations in the future and clients will be asked if they would like to visit the offices as part of the consultation process. Complaints Related to a Failure to Carry Out Repairs, Incomplete Work, Poor Quality Workmanship, etc. In the first instance the caller should ring the Repairs and Maintenance Centre with regard to a complaint related to the repairs service. The trained officers will:- �� Be courteous and helpful. �� Log the complaint on the computerised system. �� Investigate the complaint and contact you within 2 working days stating the

actions that will be taken.



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In the event the caller is not satisfied with the response to a complaint from the Repairs and Maintenance Centre then the Complaints Procedure, detailed later in this document, should be followed. Emergencies – Out of Normal Hours Schools will also have access to a call out service for emergencies out of normal hours. The primary purpose of this service is to respond to emergencies and “make secure or make safe”. Your numbers for this service are:- �� General Building/Heating/Electrical Tel: 0800-844112. �� Drain Blockages Tel: 0860-804088. �� Suspected Gas Leak Tel: 0811-111999.

(British Gas Transco) Contingency Procedure:

Please note in case of a breakdown in telephone lines when attempting to communicate with the Repairs and Maintenance Centre a temporary mobile number will be available which is: - 07973-939115 Electronic Access ”Sandwell Property Care” is committed to the provision of electronic information to clients on your property assets and the services under this agreement. Access to this information through a password protected internet facility will be available. The target date for access for clients is July/August 2006. Access will be through Corporate Property Division’s website. Information to be made available will take account of the feedback received from clients following the “consultation on proposed changes to the operation of the Property Maintenance Account”. Standards Consultation Consultation with schools on repair/maintenance/energy conversation and management will be carried out in the following ways:- �� By ongoing discussion and consultation with schools representatives on

groups/forums established by Education and Lifelong Learning.

�� Through, as a minimum, one pre-arranged annual meeting facilitated by the Building Surveyors (Asset Management) Team to discuss and agree priorities.

�� By the preparation of a School Action Plan based on Forward Maintenance

Plans/meetings with schools which will be circulated, annually, to all schools.



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�� The annual production of a report on repair/maintenance/energy conservation services distributed to all schools.

�� By consultation using Client Satisfaction Questionnaires. (See Appendix 5).

�� By annual consultation with each school to establish whether this agreement

is renewed for a further 12 months. Preparation of the Annual Programme of Works The annual programme of works, funded from the School Repair Account, is prepared and implemented through Sandwell Property Care and is a list of planned schemes which will be undertaken in the financial year. The maintenance need for the Council’s schools far exceeds the financial resources available. An in depth selection and prioritisation exercise is carried out to ensure the available resources are targeted upon the areas with the highest priority. Works of a health and safety nature are given priority and are placing further demands/pressures on the funds available. The selection process for projects to be included in the programme takes into account information from several sources;- �� Forward Maintenance Plans/Condition Surveys - works are prioritised over a 5

year period in accordance with D.f.E.S. criteria (guidance notes will accompany the distribution of Forward Maintenance Plans to explain the criteria used).

�� Technical experience as exercised by the Building Services Manager and his

Senior Managers.

�� The Council’s Asset Management Plan e.g. Schools currently being considered for replacement would not warrant large scale planned maintenance expenditure unless essential for Health and Safety reasons.

�� Consultation - by considering requests and representations from schools

having regard to individual schools Development Plans.

�� Other funding - by working with schools and the Council to maximise planned schemes through the use of capital monies given to the Council for “condition”, schools own delegated capital, risk management monies and other external funding.



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Performance Standards All works where orders are raised on behalf of schools will have a priority attached. These priorities are as follows:- �� Priority 0* - 4 hours response time. �� Priority 2* - 48 hours response time. �� Priority 5 - Response and completion within 5 working days. �� Priority 10 - Response and completion with 10 working days. �� Priority 20 - Response and completion within 20 working days. �� Priority 99 - Response and completion within specified dates.

*Priority 0 indicates an emergency repair and Priority 2 an urgent repair. In the first instance it may only be possible to undertake a temporary repair with follow up action required to effect a permanent repair at a later date.

Quality checks will be carried out on a selected number of orders raised in the year. Operatives will sign in and sign out on site and will explain the reason and nature of their visit. Operatives will remove all reasonable amounts of rubbish or debris arising from the works at the end of each working day. Larger amounts or rubbish will be removed from site within 2 days of job completion. Invoices will be raised to schools (where the schools are paying directly for the service) within 3 months of completion of the works on site. All larger planned projects will have a Pre-Commencement Meeting on site where the schools representatives will be invited to attend. All larger planned projects will be inspected post completion and the schools representative will be invited to attend the inspection. Performance Indicators and Monitoring From 1st April, 2006, until 31st March, 2007 the following performance targets will be set:- �� For Priority 0 emergency telephoned requests, target for response, within 4

hours, shall be 90% of all calls. �� For Priority 2 urgent telephoned requests, target for response, within 48

hours, shall be 90% of all calls. �� For Priority 5, 10 and 20 works, target for response and completion, within 5,

10 and 20 working days, shall be 80%



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�� For Priority 99 works, the target for response and completion, for works to be carried out by a specified date, shall be 90% The following table shows the results for the year 2005-2006 regarding actual performance compared with the target set:-

Priority April-June July-Sept Oct-Dec Jan-Mar Target

0 94 95 95 96 90

2 93 94 94 94 90

5 90 83 98 81 80

10 95 93 84 82 80

20 94 93 95 95 90

99 98 97 100 100 90

�� For quality checks the target will be for each qualitative assessment to

achieve 80% overall of all checks at an acceptable or better than acceptable level.

�� The target for raising invoices to schools (where schools are paying for the

works directly) within 3 months of completion shall be 80% �� The target for dealing with complaints from schools will be 100% of all

complaints received. The annual report produced on repair/maintenance/energy conservation services will be produced within 4 months of the end of the financial year and will include:- �� A report on the “Schools Repair Account” (for those contributing schools)

detailing the funding available and how funding has been used e.g. reactive, cyclical, planned maintenance.

�� A list of all planned schemes undertaken in the financial year in question e.g.

2005/2006. (Financial year runs from 1st April until 31st March of the following year).

�� Details of external funding obtained. �� Results of any consultation with schools eg. questionnaires. �� Results indicating the actual performance achieved as against the

performance targets set and monitored for each calendar year (see above).



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The following reports are available to schools upon request (these reports will be made available electronically through the web portal).:- �� A copy of the Forward Maintenance Plan (will be distributed annually). �� A record of all orders placed for works within a stated period (e.g. a financial

year/half year) giving details of:-

- Contractors. - Descriptions of Works. - Committed Value. - Values Certified.

�� A record of all orders placed for insurable incidents relating to property

damage. �� A list of all orders, where the school is paying direct, for which an invoice has

yet to be presented. �� A record of energy consumption figures, costs and trends. Compliments and Complaints Procedure We are continuously striving to improve our services but we recognise that, no matter how hard we try, from time to time you may feel dissatisfied with the service provided or may feel particularly pleased with the services provided. In the first instance complaints related to a failure to carry out repairs, incomplete work, poor quality workmanship, etc. should be made to the Repairs and Maintenance Centre. The Repairs and Maintenance Centre will investigate the complaint and contact you within 2 working days stating the actions that will be taken. If the Repairs and Maintenance Centre cannot, or have not resolved the complaint to your satisfaction or there is a particular incident/other issue which causes you complaint please write to Martin Garrington, Services Manager, stating the causes of your complaint and these will be investigated in accordance with the Council’s complaints procedures. You will receive an acknowledgement of your complaint and a written response within 20 working days. N.B. Graphical representation showing the numbers of complaints and procedures is shown in Appendix 4.



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Dispute Resolution If during this Agreement a dispute arises between the school and Building Services that cannot be resolved by Martin Garrington, Services Manager, then the matter will be referred to the Client Services Manager, Tracy Pearce, in Education and Lifelong Learning, for resolution. The Client Services Manager will liaise with both parties and further seek to identify a solution to the dispute. If the matter still remains unresolved then a final decision will be made by the Director of Strategy and Resources, Melanie Dudley, in Education and Lifelong Learning. Monitoring The Client Services Unit in Education and Lifelong Learning is responsible for a number of areas relating to schools:- �� Management of the main capital programmes relating to schools, and their

refurbishment, extension or replacement. �� Management of prioritised programmes relating to improved access to

schools for disabled persons. �� Overall Asset Management relating to schools and specifically suitability and

sufficiency. �� Management of particular contracts relating to facilities management e.g.

catering. �� Monitoring of schools in your maintenance of the assets you hold and, in

particular, with regard to compliance with risk assessment and the implementation of control measures that appertain to school premises and service installations.

The services provided for schools by “Sandwell Property Care” will also be subject to monitoring by the Client Services Unit. The senior management responsible for the provision of services under “Sandwell Property Care” will liaise with the Client Services Unit to ensure that:- - Monitoring information is provided in a manner that meets the expectations of

client services. - The services delivered through the arrangements and standards described in

this document are also available to client services as a client unit in its own right.



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- Capital programmes and planned maintenance programmes are compiled with due regard to each other to ensure they are complimentary and do not result in subsequent abortive works or expenditure.

- Officers are informed and can, therefore, inform and advise schools. Further information on the role and functions of the Client Services Unit is available from the Client Services Manager, Paul Piddock. Feedback It is hoped schools will find this Agreement informative and useful. If you have any suggestions for how this Agreement could be improved (e.g. in format) or any other information that you would welcome being contained or included please contact the Services Manager, Martin Garrington, who will endeavour to include these requests in future Agreements.



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Appendices



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Q. Where clients are funding works from their own target budgets what choices are available under these proposals?

Q. Will clients still have to pay professional fees for works they are funding themselves?

Q. Will the principal and benefits of the “pooling of resources” under the Schools Repair Account still continue?

Q. Will all works of repair, maintenance and improvements be done under these proposals by Sandwell Homes?

Appendix 1

Typical Questions

Some typical questions that clients might ask with regard to the arrangements, are answered below:-

A. NO. Sandwell Homes will carry out works detailed in the Partnership

Agreement together with jointly procured contractors who are an integral part of the supply chain. Certain services will be the subject of separate tendering and procurement arrangements.

A. Clients will be able to call the “Repairs and Maintenance Centre” and

have the works carried out by Sandwell Homes or a contractor appointed as part of the supply chain;

or - Where the works include a design element (e.g. internal refurbishment, small extension, etc.), clients can contact the Building Surveying Section who will design and supervise the works and invite tenders from a tender list agreed with the client.

A. Where the works do not entail a significant design input (e.g. they are

for repairs, minor improvements, etc.) and the request is made through the “Repairs and Maintenance centre” then no charge for professional fees will be made. However, if the works have a significant design input and require the services of a Building Surveyor or Engineer then a charge for professional fees will be made.

A. YES.



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Q. Are clients losing the independent advice of a dedicated Building Surveyor?

Q. If clients have a problem on site who do we contact?

Q. If clients are dissatisfied with services who will deal with the complaints?

Q. Under what circumstances can I contact technical officers direct and not through the Repairs and Maintenance Centre?

A. Clients will be getting the independent advice of Building Surveyors

specialising in the specific areas of Asset Management, planned works, reactive services and health and safety. Clients will be made aware of Senior Surveyors who will have responsibility for these specific areas and liaison with clients.

A. Clients must call the Repairs and Maintenance Centre. The Repairs and Maintenance Centre will log the call and instruct operatives of Sandwell Homes or the supply chain contractors to attend site to carry out a repair in accordance with the response times listed in the “Arrangements and Standards Agreement”. The Repairs and Maintenance Centre may also refer the call to a Surveyor/Engineer if a site visit is required. In such circumstances clients will be contacted for an appointment time.

A. A comprehensive complaints procedure is identified in the

“Arrangements and Standards Agreement”. A. If you have a project being undertaken by a known officer, then contact

that officer. If you are following up on a meeting or a discussion/correspondence with an officer then contact that officer.

Appendix 2


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Sandwell Property Care Overall Organisational Chart

N.B. Only the areas of responsibility that relate to “Sandwell Property Care” are shown above. Other services that will be used

by the partnership, such as Quantity Surveying, Architectural Services, Structural Engineering, will be brought in as required.

Head of Corporate Property

Peter Manley

Services Manager Martin Garrington

Repairs Manager Peter James

Electrical Engineering Group

Manager John Chapman

Building Surveying Group Manager Gary Berridge

Mechanical Engineering Group

Manager Robert Willetts

Asset Systems Group Manager

Graham Johnson

Building Services Manager

Reg Harris

Appendix 2


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Organisational Structure Detailing Sandwell Homes’ Staffing Levels Relevant to Partnership

Interim Repairs and Maintenance

General Manager Peter James

Building Services Manager

Reg Harris

Electrical Services Manager

Brian Morris

Commercial Manager Dave Shepherd

Operational Manager Tim Jones

Senior Supervisor Kevin Cartwright

Supervisors - Paul Walker – Special building projects/CDM/Painting & PtoP Tim Underhill – Roofing Dave Summers – Plumbing and Mechanical Steve Millward – General building trades Dave Hocknull – General building trades Vic Bruntnell – Drainage/glazing Mick Taylor – Timber treatment/dpc

Quantity Surveyors Joe Sultan (general) Mick Bruin (roofing)

Surveyors Colin Parsons

(timber treatment/dpcs) Kevin Amos

(painting & decorating) Richard Butler

(General)

Electrical Services Operational Manager

Robert Timbrell

Supervisors - Dave Waplington

(fire alarms /emergency lighting/PAT testing)

Pete Corbett (reactive electrical repairs)

Paul Brocklesby (special projects, rewires,

etc.)

Surveyor/Estimator Graham Millward

Albert Bentley

Surveyor/Estimator Graham Millward

Albert Bentley Nigel Farmer

Surveyor/Supervisor Gary Downing

(Metal Fabrication/Fencing)

Processes Officer Keith Morris

Repairs & Maintenance Centre Supervisor

Alan Isitt

Appendix 2


Page 49

Sandwell Property Care Building Surveying Unit Organisation Chart

Asset Planned Maintenance Specialist Reactive Premises Risk Management Projects Service Assessment

N.B. Only the areas of responsibility that relate to “Sandwell Property Care” are shown above.

Building Surveying Group Manager Gary Berridge

Senior Premises Risk Assessment

Officer (Vacant)

Senior Building Surveyor John Cole

Senior Building Surveyor

Paul Fletcher

Senior Building Surveyor (Vacant)

Building Surveyors John Parry

David Dwyer

Building Surveyors Gurd Saund Mike Wilson Gary Smith Isaac Braich

Building Surveyors Paul Hill

Trevor Hayward

Premises Risk Assessment

Officers Bob Bucki Bill Askew

Phil Kimpton Nigel Heardman

Appendix 2


Page 50

Sandwell Property Care Mechanical Engineering Services Organisational Chart

Maintenance Asbestos Water Hygiene Energy Conservation N.B. Only the areas of responsibility that relate to “Sandwell Property Care” are shown above.

Mechanical Design Services will be brought in as required.

Mechanical Engineering Group

Manager Robert Willetts

Principal

Mechanical Engineer

Mark Healey

Senior Mechanical Engineer

Paul Walters

Senior Mechanical Engineer/

Mechanical Engineer

Paul Walley Vacant


Graham Pugh


Alan Clifford

Mechanical Engineers

Cliff Saunders

Technical Support Officers

Christine Rock Karen Fowler


Eileen Preston Cliff Wilkes

Technical Support Officer

Suzanne Fahy Janet Poxon

Asbestos Engineer/Surveyor

Claire Curley

Appendix 2


Page 51

Sandwell Property Care Electrical Engineering Services Organisational Chart

N.B. Only the areas of responsibility that relate to “Sandwell Property Care” are shown above.

Electrical Design Services will be brought in as required.

Electrical Engineering Group

Manager John Chapman

Principal Electrical Engineer

Andrew Rust


Elizabeth Scott

Senior Lift Engineer/

Lift Engineer Howard Crawford

Jane Lowe

Acting Senior Electrical Property

Maintenance Engineer

Norman Utting Electrical Property

Maintenance Engineer Rob Appleby

Appendix 2


Page 52

Sandwell Property Care Asset Systems Organisation Chart

Repairs and Maintenance Finance and Insurance/ Centre Administration Fire Extinguishers

Asset Systems Group Manager

Graham Johnson

Principal Asset Systems Dev.

Officer Andy Norton


Joanne Barnbrook Karen Davies

Senior Technical Support Officers Mandy O’Rourke

Joanne Morris

Repairs and Maintenance Centre Officers Tony Cockett Bill Douglas

Gill Hodgkisson

Seconded from Sandwell Homes – Kevin Cartwright

Alan Issit

Senior Repairs and Maintenance

Officer Debbie Jennings


Dee Whitehouse (Specialising in

Certificates and Risk Assessment)

Appendix 3


Page 53

Sandwell Property Care A-Z of Contact Information

Name Tel. No. Groupwise Y/N

E-mail Address

Repairs and Maintenance Centre

0121-569-4539

Y

[email protected]

Amos, Kevin 0121-569-6101 Y [email protected]

Appleby, Rob 0121-569-4562 Y [email protected]

Askew, Bill 0121-569-4515 Y [email protected]

Bagley, David 0121-569-6151 Y [email protected]

Barnbrook, Joanne 0121-569-4570 Y [email protected]

Bentley, Albert 0121-569-6052 Y [email protected]

Berridge, Gary 0121-569-4523 Y [email protected]

Braich, Isaac 0121-569-4517 Y [email protected]

Brocklesby, Paul 0121-569-6176 Y [email protected]

Bruin, Mick 0121-569-6192 Y [email protected]

Bruntnell, Vic 0121-569-6171 Y [email protected]

Bucki, Bob 0121-569-4647 Y [email protected]

Cartwright Kevin 0121-569-6427 Y [email protected]

Cockett, Tony 0121-569-4539 Y [email protected]

Chapman, John 0121-569-4509 Y [email protected]

Clifford, Alan 0121-569-4505 Y [email protected]

Cole, John 0121-569-4585 Y [email protected]

Corbett, Peter 0121-569-6125 Y [email protected]

Curley, Claire 0121-569-4529 Y [email protected]

Crawford, Howard 0121-569-4525 Y [email protected]

Davies, Karen 0121-569-4570 Y [email protected]

Dicken, Sue 0121-569-6094 Y [email protected]

Douglas, Bill 0121-569-4539 Y [email protected]

Downing, Gary 0121-569-6121 N

Dwyer, David 0121-569-4517 Y [email protected]

Elwell, Diane 0121-569-6150 Y [email protected]

Fahy, Suzanne 0121-569-4521 Y [email protected]

Fletcher, Paul 0121-569-4522 Y [email protected]

Fowler, Karen 0121-569-4602 Y [email protected]

Garrington, Martin 0121-569-4550 Y [email protected]

Harris, Reg 0121-569-6435 Y [email protected]

Appendix 3


Page 54


E-mail Address

Hayward, Trevor 0121-569-4516 Y [email protected]

Healey, Mark 0121-569-4507 Y [email protected]

Heardman, Nigel 0121-569-4518 Y [email protected]

Hill, Paul 0121-569-4516 Y [email protected]

Hocknull, Dave 0121-569-6033 Y [email protected]

Howarth, Dave 0121-569-4508 Y [email protected]

Isitt, Alan 0121-569-6103 Y [email protected]

Jennings, Debra 0121-569-4539 N [email protected]

Johnson, Graham 0121-569-4536 Y [email protected]

Jones, Tim 0121-569-6047 Y [email protected]

Kimpton, Phil 0121-569-4519 Y [email protected]

Lift Serv. Repairs 0121-569-4512 Y [email protected]

Lowe, Jane 0121-569-4512 Y [email protected]

Manley, Peter 0121-569-3900 Y [email protected]

Mech. Serv. Repairs 0121-569-4591 N

Millward, Graham 0121-569-6052 Y [email protected]

Millward, Steve 0121-569-6085 Y [email protected]

Morris, Brian 0121-569-6051 Y [email protected]

Morris, Joanne 0121-569-4546 Y [email protected]

Morris, Keith 0121-569-6005 Y [email protected]

Norton, Andy 0121-569-4583 Y [email protected]

O’Rourke, Mandy 0121-569-4546 Y [email protected]

Parry, John 0121-569-4548 Y [email protected]

Parsons, Colin 0121-569-6141 N

Patel, Rose 0121-569-6005 Y [email protected]

Poxon, Janet 0121-569-4602 Y [email protected]

Preston, Eileen 0121-569-4613 Y [email protected]

Pugh, Graham 0121-569-4502 Y [email protected]

Rock, Christine 0121-569-4591 Y [email protected]

Rust, Andrew 0121-569-4524 Y [email protected]

Sargent, Cyril 0121-569-4580 Y [email protected]

Saund, Gurd 0121-569-4520 Y [email protected]

Saunders, Cliff 0121-569-4501 Y [email protected]

Scott, Elizabeth 0121-569-4514 Y [email protected]

Shepherd, Dave 0121-569-6106 Y [email protected]

Smith, Gary 0121-569-4582 Y [email protected]

Appendix 3


Page 55


E-mail Address

Sultan, Joe 0121-569-6445 Y [email protected]

Summers, Dave 0121-569-6031 Y [email protected]

Taylor, Mick 0121-569-6192 N

Timbrell, Robert 0121-569-6059 Y [email protected]

Underhill, Tim 0121-569-6134 N

Utting, Norman 0121-569-4511 Y [email protected]

Walker, Paul 0121-569-6427 Y [email protected]

Walley, Paul 0121-569-4508 Y [email protected]

Walters, Paul 0121-569-4617 Y [email protected]

Wapplington, Dave 0121-569-6054 Y [email protected]

Willetts, Robert 0121-569-4506 Y [email protected]

Whitehouse, Dee 0121-569-4539 Y [email protected]

Wilkes, Cliff 0121-569-4529 Y [email protected]

Wilson, Mike 0121-569-4544 Y [email protected]

Appendix 4


Page 56

Compliments And Complaints – A Graphical Representation As the graph shows the amount of compliments outnumbers the complaints received by a ratio of 2 to 1. Our task is to improve this indicator during the next twelve months and to ensure that any complaints are dealt with effectively and efficiently.

ComplimentsComplaints

0

2

4

6

8

10

12

14

16

Compliments and Complaints for Repairs&Maintenance Centre from 7/3/05 to 29/3/06

Appendix 5


Page 57

Consultation The chart below itemises the results of a telephone consultation exercise performed during the winter of 2005-06 were schools were asked their opinion on what they thought of the service provided by Sandwell Property Care – specifically the Repairs and Maintenance Centre. The clients were asked to indicate: -

��A score of between 1 and 10 (10 being excellent) for a satisfaction rating for the service provided, ��General comments on what they thought of the service and to give examples were appropriate ��To submit any suggestions were they thought that the service could be improved?

As the graph shows the results were very favourable with an average score of 8.13 being the mean value across the school types consulted. Future consultations will continue throughout the financial year specifically after those schools requiring a site visit have been undertaken.

Appendix 5


Page 58

Telephone Questionnaire Results For The Period December/January 05-06

8.02 8.25

0

1

2

3

4

5

6

7

8

9

10

Primary Secondary

School Type

Val

ue Avg Rating

maintaining schools guidance and arrangements document -for-...

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