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December 2013
1
PROPERTY SERVICES
SERVICE LEVEL AGREEMENTS
2014/2017 (optional)
This is a summary of documents relating to Property Services’ Service Level Agreements:-
Key Maintenance Funding Streams & Responsible Officers Page 2
Contact Details Page 2
Terms & Conditions Page 3
Description of Services Available Relating To Landlord &
Tenant Repair & Maintenance
Page 5
Primary School SLA Options Page 7
Secondary Schools SLA Options Page 8
Acceptance Form Page 11
Appendix 1 – Division of Responsibility Page 12
Mechanical Service Contracts Page 25
Electrical Service Contracts Page 26
Appendix 2 – Surveyor Managed School Construction
Works – Process Map
Page 27
December 2013
2
Key Maintenance Funding Stream Responsible Officer
Property Services Landlord Repair and
Maintenance Scheme
Property Services Manager
Property Services Tenant Repair and
Maintenance Scheme - Silver Level (Buy
Back) only
Property Services Manager
Property Services Kitchen Repair and
Maintenance Scheme
Property Services Manager
Shropshire Council Landlord Retained
Budget
Jenny Crowder/ Karen Bradshaw Learning & Skills
Learning & Skills Condition Budget Jenny Crowder Learning & Skills
Property Services Contact Details: Telephone: 01743 281079 – day to day queries and reporting of defects Email: [email protected] Senior Electrical Surveyor – Steve Carpenter – 01743 281094 Senior Mechanical Surveyor – Nick Breeze – 01743 281087 Senior Building Surveyor – TBA Out of Hours Emergency Call Outs: 07582 005444
December 2013
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PROPERTY SERVICES – SERVICE LEVEL AGREEMENTS
Terms and Conditions This Service Level Agreement is provide for a period of 1 - 3 years with effect from 1st April 2014. Subscription to the 3 year scheme will ensure the management fee will not increase for the duration of this scheme. Subscription to the 2 year scheme will incur an increase to the management fee below the current RPI. Subscription to the 1 year scheme will incur an increase to the management fee in line with the current RPI 1. Responsibility 1.1 The Property Services Manager has overall responsibility for the delivery of Property Services and the management of this Service Level Agreement. 2. Arrangement for a Formal Review 2.1 A formal review can be held at any time during the SLA and can be called by any party. The SLA shall be subject to a formal annual review with regards to performance delivery and carried out by both parties. 3. Service Provided 3.1 As part of this SLA an advice and support service will be provided in relation to the buy-back budget for Schools Property Repairs and Maintenance which includes Landlord Maintenance Scheme, Tenant Maintenance Scheme, Learning & Skills (L&S) Landlord Retained Responsibility and Kitchen Maintenance Scheme where applicable. 3.2 One point of telephone contact number will be used to access any requirements associated with this SLA. A 24 hours 365 days emergency response contact will also be provided where applicable. 3.3 Budget Monitoring – concise and up to date financial statement of commitments and expenditure to be delivered upon request. 3.4 Planned Property Maintenance will be provided via the Property Services team, who will advise, specify, evaluate and administer the selected maintenance contracts. Scheduling of works will be in liaison with the school and with the relevant contractor(s). 3.5 Reactive Property Maintenance – via the Property Services team a relevant contractor(s) will attend site, within a stipulated time dependent upon the urgency and nature of the call. 3.6 Projects up to £300,000 will be provided via the Property Services team who will advise, specify, evaluate and administer selected minor works contracts. Please see Appendix 2 for process map.
December 2013
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4. Asbestos 4.1 Asbestos containing materials may be encountered during work on the items; external walls, internal walls, partitions, glazed screens and ceilings. The Asbestos Register must be checked and signed by any Contractors working on site. An Asbestos Refurbishment and Demolition survey must be carried out prior to any school managed projects commencing. If any doubt exists you must consult your Building Surveyor. Please also note any work should comply with statutory regulations and in particular ‘The Control of Asbestos Regulations 2012’ 5. Service Developments 5.1 Future improvements to IT systems and working methods may mean that individual schools will be able to access Property Services and specific work items relating to their school linked directly to buildings and maintenance. 5.2 Moving forward it would be Property Services intention to have a dedicated specialist team member to provide direct building maintenance support relating to schools for all repair, maintenance and minor works. 6. Resolution of Disputes 6.1 In the event that a dispute arises both parties will meet to discuss and resolve the issue as a matter of urgency. All disputes received will be documented and recorded by Property Services and an initial response will be provided within 5 workings days from receipt of notification (unless extended by mutual agreement). A response will be provided within 10 working days following initial response letter date.
6.2 If you remain dissatisfied with the response to your complaint, you may write to the Complaints Monitoring Officer, c/o Legal and Democratic Services, Shirehall, Shrewsbury, SY2 6ND, who will look into your complaint and, in appropriate cases, require your complaint to be reviewed at the second and final stage of the Council’s Corporate Complaints procedure. This request must be made within 20 working days of receipt of the letter.
6.3 You may also contact the Ombudsman about your complaint at any stage, although they would normally expect your complaint to have been considered through all stages of the Council’s complaints process before they take up your complaint. Their contact details are: Local Government Ombudsman, PO Box 4771, Coventry, West Midlands, CV4 0EH, Tel: 0247621960 (www.lgo.org.uk or email: [email protected]).
7. Time Expired & Improvement 7.1 With reference to the reactive element of this scheme any works provided will be on a like for like basis but needs to comply with current equivalent regulations, legislations and standards. Any requirements for expansion of provision, system improvement or substantial upgrading will require additional funding to be provided by the school. 7.2 For the avoidance of doubt items included in the reactive maintenance section of this scheme will exclude claims for systems or equipment which still function perfectly correctly but are obsolete. Such again will be the responsibility of the school directly however in consultation with the appropriate surveyor there may be entitlement to financial assistant under the planned maintenance section of this agreement
December 2013
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Core services covered by an annual subscription fee:
Landlord Repair and Maintenance Scheme
The fundamental purpose for this scheme is for catastrophic, future emergencies and disaster recovery situations. Purpose of planned maintenance Under the proviso of this scheme school subscription monies are pooled together from all
participating schools allowing sufficient funds to be available for Landlord repairs (Please see
Appendix 1 - division of responsibility list for details of what is covered).
Included within the scheme are professional services in conjunction with undertaking the
reactive maintenance for the school buildings within the scheme. This will include the services
of the out of hours surveyor and the necessary associated reactive work, the planning,
procurement and administration of the work associated with the scheme and planned work in
respect of preventative measures associated with items covered within the scheme.
It is a requirement that schools joining the agreement accept that the contributions will be
pooled and there is no guarantee that within any year of subscription schools will receive work
to the value of their contribution.
If, during a previous period of non-subscription to the Property Services Landlord Maintenance
Scheme, the building, or part thereof or associated systems and equipment is not adequately
maintained or building alterations/extensions have been added to the property portfolio,
Property Services reserve the right to exclude the property in question from the scheme and the
client will be expected to fund the cost of the works with a corresponding agreed additional fee.
A re-appraisal of the agreement will be required of the works that have been done or the
maintenance that has not been done.
There shall be no right for the subscriber to withdraw from the scheme until the end of a financial year, giving 1 months’ notice. Withdrawal from the scheme the benefits would be restricted to the items that were agreed during the scheme.
Tenant Repair and Maintenance
The range and scope of services associated with Tenant Repair and Maintenance are flexible.
There are a number of different plans available for a range of fees which offer a choice in
respect of the level of service provided by Property Services. These can be matched with the
schools own expertise, administration capability etc.
Included within the scheme are professional services in conjunction with undertaking planned
and reactive maintenance for school buildings. This includes amongst other services contract
maintenance, schedules/condition surveys, planning, procuring and administering maintenance
associated with tenant maintenance (see division of responsibility list for details of what is
covered).
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Subscription to the Silver Scheme only (Buy Back) requires that monies are devolved back to
Property Services to manage tenant maintenance. Maintenance expenditure will be determined
through liaison with the school or their designated representative who will agree before any
commitment is made.
There shall be no right for the subscriber to withdraw from the scheme until the end of a financial year, giving 1 months’ notice. Withdrawal from the scheme the benefits would be restricted to the items that were agreed during the scheme.
December 2013
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PRIMARY SCHOOL – SERVICE LEVEL AGREEMENT OPTIONS BASIC
(Was C*) BRONZE (Was C**)
SILVER (Was A-
Buy Back)
GOLD (Was C***)
1
5 yearly condition survey provided with annual prioritisation of works including agreement of any planned maintenance contributions from the Insurance fund
√
√
√
√
2
Annual meeting with Property Surveyor to review the maintenance plan for the school and agree as point 1 above
√
√
√
√
3
Feasibility advice on minor improvements and alterations
√
√
√
4
‘Out of hours’ emergency service provision by a Property Surveyor
√
√
√
5
Identification, negotiation and administration of tenant service contracts
√
√
6
Administration of expenditure for works under the selected plan under direct control of Property Surveyors, with provision of quarterly reports
√
√
7
Instruction and supervision of day-to-day works (other than orders raised directly by school)
√
√
8
Advice and instruction in building and plant operation
√
√
9
Annual progress meeting with Property Surveyors
√
√
10
Acting as agent for the establishment in handling insurance claims, negotiations and arbitration
√
√
11
Advice to establishment regarding compliance with Health and Safety legislation
√
√
12
Advice on standards of locally instructed works arranged by the school
√
13
Advice on building services legislation
√
Equalities Act - advice and guidance can be obtained by contacting the Property Services Manager The Silver (Buy Back) scheme is the scheme chosen by most schools. Schools participating, after allowing for “vandalism retentions”, return their LMS extended devolution allocation of repairs monies to Property Services for management. Arrangements are implemented, in co-operation with schools, to execute works covered under the above service plan within the budget available. Schools wishing to continue with or re-join this scheme would return contributions and enter a continuous rolling agreement to remain in the buy back scheme, giving at least 12 months’ notice, of the wish to withdraw, notice being served on the anniversary of the agreement. This would enable schools to expend up to 2 years contributions as a basic facility, and enable them, should they wish to enter a longer term formal commitment (subject to financial approval) to meet exceptional expenditure. It would of course be a requirement that schools remain in the scheme until contributions match outgoings. Quarterly financial statements would be issued so that each school would be aware of its position within the limits of its total contributions over the agreed period. This can be summarised as “No maintenance risk to school”.
Note: Any Repair and Maintenance works carried out for those premises selecting a Basic or Bronze plan will be subject to an agreed fee. Any works carried out by Property Services over and above the opted plan will be subject to an agreed fee for design and administration appropriate to the works involved.
December 2013
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SECONDARY SCHOOL – SERVICE LEVEL AGREEMENT OPTIONS
BASIC (Was C*)
BRONZE (Was C**)
SILVER (Was A – Buy Back)
GOLD (Was C****)
PLATINUM (Was C*****)
1
5 yearly condition survey provided with annual
prioritisation of works including agreement of any planned maintenance contributions from the Insurance fund
√
√
√
√
√
2
Annual meeting with Property Services to review the maintenance plan for the school and agree as point 1 above
√
√
√
√
√
3
‘Out of hours’ emergency service provision by a Property Surveyor
√
√
√
√
4
Identification, negotiation and administration of tenant service contracts
√
√
√
√
5
Administration of expenditure for works under the selected plan under direct control of Property Surveyors, with provision of monthly reports
√
√
√
√
6
Instruction and supervision of day-to-day works (other than orders raised directly by school)
√
√
√
7
Advice and instruction in building and plant operation
√
√
√
8
Annual progress meeting with Property Surveyors
√
√
√
9
Acting as agent for the establishment in handling insurance claims, negotiations and arbitration
√
√
√
10
Advice to establishment regarding compliance with Health and Safety legislation
√
√
√
11
Feasibility advice on minor improvements and alterations
√
√
√
12
Assessment of maintenance liabilities in new acquisitions and auxiliary properties
√
√
13
Advice on standards of locally instructed works arranged by the school
√
14
Advice on building services legislation
√
15
Maintenance of specialist property records – to be held at school site
√
16
Once a term progress meeting with Property Surveyors
√
Equalities Act - advice and guidance can be obtained by contacting the Property Services Manager. The Silver (Buy Back) scheme is the scheme chosen by most schools. Schools participating, after allowing for “vandalism retentions”, return their LMS extended devolution allocation or repairs monies to Property Services for management. Arrangements are implemented, in co-operation with schools, to execute works covered under the above service plan within the budget available. Schools wishing to continue with or re-join this scheme would return contributions and enter a continuous rolling agreement to remain in the buy back scheme, giving at least 12 months notice, of the wish to withdraw, notice being served on the anniversary of the agreement. This would enable schools to expend up to 2 years contributions as a basic facility and enable them, should they wish to enter a longer term formal commitment (subject to financial approval) to meet exceptional expenditure. It would of course be a requirement that schools remain in the scheme until contributions match outgoings. Monthly financial statements would be issued so that each school would be aware of its position within the limits of its total contributions over the agreed period. This can be summarised as “No maintenance risk to school”. Note:
Any Repair and Maintenance works carried out for those premises selecting a Basic or Bronze plan will be subject to an agreed fee. Any works carried out by Property Services over and above the opted plan will be subject to an agreed fee for design and administration appropriate to the works involved.
December 2013
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Kitchen Repair & Maintenance This scheme is an alternative to the scheme provided by Shires Services. Under the proviso of this scheme school subscription monies are pooled together from all
participating schools allowing funds to be available for repairs and maintenance to kitchen
equipment. Please see appendix 1 (description of works – division of responsibility).
It is a requirement that schools joining the agreement accept that the contributions will be pooled and there is no guarantee that within any year of subscription schools will receive work to the value of their contribution. If, during a previous period of non-subscription to the Property Services Kitchen Repair & Maintenance
Scheme, the kitchen equipment is not adequately maintained, Property Services reserve the right to
exclude the property in question from the scheme and the client will be expected to fund the cost of the
works with a corresponding agreed additional fee. A re-appraisal of the agreement will be required
of the works that have been done or the maintenance that has not been done.
The money has been devolved to the school for the repair and maintenance of kitchen equipment therefore renewal of defective and time expired catering equipment shall be funded from the School’s buy back and not from the kitchen repair and maintenance scheme. The school will be responsible for the replacement of all kitchen equipment.
There shall be no right for the subscriber to withdraw from the scheme until the end of a financial year, giving 1 months’ notice. Withdrawal from the scheme the benefits would be restricted to the items that were agreed during the scheme. Professional fees for subscriptions:
The Landlord Repair and Maintenance charge is calculated based on a rate per m2 of the gross
internal area. This is currently £5.64 per m2 with an additional management fee charge of
13.14%.
Tenant Repair and Maintenance fee options are calculated based on a membership fee and a
rate per m2 and vary depending on the level of service selected. This is based on a standard
minimum subscription of £491 per annum with an additional fee dependent on the scheme as
detailed in your school’s proforma. The Silver Scheme (Buy Back) is the most popular amongst
schools.
The Kitchen Repair and Maintenance charge is calculated based upon a percentage (15%) of
the Landlord R&M m2 charge multiplied by the total school area with a minimum subscription of
£600.00 plus a 10% management fee.
Additional services available on request (e.g. on a pay-as-you-go basis): All services available within the SLA’s are available on a ‘pay-as-you-go’ basis for an
appropriate fee these services are subject to resource availability. Specific fees are calculated
in relation to the value of a work item or on a fee scale or time charge basis, as appropriate to
the services being provided.
December 2013
10
Please note that all works that Schools arrange and manage themselves must be carried out in accordance with all appropriate current regulations, legislation and standards. Please contact your Building Surveyor for advice.
For more information please contact:- Property Services Manager, Property Services, The Guildhall, Frankwell, Shrewsbury, SY3 8HQ Email: [email protected] Telephone: 01743 281079
December 2013
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Property Services Service Level Agreement Property Name: Customer (Customer)
by
Shropshire Council, Property Services (Service Provider) Please tick relevant box
3 year period 2 year period 1 year period
For the period: 1st April 2014 to 31 March 2017 Effective date: 1st April 2014
Approval
On behalf of the above named School I hereby confirm that we accept the stated costs as detailed on the school’s proforma
(By signing below, Approvers agree to all terms and conditions outlined in this Agreement)
Customer Signature: Signed: ……………………………………… Name: ……………………………….. Position: ……………………………………… Date: ………………………………… Signed: ……………………………………… Name: ……………………………….. Position: Property Services Manager Date: ………………………………
December 2013
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APPENDIX 1 - SCHOOLS MAINTENANCE - DIVISION OF RESPONSIBILITY
Description of work
Land
lord
Main
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Schem
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(Form
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Tenant
Main
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SC
Land
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Reta
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Responsib
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Kitch
en
Main
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ance
Schem
e
BUILDING
Floor structures (including ground floor and upper floor slabs) Timber joists and boarded floors – only when joists are defective. Main floor screed. Note:- This does not include floor covering or wood block or floorboards unless part of a subfloor repair/replacement
√
Repair and replacement of the following floor finishes, carpets, carpet tiles, sheet PVC, PVC tiles, sheet linoleum, sheet/tiles barrier matting and door mats including levelling screeds
√
Repair and refurbishing i.e. sanding and sealing of Granwood floors and block floors, complete with replacement markings
√
Alterations or additional markings to flooring
√
Sanding and sealing tongue and grooved boarded floors
√
Repair broken or loose tongue and grooved floor boards
√
Total replacement of quarry tile flooring
√
Renewal of safety flooring. (You are advised to consult your Building Surveyor)
√
Re-bed or replace broken or loose floor tiles
√
Chimney stacks - brick - all major structural repairs to existing brickwork, including rebuilding if unsafe, replacement of broken or loose bricks
√
Chimney stacks – steel – all major structural repairs to existing, excluding painting
√
Roof structures including weatherproof coverings and insulation, valleys and gutters as part of repair or corrective replacement to the affected area, excluding ancillary buildings ie stores, garages, cycle sheds and huts, boiler rooms and fuel stores.. Major re-roofing projects funded by Capital scheme
√
Clearing of debris from roofs, gutters, gullies and channels
√
Replacement or repair of rainwater goods as part of remedial re-roofing or refenestration
√
December 2013
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Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce )
Tenant
Main
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ance
Schem
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SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
Replacement/Repair of rainwater goods. Routine cleaning out gutters, downpipes and rainwater heads, replace broken or missing brackets to rainwater pipes and gutters
√
Repair or replace individual skylights, roof lights if defective of affected area. Complete roof lights replacement would be as part of major re-roofing project funded by Capital scheme
√
Replace or repair Verandas (glazing and structure) √
Replace or repair all broken glazing, damaged gaskets, broken fittings, winding gear, etc, including roof and skylights
√
Underground water service – repairs
√
Underground water service – replacement due to damage, corrosion or bursts within the boundary of the school site
√
Repairs to external walls and surfaces including insulation panels, window and doors together with furniture. This is only relevant to the affected area. Major refenestration project would be funded by Capital Scheme
√
All areas of plaster or wall linings on internal face of external walls defective due to structural movement or damp
√
All areas of plaster or wall linings on internal face of external walls defective due to structural movement or damp caused by tenant failing to undertake maintenance
√
Repair all areas of accidentally or vandal damaged plaster wall linings and panels on internal face of external walls
√
Replacement of internal walls, partitions and glazed screens and all glazed tiling
√
Replacement of all damaged and broken glazing. If doubt exists on type of glazing, i.e. safety or fire resistant, please consult your Building Surveyor. Refix loose architraves, skirting, cover moulds, chair rails, beads and similar
√
Ceiling structures (including suspension system). Total replacement of a plastered ceiling, or ceiling panels in a suspended ceiling
√
Repair all areas of loose, cracked or damaged plaster. Replace damaged or stained ceiling panels
√
December 2013
14
Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce )
Tenant
Main
ten
ance
Schem
e
SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
Staircase and landing - finishes to handrails and balustrades
√
Repairs to staircase and landing structures (excluding handrails and balustrades)
√
Repair or replacement of coverings to treads, risers or landings. Repair or replacement of nosings to treads. You are advised to consult your Building Surveyor
√
Replacement of internal windows, doors and folding partitions
√
Repair of internal windows, doors and folding partitions. Renewal of all broken glazing. In all areas 'safety glass' or fire resisting glass will be required. Please consult your Building Surveyor for advice to comply with British Standard and the Authority's policy (see Admin Handbook)
√
Ease and adjust doors and windows, repair or renewal of door and window hinges
√
Where non-standard hinges and fittings have been used, these must be replaced like with like for safety reasons. If in doubt consult your Building Surveyor
√
Repair or renewal of handles, locks, keys, bolts, fastenings, catches to doors and windows
√
Repair and renewal of door linings
√
Renewal of hat and coat hooks, toilet roll holders etc. All replacement fittings should be like with like pattern and size if possible
√
Renewal of sash cords and spring balances
√
Renewal of draught stripping to doors and windows
√
Repair and renew all door closers including floor fitted type. Your Building Surveyor is to be consulted if type of closer required is in doubt
√
Structural preservation – treatments to infestations such as woodworm/ beetles
√
Repairs associated with dry rot
√
Application of waterproof coatings to renders and protective paintwork or stains and varnishes to main external structure after associated repairs
√
Pest Control √
December 2013
15
Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y
Insu
rance )
Tenant
Main
ten
ance
Schem
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SC
Land
lord
Reta
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d
Responsib
ilit
y
Kitch
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Main
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ance
Schem
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DECORATION
Internal redecoration - All internal redecoration including cleaning and preparation. The Building Surveyor's expertise is available when the specification, colour scheme and tenders are being considered
√
External redecoration (including demountables) - All external redecoration including cleaning and preparation. The Building Surveyor's expertise is available when the specification, colour scheme and tenders are being considered
√
INTERNAL WATER DRAINAGE
Renewing and repairing defective drainage below ground level, including damage caused by tree roots
√
Routine cleaning and unblocking wastes, gullies and drains
√
Replacement of all stall urinals and ranges of wash hand basin
√
Repair and replacement of taps, including re-washering
√
Renewal of broken and vandalised WC pans, wash hand basins, sink units, bowl urinals, WC and urinal cisterns and traps and waste fittings to the above sanitary equipment to where it enters the main soil drainage system
√
FIXED FURNITURE AND FITTINGS
Repairs to and replacement of internal joinery, including fixed cupboards, shelves, display boards, benches and other internal seating with its coverings
√
Gymnasium equipment: repairs of all fixed sports and gymnasium equipment and markings
√
Supply, fixing and maintenance of all internal signs
√
Repair or renewal of curtains and tracking, blinds and blackouts complete with boxes
√
December 2013
16
Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce )
Tenant
Main
ten
ance
Schem
e
SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
EXTERNAL WORKS
Demolition of unsafe buildings and clearance of sites, sealing of services.
√
All resurfacing and repairs to hard play areas, (tarpaved, concrete and Redgra) paths, concrete ramps, car parks, tennis courts and all other courts. Drainage associated with works above. Tarpaving Programme available (consult Building Surveyor)
√
Wooden ramps including repair or replacement √
Replacement of broken or missing bollards
√
Remarking of games lines on hard play areas, road markings and parking spaces
√
Structural perimeter or retaining walls - rebuilding if unsafe
√
Repairs to perimeter or retaining walls
√
Fences - repair and replacement
√
Replacement of broken or loose bricks or stones to all walls
√
Complete renewal of perimeter fencing, gates, non-structural walls and games court fencing
√
Repairs to gates and fencing; this should include replacing individual broken or decayed timber posts and rails
√
Repair or renew hinges and fastenings to gates
√
Repair and replace broken sections of chestnut fencing and interwoven panel fencing
√
Replace broken straining wires
√
Replace small areas of damaged posts and chain link fencing
√
Replace or repair broken posts to games courts, play areas or boundary fence. If more posts require replacement you are advised to consult your Building Surveyor for further advice
√
Maintenance of external electric/gas meters and pump houses
√
December 2013
17
Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce )
Tenant
Main
ten
ance
Schem
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SC
Land
lord
Reta
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d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
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Maintenance of major external fixtures and statues √
Repair and renewal of signs, notices and flagpoles
√
Renewing and repairing defective mains drainage including traps, gullies and manholes below ground level, including damage caused by tree roots
√
Cleaning and unblocking of drains and gullies. Renew broken or missing gratings, manhole covers and wire cages. If frequent blocking of drain occurs, this matter should be reported to your Building Surveyor
√
i) Investigation into repetitive blockages and subsequent repairs √
ii) iii)
Maintenance of ancillary building including garages, cycle sheds and huts
√
MISCELLANEOUS
Repairs to fires and fireplaces
√
Capping off of unsafe mine shafts
√
All repairs, replacements and cleaning etc associated with Vandalism
√
ELECTRICAL
Statutory 5 yearly testing of fixed wiring
√
Portable Appliance Testing
√
Any urgent repair to the electrical installation associated with system failure, to ensure non-closure of school ie main panel board switchgear, sub main cables and associated switchgear, from the point of supply to the School connection
√
Major replacement of general electrical installations due to failure not due to lack of service/maintenance. Including switchgear, cables and containment, but not including light fittings, switches, sockets and other outlets and when the existing system cannot be repaired. If the replacement is required due to time expired installations or non-conformance to current legislation/standards this would require capital funding
√
Servicing, cleaning, repair and replacement of electrical installations when not associated with a major rewire
√
All testing and repairs for licensing purposes
√
December 2013
18
Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce )
Tenant
Main
ten
ance
Schem
e
SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
All lighting control switches, plug socket outlets, ceiling flex outlets, pendant lamp flex drops and associated fittings
√
All fluorescent fittings
√
All pilot lamps attached to electrical equipment or their supply outlet
√
Electric hand driers
√
Sanitary disposal equipment
√
All separate point of use water heaters
√
All separate electric space heating inc open bar fires, tubular, fan blower and off peak storage
√
All fixed equipment in laboratories and workshops inc extra low voltage 24V outlets in laboratories
√
All Vent Axia type extract fans
√
Recreation area floodlights
√
External area security lights, time switches and photo electric cells
√
Fire alarm system complete replacement following system failure only not due to lack of service/maintenance and when the existing system cannot be repaired. If the replacement is required due to time expired installations or non-conformance to current legislation/standards this would require capital funding.
√
Glass replacement and resetting manual systems, annual servicing repair and maintenance and weekly testing using methods approved by the Fire Officer
√
Class change systems – modifications and adaptations if required as part of a complete fire alarm system replacement
√
Class change system - replacement if they are independent of the fire alarm system, annual servicing repair and maintenance
√
Repairs to class change system and fire alarm system √
Security alarms - replacement, annual servicing repair and maintenance. All routine maintenance repairs/call outs (to be carried out by installation company)
√
December 2013
19
Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce )
Tenant
Main
ten
ance
Schem
e
SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
Emergency lighting systems - complete replacement following complete system failure only not due to lack of service/maintenance and when the existing system cannot be repaired. If the replacement is required due to time expired installations or non-conformance to current legislation/standards this would require capital funding
√
Emergency Lighting repair replacement of batteries, luminaires and accessories
√
Replacement of lifts and service hoists
√
Lifts and service hoists (excluding dumb waiters) – emergency repairs and minor system component replacement due to component failure
√
Repair, service, testing and replacement of barriers, all electric door motors and controls. (including replacement of electrical controls to internal doors
√
Replacement of external electric door motors
√
Earth lightning conductors - emergency repairs and minor system component replacement due to component failure
√
Hoists and lifting tackle associated with drama and workshop
√
Standby generators
√
When faults cause final distribution board fuses or miniature circuit breakers (mcbs) to operate then fault location and repair should be instigated. If suggested repairs are difficult to evaluate locally, are of a repetitive nature or costs appear excessive then contact your Electrical Surveyor
√
All annual servicing of electrical installations as per Service Contracts responsibilities shown on page 26
√
√
√ √
December 2013
20
Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce
) T
enant
Main
ten
ance
Schem
e
SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
MECHANICAL
Any urgent repair to mechanical installations and plant to ensure the non-closure of the School ie. boiler failure, heating mains failure etc
√
Major replacement of mechanical installations and plant due to component failure not due to lack of service/maintenance If the replacement is required due to time expired installations or non-conformance to current legislation/standards this would require capital funding
√
Minor day to day repairs of mechanical installations and plant ie leaking radiators, taps, minor leaks on pipework
√
Statutory testing of fixed gas installation
√
Servicing, cleaning, repair or replacement of parts, when not associated with a major scheme
√
Boiler, burner and heating controls parts, drinking fountains, ball valves; replacing pipe clips and securing brackets on radiator and pipes
√
Replacing radiator control valve handwheels and repacking radiator valves
√
Servicing repair and replacement of individual fan convectors and showers; re-securing convector heater cases and guards
√
Local venting of the heating system. If required regularly contact your Mechanical Surveyor
√
Repair and maintenance of point of use water heaters
√
Draining water circuits as necessary at holiday period for frosting protection and subsequent refilling
√
Repair and maintenance of Individual gas appliances
√
Emergency Repairs. Any suggested gas leak which cannot be isolated - use Gas Board for immediate repairs only - then notify the Mechanical Surveyor to arrange permanent repairs
√
Servicing repair and replacement of Vent Axia type extract fans
√
Direct oil and gas fired heater units - replacement of unit due to leakage or beyond economical repair
√
December 2013
21
Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce )
Tenant
Main
ten
ance
Schem
e
SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
Direct oil and gas fired heater units, fixed air conditioning and ventilation - servicing and minor repairs during service visits
√
Fixed Air conditioning units/ventilation - major repair i.e. compressor failure
√
Fixed Air conditioning units/ventilation – minor repair i.e. leak detection, re-gassing and filter renewal
√
Insulation - all main plant and distribution pipework on heating and domestic hot water circuits when not associated with a major scheme
√
Flues and chimneys - repair and replacement - all major structural repairs to existing flues and chimneys, including rebuilding if unsafe
√
Cleaning flues and chimneys Clearing debris and blockages from chimneys and flues.
√
Servicing and maintenance of gas fired plant
√
Servicing and maintenance of oil fired plants - Heavily used hot water service - twice every year; residential heating -twice every year; swimming pools - twice every year (used throughout year); normal heating - once every year
√
Replace defective fuel gauge on oil storage tanks. Cleaning out oil bound compound and repairing tanks
√
Ordering replacement tools for cleaning boilers
√
Sewage pumps, chambers, grease-traps and septic tanks - replacement of complete system and components as result of catastrophic failure
√
Routine Servicing and emptying of sewage pumps, chambers, grease-traps and septic tanks
√
Swimming pools - replacement of filtration plant, pipes and boilers as a result of catastrophic failure
√
Swimming pools – repair of boiler when not associated with a major scheme
√
Repair and maintenance of swimming pool covers
√
Chemical dosing, cleaning, testing, servicing and minor repairs
√
Repair and maintenance of fume cupboard including extractor fans and ductwork
√
December 2013
22
Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce )
Tenant
Main
ten
ance
Schem
e
SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
Repair of fire fighting equipment (Fixed installation) including sprinklers. Replacement will be funded by a Capital scheme
√
Provision and maintenance of fire extinguishers, fire blankets and fixed hoses
√
All annual servicing of mechanical installations as per Service Contracts responsibilities shown on page 25
√
√
√ √
STATUTORY DUTIES & MANDATORY REQUIREMENTS
ASBESTOS ( CAR 2012 )
Initial Survey
√
Annual Re-inspection
√
Local Asbestos Management Plan
√
Refurbishment & Demolition Survey Note : Refurbishment & Demolition Surveys will be required prior to any upgrading, refurbishment, or demolition and all intrusive works. Persons commissioning works responsible for procurement
See note
See Note
LEGIONELLA (HSE ACOP L8)
Biennial Risk Assessment
√
Monthly Temperature Monitoring
√
Weekly Flushing ( of little used outlets )
√
Cold Water Tank Disinfection Inspection & Certification
√
Shower Descale, Disinfection & Certification
√
Calorifier annual water quality check
√
December 2013
23
Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce )
Tenant
Main
ten
ance
Schem
e
SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
SCHOOL KITCHEN MAINTENANCE
Repair and maintenance of kitchen equipment; ie cookers, fridges, dishwashers, waste disposal units, veg prep, fly killers, cold rooms. Excludes specialist equipment i.e. washing machines and items not listed on the maintenance schedule
√
Any asbestos testing, removal and replacement √
Repairs to Standard Wall Finishes caused by Normal Use √
Repairs to Glazed Tiling
√
Repairs to Glazed or Quarry Tiled Floors – caused by Normal Use √
Repairs to Glazed or Quarry Tiled Floors – caused by Sub Floor failure
√
Repairs to Ceiling Structures Tiles and Grid – not part of canopy or not having a special finish
√
Repairs to Ceiling Structures Tiles and Grid – part of canopy or having a special finish
√
Repairs to Internal Decorations – Normal Frequency √
Repairs to Internal Decorations – Extra Painting if area has been decorated in the last FIVE years
√
Repairs to Taps and Toilets – if sanitary ware or hand wash facility in WC area
√
Repairs to Taps – if relating to wash up sterilisers, veg. preparation and similar
√
Repairs to joinery – normal doors, frames and locks √
Repairs to joinery – windows, frames and locks √
Repairs to joinery – special shutters, shelves, window screens and similar
√
Cleaning and Unblocking Drains and/or Grease Traps
√
iv) If obstruction is caused by a local problem relating to kitchen use √
v) Clearing of an obstruction in a mains drain √
vi) Investigation into repetitive drain blockages and subsequent repairs unless found to be tenant negligence then tenant item
√
December 2013
24
Description of work
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce )
Tenant
Main
ten
ance
Schem
e
SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
Repairs Following Vandalism √
Repairs or Replacement of Electrical Accessories – plugs, socket outlets, switches and similar
√
Repairs or Replacement of Electrical Accessories – specialist nature √
Cleaning or Replacing of Lamps and Diffusers – Normal Frequency √
Cleaning or Replacing of Lamps and Diffusers – Special Cleaning
√
Cleaning or Replacing of Lamps and Diffusers – If Part of a Canopy
√
Repairs to Extract Fans and Canopies
√
Cleaning of Extract Fans and Canopies
√
Repairs or Replacement of Shelves, Drainers and Worktops
√
Repairs or Replacement of Fly Screens
√
DINING ROOMS / SCHOOL HALLS
Dining Room Furniture - When a Health and Safety Issue or extra are required
√
Dining Room Furniture – Repairs
√
Dining Room Shutters – preventing access to kitchen
√
Dining Room Shutters and Doors
√
Pest Control √
December 2013
25
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y In
sura
nce )
Tenant
Main
ten
ance
Schem
e
SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
Oth
er
Budg
et
MECHANICAL SERVICE CONTRACTS
01 - Air Conditioning
02 - Boilers
03 - TMVs
04 - Hose Reels
05 - Urinals
06 - Gas System Testing
08 - IES Water Softeners
09 - Gas Detectors
10 - Kitchen Gas Equipment
12 - Local Exhaust Ventilation
14 - Miscellaneous Gas Equipment
17 - Pressure Sets
18 - Sewage - Chris Breeze
20 - Water Monitoring
21 - Liff Water Conditioners
22 - Fire Hydrants
24 - Clos-o-mats
27 - Dishwasher – Dawson & Hobart
28 - Arjo
31 - Asbestos Surveys
32 - Chimneys
33 - Heat Recovery
34 - Combination Ovens
35 - Fire Extinguishers
42 - Water Risk Assessments
47 - Fall Arrest Systems
49 - Concrete Slab Testing
50 - Lighting Beams
52 - Maintenance of BMS
December 2013
26
Land
lord
Main
ten
ance
Schem
e
(Form
erl
y I
nsura
nce )
Tenant
Main
ten
ance
Schem
e
SC
Land
lord
Reta
ine
d
Responsib
ility
Kitch
en
Main
ten
ance
Schem
e
Oth
er
Budg
et
ELECTRICAL SERVICE CONTRACTS
01 - Cass Call Systems
02 - Convector Heaters
03 - Emergency Lighting
05 - Automatic Fire Alarms
06 - Manual fire alarms
07 - Fixed Wiring
08 - Lightning Protection
11 - Kitchen Equipment *
12 - Lifts
14 - Microwave Ovens - kitchen
14 – Microwave Ovens – non kitchen
16 - Off Peak Heaters
17 - Swimming Pool Wiring Testing
19 - Stage Lighting
20 - Still Water Boilers - kitchen
20 – Still Water Boilers – non kitchen
29 - Car Park Barriers
31 - Fan Cleaning
35 - CCTV Cameras
37 - Kreft Combination Ovens
40 - Digital Communicators
41 - Automatic Doors
* - excludes maintenance of electric cookers, fridges, freezers, cold rooms - includes repairs
December 2013
27
Appendix 2 – PROCESS MAP
School Actions Surveying Team Actions
School identifies an area/element requiring improvement
Permit access to surveying team for site investigations if required
Review and approve brief
Agree detailed scheme, programme and cost
Start on site
Raise any project queries with surveyor
Complete works
Project completion
Post-project review
Discuss areas of improvement with school
Issue brief outlining suggested works to meet requirement
Conduct preliminary investigations (may or may not require site visits)
Issue detailed scheme
Procure relevant contractors
Start on site
Manage on site works
Complete works
Project completion
Manage and resolve the final account within 6 months of completion
Post-project review
Contact surveying team
Confirm via email
Confirm via email
Regularcommunication
Manage contractor payments
What went well?What can we do better?
The brief will typically involve an outline of the suggested works, sketch
plans of the works, an estimated cost, and an
outline programme
Depending on the source of funding you
may need approval from L&S to progress
from this point
This will contain all details of the scheme, with a
detailed cost and works programme
Only contractors from Shropshire Council’s
framework will be used. The framework is
constantly monitored for performance and value for
money
Scheme changes after works have begun should be avoided
where possible. Any requests for change
must be issued to the surveyor (not the
contractor)
The surveyor will ensure that the works are
completed as per the agreed scheme, and with
the minimum of disruption to the school
Wo
rks
on
sit
e
Depending on the source of funding you
may need approval from L&S to progress
from this point
surveying team process map: surveyor-managed school construction works
