FM ENV 015 Land Development & Buildings - Environmental Management Procedure
Safety Health & Environment Section
Environmental Management System (EMS)
FM/ENV/015
Land Development & Buildings
Environmental Management
Procedure
Jan 2015
Version 2.0
Document review due: Jan 2016
Please Note –This is a controlled document, please ensure you are using the most recent
version available on the UCLan intranet.
Page 1 of 26
FM ENV 015 Land Development & Buildings - Environmental Management Procedure
Document History
Date
Author
Version
Description of modifications
24.03.10
S. Buckland
0.1
Initial draft of document issued for review.
16.06.10
J. Richards
0.2
J. Richards Comments on Estates Section
09.08.10
D. Price
S. Buckland
0.3
D. Price has drafted initial Projects Section & S.
Buckland has reviewed changes and
commented.
20.08.10
D. Price
0.4
D. Price has developed the content further.
24.08.10
S. Buckland
0.5
Reviewed changes and proposed questions to
DP to structure additional required content.
31.08.10
D. Price
0.6
D. Price developed the content of the Projects
Section further.
31.08.09
S. Buckland
0.7
Prepared final draft for authorisation
06.09.10
S. Buckland
1.0
Approved procedure
05.04.11
S. Buckland
2.0
Updates following internal audit & procedure
development
19.06.12
C.Challen
3.0
Updates to sections 2.1, 2.3, 2.4, 3.1, 3.1.1,
3.1.7, 3.1.8 following internal audit actions &
procedure development.
26.09.13
S. Buckland
1.0
Upload to SharePoint, hyperlinks updated,
revision postponed to Autumn 13 to coincide
with on-going site checking and contractor
management work completion and integration of
previous FM Finance staff into Development,
Maintenance & Estates. An interim reference
has been made to these staff within this minor
version: FM Development, Maintenance &
Estates Projects & Resource Team, this may be
subject to change.
April 2014
S. Buckland
1.1
First redraft of entire procedure prior to peer
review. Peer review by: N. Duffy, D. Price
Nov 2014
C.Challen
2.0
Updates made following peer review (see
above). This version includes the new Project
Documentation process (3.1)
References
#
Title
Version
File Name
[1]
Environmental Aspects Register
1
FM ENV 004
[2]
Environmental Sustainability Policy
1
FM ENV 002
[3]
Online Register of Legal & Other
Requirements
1
www.legislationupdateservice.co.
uk
[4]
ISO14001
2004
Page 2 of 26
FM ENV 015 Land Development & Buildings - Environmental Management Procedure
[5]
Travel Plan
2013 - 18
Not applicable
[6]
BREEAM Education 2008 - Higher
Education Model
3.0
www.breeam.org
[7]
Consultant Design and Build Briefing
Document
[8]
Sustainable Procurement Environmental Management
Procedure
1.0
FMENV014
[9]
FM Development Project
Management Guidance
0.1
Not applicable
Not applicable
Document Control
Authorised: Michael Ahern
Chief Operating Officer
Date
Approved:
Paul Morris
Director of Facilities Management
Date
Reviewed:
John Richards
Estates, Development and Maintenance Manager
Date
Author:
Sarah Buckland
Environment & Sustainability Manager
PP Clair Challen
Date
Author:
David Griffiths
Principal Building Surveyor
Date
Author:
Nicola Duffy
Property and Performance Manager
Date
Page 3 of 26
FM ENV 015 Land Development & Buildings - Environmental Management Procedure
Contents
1
2
3
Introduction
1.1 Purpose
1.2 Scope
1.3 Responsibilities
1.4 Continual Improvement
Estate Strategy
2.1 Estate Transactions
2.2 Estate Lease/ Contracts
2.3 Planning Consents
2.4 Space Definition
Projects
3.1 Operational Controls
3.2 Legal and Other Requirements – Management Techniques
Page 4 of 26
FM ENV 015 Land Development & Buildings - Environmental Management Procedure
1
Introduction
1.1
Purpose
This procedure describes the approach UCLan will take to manage and mitigate its land
development and building as a category of significant environmental aspects (FMENV004),
within the University’s Environmental Management System (EMS), to ensure the University’s
operations remain compliant with relevant parts of its:
 Environmental Sustainability Policy;
 Sustainable Procurement Policy
 UCLan Travel Plan 2013 – 18;
 UCLan Environmental Management Plan FMENV020;
 Online register of environmental legal and other requirements ‘Newground Business
Services’, contact greenteam@uclan.ac.uk for access.
UCLan’s Environmental Aspects Register (FMENV004) 2013 identifies the University’s
physical changes to the land use make-up of the estate as having a medium impact on the
environment. This aspect will therefore be the focus of our mitigation and management
within the EMS. Because this aspect is heavily influence by the University’s investment
profile and therefore may be subject to increasing significance, it will continue to be
managed and mitigated within the EMS.
Important note: this document should be read alongside the remaining 5
Environmental Management Procedures contained within the EMS which are the
operational controls to manage and mitigate the University’s significant
environmental aspects:
 FMENV016 Waste Management
 FMENV014 Sustainable Procurement
 FMENV012 Use of Natural Resources
 FMENV019 Pollution Prevention
 FMENV017 Travel/Transport
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FM ENV 015 Land Development & Buildings - Environmental Management Procedure
1.2
Scope
This document applies to operations conducted from the University’s Preston campuses.
A simplified summary of the stages involved in estate development and management is
outlined below;
Figure 1.2 Summary
Development, Maintenance and
Estates Process
Estates






Strategy
Identification of purchase/ sale opportunities
Liaison with City Council
Manage property transactions (inc due diligence)
Planning Permission & Conditions
Space Definition
No
Development
Can the
need be
incorporated
into existing
estate?
Yes






Project management of space definition/ need
New build, refurbishment & small works
Finalise design
Invitation to tender (ITT), Tender & appointment
of contractor
Satisfy planning conditions
Obtain BREEAM rating
No
Estates

Set up and manage FM
contracts (other).
Building to
be
managed
by central
FM staff
directly?
Yes
Yes
Is there a
change
to space
use?
Maintenance





No
Page 6 of 26
Helpdesk
Maintain estate (engineers)
Respond to issues reported
Continually improve environmental management
via Carbon Management Plan
Maintain utilities, heating & cooling
FM ENV 015 Land Development & Buildings - Environmental Management Procedure
The University’s alteration of its estate whether through; land/ building transactions, the
creation of new buildings, refurbishment of existing ones or even a change of land use can
have a significant impact on the environment, for example;
Natural resources are used during builds and refurbishments, some of the materials needed
will come from finite resources like primary aggregate, others will be made up of
predominately virgin or energy intensive resources. All materials used possess embodied
carbon which should be factored into design and demolition choices. Equipment will
consume fuel/ energy that contribute to global climate change. Waste will be generated at a
time when landfill capacity is disappearing, a particular impact if demolition is not
reclamation led.
During estate development work there is also a higher risk that pollution is caused whether
in terms of nuisance, land contamination or inadequate drainage management.
Planting and landscaping are used by the University to create a positive visual impact locally
and there is also the possibility of habitat or contaminant disruption.
Within FMENV004 Environmental Aspects Register the conditions listed below are identified
in relation to the development of buildings and land use including alteration of existing
buildings. These conditions highlight the importance of identifying and adhering to
environmental management controls. These controls are identified within this procedure,
they aim to raise awareness amongst parties involved in projects in order to minimise the
environmental impacts described above whenever possible.
Special Note: Unlike any other area of University activities, products and services estate
development affects the ability of the University to manage and mitigate the majority of its
other identified significant environmental aspects following the completion of estate
development projects. Therefore staff responsible for implementing this procedure
(listed in section 1.3) must also be familiar with the details of the other environmental
aspects of University activities, as described in the University’s Environmental Aspects
Register (FMENV004), to ensure they understand how they can support the EMS by
facilitating effective environmental management elsewhere in the organisation.
Normal Condition
Systematic investigation and analysis via normal design process.
Abnormal Condition
Short leading times leading to potential compromises in investigations.
Emergency Condition
Incident or contamination (e.g. fire, flood or contamination from adjacent land) .
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FM ENV 015 Land Development & Buildings - Environmental Management Procedure
1.3
Responsibilities
This document applies to staff within the University who are involved in either land
development, building and building refurbishment. These general responsibilities are
summarized in the table below.
Further details of specific role responsibilities can be accessed in FMENV003 EMS Manual,
section 4.1.4 responsibility, roles, resources and authority.
Legal or other requirement
Responsibility
Operational control
Environmental Protection (Duty of
Care) Regulations
Building Surveyors
Building & Refurbishment
Contractors
Project Management Guidance
Document
FM ENV 015 – responsibilities of
contractors
Environmental Protection (Controls
on Ozone-Depleting Substances)
Regulations 2011
Fluorinated Greenhouse Gases
Regulations (F-Gas Regulations)
2009 (SI 261)
Ozone depleting substances
(Qualification) Regulations 2009
Building Surveyors – Installation of
system to use compliant gas types
& use of contractors with required
training.
FM ENV 015 – Installation of
original systems.
Energy Efficiency
Building Surveyors

Energy Performance of
Buildings (Certificates and
Inspections) (England and
Wales) Regulations

CRC Energy Efficiency
Scheme

The Building (Amendment)
Regulations – Part L

BRE Environmental
Assessment Method

HEFCE Carbon Reduction
Targets
Planning Requirements

Travel Plan: Requirement
for seeking Planning
Permission

Planning (Listed Buildings
and Conservation Areas)
Regulations 1990
(SI1990/1519)

Town and Country
Planning Act

Countryside & Rights of
Way Act 2000
Control of pollution

Contaminated Land
(England) Regulations
2006
Page 8 of 26
FMENV012 – Ongoing use &
service/ repair of systems.
Energy & Services Manager
Energy & Carbon Mgt Officer
Maintenance Manager (Buildings)
Maintenance Engineers
FM ENV 015 – requirements to be
factored into the design.
FM ENV 012 – ongoing
compliance, maintenance of
standards
Building Surveyors
FM ENV 015 – requirement to be
factored into the design.
Property Coordinator
FM ENV 015
Building Surveyors
FM ENV 015 - requirement to be
factored into the design.
FM ENV 015 Land Development & Buildings - Environmental Management Procedure

Control of Pollution (Oil
Storage)

Statutory Nuisance &
Environmental Noise
Regulations

Asbestos Guidance
HSG246

Gas Safety (Installation
and Use) Regulations
Water/ Sewerage

Water Resources Act
1991

Anti-Pollution Works
Regulations 1999
Building & Refurbishment
Contractors
Grounds Maintenance Manager
Building Surveyors
FM ENV 019 – ongoing
management of compliance.
FM ENV 015 - requirement to be
factored into the design including
responsibilities for application of
relevant discharge consents.
FMENV 019 - controls described to
prevent pollution of controlled
water.
Biodiversity

Wildlife and Countryside
Act
Building Surveyors
Grounds Maintenance Manager
FM ENV 015
1.3.1
Role Competence
Within the SHE Training Needs Analysis the training and development required by the roles
listed in section 1.3 are outlined to ensure adequate experience and competence.
1.4
Continual Improvement
The University will monitor the implementation of the operational controls identified within
this procedure using a combination of internal audits and targets.
These targets will be part of a programme of improvement under an overall continual
improvement objective for land development and buildings within FM ENV 020 UCLan
Environmental Management Plan.
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FM ENV 015 Land Development & Buildings - Environmental Management Procedure
2
Estate Strategy
The new Masterplan will serve to address the medium to long term objectives that will drive
the University’s strategy forward in the future ensuring the best use of the estate, buildings
and public spaces. The FM Development, Maintenance and Estates Manager holds the
responsibility for delivering the Masterplan.
The following land use and building
development hierarchy is referred to during this process, it sets out the order in which land
use and building development should be considered based on their relative environmental
impacts. The evidence that this hierarchy is used to help manage, mitigate and continually
improve the significant environmental impact of this element of University operations will be
found within the respective design brief for buildings and the relevant standard is achieved.
Refurbish
BREEAM (HE)
Very Good
Brown Belt Land
Good public transport links - commuting
Brown Belt Land
Poor public transport links
Demolition
Reclamation Led
Demolition
Aggregate re-use
New Build BREEAM Excellent HE
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FM ENV 015 Land Development & Buildings - Environmental Management Procedure
2.1
Estate Transactions
It is the responsibility of the Development, Maintenance and Estates Manager to oversee the
purchase or sale of the University’s estate and ensure this process remains compliant with
relevant legal and Environmental Management System (EMS) requirements. The purchasing
solicitor will commission a desk top survey for the site as the first minimum step in pre
purchase due diligence procedure. All copies of surveys and related investigations are
stored by the Estates Team in the ‘estate/ building files’. The following flow chart sets out
the default environmental due diligence undertaken by the Estates Team;
New site identified for purchase
Due Diligence Process
Figure 2.1
Key
Start of process
Phase 1 – Desktop survey conducted. Survey
includes identification of:




Historical uses
Existing environmental consents
Flood risk
Identified areas of contaminated land
End of process
Connector to
separate process
Reference document
Environmental Control
Commissioned by the UCLan Solicitor.
Y
Potential
Environmental Issue
identified e.g.
Ground Pollution
Conduct Phase II site
survey to include:
Intrusive contamination
tests via boreholes.
N
Environment and Sustainability Manager to
summarise report findings in:
Register of Site Surveys (FMENVREC017)


Existing discharge consents
Site drainage plans
FM Development notified of new
entry on the Register of Site
Surveys (FMENVREC017)
Page 11 of 26
Land acquired by UCLan and
development of site taken forward as a
FM Development Project
FM ENV 015 Land Development & Buildings - Environmental Management Procedure
2.2
Estate Lease/ Contracts
The Estates Team are responsible for negotiating leases for some buildings and land that
makes up the University’s estate. In connection with some of these leases there are also
related facilities management contracts that are also set up by the Estates Team..
It is recognized that the content of such contracts set important foundations for
environmental management in order to enable the University to maintain its environmental
management system (EMS). Landlords and contractors should be incentivized to invest in
energy efficiency and effective waste management for example.
The team have a responsibility to refer to the Environmental Aspects Register (FMENV004)
when negotiating contracts and wherever possible ensure the contracts contribute to the
reduction of the University’s significant environmental aspects as a minimum.
From June 2010 all estate contracts whether new or reviewed/ revisited should show
evidence of conformance with this requirement. Contracts from this date will be reviewed via
the internal audit of the EMS.
2.3
Planning Consents
It is the responsibility of the Estates Manager to obtain appropriate planning consents for
new sites either prior or post purchase and development Project Managers if planning
permission is required for a project.
Planning conditions may be attached to the consent. These are conditions that need to be
met prior to use. For example there may be a condition in the planning permission that refers
a minimum amount of micro generation that is required in a new building or a requirement to
conduct a biodiversity survey at certain intervals. In addition, the University may be required
by the planners to fulfill a ‘Section 106’ agreement with the local authority, for example, by
making a financial contribution to the local bus network.
Planning conditions are kept within the FM Estates file.
2.4
Space Definition
Within the Estates Team the FM Space Advisor makes recommendations for the best use of
the majority of existing or new space. The space ‘Norms’ used as a guidance tool by the
University are outlined in the UCLan Space Model which considers space requirements
including space for sustainability and environmental requirements. Space ‘Norms’ are
translated in a ‘Space Definition’ for each new building or major refurbishment project.
Details of space requirements for standard room requirements are then set out in a series of
room Data sheets which include considerations for space in relation to energy and water
efficiency, commuting and waste minimisation/recycling.
The FM Space Advisor maintains a series of example data sheets that are consulted,
adapted or adopted to ensure Space ‘Norms’, ‘Definitions’ and Data Sheets reflect best
environmental practice. Any changes in the University’s Environmental Aspects Register
(FMENV004) are discussed with the FM Space Advisor.
During the implementation of a development or refurbishment project the FM Development
Section may update the space definition of a building once further details regarding plant
room space requirements or new Building Regulation requirements become available during
a project.
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FM ENV 015 Land Development & Buildings - Environmental Management Procedure
3
Projects
The University’s building projects are managed by the Development team within Facilities
Management (FM) Development Maintenance and Estates Section. Schemes involving
significant alteration or construction of new building will follow the ‘Space Definition’ created
by the FM Estates Section.
The ‘Space Definition’ will be transferred to a series of room data sheets and along with the
‘Consultant Design and Build Contractor Briefing Document’, will form the initial basis of a
project brief. These documents will reference a number of environmental goals and controls
that are applicable to all significant projects
Contractors tendering for work will be asked to work in accordance with ‘Contractors working
on the University Estate’ document which covers the University’s day to day requirements for
contractors working on significant projects. To complement this document there is a
checklist document to be used by Project Managers for site audits to ensure compliance with
the day to day requirements.
Project Managers managing projects have a ‘Project Management Guidance’ document to
support the project management process.
3.1
Operational Controls
The development of a new building or significant building alteration or refurbishment will
evolve from the ‘Space Definition’ work carried out by the Estates Section. The Estates
Section will identify the building or rooms to be altered or refurbished.
Depending on the nature of the design, some schemes will be designed in house others will
be designed by external consultants. The in house schemes may be fully in house or may
involve the Project Manager acting as lead designer and employing external consultants to
design certain aspects of the scheme.
The table below identifies project information used by both internal or external designers/
consultants when designing the scheme, listed alongside a reference to related
environmental controls within the process:
Ref
Type of Information
Relevance to Environmental
Management Controls
Responsibility
The designer will reference the following University information in the design process:
1
Consultant and Design & Build
Contractor Briefing document
This outlines key minimum design Project
standards includes references to
Manager
designing for low water use, low
energy use, recording recycled
content of materials and using
materials from sustainable
sources
2
UCLan Space Model
Space ‘Norms’ include space for
recycling stations, cycle storage
etc.
FM Space
Advisor
3
Standard Room Data Sheets
RDS detail space requirements
for specific rooms with
considerations given to energy
and water efficiency, recycling
and commuting requirements
Project
Manager
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FM ENV 015 Land Development & Buildings - Environmental Management Procedure
4
Existing site information
Including Asbestos Register,
drainage and other drawing,
existing planning conditions.
Project
Manager
5
Details of any surveys and
investigation work carried out by
the University
May include Asbestos
refurbishment surveys, ground
investigation surveys, desk top
surveys
Project
Manager
6
Project specific information
regarding the University’s
Environmental Management
System
Includes ensuring legal and other
requirements are met.
Project
Manager
7
Site Waste Management Plan –
Client’s Objectives (see 3.2.1)
Demonstrate our objectives to
minimizing waste and being able
to monitor this via KPIs
Project
Manager
8
A list of stakeholders
Stakeholders will include
representatives with
environmental interest
Project
Manager
9
The goals of the project
This may include the BREEAM
rating
Client and
Project
Manager
10
Project Management Guidance
document
This document is supported by a
series of matrices which include
tasks relating to environmental
checks
Project
Manager
The FM Development Section follow a Project Document (PD) System to ensure the correct
project management controls and University Financial Regulations are met for each project.
The PD system is split into two phases; Phase 1 is Pre-construction and Phase 2 –
Construction, the steps involved in both processes are documented in the ‘Project
Management and PD System Review’ central flow charts.
During Phase 1 – Pre Construction, there are four environmental controls, incorporated into
the following process steps:
1.
2.
3.
4.
Project Proposal (PD1)
Project Approval (including Statutory Regulations (PD2a))
Project Liaison (PD4)
Pre-site Meeting (PD5a)
During Phase 2 – Construction, the main environmental control is the following monitoring
tool:
1. Project Check Sheet for Site Visits (PD16)
These environmental management controls are described within the Project Management
Guidance document.
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FM ENV 015 Land Development & Buildings - Environmental Management Procedure
3.1.1
Environmental Performance
Each Development Project includes stakeholder liaison throughout the design of a scheme
to ensure that the environmental performance of a project is maximized (using Project
Liaison PD4).
The larger capital Projects also include a number of formal stakeholder meetings with the
consultants to which the Energy and Carbon Management Officer, the Sustainable Travel
Coordinator and the Environment and Sustainability Manager are invited.
Finally, all Projects are vetted for environmental performance by the Principal Building
Surveyors before commencement of a Project and it is the responsibility of these staff to
ensure that each Project is in keeping with the EMS to identify if:


Amendments to the EMS (procedures, aspects register training etc) need to be made
Alterations to the Project need to be made
3.1.2
Contractor Selection
At the University there are 4 categories of Project, these and the related environmental
controls are as follows:
(Note: these are subject to change following FM Finance relocating to Central Purchasing)
A. Significant construction projects (With an approximate value in excess of £3 million)
will follow the University’s financial regulations for Tender procedures and Official
Journal of European Union (OJEU) procurement rules where applicable on larger
schemes. Refer to the Sustainable Procurement Environmental Management
Procedure (FMENV014) for an overview of the controls in place.
B. The environmental management competency of contractors for Projects with a cost
between £100,000 and £3 million will be identified during the University tender
process, the following sections 3.1.3 to 3.1.8 describe the EMS controls in detail.
C. For projects valued between £5,001 and £100,000 the pre site meeting, site induction
and site checks still apply, these controls are described in sections 3.1.6 to 3.1.9.
D. Projects valued under £5,000 are subject to the site induction and site checking
controls, as described in sections 3.1.7 to 3.1.9
In addition to the controls identified A to D above, for schemes that are not subject to OJEU
rules, contractors employed by Facilities Management will need to satisfy the following
criteria:


Be registered with Constructionline. Along with health & safety and insurance checks
Constructionline vetted contractors have to complete a mandatory environmental
questionnaire for the registration process. Constructionline can suspend contractors
who do not supply information required and Facilities Management staff also monitor
contractors.
Safety Systems in Procurement (SSIPS), an online portal of different competence
schemes including CHAS (Construction Health and Safety) and Constructionline is
utilised by FM to assist in the selection of appropriately qualified contractors at the
pre-qualification stage.
Page 15 of 26
FM ENV 015 Land Development & Buildings - Environmental Management Procedure
NOTE: It should be noted that the answers to the environmental questionnaires are not
verified by competence schemes including Constructionline and CHAS and therefore a
contractor’s registration does not guarantee a minimum level of competence in
environmental management. They are however, useful reference resources for Project
Officers to refer to if concerned about a contractors’ environmental competence.

Hold a valid Waste Carriers Licence to comply with the Waste (England and Wales)
Regulations 2012 for the removal of contractor waste from site (see 3.2.1).
3.1.3
Pre Qualification Questionnaire
The procurement of construction work for projects over £100,001(net) use an electronic web
based tendering system ‘Intend’. The early stage of this work involves the issue of a prequalification questionnaire (PQQ) being sent to contractors who have expressed an interest
in the project. There are a series of environmental questions contained within the PQQ
which, when completed, gives a simple indication of the contractors understanding of
environmental legislation, the questions used are listed below. Records of scored answers
will be kept by Central Purchasing for a minimum of 2 years.
5.1
Do you have a system for identifying relevant environmental regulations?
5.2
If so name 3 Environmental Regulations that affect your business
5.3
Do you have formal procedures, guidance or training for your operational staff to
ensure relevant environmental regulations are complied with?
If so what procedures do you have in place?
5.4
Do you actively seek to minimise potential nuisance (noise, dust, parking) from your
projects? How do you do this?
5.6
Do you have a formal system for minimising the number of vehicle journeys made to
and from your place of work/contracts? If so what does your system involve ?
5.7
Do you have a formal plan, checklist or audit system to ensure your operations
minimise the use of natural resources? Please give an example
5.8
Has your company been involved in any projects or initiatives for waste
minimisation? If so, name an initiative you are involved in?
5.9
Does your company operate a Site Waste management scheme/plan i.e. WRAP
(please give details)
5.10 On all schemes you have undertaken please state in % terms the total of the waste
materials that were recycled in your last three projects?
3.1.4
Invitation to Tender
Answers to the PQQ environmental questions (listed in section 3.1.3) are used by the
Project Manager to judge the contractors understanding of environmental management.
Contractors who do not show an understanding will be not short listed.
After evaluating the PQQ the contractors will be ranked by scores. The highest ranked
contractors will form short list of contactors invited to tender for the construction work in the
project.
Page 16 of 26
FM ENV 015 Land Development & Buildings - Environmental Management Procedure
3.1.5
Tender Interview
The returned tenders will be fully analysed for compliance in a number of areas, technical,
budget / pricing, contract and programme compliance. On OJEU projects or term contracts
of three years duration a short list of contractors will be selected to attend interviews. The
interview will typically comprise of a contractor presentation and a series of questions from
the design team and the Project Manager. These question sessions will include items
relating to competence, training and experience in key areas of the project and related
environmental issues from the University’s Register of Environmental Aspects. The
contractors performance at the interview will be scored and used as part of the overall tender
assessment.
The scoring will be bespoke to the individual project. On complex projects there may be
more focus on experience. On other projects that are time critical, there may be more focus
on the level of available resources and supply chain management. Projects with a high
environmental risk will have more focus on the environmental management procedures the
contractor proposes for the site.
3.1.6
Pre Start Meeting
The Pre-Start Meeting is a formal meeting with the design team, the contractor and the client
arranged prior the contractor commencing on site. The purpose of the meeting is to cover a
number of contractual formalities and to reiterate the University’s expectations of contractor
conduct. The requirement for contractors to receive a site induction will be clearly stated in
the meeting and recorded in the minutes along with a link to the online induction.
3.1.7
Contractor Site Induction
The University has developed a site induction for contractors. The induction outlines
mandatory site rules to ensure the safety of University staff, students, visitors, neighbours as
well as the contractor’s own staff. Following the site rules will also ensure a contractor
minimises the environmental impact of their operations, ensuring compliance with the
University’s Environmental Management System (EMS).
The induction must be completed by contractors working on the University’s behalf at its
Preston Campuses (City Campus and University Sports Arena) before commencement of a
project. The Declaration (FMENVREC042) needs be signed by a nominated company
representative, usually a member of staff in a managerial role such as the Director, Site
Supervisor, stating that they have completed the training (Part A). It is also the responsibility
of the company to ensure that all its operatives including sub-contractor operatives receive
the training. By signing Part B of the Declaration the company representative acknowledges
this responsibility and must state on the form how they intend to cascade the training. The
Project Manager in charge of the project needs to keep the signed Declaration in the project
folder for auditing purposes.
The training presentation and the form FMENVREC042 are available on the internet for
contractors to access or alternatively from the Project Manager.
3.1.8
Ensuring Contractor Competency
Contractors employed by the University are managed by Facilities Management. Within
Facilities Management well establish systems of work are in place to ensure the competency
of contractors on the basis of appropriate education, training or experience in relation to
relevant legal and other requirements associated with the work being undertaken. Section
3.2 of this procedure details potential environmental legal and other requirements and other
guidance documents exist in relation to other subject areas.
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The following table summaries the method, responsibility and location of records used to
ensure contractor competency in relation to four categories of contractor work undertaken at
the University:
Capital Schemes
Refurbishment
Maintenance
Contracts
Small Works
1 off jobs
Reactive
Maintenance
Method
The tender
process ensures
competency of
main contractor
is assessed.
Each individual’s
F-Gas and Gas
Safe certification
is checked
during the set up
of various types
of Service,
Engineering and
Building
Contracts.
Each individual’s
F-Gas and Gas
Safe certification
is checked
during permit to
work process.
Instruct
previously used
competent and
competitive
contractors to
ensure
competency.
Responsibility
FM Project
Manager/
Project Manager
FM Project
Manager
FM Project
Manager
FM Maintenance
Copies of
certification filed
within Project
Contract files
Stapled to copy
of Permit to
Work.
See
Maintenance
Contracts
Location
records
of Tender
assessment
within each
Contract file.
3.1.9
Site Checking Procedure
The role of the Project Manager throughout the construction phase of a project is to check a
wide range of aspects, construction quality, contract compliance, health & safety and
environmental compliance. The Project Check Sheet for Site Visits PD16 should be used for
all projects to record and date site visits.
Frequency of site visits undertaken by Project Managers relates to the tasks being carried
out on site but at least one check a month should be completed for each project.
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3.2
Legal and Other Requirements – Management Techniques
The management of all legislative aspects of construction work are continually considered
throughout the project process including; the design stage, construction stage and into the
post completion user and maintenance stage.
If the project is being carried out in-house with the Project Manager acting as lead designer.
The Project Manager will be directly responsible for ensuring legal compliance.
On larger and more complex projects the Project Manager may not have a direct relationship
with all designers or contractors involved in project. However, they will always ensure that
the directly appointed external consultant(s) and main contractors are competent to carry out
the required tasks. With regard to sub consultants and sub contractors, where Project
Managers have no direct relationship, they will ensure the directly appointed consultant(s)
and main contractors have suitable management measures to verify the competence and
qualifications of their sub consultants and sub contractors. The risk assessment and method
statements generated by the contractor will indicate how the contractor has assessed all
aspects of the site and detail how they propose to manage their operations on site including
their sub-contractors.
Prior to work commencing on site, a risk assessment and method statement will be
produced. On larger schemes this will be substituted with the construction phase health and
safety plan. These documents will demonstrate the contractors approach to considering
managing both safety and environmental risks and form the basis of the agreed site working
practices.
The ongoing monitoring of compliance on site may be managed in a number of ways
depending on the size and complexity of the project. On the in-house projects where the
Project Manager is the sole professional or lead designer, the Officer will periodically inspect
the site looking for compliance with agreed working practices. Any deviations from agreed
working practices or breaches (or potential breaches) of legislation will be actively managed
by the Project Manager with the contractor’s management. On the larger or more complex
schemes compliance monitoring will be carried out by external consultants such as, clerk of
works, project managers, contract administrators or designers.
Maintenance work or smaller scale works of a higher risk will be covered by the need for a
permit to work. Currently the permit system operates using duplicate paper copies. This
system is in the process of being reviewed and replaced with electronic computer based
system.
3.2.1
Site Waste Management Plans
Whilst it is no longer a legal requirement for construction projects in England over £300,000
to have a Site Waste Management Plan (SWMP) as UCLan is committed to improving the
environmental performance of construction projects the Development team use a document
titled ‘Site Waste Management Plans- Clients Objectives’ which outlines the University’s
expectations with regard to construction waste.
Responsibility:
The Project Officer is responsible for ensuring that the objectives of the ‘SWMP Client’s
Objectives’ are incorporated in all relevant projects.
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3.2.2
Environmental Protection (Duty of Care) Regulations
Contractors appointed by Facilities Management are required to hold a valid Waste Carriers
Licence (Upper Tier) before they are employed by the University. This is because the
majority of these contractors will be dealing with or producing demolition or construction
waste and the Environment Agency’s definition of ‘construction waste’ includes
improvement, repair and alteration.
The exceptions to this requirement are:
(1) Where an assessment of the nature of their work by the originator/ project manager
deems that a licence is not necessary (i.e. they are not actually producing any waste as a
result of their activity eg. Portable Appliance Testing (PAT)). The result of the assessment
must be endorsed in writing by the Environment & Sustainability Manager or other member
of the SHE Section to FM Development, Maintenance & Estates Projects & Resource Team
before a purchase can be made.
(2) If a contractor is using a third party (i.e. a skip company) to remove waste from University
premises, the contractor is responsible for ensuring:
a) the skip company used holds a valid Waste Carriers Licence,
b) the contractor must also retain a copy of the waste transfer note issued by the third
party (to be checked by the Project Manager during site checks).
Responsibility:
It is the responsibility of the University staff member appointing a contractor (Eg. Project
Manager or Purchase Order Originator) to ensure that a valid waste carriers licence is held.
The Waste Carrier Licence validity check should be completed using the Environment
Agency’s website accessible by clicking here. A print out of the webpage should be attached
to the Purchasing Request.
FM Development, Maintenance & Estates Projects & Resource Team procedures are in
place to ensure all contractors have a valid waste carriers licence in the scenarios outlined
above.
3.2.3
Environmental Protection (Controls on Ozone-Depleting
Substances) Regulations/ Fluorinated Greenhouse Gases
Regulations (F-Gas Regulations) / Ozone depleting substances
(Qualification) Regulations
These regulations relate to the safe controls on ozone depleting substances. The design
and alterations of installations shall be carried out by competent professionals. The
installation and alteration work shall only be carried out by persons approved for such work.
Working with F-gases in air-conditioning systems needs to be undertaken by competent
mechanical professionals who must hold, or be supervised by someone that holds, as a
minimum one of the following qualifications:
City & Guilds Certificate in Handling Refrigerants Scheme 2079-13
Construction Industry Training Board Safe Handling of Refrigerants Reference J11-14
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The level of qualification required depends on the specific task involved.
The following refrigerants are now banned form use:



HCFC refrigerants that are labelled as recycled, recovered or reclaimed from similar
equipment or buy recycled HCFCs can no longer be used on the open market
(since 31 December 2014).
The use of HCFCs, including recycled HCFCs, for servicing and maintaining
equipment are now banned (effective from 1 January 2015).
R22 is a HCFC compound, virgin R22 cannot be used in air conditioning systems
(effective from 1 January 2010) and recycled R22 is also banned for use (effective
1 January 2015).
Responsibility:
The Project Manager shall ensure that competent professionals and operatives are used and
work complies with the Regulatory deadlines listed above. See section 3.1.8 for further
details of the methods used to ensure contractor competency.
3.2.4
Energy Performance of Buildings (Certificates and Inspections)
(England and Wales) Regulations
A Display Energy Certificate must be displayed in the foyer of each of the University’s
Buildings. Regulations also make it mandatory for owners of air conditioned buildings to
lodge inspection reports of air conditioning systems (above 12kW) on the England and
Wales central Register kept on behalf of the Secretary of State.
Responsibility:
The Project Manager shall ensure an Display Energy Certificate is prepared for new
buildings. The Energy and Carbon Management Officer should be consulted to ensure the
design team and contractors develop a certificate using appropriate data definitions.
The Engineer and Maintenance Manager is responsible for ensuring that the AC inspection
reports are lodged on the central register.
3.2.5
CRC Energy Efficiency Scheme
The Development section’s projects are significantly related to the Carbon Reduction
Commitment (CRC) Energy Efficiency Scheme. Project Managers work closely with their
energy and building services colleagues in the Maintenance section to embrace energy
efficiency. In large significant schemes energy and services colleagues will be fully involved
in the project as stakeholders and via an environmental review panel (see Section 3.1.1 for
details). In smaller schemes our energy and services colleagues are formally consulted via
the PD4 Project Liaison Sheet.
Specific responsibilities for CRC compliance are detailed in FMENVGN007.
Responsibility:
The Project Manager is responsible for liaising with energy and services colleagues to
ensure the project embraces the requirements of the CRC Energy Efficiency Scheme.
3.2.6
The Building (Amendment) Regulations – Part L
Part L of the Building Regulations relates to the conservation of fuel and power. All
alterations and new building projects that are subject to Building Regulations will either meet
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or exceed the requirements of Part L. When principal works are undertaken (new or
significant extensions to existing buildings) improvements should be made to improve the
energy efficiency of the whole building.
Responsibility:
On projects being designed in house the Project Manager shall directly ensure compliance
with Part L. For projects where an external consultant is acting as lead designer the Project
Manager shall liaise with the consultant to ensure compliance. Project Managers shall
ensure that the Building Control Completion Certificate is received by the University.
3.2.7
BRE Environmental Assessment Method
Building Research Establishment Environmental Assessment Method (BREEAM) is a
commonly used environmental assessment method for buildings. BREEAM covers an
extensive range of environmental and sustainability issues that allow the University to
demonstrate the environmental credentials of its new and refurbished buildings.
The University endeavors to deliver new buildings to the BREEAM Excellent standard. If the
building is of a simple nature we will endeavor to deliver a BREEAM Outstanding building.
Significant refurbishment projects will endeavor to deliver a scheme to the level of BREEAM
Very Good.
The University aims to fully embrace the BREEAM process and wherever practical will seek
to fully utilize all the credits available in the BREEAM process. From the early stages of a
project there will be regular BREEAM workshops held with the design team and
stakeholders to ensure the optimum credits are being targeted. The lead designer (or
contractor in the case of design and build projects) will be requested to produce and monitor
a BREEAM tracker document. Projected BREEAM scores will be reported at project
progress meetings ensure that remedial action need to achieve the target rating can be
considered.
A copy of completed BREEAM assessments must be sent to the Environment and
Sustainability Manager, who will enter their details into the ‘Register of Site Surveys
(FMENVREC017), a copy of the report and certificate will be stored in the Estates file for the
relevant building.
Responsibility:
BREEAM covers all aspects associated with the delivery of a project. The Project Manager
within the Development team will be responsible for coordinating the project’s approach to
BREEAM after the scheme has been handed over from the Estates team.
3.2.8
HEFCE Carbon Reduction Targets
The University’s principle funder HEFCE, have linked the achievement of carbon reduction
targets with their capital investment framework.
Responsibility:
The Project Manager shall be responsible for liaising with the Energy and Carbon
Management Officer to ensure the project embraces HEFCE Carbon Reduction Targets.
This liaison will be formally documented using form PD4.
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3.2.9
Travel Plan: Requirement for seeking Planning Permission
With a growing need to provide sustainable travel, Planning Permission applications for
significant developments are supported by travel plans. The University’s Travel Plan aims to
support sustainable and active travel. The Travel Plan aims to reduce solo car journeys and
encourage more sustainable options.
Responsibility:
The planning permission application for a project may be submitted by the Project Manager
or may be submitted by an external consultant acting as lead designer. The Project Manager
will liaise with the University’s Sustainable Travel Coordinator to develop, implement and
maintain the University’s Travel Plan.
3.2.10
Planning (Listed Buildings and Conservation Areas) Regulations
There are a number of listed buildings within the University’s estate. These would be subject
to the additional constraints associated with listed buildings and conservation areas.
Responsibility:
The planning permission application for a project may be submitted by the Project Manager
or may be submitted by an external consultant acting as lead designer. It is the Project
Manager’s responsibility to ensure that the design and materials used in projects are in line
with related building requirements.
3.2.11
Town and Country Planning Act
Many different projects require planning permission under the Town and Country Planning
Act, these may range from minor elevation changes through to the construction of a new
building.
Responsibility:
The planning permission application for a project may be submitted by the Project Manager
or may be submitted by an external consultant acting as lead designer. Project Managers
must forward a copy of completed planning consent conditions to the Environment and
Sustainability Manager, who will enter their details into the ‘Register of Site Surveys
(FMENVREC017), a copy of the conditions will be stored in the Estates file for the relevant
building/ site.
3.2.12
Countryside & Rights of Way Act 2000
The Countryside and Rights of Way Act 2000 will extend the public's ability to enjoy the
countryside whilst also providing safeguards for landowners and occupiers. UClan has a
designated right of way (footpath) through the UCLan sports arena. The Preston Guild wheel
(cycleway) also runs through the site.
Responsibility:
The main requirement of direct concern to UCLan is that local authorities are given powers
to require overhanging vegetation to be cut back for a suitable height for horse riders,
vehicles and pedestrians. It is likely that the FM Estates Team will be contacted to arrange
any necessary work with FM Grounds.
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3.2.13
Contaminated Land
The University campus may have been subject to different uses through the previous
centuries. Therefore consideration may need to be given the potential for historical
contamination. Where projects involve significant ground excavation, the potential for
historical land contamination will be investigated.
See Section 2.1 for detail of how contaminated land is identified in the case of estate
acquisitions. In either case if land contamination is identified an environmental incident
reporting form (FMENVREC040) must be completed to ensure that the issue is identified
within the EMS.
Responsibility:
This responsibility will be coordinated by the Project Manager. Typically this will comprise of
a desk top survey, then if necessary followed by a series of bore holes. If remediation of
contaminated material is identified as necessary, the Project Manager will liaise with
Principal Building Surveyor, SHE Section and specialist consultants to develop a remedial
proposal.
3.2.14
Control of Pollution (Oil Storage)
The Control of Pollution (Oil Storage) Regulations was introduced to minimise the risk of
pollution caused by inappropriately stored oil.
Responsibility:
Any new oil tank installations will be designed to comply with the legislation, the Project
Manager appointing an external consultant mechanical engineer appointed to the scheme
will be responsible for ensuring compliance.
3.2.15
Statutory Nuisance & Environmental Noise Regulations
The control of noise associated with Development projects are dealt with in two ways.
 Potential for residual noise from the finished building / projects. This will be
controlled through the design process and close liaison with the planning authority.
 Noise during the construction phase of significant works will be controlled by the
requirement in our Consultant and Design & Build Contractor Briefing Document
which states that noise and vibration shall be controlled within the constraints of BS
5228.
Responsibility:
The Project Manager shall ensure that:
 The design team is fully aware of the requirements of the Consultant and Design &
Build Contractor Briefing Document.
 The design team liaise closely with the planning authority from the inception of a
project.
 When carrying out periodic construction site checks on significant projects to ensure
contractor compliance. An initial informal assessment of noise levels beyond the site
boundary will be made, using the guidelines of BS 5228 to see if a conversation can
be held in buildings beyond the site perimeter. If the initial perception is that noise
levels are excessive and may be exceeding BS 5228, SHE will be asked for advice
regarding formal noise monitoring.
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3.2.16
Asbestos Guidance HSG264
The surveys for asbestos management are coordinated by the University’s Safety, Health &
Environment team. These surveys form a base reference document to be considered in the
early design stage of a project. All schemes requiring demolition or alteration will then have
a refurbishment survey carried out.
Responsibility:
The Project Manager will be responsible for ensuring a timely refurbishment survey is carried
out early in the project.
3.2.17
Gas Safety (Installation and Use) Regulations
These regulations relate to the safety of the installation and the equipment using natural gas
or liquefied petroleum gas. The design of installations shall be carried out by competent
mechanical professionals. The installation shall only be carried out by persons approved for
such work with ‘Gas Safe’ registration.
Responsibility:
The Project Manager is responsible for ensuring that only competent professionals and
installers shall be used for such work
3.2.18
Water Resources Act
The aspect of this legislation we are likely to encounter is where schemes have is
requirement for a discharge consent
Responsibility:
The Project Manager for the project will be responsible for ensuring that on applicable
schemes that a discharge consent is applied for.
3.2.19
Anti-Pollution Works Regulations 1999
The Regulations implement provisions contained within the Water Resources Act 1991
relating to anti-pollution works notices. The EA may serve an anti-pollution works notice
upon any person who has caused or knowingly permitted poisonous or noxious or polluting
matter or solid water matter to be present at a place from which it is likely, in the opinion of
the EA, to enter any controlled waters.
A notice may also be served upon any person who has caused or knowingly permitted the
matter to be present from a place where it might be released. It is an offence not to comply
with an anti-pollution works notice and there are no provisions for reasonable excuses.
Responsibility: Project Managers to ensure that during land development works on site the
University cause or knowingly permit pollution to controlled waters (a brook or canal in
UClan's case) the Environment Agency can issue a anti-pollution works notice, it is an
offence not to comply. To prevent pollution we following FMENV019 Pollution Prevention
Env Mgt Procedure.
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3.2.20
Wildlife and Countryside Act
This legislation relates to the protection of certain wild animals and plants. The projects
carried out by the Development team are varied on many occasions projects will be selfcontained within existing buildings and relate only to the internal fabric of the building. Other
schemes may be considerably more significant and will have an impact on the adjacent wild
animals and plants. On the significant schemes which may have an impact on the plants
and animals, ecology and specific wild animals surveys will be carried out during the initial
stages of the design process in accordance with:
 Biodiversity Surveys Calendar (FMENVREC004)
 Biodiversity Survey Timings Tool Box Talk (FMENVREC054)
Responsibility:
The Project Manager will be responsible for ensuring that on significant schemes that the
appropriate surveys are carried out at the correct times of year.
Project Managers must forward a copy of completed biodiversity surveys to the Environment
and Sustainability Manager, who will enter their details into the ‘Register of Site Surveys
(FMENVREC017), a copy of the report and certificate will be stored in the Project file for the
relevant building/ site.
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