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ALL MEMBERS
INFORMATION SHEET NO AM-2019/20-001 5 NOVEMBER 2019
Joe Gordon, Head of Contract Services Ext: 4190
Email: [email protected]
REPAIRS AND MAINTENANCE 2020 Introduction Following the decision by Housing Committee in April 2019 to insource the Repairs and Maintenance Service, this information sheet provides an update on progress to date. Scrutiny Two groups have been established to deliver and oversee the project. The Project Champions Group (PCPM) has responsibility for operational delivery of the sixteen mini or sub projects, and report into the Mobilisation Governance Meeting (MGM) That is sponsored by the Chief Executive and includes member governance who have responsibility for the Strategic oversight of the project. Project teams are cross departmental to ensure silo working is minimised. Progress Good progress has been made and no major barriers have been encountered to date. We are acutely aware of the inherent risks in respect of TUPE and are monitoring this closely, however, this is largely outside of our direct control or influence.
MP Ref Project Heading Key Status Update
1 De-mobilisation Project manager appointed – Hannah Perry-Gardiner (started October)
HPG will manage projects 1, 2 & 4
Notices served and Transfer of Undertakings (Protection of Employment) Regulations.(TUPE) lists received
2 Mobilisation Mobilisation plan and strategy complete
Budget defined and monitored
3 Delivery Brand Tenant groups consulted on ideas for branding
Branding was taken to SLT – 12 options were presented
SLT requested a further logo with a house design
House design logo signed off 10th September
Ben Falconer finalising logo for final sign off
ALL MEMBERS
INFORMATION SHEET NO AM-2019/20-001 5 NOVEMBER 2019
Joe Gordon, Head of Contract Services Ext: 4190
Email: [email protected]
Communication strategy completed
SDC Property Care has been adopted as the preferred name for the new service following consultation
4 Company Structure Structure complete
Revised job descriptions completed by first week in November
Consultation and communication commences mid November
5 Policy 90 risk assessments identified – 30 completed
Business plan including drivers being developed – complete in draft mid-November
Business accreditations reviewed – S2020 will seek accreditation in o NICEIC o Safe Contractor o Construction line
6 IT Meetings held with IT regarding the requirements for the depot
Mobile solutions being tested with existing field operatives
Meeting held with CLIK reviewing functionality of interim solution
Corporate infrastructure project is progressing well
7 Commercial & Contract Delivery billing & commercial administration methodology being developed
Price framework being developed
8 Materials & Plant Meetings held with procurement frameworks
Meeting held with direct suppliers such as Travis Perkins and Graftons (Build Base)
Option appraisal for sign off is being developed
9 Warehouse/Depot Cost proposal received for the mezzanine and order raised work commences on site W/C 18 November
Final layouts agreed
Reviewing PV panel options
Office fit out will be tendered W/C 2 November 2019
Target moving in date March 2020
10 Transport Option appraisal complete in draft – preferred manufacturer: Peugeot & Citroen
Meeting with finance to review costs to be confirmed
Option appraisal to be shared with Carbon Neutral Officer for comment – review carbon footprint
ALL MEMBERS
INFORMATION SHEET NO AM-2019/20-001 5 NOVEMBER 2019
Joe Gordon, Head of Contract Services Ext: 4190
Email: [email protected]
Brexit could impact lead-in times and delivery of vehicles
Final sign off required November 2019
11 Specialist Subcontractors Specialist subcontractor strategy complete
Procurement programme being developed
12 Voids Procurement Tender documents completed
4 voids types o Type A: Whole House Refurb – over 15 days o Type B: Major Void – up to 15 days of work o Type C: Minor Void – between 5 and 10 days of work o Type D: Quick Void – up to 5 days (lock change, compliance & clean)
1 contract – 5 years (3 + 1 + 1)
Tender published 11 October 2019 and returns due 15 November 2019
13 Planned Works Procurement Tender documents complete in draft
Scope of work o Kitchens and bathrooms o External Works (EWI/Render) o Electrical o Roofing o Landscaping / slabbing / fencing
1 contract – 5 years (3 + 1 + 1)
Tender due to be published mid-November 2019
14 Training Training matrix complete in draft – with Joe Gordon and Kev Topping as Heads of Service for sign off
15 Call Centre All current processes mapped
Meeting held with Clik reviewing interface and adaptation of current system
Further meetings to be held with Out of Office (OOH) Support Contractors
16 Compliance All on programme in line with project 5
Meetings are taking place monthly, and project control documents updated on a weekly basis to reflect progress. I have included with this briefing proposed layouts for the new depot, and would welcome any feedback or comment.
