Procurement of Works in Schools

It is important when undertaking works of any kind that a qualified or suitably experienced person, such as a surveyor from Strategic Design Alliance (SDA), of a private sector equivalent, is engaged to assist in the development and management of the project to ensure all aspects of the projects requirements are considered and included and all statutory and design requirements are addressed.

The schools Contract Procedure Rules state that any spend over £20,000 (construction value) must be advertised on the Leeds City Council's Supplier and Contract Management System, (SCMS).  This includes works, such as replacement of new boilers and heating systems, replacement of windows, fire doors etc.  It is strongly advised that schools engage the services of a surveyor when contemplating spends above this amount.

For lower value works, less than £20,000, schools should approach surveyors for advice if needed, although schools can write their own specification and obtain their own quotes if if they wish.  Alternatively, a surveyor will offer professional guidance and will help schools through the process to develop the project through its various stages.

Many projects require consideration to be given for statutory approvals such as Planning Permission requirements or Building Regulations Approval and Surveyors will ensure that these aspects are considered and correctly advised upon as part of their service.

Similarly, the Government provide clear design guidance and standards for schools which should be considered as part of most building works, again Surveyors will ensure these aspects are considered.

Projects with construction values of over £20,000 must be advertised on SCMS.  This requires a detailed specification accompanied by the Industry Standard Contract Forms and other relevant documentation.  It is strongly advisable to use a surveyor to carry out this process.

To access advice click on each subject title to expand

• Why use a surveyor?  What they can do to help schools
   
  • Schools are advised to sign up to an SLA with SDA or have a similar arrangement with surveyors in the private sector.  These can be firms recommended by Estates Management in Education Leeds or a firm that the school appoints direct.  Surveyors can help schools not only in project managing the larger projects but with guidance and advice on everyday repair and maintenance requirements, development planning and periodic servicing requirements on both building and the wider site, amongst many other services.
    
    A typical Service Level Agreement with a Surveyor can offer:
     
  • Planned maintenance reminder service for the maintenance of building services such as heating and boiler plant, gas testing, general electrical system testing, fire alarm testing and other required service testing;
  • Advice and guidance on developing your school premises development plan and prioritising needs;
  • Initial feasibility advice and detailed recommendations for internal and external refurbishment works, conservation issues, remodelling projects, maintenance and repair works and extension of all types of buildings;
  • Preparation of budget costs;
  • Advice in the preparation of bids for funding from School Capital Investment Partnership (SKIP bids);
  • Project management - the overall planning and coordination of a project from inception to completion.  Including design work, drawing up plans, statutory consultations with planning officials, ensuring designs comply with all statutory regulations, preparation of the documents for recommendation, liaison between the contractor and the school, managing the completion of the project to handover and snagging management;
  •  Health and Safety Advice and management in relation to Construction Works ie client duties under the Construction (Design and Management) Regulations 2007 and other Health and Safety legislation, including Asbestos regulations;
  • Capacity to call on expert advice and help when required from Structural Engineers and Mechanical and Electrical Consultants.
     
• Surveyors Recommended by Estates Management in Education Leeds

  • Strategic Design Alliance (SDA) Leeds City Council
    Tel: Help Desk 0113 2475399 Fax: 3951461
    e-mail: Patrick.Langan@leeds.gov.uk
  • Aedas Building Consultancy
    Tel: 01132439794  M 07973 906297
    e-mail andrew.france@aedas.com
  • Monahans
    Tel: 0113 2204030   Fax 0113 2204031
    e-mail ann.colville@monaghans.co.uk
  • David Yeadon Ltd
    Tel: 0844 4127551  Fax:  0844 4127552
    e-mail: enquiries@davidyeadon.com

• What you should ask prospective surveyors if you are not intending to use companies from the approved list
   
  • It is important when appointing a surveyor that the school makes sure that the surveyor is fully compliant with the following:
    • The surveyor knows how the Council operates in relation to the procurement of works;
    • The surveyor knows and will operate in accordance with Leeds City Council and the school's contract procedure rules and financial regulations;
    • School should ensure that the company is solvent and is not likely to go under;
    • Schools should ensure that they carry professional indemnity cover of a minimum of £1,000,000 with at least 6 years run off cover;
    • Schools should ensure that the surveyor has health and safety policies in place;
    • Schools should also ensure that that the service cover you for call outs.
       
• What does the Project Management Fee Include?
   
  • For larger projects a project management fee is charged by the surveyors.  This is a percentage of the total cost of the project and is in addition to the cost to the work to be carried out by the builder.
     
  • The project management fee covers the following:
    • Feasibility study  The Architect/Building Surveyor will take the brief from the school and seek to maximize the potential in any design situation and look to solve problems creatively;
    • Stage 1 Checks* Arrange for the following where appropriate: measured survey, asbestos survey, structural survey, load testing (electrical, gas, and water supplies), below ground services;
    • Approval Forms  Completion of all relevant forms and applications ie Project Inception Form including attendance at the Capital Project Working Group if required;
    • Drawings  following the instruction to proceed, the Architect/Building Surveyor will commence with the detailed design;
    • Planning Application  This will include the preparation of the Design and Access statement with justification;
    • Building Regulations  Preparation of the application
    • CDM Coordinator ** Commission/brief CDM coordinator,
    • Tender Documents  Preparation of tender documents and electronic submission via Leeds City Council's supplier and contract management system (SCMS).  This process is to comply with Leeds City Council's Financial Management Information System (FMIS);
    • Tender Evaluation  preparation of tender report with recommendation;
    • Pre-start meeting  On site meeting and preparation of meeting minutes;
    • On-site project management  Regular site meetings and quality control with site meeting minutes;
    • Handover  with completion of all works, production of health and safety files and operating manuals. 
      
      Additional costs will be incurred in respect of any stage 1 surveys required from the specialist provider

      ** Additional costs will be incurred in respect of CDM coordination (this can be included within the fee bid if necessary)
       

• Health and Safety including CDM Regulations
   
  • For all construction Projects clients must make sure that:
     
  • Designers, contractors and other team members that they propose to engage are competent (or work under the supervision of a competent person), are adequately resourced, and appointed early enough for the work they have to do;
  • They allow sufficient time for each stage of the project, from concept onwards:
  • They cooperate with others concerned in the project as is necessary to allow other duty holders to comply with their duties under the regulations;
  • They coordinate their won work with others involved with the project in order to ensure the safety of those carrying out the construction work, and others who may be affected by it;
  • There are reasonable management arrangements in place throughout the project to ensure that the construction work can be carried out so far as is reasonable practicable, safely and without risk to health;
  • Contractors have made arrangements for suitable welfare facilities to be provided from the start and throughout the construction phase;
  • Any fixed workplaces (eg offices, shops factories, schools) which are to be constructed will comply, in respect of their design and the materials used, with any requirements of the Workplace (Health, Safety and Welfare) regulations 1992;
  • Relevant information likely to be needed by designers, contractors or others to plan and manage their work is passed promptly to them.
    
    For notifiable projects (where the construction phase is longer than 30 working days or 500 person days), in addition to the duties set out above, clients must:
  • Appoint a CDM Coordinator to advise and assist with their duties and to coordinate the arrangements for health and safety during the planning phase;
  • Promptly provide the CDM Coordinator with stipulated information;
  • Sign the F10 notification of project to the Health and Safety Executive which the CDM Coordinator is duty bound to issue;
  • Appoint a Principal Contractor to plan and manage the construction work - preferably early enough for them to work with the designer on issues relating to buildability, usability and maintainability;
  • Ensure that the construction phase does not start until the principal contractor has prepared a suitable Construction Phase Health and Safety Plan and made arrangements for suitable welfare facilities to be present from the start of the work;
  • Ensure that the Health and Safety File prepared by the CDM Coordinator and issued to them at the end of the construction phase is kept up to date and kept available for inspection by persons involved in any future construction work;
  • Ensure that the Health and Safety File is passed on to any new owner of the structure concerned.
     
• CRB Guidance for School Staff who have Contractors on Site
  • The contractor shall ensure that the Senior Supervisor on site has an appropriate CRB check (as defined below) and has received an induction from the school outlining the school's expectations regarding safeguarding issues, recognising inappropriate behaviour, and the correct route for reporting any concerns.  The Senior Supervisor will be responsible for safeguarding issues relating to their staff and subcontractors and will ensure that safeguarding and reporting requirements are incorporated into site inductions for all staff and subcontractors.
    
    All contractor's staff that operate in the school while the building is occupied shall have a CBR check to the appropriate standard, or will be directly supervised by someone who has.
    
    The contractor shall provide the school and the authority with a list of all their staff who have a CRB check to the required standard.  These should be enhanced CRB checks including a check against the ISA barred list, completed on behalf of their current employer, within the previous 12 months.  These individuals should have been in continuous employment by the contractor since the check was completed.  The contractor shall ensure that these checks are carried out at least every 12 months and will inform the school and the authority if these checks are not carried out to this frequency so the list can be updated accordingly.
    
    Any queries relating to safer recruitment and CRB checks can be directed to Cathy Clements 0113 2475771