Corporate Property Standards and Guidance SiX Document Title/ Search Keyword(s): Corporate Property Standards and Guidance Service Group: Strategic Planning Contact Details: Julia Balmford Direct line: 01823 355828 Email: jbalmford@somerset.gov.uk Produced by the Children and Young People's Directorate of Somerset County Council Whilst Somerset County Council makes every effort to ensure accuracy of content, it cannot accept liability for claim, loss or damage howsoever arising from the reliance on or use of this information. This document is available upon request in larger print sizes, Braille and other languages. Please use the contact details above for further information. PA/SA/Corporate Property Standards and Guidance.doc November 2010 The Corporate Property Standards have been reviewed and amended in light of recent changes to legislation and SCC standing orders. The Corporate Property Standards (‘The Standards’) are a key source of information for those people with responsibility for property assets, typically the ‘Premises Manager’. The Standards advise Premises Managers and other responsible persons of the requirement to comply with legal and corporate policies, procedures and standards. They provide essential guidance when planning, commissioning and implementing works to maintain or improve property. They apply to all property owned or maintained by the Council, including all schools. Please see next page for document. Please note this document consists of 56 pages. Somerset County Council Corporate Property Standards and Guidance 2010-11 This document is available on the Somerset County Council corporate intranet. It is also available to schools on: www.six.somerset.gov.uk Page - 1 Key Contacts Principal Contacts Contact Name Telephone Email Somerset County Council (SCC) – Property Client Team Brian Allwood 01823-356882 BAllwood@somerset.gov.uk Somerset County Council (SCC) – Southwest One Property Services Provider Andrew Tucker 01823-356979 agtucker@somerset.gov.uk Directorate Contact – CYPD Schools Steve Aelberry 01823-355980 saelberry@somerset.gov.uk Directorate Contact – CYPD, Non Schools Steve Gale 01823-355979 sgale@somerset.gov.uk Directorate Contact – Communities Sam Skinner 01823-356760 sskinner@somerset.gov.uk Directorate Contact – Environment Sarah Diacono 01823-355619 sdiacono@somerset.gov.uk Corporate Health and Safety Unit Brian Oldham 01823-355089 bsoldham@somerset.gov.uk Area Name Telephone Email Guidance on Implementation of works Brian Allwood 01823-356882 ballwood@somerset.gov.uk Planning & Statutory Approvals As Detailed within the Guidance School Design Standards Steve Aelberry 01823-355980 saelberry@somerset.gov.uk Health and Safety Corporate Health & Safety Unit 01823-355089 CHSU@somerset.gov.uk Planned Preventative Maintenance Helen Acreman 01823-355528 HJAcreman@somerset.gov.uk Council’s Financial & Procurement Regulations Somerset Direct 01823-273588 EFSFinance@somerset.gov.uk Disability Discrimination Michelle Howell 01823-355815 Mhowell@somerset.gov.uk Sustainable Development Mike Fackrell 01823-355310 MJFackrell@somerset.gov.uk Insurances, CYPD Becky Price 01823-355469 RCPrice@somerset.gov.uk (also Corporate Surveyor Role) Specialist Areas Page - 2 Version Control Document Name: Corporate Property Standards and Guidance 2010-11 Document Number: Date: 13 October 2010 Release: Final Author: Southwest One Owner: Corporate Property, Resources Directorate Client: Note: This document is only valid on the day it was printed. Revision History Date of next revision: Revision Date Previous Revision Date Summary of Changes Changes Marked Approvals This document requires the following approvals. A signed copy is maintained by the SCC Corporate Property Team. Name Signature Title Date of Issue Version Title Date of Issue Version Distribution This document has been distributed to: Name/ Group Premises Managers Southwest One Directorate Contacts CHSU Page - 3 Distribution of Standards Each premises occupier provides a named individual who has accountability for the application of these standards – formally identified as ‘Premises Manager’. Standards are accessed through the Council intranet, and through the Schools internet http://www.six.somerset.gov.uk/ site. Process for Update SCC Corporate Property Team (Client), and Southwest One Property Services Provider maintain these standards under regular review, considering changes in legal requirements, corporate requirements, and management processes. Page - 4 Contents 1 Introduction to the Standards .............................................................. 7 1.1 Introduction ..................................................................................... 7 1.2 Summary of Key Points ................................................................... 9 1.3 Asset Management Planning .........................................................10 1.4 Roles & Responsibilities .................................................................11 1.5 Council Approvals & Monitoring Compliance .................................13 2 Guidance on Implementation of Works ..............................................15 2.1 Principal Work Stages ....................................................................15 2.2 Consultation with the Corporate Health and Safety Unit ................15 2.3 Commissioning and Approvals .......................................................16 2.4 Sources of Funding – Schools Only ...............................................16 2.5 Council Standing Orders ................................................................16 2.6 Appointment of Consultants ...........................................................17 2.7 Appointment of Contractors............................................................18 2.8 Use of Handymen/caretakers/ parent or volunteer labour ..............21 2.9 Operations on Site .........................................................................21 2.10 Handover of works .........................................................................21 2.11 Disposal and/or Acquisition of Land ...............................................22 3 Statutory Approvals .............................................................................23 3.1 Key Contacts for Statutory Approvals ............................................23 3.2 Planning Permission ......................................................................23 3.3 Listed Buildings and Conservation Area Consents ........................24 3.4 Scheduled Ancient Monument Consent .........................................24 3.5 Building Regulations ......................................................................25 3.6 Party Wall etc Act 1996 ..................................................................26 3.7 Prescribed Alterations – Statutory Consultation Process and School Organisation Committee Approval .................................................26 3.8 The Education (School Premises) Regulations ..............................26 3.9 Water supply regulations ................................................................27 3.10 Public entertainment licensing........................................................27 3.11 Landscape issues ..........................................................................27 3.12 Other statutory and legal issues relevant to a site ..........................28 4 DfE and Somerset County Council Design Standards......................29 5 Planned Preventative Maintenance (PPM) .........................................30 5.1 Funding of Planned Preventative Maintenance (PPM) ...................30 5.2 Planned Preventative Maintenance and Servicing .........................30 5.3 Plant and Equipment Testing and Servicing...................................37 5.4 The Building Maintenance Indemnity Scheme (BMIS) for Schools 39 6 Council’s Financial Regulations, Contract Standing Orders & Procurement .........................................................................................42 Page - 5 7 EU Procurement Regulations ..............................................................43 8 Disability Discrimination .....................................................................45 8.1 Introduction ....................................................................................45 8.2 The meaning of disability................................................................46 8.3 Required action – employment.......................................................46 8.4 Required action – access to goods, facilities and services ............46 8.5 Reasonable Adjustments ...............................................................47 8.6 Making ‘Reasonable Adjustments’ in Practice................................48 8.7 Education .......................................................................................49 8.8 Safeguarding Requirements...........................................................51 9 Council’s Requirements for Sustainable Development ....................52 10 Health and Safety .................................................................................53 11 Insurances ............................................................................................54 Page - 6 1 Introduction to the Standards 1.1 Introduction Purpose of the Standards The Corporate Property Standards (‘The Standards’) are a key source of information for those people with responsibility for property assets, typically the ‘Premises Manager’. The Standards advise Premises Managers and other responsible persons of the requirement to comply with legal and corporate policies, procedures and standards. They provide essential guidance when planning, commissioning and implementing works to maintain or improve property. They apply to all property owned or maintained by the Council, including all schools. The Standards should be read in conjunction with the documents named within them, and appropriate professional advice should be sought where necessary. There is no substitute for seeking support from experienced and competent consultants professionally qualified in their various specialised disciplines. In the case of Schools, good stewardship is a joint responsibility of the schools and the County Council, with the exception of Academies and Free Schools where there is no retained Council responsibility. The delegation of budgets and responsibilities for school maintenance brought about significant changes to roles. Schools now have an increased and vital role to perform in discharging good stewardship, and these standards should support this role. Whist Foundation and Academy schools are outside of the Local Authority remit the statutory and legal requirements within this document would still apply. (refer to ‘Position Statement on Academies, September 2010’). The Premises Manager The Premises Manager is formally identified for all properties through the use of the F02 form under the corporate Health & Safety policy. In the case of Schools, Head teachers and School Governors also carry responsibility for legal and corporate compliance and should be aware of these requirements. Guidance Provided The Standards provide guidance on implementing works to maintain and improve premises. Links to external sources of information are provided at appropriate points within The Standards. These will be reviewed and updated periodically Page - 7 The Standards sit alongside the full set of Health and Safety guidance that is provided by the Corporate Health and Safety Unit (CHSU) and is available on the corporate intranet. The CHSU information includes essential guidance on a range of areas, and of particular relevance when implementing works to premises are Health and Safety at Work, CDM Regulations, Asbestos Removal & Remediation, Water Hygiene, Fire Risk and Risk Assessments. A summary of the areas of guidance provided within The Standards is provided below: Section Content Links 1 Introduction Introduction, Asset Management Planning, Roles and Responsibilities, Approvals and Compliance monitoring. 2 Implementation of Works Project Lifecycle, Commissioning of Works, Appointment of Consultants, Appointment of Contractors, Use of Handymen, Handover of Works. Link to Council Standing Orders. 3 Statutory Approvals Planning, Listed Buildings, Scheduled Ancient Monuments, Building Regulations, Party Wall etc Act, Prescribed Alterations, Water Supply Regulations, Public Entertainment Licensing, Landscape Approvals. Links for Building Regulations, and the Education (School Premises) Regulations. 4 Design Standards Requirement to comply with the DfE and Council Design Standards Link to DfE Design Standards 5 Planned Preventative Maintenance (PPM) Funding of PPM, PPM requirements, Plant & Equipment Testing, the BMIS scheme for Schools. 6 Council Financial Regulations (including Standing Orders) Requirement to comply with the Council’s Financial regulations, including Standing Orders. Link to regulations on SCC website. 7 Compliance with EU procurement Requirement to comply with the European Union Procurement Directive and Regulations for implementation within the UK. Link to OGC 8 Disability Discrimination Requirement to comply with the Disability Discrimination Act (DDA) 1995 and the Special Educational Needs & Disability Act 2001. 9 Health and Safety Requirements to comply with the Corporate Health and Safety Policy and Manual and signpost to other guidance. Link to the guidance provided by the Corporate Health and Safety Unit, available on the corporate intranet. Link to site for Corporate Health and Safety Unit (CHSU) guidance. 10 Sustainable Development Requirement to comply with the Council’s policies on sustainable development. Link to Sustainable Development guidance. 11 Insurances Requirement for insurance of premises. Page - 8 1.2 Summary of Key Points All building work to Council property, including work to schools, is regulated by corporate and statutory requirements irrespective of the source of funding. The Standards should be consulted when planning, commissioning and implementing any works to maintain or improve Council owned property. Premises Managers, the County Council, School Head Teachers, Governors and Contractors all have legal responsibilities in relation to building projects, including responsibility for the safety of public, pupils and staff. Professional advice should be sought, either through the property services provider Southwest One or through private consultants. The Corporate Health and Safety unit should be consulted at the inception of projects, and in particular will advise on Health and Safety considerations such as fire safety and CDM. Council Corporate Property Client approval must be obtained for all projects (including changes of use), regardless of their size or type. Approval for projects must be sought via the directorate’s Asset Management Group or designated manager. Approval processes are already established for CYPD properties - see page 13. Guidance is provided for the appointment of Consultants and Contractors where schools are delivering work through devolved funding. Appointment must be made in accordance with the Council’s procurement and financial regulations (Standing Orders). Note. County Council Standing Orders do not apply to Academies or Free Schools. It is important to establish the competence of any Consultant or Contractor, and to ensure that they comply with all statutory requirements, including mandatory health and safety regulations. Any works undertaken by Handymen, Caretakers, Parent of Volunteer labour must be undertaken to the same standards, and with the same level of due care and diligence, as would be exercised by a specialist contractor. Any proposal to undertake work using this type of labour should be treated with extreme caution, and CRB checks must be undertaken where appropriate. Statutory Approvals for works must be secured where necessary, including Planning approval and Building Regulation approval. Works will be monitored by Southwest One on behalf of the Council to ensure compliance with statutory and standing orders. The Council’s Corporate Surveyor will monitor compliance with corporate and legal requirements. Page - 9 It is essential to comply with Corporate Health and Safety Policy, in particular for the use of the Asbestos Register and for appointment of a CDM co-ordinator (where required by regulations). It is advisable to keep the Building Surveyor informed. The Corporate Property Client is available to advise on any aspect of information contained within this guidance. 1.3 Asset Management Planning The Asset Management Planning (AMP) process is owned by the Corporate Property Client, and normally involves the Property Client, Directorate, and Building Premises Occupier. The AMP process is used to establish priorities for investment, and is summarised in the diagram below. DO: Implement Plans PLAN: Corporate Asset Management Planning Process Asset Management Planning Activity COMPLIANT WITH CORPORATE PROPERTY STANDARDS Corporate AMP & Implementation Plans [Estate, Capital, Investment] Programme of Works, Maintenance, Capital, Others Available Resources Policies & Priorities Community Strategy Service Users & Stakeholders External Environment Specify Works Resource Mapping Funding Streams Procure works Directorate Plans Implement Works Needs Analysis Council Priorities Commission Works Schools Plans School AMPs Existing Performance & Outcomes REVIEW: Performance & Outcomes Change to Asset Performance and Update Records Schools Asset Management Planning The DfE has issued guidance advising how premises’ requirements should be established against locally agreed priorities. Asset management planning depends on the data, analysis, reports and policies put in place to meet these objectives. Information to support asset management planning activity can be consulted at http://www.six.somerset.gov.uk/sixv3/default.asp. This process should involve partnership between local authority, schools, diocesan authorities and other educational stakeholders. Schools are required to produce a School Development Plan, and this should include a Property Development Plan which takes account of issues such as: Curriculum requirements Page - 10 Changes in school roll Condition of buildings Occupancy of buildings Suitability of buildings Funding availability The School Development Plan will help schools to plan and prioritise work. The plan will help school governors meet their premises responsibilities. It will also assist them when discussing accommodation proposals with Council officers and advisers. 1.4 Roles & Responsibilities Roles and responsibilities for those groups with responsibility for property assets are summarised below: Council Corporate Client – providing SCC corporate accountability for property matters. Council Directorate – providing advice on all AMP issues, agreeing to investment proposals, and ensuring compliance with standing orders. Council Property Services Provider (Southwest One) – providing property services on behalf of the corporate client, and also providing property services direct to schools. Premises Managers – maintaining compliance with legal and corporate requirements, and managing all premises related activities. Property Professionals – providing professional property services to support the planning, commissioning and implementing any works. Corporate Health and Safety Unit – providing support and competent advice on health and safety matters relating to premises. Additionally, for Schools: School Head Teachers – taking overall responsibility for the management of resources, and in many cases providing the ‘premises manager’ role. School Governing body – overseeing the use, maintenance and development of the premises and facilities, and also taking legal responsibility for overall control and use of the premises. Council Directorate Participate with Corporate Client, Property Service Provider (Southwest One), Schools, and Premises Occupiers in Asset Management Planning activity. Provide client lead officers for capital projects. Advise premises managers on property related good practice. Manage processes for funding allocation, manage approvals and oversee implementation of works to premises, ensuring compliance with Standing Orders. Page - 11 Council Corporate Property Client Maintain the Corporate Property Standards, and monitor compliance. Co-ordinate and consult on the Asset Management Plan (AMP). Develop and implement policies, strategies, priorities and action plans. Council Property Services Provider (Southwest One) Maintain and update Standards on behalf of the corporate client. Monitor compliance with legal and corporate requirements on behalf of the corporate client. Advise Premises Managers on property related good practice. Provide professional services where appointed by the Council, Tenants or Schools. Monitor delivery of projects on behalf of the Council, in circumstances where a School appoints its own professional advisors or self manages the project. Monitor all Directorates, and Schools, in the custodianship of their premises. Notify the Fire Safety Advisor, at the planning stage, when there is notification of a new build or changes to an existing building. Provides Corporate Surveyor role, monitoring school funded projects, and producing corporate documents. Premises Managers Awareness and compliance with all legal and corporate requirements and policies. Prepare required statutory plans. Ensure Corporate Property Client agreement is gained for all proposals. Ensure that work is prioritised, carried out to an acceptable standard, and complies with appropriate legislation and Council regulations. Ensure work is competitively procured to achieve best value for money. Employ professionals to manage repair or improvement projects, and manage the associated budgets. Undertake planned preventative maintenance in accordance with the approved plans. Ensure that the site and buildings are managed in an appropriate manner and that building users and Council staff operate in a healthy and safe environment. Prepare policies for security, fire safety and health and safety, including monitoring procedures. Ensure that suitable risk assessments are prepared and that action is taken to minimise risks. Where appropriate, make the buildings and facilities available for community use Premises Managers - Schools Work in partnership with the Authority, and Diocesan bodies for Voluntary Aided schools, to develop and deliver the Asset Management Plan (AMP). Prepare a Premises Plan prioritised within available budgets using the school's AMP, corporate AMP, and Development Plan. Notify the Fire Safety Advisor, at the planning stage, when there is notification of a new build or changes to an existing building. Page - 12 Property Professionals Property Professionals are generally appointed by the Corporate Property Client, or by Property Services Provider Southwest One. Schools self managing projects are strongly advised to appoint professional advisors in connection with all works to premises, using the Council’s property service provider (Southwest One) or through a separate appointment. Schools are responsible for ensuring that professional advisors are suitably pre-qualified, and that procurement complies with legal requirements and Council standing orders. Corporate Surveyor monitors school funded projects. Corporate Health and Safety Unit (CHSU) The CHSU will: provide competent assistance to agreed areas of the Council on Health and Safety matters relating to the premises; monitor implementation of the safety policy and safety management systems through a variety of methods; undertake formal accident/incident investigations where requested or appropriate; provide training and information services to support Council operations; maintain a library and knowledge of sources of relevant publications; in conjunction with Somerset Scientific Services, ensure that an appropriate programme to monitor the working environment is undertaken; provide a professional capability to respond to requests for technical or general advice from Directorates in relation to incidents involving Council premises or activities and which may have serious implications for the health and safety of the workforce or the community; maintain links with outside organisations on health, safety and welfare related matters and be the key point of contact with HSE. 1.5 Council Approvals & Monitoring Compliance The Council has a duty of care to ensure that its premises are safe and that any changes of whatever size or type are not detrimental to the buildings, or the health and safety of persons using or maintaining the buildings. It also has a duty of care to ensure that people who manage buildings and who are involved in altering and adapting buildings to whatever degree are aware of the procedures and standards that should be followed. All works to be undertaken must be approved by the Corporate Property Client prior to initiation. Normally this approval is sought in accordance with the process managed through the appropriate Council directorate. In all cases, the works will be monitored by Southwest One on behalf of the Authority to ensure compliance with statutory and standing orders. On completion of the works, the Council must be notified that the works are complete, and all relevant documentation provided. If requested, information must be provided to demonstrate compliance with legal and corporate requirements. Page - 13 Approvals for Non Schools For all works proposed by Council Directorates, approval must be sought via the directorate’s Asset Management Planning (AMP) Group or designated manager. Non-schools premises under the CYPD organisation are required to complete an electronic Service Capital Investment Proposal form (SCIP form) and submit it to the appropriate CYPD officer. All requests for works should be then submitted by the AMP Group or designated manager to the Corporate Property Client on a Service Project Request form. CYPD Approvals for Schools All schools in Somerset are required to gain agreement from the Council to capital works to their premises and also to changes of use of particular spaces. Schools are required to complete an electronic Capital Investment Proposal (CIP) form and submit it to the appropriate officer in CYPD Planning and Admissions. Voluntary Aided (VA) schools follow the same CIP form requirement, but approval is given by the appropriate Diocesan officer after the Council has responded to the CIP form. Foundation schools must ensure CIP forms are submitted and the Council notified when a project is completed so that central records can be updated. The approval requirements for Academies and Free Schools are still to be established, and this guidance will be updated when the position is clarified. (Refer to ‘Position Statement on Academies, September 2010’). Monitoring Compliance The Council’s Corporate Surveyor will check compliance with the corporate and legal requirements. The role of the Corporate Surveyor is to provide protection to the Council, and is not required to offer free advice or guidance to premises managers. The Corporate Surveyor will report any non-compliance to the Corporate Property Client. Failure to address any non-compliance could result in the works being stopped. Where appropriate, the cost of any action necessary to remedy any noncompliance will be reclaimed by the Council. Page - 14 2 Guidance on Implementation of Works 2.1 Principal Work Stages The Corporate Property Standards support implementation through the key stages required to deliver works to premises. Detailed management processes, as determined by the responsible Council directorate, must be followed when delivering works. Principal stages of delivering capital works to the premises are provided in the RIBA Outline plan of work, available from the Corporate Property Client or located at: http://www.ribabookshops.com/tmp/RIBA%20Outline%20Plan%20of%20Work%202 007.pdf These comprise: Preparation – project appraisal and development of design brief. During this stage the needs and requirements of the project are established, including defining the initial brief, establishing budgets, establishing a programme, undertaking feasibility studies, deciding on management arrangements. Design – concept design, design development and technical design. During this stage the design team is established and outline designs and costs are prepared. By the end of this stage you should have agreed on a suitable design solution to meet your requirements. Pre-Construction – production information, statutory approvals, tender information and tender action. During this stage the design will be further developed. Working drawings and specifications will be prepared, tenders will be obtained and ultimately the contract will be let. Construction – mobilisation and construction through to practical completion Use – post practical completion activity during defects period, assisting users and performance in use. Appropriate Council approvals must be achieved at the end of each stage. 2.2 Consultation with the Corporate Health and Safety Unit The CHSU needs to be consulted from the initial design stage for ALL projects where the fire safety may be affected. Examples of projects include: All new builds All major refurbishments (i.e. floor/ extension) Page - 15 Additionally, where the following items may be affected as part of the project, the CHSU must be consulted in the first instance: Fire alarm audibility Means of escape and security mechanisms Emergency lighting Significant change of use of the premises/ rooms within the premises 2.3 Commissioning and Approvals The Corporate Property Client manages commissioning of all work funded directly by the Council, for all Council owned or occupied premises. In the case that schools commission work directly, Children and Young People’s Directorate (CYPD) manages the commissioning processes through the CIP and SCIP process. In all cases, whatever the source of funding, Council approval is required for works to premises owned, maintained or occupied by Council staff. This includes all work to schools and non-school premises. Approvals for works are managed through the CIP, SCIP and SCC Corporate Property Processes. Southwest One provides monitoring of commissioning and approvals activity on behalf of the Council. 2.4 Sources of Funding – Schools Only Funding options and opportunities to schools include: Planned and unplanned repairs and maintenance – funding is delegated direct to schools, although they can then participate in the BMIS buy-back scheme. Devolved Formula Capital Grant (DFCG). Modernisation Initiative – used for schools but not available to schools directly. Schools Access Initiative. Building Schools for the Future (BSF). Primary Capital Programme. Locally Coordinated Voluntary Aided Programme (VA schools only). With the exception of DFCG, funding is controlled by the Council which uses the Asset Management Plan to determine its investment priorities. None of these funding streams are guaranteed. 2.5 Council Standing Orders Appointment of Consultants and Contractors must be done in accordance with the Council’s Corporate Standing Orders. These are located on the corporate intranet, at http://www.somerset.gov.uk/organisation/key-documents/the-councils-constitution/ Page - 16 then please click on the link 'Contract Standing Orders' on the right to open the document. Schools work to the SCC Financial Management Scheme (latest version April 2014) which incorporates SCC Standing Orders and the Council's Financial Regulations. These can be found on the Somerset Learning Platform on Somerset iPost (iPostID3117). https://slp.somerset.gov.uk/somersetipost/iPost%20Documents/Financial%20Manag ement%20Scheme%202014.15%20FINAL%20VERSION%2025.03.14.doc. Schools can contact: Tel: Somerset Direct (01823) 273588 - press ‘4’ for Finance; Fax: (01823) 356109; Email: ‘Somerset Direct - Education Finance’ from the internal address book or EFSFinance@somerset.gov.uk. 2.6 Appointment of Consultants The following guidance is only applicable to schools with delegated funding. For all other works, the Corporate Property Client procures professional services through Southwest One who contractually must follow SCC standing orders. Non Schools premises occupiers cannot appoint consultants, as such appointments must be authorised by the Directorate Asset Management Group and Corporate Property Client. (See Standing order 22.1). Schools It is expected that the School will appoint Professional Consultants, unless it already holds the required professional skills within its organisation and can demonstrate this to satisfy the Council. The type, size and complexity of work will determine what types of consultant are needed. Typically a multi-disciplinary team would include Project Manager, Lead Consultant, CDM Co-ordinator, Cost Consultant, Design Leader, Architect, Structural Engineer and Services Engineer. Appointment of Southwest One The Council’s Property services provider, Southwest One, can be appointed directly through its existing arrangement with the Council to provide a range of professional services. Competitive Tender If Southwest One is not engaged, a competitive tender is required to ensure that consultant services procured provide Value for Money. This must be done in accordance with the Council’s procurement regulations contained within the Council’s Standing Orders. Page - 17 Existing public sector frameworks for the appointment of consultants can be used when appropriate. These are held by government departments such as Partnerships for Schools, DfE, and Buying Solutions. Forms of Contract Consultants should be appointed using construction industry standard Conditions of Engagement, and should include a detailed scope of services. These are maintained by organisations such as the Royal Institute of British Architects (RIBA), Royal Institution of Chartered Surveyors (RICS), and the Association of Project Management (APM). For a building project it is normal to first appoint consultants to undertake feasibility stage work (Design Brief, RIBA Stage B), to allow the principal aspects of the project to be established. Consultants are then appointed for subsequent stages against a full scope of services. CDM Co-ordinator Clients must be aware of their responsibilities under the CDM regulations. CDM Coordinators must be appointed at the outset, for all applicable projects – Refer for section 5. Consultant Tendering and Appointment Procedures Value Quotation or Tendering Procedure Type of First Second Contract Signature Signature Up to £5,000 Normally competitive quotations, but single quotation is acceptable. Letter Head Teacher Chair of Governors £5,000 to £50,000 At least three competitive tenders/bids. Single quotation only on authority from the Corporate Property Client Team Standard professional form Head Teacher Two Governors Over £50,000 At least three competitive tenders/bids unless prior approval for a waiver to Council’s standing orders given by the Corporate Property Team. Standard professional form Head Teacher Two Governors and recorded authorisation to indicate full governor approval. For service or supplies contracts in excess of £156,442 the EU supplies and services directives MUST also be followed. 2.7 Appointment of Contractors The following guidance is only applicable to schools with delegated funding. For all other works, the Corporate Property Client procures professional Page - 18 services through Southwest One who contractually must follow SCC standing orders. Non Schools premises occupiers cannot appoint contractors, as such appointments must be authorised by the Directorate Asset Management Group and Corporate Property Client. (See Standing order 22.1). Schools Qualification of Contractors It is imperative that whenever contractors employed to carry out works within the school are properly vetted in terms of their Health and Safety practices and their financial stability. This should be carried out by a competent person. Southwest One property services provides access to the EXOR system – guidance and access instructions are provided on the http://www.six.somerset.gov.uk/ site. Procurement & Appointment Procedures – SCC/Southwest One Managed Projects Corporate requirements for procurement, based on financial thresholds within the Council’s standing orders, are summarised in the table below. There is a clear requirement to undertake a competitive quotation or tendering process in all cases, to ensure that Value for Money is achieved. Value Quotation or Tendering Procedure Type of Contract First Signature Second Signature Up to £5,000 Competitive quotations normally required. May be dealt with by obtaining a single quotation or issuing a day work order. At least three competitive tenders should normally be obtained. Competitive quotations or a single tender may be obtained if the authority of the Corporate Property Client Team is obtained in advance. Competitive tenders should always be obtained unless prior approval is given for a waiver to standing orders by the Corporate Property Client Team. Direct Order Project Officer Not Required Direct Order Project Officer Team Leader / Group Manager Somerset Form of Agreement Team Leader / Group Manager Competitive tenders should always be obtained unless prior approval is given for a waiver to standing orders by the Retained Client Team. For building (works) contracts in excess of £3,927,260 the EU supplies and services directives MUST also be followed. JCT Standard Form Authorised Officer; Retained Client Team Authorised Officer; Corporate Property Client Team County Solicitor (or deputy) Any Project Officer plus £5,000 to £50,000 £50,000 to £100,000 Over £100,000 Letters of Intent Authorised Officer; Page - 19 Value Quotation or Tendering Procedure Type of Contract First Signature Second Signature Group Manager Corporate Property Client Team Procurement & Appointment Procedures – Schools Self Managed Projects Works Value Quotation or tendering procedure Type of Contract First Signature Second Signature Projects under £5,000 Quotations from at least two contractors, using the Council’s register of contractors. Any Contractor not on the register is subject to strict pre-qualification vetting. Quotations should be a fixed price against a written scope of work. Direct Order Head Teacher or Chair of Governors Not Required Projects £5,000 to £25,000 Quotations from at least two contractors, using the Council’s register of contractors. Any Contractor not on the register is subject to strict pre-qualification vetting. Quotations should be a fixed price against a written scope of work. Direct Order Head Teacher Chair of Governors Projects £25,000 to £100,000 Selective Tendering from at least four contractors, using the Council’s register. Any Contractor not on the register is subject to strict pre-qualification vetting. A formal Invitation to Tender (ITT) is issued, with a clear process for tender return and evaluation. Standard form of Building Contract for minor works (eg. JCT, GC Works, NEC3). Head Teacher Chair of Governors Projects over £100,000 Selective tendering from an advertisement. Contractors are subject to prequalification considering financial viability and health and safety competence. For building (works) contracts in excess of £3,927,260 the EU supplies and services directives MUST also be followed Southwest One or other Professional Advisors should be appointed to administer the procurement. JCT Standard form of Building Contract County Solicitor Chair of Governors Contracts Every contract entered into by the Council which is above a value of £50,000 must be in writing, and any contract which is of a lower value must be in writing if so required by the County Solicitor or by the Head of Finance. In addition, officers should have regard to advice issued by the Corporate Procurement Unit on the form of contracts Page - 20 Every contract which is required to be in writing must either be made under the County Council’s seal or be signed by two officers of the County Council. Contract documents are to be kept for 6 years for written contracts and 12 years for contracts under seal. The Corporate Property Client Team Authorised Officers are currently: Brian Allwood and Kevin Nacey. 2.8 Use of Handymen/caretakers/parent or volunteer labour Any works undertaken by Handymen, Caretakers, Parent of Volunteer labour must be undertaken to the same standards, and with the same level of due care and diligence, as would be exercised by a specialist contractor. Appropriate risk assessments must be provided for the type of work expected. Premises Managers are responsible for ensuring that the resources used must be appropriately qualified to undertake this work, considering pre-qualification criteria of Health and Safety, and Financial Standing. If proposed resources have potential to come into contact with Children, they need to be CRB checked. Otherwise appropriate management arrangements must be implemented to ensure they are kept separate from Children. Any proposal to undertake work using this type of labour should be treated with extreme caution. 2.9 Operations on Site It is essential that the Premises Manager nominates a single point of contact to deal with the Council and its Project Manager on day-to-day issues relating to the project and the safety of the public, pupils and staff. The Premises Manager should be familiar with the framework for decision making during the project. It is good practice to plan regular liaison meetings with the professional team and contractor throughout the course of the works. Such communication is beneficial in flagging up any problems at an early stage thus avoiding unnecessary work or delays. All communication with Contractors should be via the Project Manager or person responsible for administering the construction contract. Direct communication between Premises Manager and Contractor could result in additional cost and delay to the works. 2.10 Handover of works The Council Directorate must be notified when the works are certified as complete. The following documents are required at practical completion, to allow update of the corporate asset database: Page - 21 As built drawings, including mechanical and electrical details. Planning approval certificates. Building regulation approval and completion certificates. Mechanical and Electrical test certificates. Further information shall be provided on request, to demonstrate compliance with legal and corporate requirements. 2.11 Disposal and/or Acquisition of Land Ownership of land can be a complicated issue. Specific information and guidance can be sought from the Council’s Property Provider, Southwest One. The Corporate Property Client must agree to any land disposal or acquisition, and will manage all such activity. For Community schools, the Authority must agree to any land disposal or acquisition; voluntary schools should refer the matter to the Diocese. Page - 22 3 Statutory Approvals 3.1 Key Contacts for Statutory Approvals Statutory Approval Contact Contact Tel Planning Consent Planning Control Team 01823-355696. Listed Building Consent Planning Control Team 01823-355696 Scheduled Ancient Monument English Heritage (SW Regional Office) 0117-9750700 Building Regulations Local Authority Building Control Taunton Deane Borough Council: 01823-356356 South Somerset District Council: 01935-462462 West Somerset District Council: 01643-703704 Sedgemoor District Council: 0845-4082540 Mendip District Council: 01749648999 Exmoor National Park: 01398323665 Public Entertainment Licensing Council’s Licensing Officer (As for Building Regulations above) Party Wall Act Department of Communities and Local Government 0303 444 0000 Prescribed Alterations for Schools CYPD Contact 01823-355980 (Steve Aelberry) Water Supply (Water Fittings) Regulations Landscape Approvals Local Water Company – South West Water The Southwest One P&FM LANDSCAPE TEAM (SCC Trees). n/a 01823-355874 (Chris Winn) 01823-355420 (Steve Scriven) County Arboriculturist for county woodland trees Non SCC trees - ref. District Council 3.2 Planning Permission Most extensions, new buildings and other building works require planning permission before work can commence. Obtaining planning permission can be a lengthy process, taking a minimum of 8 weeks. It is important to allow sufficient time for the planning process when planning a project. Advice should be sought from the planning officers in the Planning Control Team at County Hall to establish the need for planning permission and to discuss the Page - 23 procedure, timetabling, and specific information required for the planning application, and to establish any issues that need to be addressed. Premises managers may consider it prudent to contact any neighbours potentially affected by a proposal to make them aware of the work intended. Planning permission for works to Voluntary Aided (VA) schools must be obtained from the relevant District Council. Planning permission for works to Community and Voluntary Controlled (VC) schools must be obtained from the Planning Control Team. For premises within Exmoor National Park, planning permission must be obtained from Exmoor National Park Authority. 3.3 Listed Buildings and Conservation Area Consents Works to a listed building or works within a conservation area may require listed building consent and / or conservation area consent. These consents must be obtained before work can commence. Listed Building consent is separate from planning permission and separate consent will be required even if planning permission has been approved. Listed Building consent may be required for projects even where planning permission is not needed, for example internal alterations affecting the historic fabric of the building. Obtaining such consents can take a much longer time than the planning process and in cases may need additional consent from English Heritage. Advice should be sought from the planning officers in the Planning Control Team at County Hall to establish the need for consent and the merits of the proposed scheme. Any subsequent application must be submitted to the Planning Control Team. Consent for works to Voluntary Aided (VA) schools must be obtained from the relevant District Council. Consent for works to Community and Voluntary Controlled (VC) schools must be obtained from the Planning Control Team. For premises within Exmoor National Park, consent must be obtained from Exmoor National Park Authority. 3.4 Scheduled Ancient Monument Consent Works which will affect a scheduled ancient monument will require Scheduled Ancient Monument Consent from English Heritage before works can commence. Page - 24 3.5 Building Regulations Any proposal to erect a new building, or extend or alter an existing building, or put an existing building to a different use, will probably require Building Regulations approval. The main purpose of the Regulations is to secure the health safety and welfare and convenience of premises users in or about buildings and others connected with buildings. The Regulations provide guidance on acceptable methods of construction referred to as ‘Approved Documents’. These cover areas such a Structure; Fire; Conservation of Fuel and Power; and Access and Facilities for Disabled People. From April 2001, maintained schools ceased to have exemption from the Building Regulations and are now subject to normal building control procedures. If the proposed building works come under the Regulations, the plans will need to be checked for compliance and approved by a building control body (that is by the local district council Building Control Surveyor or approved inspector). This will incur a plan inspection fee and site inspection fee by the control body. Building Regulation approval usually takes about 4 weeks. However it can take longer if issues need to be addressed. It is recommended that approval is sought before works commence on site so that the design can be amended accordingly. If the Building Regulations do not apply to a works proposal, it may be the case that there is additional legislation that does apply. Statutory approvals required may include planning permission, licensing, and approval under Local Acts, from the district council. The Area Building Surveyor or local Building Control office can be contacted for clarification as to whether Building Regulations apply to the works proposed. Building Regulations comprise ‘Approved Documents’ which are available for download from:http://www.planningportal.gov.uk/england/professionals/buildingregs/technicalg uidance/bcapproveddocumentslist/ A Structure B Fire safety C Site preparation and resistance to moisture D Toxic substances E Resistance to the passage of sound F Ventilation G Hygiene H Drainage and waste disposal J Heat producing appliances Page - 25 K Protection from falling, collision and impact L Conservation of fuel and power M Access and facilities for disabled people N Glazing – safety in relation to impact, opening and cleaning P Electrical Safety 3.6 Party Wall etc Act 1996 The Party Wall etc Act came into force in 1997 and affects any building owners who wish to construct new walls on boundaries with adjoining owners, repair or otherwise modify existing party walls, or excavate close to neighbouring buildings. This Act is applicable to all relevant work throughout England and Wales and, whilst it affords the building owner with rights, it also places duties on them including a requirement to serve notice on neighbouring owners of a desire to have certain work carried out which also affects them. Procedures must be followed, often within specific time limits, and although relatively straightforward they can be time consuming and must be followed precisely. This Act also applies to ‘Party Fence Walls’, which stand on the land of two adjoining owners but do not form part of any building. Building owners or occupiers may be personally liable if there is damage to an adjoining owner’s property and liable for injury to any adjoining owner or occupier if this results from the carrying out of work. An explanatory booklet ‘The Party Wall etc Act 1996’ is available free of charge from The DTLR Free Literature PO Box No236 Wetherby l23 7NB, Tel 0870 1226 236 or Fax 0870 1226 237. 3.7 Prescribed Alterations – Statutory Consultation Process and School Organisation Committee Approval Some projects undertaken at schools may be classed as ‘Prescribed Alterations’. As such schools will need to comply with obligations to consult and publish statutory notices about their proposals, and they may need to seek approval of the School Organisation Committee also. In relation to a community school the lead responsibility for this will rest with the Council; in relation to voluntary schools the responsibility rests with the governing body; and in relation to foundation schools the responsibility will rest with either the Council or the school depending upon the nature of the proposal. All schools are advised to seek Council guidance on this matter during the preliminary stages of a proposal, as the statutory process is time consuming. 3.8 The Education (School Premises) Regulations All educational buildings are subject to The Education (School Premises) Regulations 1999, which prescribe minimum standards for both new and existing schools. These contain specific references to the DfE Constructional Standards, with Page - 26 which any new building work at schools should also comply. The regulations can be downloaded from: http://www.teachernet.gov.uk/management/resourcesfinanceandbuilding/schoolbuildi ngs/sbregulatoryinformation The Education (School Premises) Regulations set out minimum standards for: School facilities: washrooms for pupils and for staff medical accommodation staff accommodation ancillary facilities playing fields accommodation provisions for boarding schools Structural requirements: load bearing structure weather protection health, safety and welfare acoustics lighting, heating and ventilation water supplies and drainage 3.9 Water supply regulations If building owners or occupiers are making any changes to water services, the local water company must be notified under the Water Supply (Water Fittings) Regulations. The water company has the authority to inspect existing services and if defects are found that result in contamination or waste of water they will insist that repairs are carried out. 3.10 Public entertainment licensing If any part of the building is licensed for public entertainment, approval from the Council’s Licensing Officer may be required for even minor alteration work. 3.11 Landscape issues If proposed work affects trees or hedges in any way, this should be checked with the Authority. If the trees are covered by a tree preservation order or are in a conservation area, consent for the work will be required from the local planning authority. Contact Details: These differ depending on location of trees – Page - 27 The Southwest One P&FM LANDSCAPE TEAM for all SCC Trees. Contact Chris Winn 01823- 355874; email: CRWinn@somerset.gov.uk The County Arboriculturist for county woodland trees, currently Steve Scriven 01823 355420 email: SJScriven@somerset.gov.uk. Non SCC trees - these should be referred to the relevant District Council 3.12 Other statutory and legal issues relevant to a site In addition to the statutory approvals above, there may be further statutory and legal issue that need to be considered such as: Legal ownership of the land. Covenants (that place specific requirements or restrictions on the use of land). Easements (that place certain rights on land e.g. a right of access across land). Rights of Way. Tree preservation orders. Rights to light (this basically is the law that governs the amount of light that a building owner is entitled to receive through a window). At an early stage the legal title of the land needs to be checked to ascertain whether there are any covenants or restrictions on the ability to build. Page - 28 4 DfE and Somerset County Council Design Standards DfE building bulletins, plus a full list of publications, can be downloaded from: http://www.teachernet.gov.uk/management/resourcesfinanceandbuilding/schoolbuildi ngs/sbdupublications/ The Council uses DfE building bulletins and other guidance documents as the foundation for its judgements but also produces local benchmark design standards for works to schools. These are the standards that the Council expects designers of new schools, extensions and refurbishments to follow. Further information can be obtained from the Planning and Admissions: School Site Development Team. Page - 29 5 Planned Preventative Maintenance (PPM) 5.1 Funding of Planned Preventative Maintenance (PPM) General Somerset County Council generally holds revenue funding for repair and maintenance of its premises, with the exception of maintenance of schools. Schools The Council has a 100% delegation of revenue funding to schools for repairs and maintenance to buildings, and therefore retains no revenue funding for this provision. However, the Council does provide a maintenance buy back scheme "BMIS" (with versions for both community and VA schools alike) which schools can subscribe to should they choose to do so. The repairs and maintenance element within the overall delegated school’s budget is provided through the formula funding mechanism. This element of the budget is intended to provide for the routine servicing of plant and equipment, day to day repairs in schools, and other cyclical maintenance works. Items such as replacement flooring covering, internal redecoration, loose furniture and equipment (excluding ICT) are considered to be revenue items. Revenue funding can also be used as a contribution to 'top up' major schemes funded through capital sources. However, capital funding cannot be used to support revenue expenditure. 5.2 Planned Preventative Maintenance and Servicing Preventative maintenance is work that is carried out at pre-determined times and to pre-determined standards and is intended to reduce the possibility of an item not meeting an acceptable standard. Preventative maintenance, when undertaken in a phased and programmed manner, can reduce the volume of day-to-day and more costly reactive and responsive repairs. By introducing a planned approach to maintenance, the building asset will be preserved, disruption will be minimised and a financial benefit achieved. The regular inspection of a building’s general condition can, at an early stage, identify defects, which if left could incur more costly remedial works. In the case of Schools, Non-BMIS / SLA schools and VA schools without an SLA are advised to seek specialist advice regarding servicing and repairs. PPM Inspections by the Premises Manager or Caretaker The following table has been compiled to enable premises managers, including those for Schools, plan and implement a cyclical maintenance programme that can Page - 30 help prolong the durability of buildings, plant and equipment and reduce reactive repairs. Element Maintenance Activity Frequency Comments Check and inspect damaged floors for trip hazards, especially in floor finishes. Weekly Defective tiles, lifting edges, joints to sheet materials. Periodic inspection and ad hoc repairs as necessary. Termly (or equivalent) Inspect pitched and flat roofs from ground level or suitable upper floor window and report defects and/or damage likely to cause failure in or water ingress. Periodic inspection of gutters, roof outlets, drain pipes, etc. 6 monthly or more frequently during Autumn and/or location Inspect and remove debris, leaves etc. Clear/clean gullies and report any blockages and/or defects. Periodic inspection of locks/security, and ad hoc repairs. Termly (or equivalent) Check operation of opening mechanisms, closers and fittings generally. Integrity of glazing and vision panels. Termly (or equivalent) Check glazing and protective films for damage. Report damage in glass integrity. Glazing risk assessment. As required Seek specialist risk assessment for glass and glazing under Regulation 14, Workplace Regulations (H&S) 1992. Refer to SCC Corporate Property Standard – Safety Glazing – Issue 5 (March 2008) External walls, ceilings, partitions and cladding Periodic inspection and ad hoc repairs. Termly (or equivalent) Inspect wall surfaces externally and internally, check and report defects and/or damage. Note: be aware of asbestoscontaining materials. Miscellaneous structure (eg, outbuildings) Periodic inspection and ad hoc repairs. Termly (or equivalent) Inspection of miscellaneous structures, check and report defects and/or damage. Periodic inspection and ad hoc repairs. Termly (or equivalent) Visual inspect lightning tapes and earthing pits. Report defects and/or damage. Seek specialist advice. Visual inspection by the premises manager. Annually Inspect asbestos containing materials (ACM's) for signs of disturbance/ damage. Report defects to the Asbestos Team immediately A. Structure and Constructional items Floor, stairs and landings Roof coverings Gutters, Roof Outlets, Drains Windows and doors Lightning protection Asbestos Page - 31 Element B. Maintenance Activity Frequency Comments Annually Inspect internal and external finishes, including tiling, masonry and paint-work. Report major defects and/or serious damage. Periodic inspection of cold water supply and distribution pipework. Annually Check pipework for leaks and stop valves for correct operation and report any defects. Be aware of Legionella prevention requirements. Periodic inspection of pumps, cold water storage tanks and insulation. Annually Check pumps, tanks and insulation and report any defects. Periodic inspection and repair/replacement of sanitary fittings, taps, wastes, traps and fittings. Termly (or equivalent) Inspect sanitary ware, check and report defects and/or damage. Check auto-flushing systems for correct operation. Periodic inspection to check for blockages. Termly (or equivalent) Inspect drains, gullies, manhole chambers, etc and report need for rodding, jetting or cleaning. Check operation of sump pump and ensure pits are clear of debris. Kitchens - clean out grease traps. 3 monthly Periodic inspection. 6 monthly or more frequently during Autumn and/or location Clear leaves and offsets to prevent ingress and dampness. Visual inspection of boilers, controls, burners and associated pumps, pipes and equipment within boiler house. Weekly Check installation prior to heating season and end of season prior to turning off. Visual inspection of hot water calorifiers, pumps, controls and pumps, within the boiler house. Weekly Check installation prior to heating season and end of season prior to turning off. Decorations Periodic inspection. Internal and external decorations C. Note: set up rolling programme of painting works, with circulation areas being painted more often. Water and Drainage Water supply systems Waste pipes and above ground drainage Down pipe and gutters D. Mechanical Services Heating installation Page - 32 Element Maintenance Activity Frequency Comments Visual inspection of pipes, valves, insulation and general surfaces within boiler house. Weekly Inspect boiler house surfaces and report defects/ damage. Ensure no combustible materials or inflammable substances are stored within the boiler room/house. Visual inspection of boiler flues and chimneys. Weekly Check for visual defects and suspicion of leakage and report defects/ damage. Check heat emitters, convectors, etc. (School to do.) Monthly Check integrity of fixings and valve operation and report defects/ damage. Visual inspection of plant, equipment and ductwork. Monthly Report defects. Visual inspection of direct oil and/or gas fired heaters including remote boilers, ie, caretaker's house. Monthly Check installation prior to heating season and end of season prior to turning off. Visual Inspection by the Premises Manager Monthly Pipe work and fittings to be visually inspected for corrosion and damage. Visual inspection foul water pumps, storage vessels etc, and periodically desludge. Monthly Sewerage pumps and chambers Inspect and service equipment in accordance with manufacturer's recommendations and report defects/damage. Oil supply pipes and tanks School to visually inspect. Periodic inspection and test. Monthly Inspect valves and pipework and check for leakage and report defects/ damage. Visual inspection of cooking equipment, water softeners, water boilers, etc. Monthly / Termly Check safety valves and general operation and report defects/damage. Clean and service kitchen canopy. Monthly / Termly Degrease canopy filters and clean stainless steel hood. Annual service of fan motor and duct work. Test pH level of water and chemically treat water. Daily Check water content and carry out daily maintenance. Keep records. Daily Periodic inspection and check/adjust heating plant, filtration and associated pipework. Weekly Air conditioning and ventilation Oil and gas fired heaters LPG Pipe Work Kitchen equipment Swimming pools Carry out normal maintenance including backwashing of pool filters and plant. Page - 33 Element Maintenance Activity Frequency Comments Service plant and equipment. 6 monthly Carry out two major services in summer and spring each year. Electrical fixed wiring. Annually Service contract for inspection/test and report. Check condition and operation of fire blankets, extinguishers, fixed hoses and valve. Weekly Periodic inspection of tamper proof seals and check equipment in good order. Service fire-fighting equipment. Annually Service contract to inspect, test and replace defective equipment. Periodic inspection and testing of fume cupboards including extractor fans and duct work. Monthly Test fume cupboard performance, physical condition and service pipe connections. Do not use if defective. Test and service workshop machinery, brazing hearths, etc. Monthly Service mechanical plant and machinery to technology and workshop areas. Do not use if defective. Periodic inspection and testing of fixed plant and machinery, ie. lathes, woodwork machines, kilns, etc. Monthly Service contract for inspection/test fixed plant and equipment, and report. Do not use if defective. Periodic servicing of all kitchen equipment and white goods, ie. ovens, ranges, refrigerators, etc. Annually Service contract for inspection/test fixed plant and equipment, and report. Do not use if defective. Portable equipment testing and maintenance of equipment register for all electrical items of a portable nature. Weekly / Monthly dependant on duty Service contract to update equipment register, test and certify all items of portable equipment. Periodic inspection of lifts. Monthly Report defects. Lift installations Inspect hoists, lifting aids, barriers and electric door motors, etc. Monthly Report defects. Powered stair lifts Visual inspection and test of equipment. Monthly Report defects. Audible fire alarm test. Weekly Can be carried out by premises manager or nominated representative. Fire fighting equipment Fume cupboards and other low electrical voltage Workshop machinery E. Electrical Services Fixed equipment School equipment related to curriculum activity Fire alarm Page - 34 Element Security system Emergency lighting F. Maintenance Activity Frequency Comments General test of fire alarm system. 3 monthly Test fire alarm and fire evacuation procedures. Test and commission integral fire alarm, and emergency lighting system and battery back up. Bi Annually Service contract to test and reset fire alarm system and issue certificate annually (required where public licence in operation). Periodic inspection and testing of security system. Termly (or equivalent) Service contract for testing and maintenance of security system including detectors, cameras, panels, etc. Periodic inspection and testing of the emergency lights. Daily visual check required on a sample of emergency lighting to comply with BS Monthly Check bulbs and operation. Charging LEDs illuminated. Report defects. Visual inspection and ad hoc repairs. Before use and Termly, or equivalent. Check general condition of equipment and all fixtures and fittings before use and at least termly and report damage/ defect. Do not use if defective. Visual inspection and ad hoc repairs to children's play equipment and adventure areas. Monthly Can be undertaken by premises manager or nominated representative. Specialist supplier to be contacted for repairs as required. Inspect folding table/chair units. Daily Can be carried out by premises manager or nominated representative. Annual inspection by supplier/manufacturer. Periodic inspection and eradication of vermin. Termly (or equivalent) Check for signs of vermin and seek specialist advice. Visual inspection by the premises manager Annually Condition of signage to be inspected and relevance to be determined. Damaged/ worn signage to be replaced as and when required and irrelevant signage to be removed Termly (or equivalent) Maintain hard surfaces and walkways in safe condition and request ad hoc repairs as necessary. Furniture, Fixtures and Fittings Fixed sports and gymnasium equipment External play equipment Kitchen equipment Pest control Signage G. External Works/Caretaker's House Playgrounds, car parks, roads and footpaths General inspection, maintenance and surface treatment. Page - 35 Element Ground generally Fences, boundary walls and gates H. Maintenance Activity Frequency Comments Inspect kerbs, channels, verges, line marking, etc and ad hoc repairs. Termly (or equivalent) Generally maintain perimeters of hard surfaces, clean channels and maintain line markings as required. Normal ground maintenance. Termly (or equivalent) Ground maintenance for grass cutting, planting and flower bed maintenance, etc. Periodic inspection and ad hoc repairs. Termly (or equivalent) Check gates for correct operation. Inspect and maintain boundary walls, fences, etc, in safe condition and request ad hoc repairs as required. Periodic inspection of all manhole/access chambers. Termly (or equivalent) Check for clear running location and fit of access covers/ doors. Grease and refit seals as appropriate. Clear soil and debris from channels. Note condition of pointing, broken covers and other obvious defects and arrange remedial work. Periodic rodding and flushing of debris. As required Report frequent need for rodding and report blockages. Periodic inspection of all manhole/access chambers. Annual Check clear running location and fit of access covers/doors, grease as appropriate. Clear soil and debris from channels. Note conditions of pointing, broken covers and other obvious defects and arrange remedial work. Periodic rodding and flushing of debris. As required Report frequent need for rodding and report blockages. Periodic inspection of residential accommodation including checks for dampness, rot, infestation and habitable condition. Annually As per main school buildings but caretakers/site manager to report repairs/defects as required. Service all gas equipment. Landlord's gas safety report. Annually Check safety of all gas appliances and issue the Landlord's safety certificate. Change of tenancy. As required Check, test and inspect all gas, electric and other services. Periodic inspection for defects Weekly Annual inspection by specialist contractor required Below Ground Drainage Foul drainage Surface water drainage Caretaker's housing Playground equipment Page - 36 Element Maintenance Activity Frequency Comments Outbuildings Periodic inspection and ad hoc repairs to all outbuildings, stores, temporary buildings, sheds, etc. Termly (or equivalent) Can be carried out by premise manager or nominated representative - checks to report defects or damage likely to lead to failure in weather tightness or structural stability. The maintenance activities generally require only visual inspection of the elements and can be undertaken by the school caretaker or premises manager without the need for specialist advisers. Any defects noted during the inspections should be reported to the Area Building Surveyor or Area Engineer, or to the school’s maintenance contractor via the repairline if appropriate. In the majority of cases mechanical and electrical plant and equipment will be subject to separate servicing and maintenance arrangements by specialist engineers. The visual inspections detailed are designed to sit along side these arrangements and not replace them. 5.3 Plant and Equipment Testing and Servicing A summary of Plant and Equipment testing and servicing requirements is provided below, for all Council properties. As a result of delegation and the Fair Funding scheme, schools now have responsibility for all those elements of building maintenance covered by statute. Schools must arrange for the servicing and testing of plant and equipment to be undertaken at the appropriate time and frequency. To confirm arrangements for existing service contracts, contact: Southwest One P&FM Servicing Administrator (if bought through BMIS). Any organisation chosen to undertake the works must be recognised by an appropriate industry standards body to secure safe maintenance and management through competent, trained and qualified operatives and contractors. Servicing and Testing Frequency Gas installations, equipment and appliances Annual service of gas appliances are required and a five yearly integrity check Solid fuel boilers Annual service Oil fired boilers Annual service oil systems required (SCC carry out 6 monthly as they suffer from combustion deposits which effect performance) and a five yearly integrity check to include the tank & bund Electrical portable appliance testing Between 1 and 3 yearly (dependant on duty based on risk assessment) Kitchen extraction systems / duct system cleaning 14 month service (dependant on duty) Page - 37 Servicing and Testing Frequency Legionella risk assessment Risk assessment review every two years or when any change occurs annual check on consecutive years Portable fire fighting equipment Annual service Fixed electrical wiring installation Frequency: Periodic test and inspection of 100% of the circuit every 3 to 5 years for a school or council building dependant on last test report and condition of installation (test annually for stage lighting and for areas of public entertainment) Fire safety risk assessment In accordance with CHSU requirements (link provided in section 10). Fire alarms Annual service, and a weekly call point test which is a user test Emergency lighting Annual service or quarterly if wet cells are present Lightning conductors Annual inspection and test Passenger lifts Quarterly or 6 monthly service (dependant on duty) Non-passenger lifts, hand powered service lifts and platform hoists Annual service Powered stair lifts 6 monthly service Local exhaust ventilation Fourteen-monthly checks Currently done annually Air conditioning / F Gas checks Annual service ( dependant on size and type of gas stored) Every 5 years an EPBD report may be required Playground equipment Annual inspection Compressors, pressure vessels, compressed air and LPG. Servicing as per the “written scheme of examination” for the equipment – at least annually. LPG tanks are owned by the company that provides the LPG. Please note that failure to have the necessary servicing, testing and maintenance carried out may affect the school's insurance cover. Furthermore this can risk the health and safety of all school users. A record should be kept on the premises of all the statutory servicing undertaken. Schools must always obtain a certificate from the contractor to show that the works have been carried out. The ‘GAS SAFE REGISTER’ NICEIC National Inspection Council of Electrical Installation Contracting ECA Electrical Contractors Association Page - 38 5.4 The Building Maintenance Indemnity Scheme (BMIS) for Schools The BMIS Fund BMIS is a co-operative, risk-spreading scheme, owned by its member schools, to manage the repairs and maintenance of its building stock. Schools transfer their delegated repairs and maintenance monies into the BMIS Fund, which is managed by Property Services provider, Southwest One. Southwest One plans and delivers the work required and ensures that value for money is optimised through the buying power that is achieved by pooling funds in this way. Three Principle Strands of BMIS (i) Programmed Maintenance - These are the larger scale projects that need to be planned in advance and tend to provide the greatest impact on schools, in terms of improving the condition of the buildings and the learning environment for young people. Examples of this type of project include renewal of heating systems and the renewal of an entire roof covering. BMIS funds are limited so not many toilet or Lab refurbishments are carried out. Better examples of works are external redecorations, playground resurfacing, electrical rewiring and window and door replacements. The trigger for having a programmed maintenance project carried out is to have it identified as a ‘need’ on the condition survey database. The list of needs for an individual school is reported in the form of a ‘Prioritised Maintenance Plan’. The schools dedicated Area Building Surveyor will be able to discuss the relative urgency of the items set out in this plan and can add projects to it, to ensure that it represents the most up to date picture of the schools maintenance investment needs. Annually, Southwest One will develop a programme of planned maintenance projects, in consultation with member schools, to deliver over the next delivery period. Schools decide, following advice from Southwest One, which projects they want carried out over this delivery period, funded by their delegated repairs and maintenance monies and their Devolved Formula Capital Grant (DFCG). A programme is then prepared based on need, funds available and priority of repairs. (ii) Servicing - This is the regular testing, inspecting and servicing of the key engineering installations within the building, such as the heating system, electrical wiring and fire alarm systems. This work is not only essential in terms of prolonging the life of these systems and reducing the risk of breakdowns and faults, but is also essential in terms of keeping the buildings safe and as such is a statutory requirement. Southwest One completely manages this element of the work and ensures that the necessary arrangements are in place to have this work professionally carried out, at the best possible price and ensures that the information derived from the inspections, etc, is used to make the most intelligent decisions about future maintenance work. Page - 39 (iii) Unplanned Maintenance BMIS and SCC Non-School premises - This is also termed as ‘reactive’ repairs and is the work that cannot be predicted or easily prevented. It tends to be the lower value work, but is normally work that cannot be delayed and requires a quick response, such as a dripping pipe, a broken boiler or a leaking roof. It is possible for schools to request these types of repairs through a dedicated telephone. Contact: Tel. 01823 357357 (for BMIS members only). Contact BMIS Manager, Helen Acreman, Tel. 01823 355528. email: HJAcreman@somerset.gov.uk This links with a number of contractors that will provide a guaranteed response times and preferential rates to BMIS schools. Benefits of BMIS The management of property repairs and maintenance has significant risks, particularly for individual schools. The work can be difficult to predict, which can result in significant expenditure in any given year (i.e. above an individual schools’ delegated budget) and have dire consequences if not properly planned and executed. The benefit of BMIS to its member schools, as well as significantly increasing buying power, is that it mitigates the risks that are inherent in this area. Pooling of funds helps to address the financial risks and having the expertise of qualified Property Services professionals ensures that work is safely executed and that statutory responsibilities are complied with. The BMIS prospectus sets out in greater detail the way the scheme is operated and there are staff dedicated to each member school for them to discuss any queries that they have. Management of the BMIS Maintenance Fund The following diagram shows how maintenance work is funded through BMIS, how a proportion of each schools subscription is ring-fenced and how schools can top-up through DFCG in order to have additional programmed work carried out at their school. School BMIS Subscription Tenant Controlled Fund Manager Controlled Fund (ring fenced to subscribing school) (60%) (40%) 1 2 3 Predicted unplanned Maintenance & Service Costings Programmed Maintenance Programmed Maintenance Requiring a DFCG Contribution Page - 40 Notes This figure is calculated based on historic spending levels at individual schools. Some schools with high levels of unplanned maintenance expenditure may require a contribution from the Manager Controlled Fund, simply to support the costs of unplanned maintenance and servicing. Schools in this category would not be able to fund programmed maintenance from the Tenant Controlled Fund. Schools where there is predicted to be a balance on the Tenant Controlled Fund, after making an allowance for unplanned maintenance and servicing costs, should use this balance to fund programmed maintenance work. Programmed work in this category does not require a DFCG contribution. Programmed maintenance projects that cannot be funded from the Tenant Controlled Fund, must be jointly funded from the Manager Controlled Fund and the school’s own funds (e.g. DFCG). The level of DFCG contribution will be dictated by the priority of the project, as determined by the Priority Index Scoring Band System, as shown below. Priority Index Scoring Band Contribution from BMIS DFCG Contribution 1 60% 40% 2 & External Painting 40% 60% 3–8 20% (max) 80% (min) Page - 41 6 Council’s Financial Regulations, Contract Standing Orders & Procurement The Council’s Financial Regulations are available at: CORPORATE INTRANET LINK – http://www.somerset.gov.uk/organisation/key-documents/the-councils-constitution/ then please click on the link 'Contract Standing Orders' on the right to open the document. Schools work to the SCC Financial Management Scheme (latest version April 2014) which incorporates SCC Standing Orders and the Council's Financial Regulations. These can be found on the Somerset Learning Platform on Somerset iPost (iPostID3117). https://slp.somerset.gov.uk/somersetipost/iPost%20Documents/Financial%20Manag ement%20Scheme%202014.15%20FINAL%20VERSION%2025.03.14.doc. Within these regulations, the Council’s Contract Standing Orders (last updated 4 February 2014) set out the administrative procedure that must be followed in seeking tenders and letting contracts for the supply of goods, services and works. The objective of the Contract Standing Orders is to ensure that such contracts are awarded on the most financially favourable terms, having due regard to quality, service and fitness for purpose, the Council’s Procurement Strategy and the policies of the Council. For further information, contact Somerset Direct (01823) 273588 - press ‘4’ for Finance; Fax: (01823) 356109; Email: EFSFinance@somerset.gov.uk Page - 42 7 EU Procurement Regulations The European Union (EU) procurement directives, and the Regulations that implement them in the UK, set out the law on public procurement. Their purpose is to open up the public procurement market and to ensure the free movement of goods and services within the EU. The rules apply to purchases by public bodies and certain utilities that are above set monetary thresholds. They cover all EU member states and, as a result of international agreements, their benefits also extend to a number of other countries worldwide. Where the regulations apply, contracts must be advertised in the Official Journal of the EU and there are other detailed rules that must be followed. The rules are enforced through the courts, including the European Court of Justice (ECJ). The EU Directives allow four ways of letting a contract: 1. The open method whereby the contract is advertised and anyone can apply for the documentation and put in a tender. 2. The restricted method which is similar to our selective tendering method whereby a contract is advertised and contractors can apply to get onto the select list of tenderers who will be asked to submit their bids. 3. The negotiated method whereby the client organisation can negotiate with one contractor to achieve an acceptable contract. The negotiated method is very much the exception and can only be used in limited specified circumstances. 4. The use of competitive dialogue which specifically permits dialogue between the contracting authority and contractors during the stages of the procurement process. This new procedure is aimed at large, complex contracts such as PFIs and PPPs. It enables contracting authorities to develop specifications with the input of contractors, and to assist contractors in developing tenders that are responsive to the specifications. Further information on the legal framework for procurement is provided by the Office of Government Commerce (OGC) at: http://www.ogc.gov.uk/procurement__the_bigger_picture_policy_and_standards_framework.asp Page - 43 Procurement Thresholds from 1 January 2010 (Figures are net of VAT) Supplies Services Works Entities listed in Schedule 1 - Central Govt bodies subject to WTO GPA £101,323 (€125,000) £101,3232 (€125,000) £3,927,260 (€4,845,000) Other public sector contracting authorities £156,442 (€193,000) £156,442 (€193,000) £3,927,260 (€4,845,000) Indicative Notices £607,935 (€750,000) £607,935 (€750,000) £3,927,260 (€4,845,000) Small lots £64,846 (€80,000) £64,846 (€80,000) £810,580 (€1,000,000) Page - 44 8 Disability Discrimination 8.1 Introduction Over the last few years, there have been a number of pieces of legislation relating to disability discrimination, which have had an impact on schools, governing bodies and the Council. The first piece of legislation is the ‘Disability Discrimination Act 1995’ (DDA). The Disability Discrimination Act came into force in 1995 with the aim of providing equal rights to disabled people. The Act is split into several parts all dealing with different aspects of disability discrimination. The main parts of the Act that affect schools are: Employment Access to goods, facilities and services Education The second piece of legislation is the ‘Special Educational Needs & Disability Act 2001’ (SENDA). The Special Educational Needs & Disability Act 2001 came into force in 2002, and extends the Disability Discrimination Act 1995 to cover every aspect of education to prevent discrimination against disabled people in their access to education. The Act makes it unlawful to discriminate, without justification, against disabled pupils and prospective pupils: In relation to admissions In relation to education and associated services, or By excluding a pupil. The duties apply to all schools, their disabled pupils, prospective pupils and to every aspect of school life. The principle behind this legislation is that wherever possible disabled people should have the same opportunities as non-disabled people in their access to education. Contact:Michelle Howell is the Equalities Employment Officer. Tel. 01823 355815 Email. Mhowell@somerset.gov.uk CORPORATE INTRANET LINK Each area has its own HR section which should be the first point of contact. A list of these contacts can be found at: http://enterprise.somerset.gov.uk/HR/HR_Contacts.asp SIX LINK - http://www.six.somerset.gov.uk/equalities/ Page - 45 8.2 The meaning of disability An adult or a child has protection from discrimination under the Act if he or she is disabled. A disabled person is someone who has a physical or mental impairment, which has an effect on his or her ability to carry out normal day-to-day activities. The effect of this impairment must be: Substantial and adverse (that is, more than minor or trivial) and; Long term (that is, it has lasted or is likely to last for at least a year or for the rest of the life of the person affected). 8.3 Required action – employment Part II of the DDA relates to disability discrimination in the workplace. This covers all work places regardless of the number of people employed. Under the Act discrimination can occur in three ways: A disabled employee is treated less favourably because of their disability. The less favourable treatment cannot be reasonably justified. An employer fails to make reasonable adjustments that would have resolved the less favourable treatment. This may include adjustments to recruitment and promotion procedures; training and dismissal procedures and physical features in the work place for known* disabled employees. * There is currently no duty on employers to make physical building alterations before a specific need arises. 8.4 Required action – access to goods, facilities and services Part III of the DDA places certain duties on those providing goods, facilities or services to the public and those selling, letting or managing properties. The Act makes it unlawful for service providers, landlords and other persons to discriminate against disabled people: By refusing to provide (or deliberately not providing) any service which it provides (or is prepared to provide) to members of the public; or In the standard of service which it provides to the disabled person or the manner in which it provides it; or In the terms on which it provides a service to the disabled person. It is also unlawful for a service provider to discriminate by failing to comply with the duty to make reasonable adjustments in circumstances in which the effect of that failure is to make it unreasonably difficult for the disabled person to make use of that service. Schools may act as Service Providers in the following ways:- Page - 46 Governors’ meetings. Services offered to pupils which are not related to their studies, such as skiing holidays. Services offered to parents, such as meetings to present the annual report and admission and exclusion hearings where an appeal is by the parents. Fund-raising events organised by parent teacher associations such as jumble sales, boot sales or dances. Leisure time activities for children or adults without any element of educational development. The use of school sports facilities by the local community or the hiring of school accommodation to members of the public. 8.5 Reasonable Adjustments Since 1996, it has been unlawful for service providers to treat disabled people less favourably for a reason related to their disability. Since 1999, service providers have had to make ‘reasonable adjustments’ for disabled people by changing practices, policies and procedures; providing auxiliary aids and services or by overcoming a physical feature by providing services by reasonable alternative methods. From 1st October 2004, service providers have had a duty to make other ‘reasonable adjustments’ in relation to the physical features of their premises to overcome physical barriers to access. The duty of the service provider to make reasonable adjustments fall into 3 main areas being: Changing practices, policies and procedures. Providing auxiliary aids and services. Overcoming physical features by removing the barrier or feature, altering it so that it no longer has that effect, providing reasonable means of avoiding it, or providing a reasonable alternative method of making the service available. It is important not to assume that the only way to make services accessible to disabled people is to make a physical alteration. Sometimes minor changes to practices or policies, such as allowing more time to help a disabled person, will help that person access the service. One of the biggest barriers stopping disabled people accessing services can sometimes be the attitude of staff toward them and not the fact that a ramp is too steep or a door is too narrow. In essence, employee training is an important factor in making reasonable adjustments. Employees need to be aware of the requirements of disabled Page - 47 customers so that they can respond correctly. They should know how to provide an auxiliary service and how to use any auxiliary aids that the service provider offers. 8.6 Making ‘Reasonable Adjustments’ in Practice Practices, policies and procedures When a service provider provides a service to the public it will have established a way of doing this. This procedure may be set out formally or may have become established over time. In some cases, a service provider may, unwittingly, have developed some practices which make it unreasonably difficult for disabled people to make use of its services. In such cases, the service provider must take such steps as is reasonably practicable to change the practice so that it no longer has that effect. This may mean telling staff not to do a particular thing or amending a policy to allow exceptions or abandoning the policy altogether. Auxiliary aids and services A service provider must take reasonable steps to provide auxiliary aids or services if it would make it easier for disabled people to use the service. There is no specific list of what constitutes an auxiliary aid or service. It may be the provision of a specialist piece of equipment, such as an induction loop, or it may simply be providing extra assistance for disabled people. Overcoming barriers created by physical features Where a physical feature makes it impossible for a disabled person to access a service, the service provider must take reasonable steps to either: Remove the feature. Alter it so that it no longer has that effect. Provide a reasonable means of avoiding the feature. Provide a reasonable alternative method of making the service available. Physical features will include steps, stairways, kerbs, exterior surfaces and paving, parking areas, building entrances and exits, internal and external gates and doors, WC and washing facilities, public facilities (such as telephones, counters or service desks), lighting and ventilation, lifts, escalators, floor coverings, signs, furniture, and temporary and movable items. Removing, altering, avoiding physical features Under the Act, removing, altering or providing alternative means of avoiding a physical feature will all be deemed as reasonable adjustments. However in terms of making adjustments to avoid a physical feature, consideration needs to be given as Page - 48 to whether the provision of the service in a different way significantly offends the dignity of disabled people and the extent to which it causes disabled people inconvenience. Providing alternative methods of making the service available Under the Act, providing alternative methods of making the service available may also be a reasonable step, however again due consideration must be given as to whether the provision of the service in that particular way significantly offends the dignity of disabled people and the extent to which it causes disabled people inconvenience. 8.7 Education The Special Education Needs Act (SENDA), places 3 main duties on educational establishments being: The disability discrimination duties. The planning duties. The Special Educational Needs (SEN) framework. The disability discrimination duties The disability discrimination duties provide protection for disabled pupils by preventing discrimination against them at school on the grounds of disability. There are two key duties involved in ensuring that schools do not discriminate against disabled pupils. These are: Not to treat disabled pupils less favourably. To take reasonable steps to avoid putting disabled pupils at a substantial disadvantage. Planning duties SENDA sets out requirements on local education authorities and schools in England and Wales to draw up accessibility strategies (LEAs) and accessibility plans (schools) to improve access to education at schools over time. The strategies and plans have to address three distinct elements of planned improvements in access for disabled pupils: Improvements in access to the curriculum. Physical improvements to increase access to education and associated services. Improvements in the provision of information in a range of formats for disabled pupils. The Somerset Accessibility Strategy is available on www.six.somerset.gov.uk. Page - 49 The planning duties also update the requirements on governing bodies to provide information in their annual report about arrangements for disabled pupils at the school. The governing body of a maintained school, in its annual report to parents, must explain the admission arrangements for disabled pupils, how the governing body helps disabled pupils gain access and what it will do to make sure they are treated fairly. Maintained schools are required to publish information about their accessibility plan in their governors’ annual report to parents. Schools should reproduce the full accessibility plan in their governors’ report to parents. By making their accessibility plans publicly available, schools will encourage contributions to the plan and a sense of ownership amongst staff, governors, pupils and parents. The SEN framework The duties in the Disability Discrimination Act are designed to dovetail with existing duties under the SEN framework. The main purpose of the SEN duties is to make provision to meet the special educational needs of individual children. To the extent that disabled children rely on special educational provision to have their needs met, equal opportunities for disabled children are dependent on the quality of the provision made through the SEN framework. Reasonable Adjustments Schools must take such steps as is reasonable to ensure that disabled pupils and prospective disabled pupils are not placed at a substantial disadvantage in comparison with those who are not disabled. The duty on schools to make reasonable adjustments is anticipatory. It is the potential for a substantial disadvantage that should trigger a consideration of what reasonable steps might need to be taken. Schools cannot, in general, wait until a disabled pupil has arrived before making reasonable adjustments. This may be too late and it may not be possible to take reasonable steps before the pupil is placed at a substantial disadvantage. The reasonable adjustments duty is owed to disabled children in general, not simply to individual disabled children. This means that schools will need to review their policies, practices and procedures, as a matter of course, to ensure that they do not discriminate against disabled children. It means that schools should not wait until a disabled child seeks admission to the school or is admitted as a pupil to consider what reasonable adjustments it might make generally to meet the needs of disabled pupils. Schools will need to keep their policies, practices and procedures under continuous review. The need for good information continues after children have been admitted to the school. Schools need to consider on a continuing basis whether disabled pupils may be at a substantial disadvantage. Page - 50 8.8 Safeguarding Requirements Schools shall consider safeguarding requirements, for instance; Relationship of Design of school build to Safeguarding requirements School safeguarding checklist CRB check requirements DfE Safer Recruitment guidance states that “Children should not be allowed in areas where builders are working, for health and safety reasons, so these workers should have no contact with children. However schools and FE colleges should ensure that arrangements are in place with contractors, via the contract where possible, to make sure that any of the contractors' staff that come into contact with children undergo appropriate checks.” Page - 51 9 Council’s Requirements for Sustainable Development The Council has developed a guide entitled ‘Sustainable Development of the Property Estate’, which should be considered when planning and implementing works to premises. This includes considerations in relation to BREEAM standards, and energy management requirements. CORPORATE INTRANET LINK: http://enterprise.somerset.gov.uk/somerset/corporate/environment/services/sustaina bledevelopment/sustainableconstruction/ A new Energy Policy document is currently being developed that will supersede parts of the document referred to above; including requirements for the new legislation: The Carbon Reduction Commitment Energy Efficiency Scheme and revised BREEAM standards bringing them in line with the Department for Education requirements for schools. Requirements for smart metering in all new properties will be detailed, to meet the Carbon Trust Standard. Page - 52 10 Health and Safety A full set of guidance is provided by the Corporate Health and Safety Unit, available on the corporate intranet. This includes essential guidance for Premises Managers on areas including CDM Regulations, Asbestos Removal & Remediation, Water Hygiene, Fire Safety and Risk Assessment – refer to the contents sheet below. CORPORATE INTRANET LINK http://enterprise.somerset.gov.uk/hr/healthandsafety/Information/RiskAssessment.as p SIX LINK http://www.six.somerset.gov.uk/sixv3/content.asp?did=16178 Page - 53 11 Insurances Guidance on insurances is provided at: http://www.six.somerset.gov.uk/insurance/ Property Insurance SCC provides Buildings and Contents insurance required for SCC owned/ leased properties covering loss of damage arising from the following perils: Fire, lightning, explosion, aircraft, earthquake, impact, riot/civil commotion, storm, flood, escape of water and theft of building, unless a more specific policy exists. Insurance for 2010/11 is provided by Ecclesiastical Insurance, with a deductible of £250,000 funded by the insurance fund All properties should be notified to the Insurance section. Property details are added and maintained on the insurance database, in order to calculate and record premiums charged to the relevant service. Works In Progress (Contractors Insurance) All contracted works need to be notified to the Insurance Section. On contracts over £1M, cover will be subject to an additional premium. Insurance Claims Major losses should be reported to the Insurance Section immediately. Page - 54