University Building Services Partnering with us in Estate Management Mike Phipps Director of Building Services
University Building Services • Why have we invited you here today? • We have been changing and developing • Our internal market has been creating more demands • Partnering with our contractors and suppliers is essential to our own success
University Building Services • We have developed our business to become more focussed on achieving targets • We have re-branded ourselves within the University • We want to establish our position with you in our supply chain • We want to pass on some Health and Safety information that you will need
University Building Services • 1999 to 2003 Expenditure Programme • Your piece of the action • Annual external maintenance spend will be circa £1000k to £3000k, dependant on our own financial constraints • Annual capital spend will be mainly to support research initiatives • This will be mainly funded by others
University Building Services • We will not be building our own student accommodation, this will be achieved by schemes which are off balance sheet to us • New build will be limited, we have few suitable site left • We have a stock of older buildings that will be strategically converted eg. Homeopathic Hospital
University Building Services • Funding of £600M is available to the sector for research • We hope our share of this will be £30M over the next 2 to 3 years • Other strategic funding is being sought, this might be worth £3 to £5M to us if we are successful • Our main thrust for the next 2-3 years will be in Medical Research
UNIVERSITY BUILDING SERVICESFaculty Teams & Project Life-Cyclepresented byJim FyfeSurveyor / Faculty Team Leader
Faculty Teams & Project Life Cycle • Increase Understanding Of The Diversity Of Problems. • Demonstrate Our Professional Commitment To Addressing These Problems.
How Faculty Teams Work • Overview Of UBS Structure. • The Three Faculty Teams. • Faculty Team Structure.
University Building Services CADBureau Computing & Networking Consultancy Sciences Social Science Law Medical Arts Engineering Student Residences Student Halls Tenanted Properties
Project Life Cycle • How Do Projects Start - Where Do They Come From? • Types Of Project. • Stages Of A Project.
Project Origins • Requests From Building Users. • UBS Planned Maintenance Work. • Research Grants (Wellcome, Wolfson etc). • HEFCE Initiatives. • University Centrally Funded Projects.
Types Of Projects • Refurbishment. • Maintenance (term). • Capital Maintenance. • Newbuild. • Small Works.
Stages Of A Project I N C E P T I O N F E A S A B I L I T Y D E S I G N & C O S T I N G Time T E N D E R ON - SITE HANDOVER MOVE-IN Final Washdown Cost
UNIVERSITY BUILDING SERVICESFaculty Team Duties& Design Servicepresented bySteve HydeSurveyor / Faculty Team Leader
Faculty Team Duties • Responsible for all aspects of building & services related matters in faculty premises (except routine & ‘first call’ reactive maintenance & Capital New Build) • Projects can range from small planned or reactive maintenance works or minor alteration works, to major refurbishment schemes or even new build.
Principal Activities(typical project) • Feasibility, budget cost, approval. • ---------------------------------------------------- • Resourcing (assemble project /design team) • Detail design, specification & Tendering • Contract administration & Cost control • Completion & occupation • ----------------------------------------------------- • Handover to Maintenance section
In-house? consultant? or a mixture? Who will be Project Manager? (Project Manager and Contract Supervisor roles nearly always undertaken in-house) Planning Supervisor? Surveyor / Architect Electrical Design Eng. H & V Design Eng. Contracts Supervisor Departmental Rep. Quantity surveyor Structural Engineer Other Specialists Resourcing(Assemble the project team)
Project Managers(Their role) • To ‘own’ and be responsible for all aspects of the project works. • To coordinate the project team and other interested and involved parties. • To ‘own’ and control the budget. • To report to UBS senior managers. • Usually the professional with the greatest work input in the project, or the Surveyor in multidisciplinary projects.
Detail DesignSpecification & Tendering • From Design Brief to Tender Report • Team members involved: Surveyor (and/or architect) M & E Design Engineers • Assisted by: CAD Operator / Draughtsman Specialist Consultants • Liaising with: Departmental Rep. Local Authority etc. Other UoB Service Providers
Contract Administration& Cost Control • From Order (Contract) to Final Account • Principal Involvement: Project Manager Contracts Supervisor Design Team • With assistance from: Specialist Consultants UoB Service Providers UBS Administration
Contracts Supervisors(Their role - Projects) • Work directly to Project Manager and other members of Design team. • To act as ‘eyes and ears’ on site. • To keep site records. • To liaise with Contractors, Design team, Users & Other UoB Service Providers. • To improve communication. • To improve quality control.
Completion & Occupation • Project Manager , with assistance from: • Design team - Defects and commission. • Contracts Supervisor - Coordination. • ----------------------------------------------------- • Ensure works are safe for occupation / use. • Ensure all services /facilities are operational • Handover to (and train) maintenance team.
William Liew Finance Office (responsible for Building Services Department)
Programme • The University • Building Services Department • Tendering Requirements • Approved Contractor Lists - Financial Review • Invoice/Payment processes - helping us to help you -ACH
The University • Turnover £170M (with 2/3 from Government) • 4,000 staff • 9,200 undergraduate • 2,600 postgraduate • Net Asset of £300M • > 350 buildings (from Grade 2 listed to high tech laboratories; with 4,000 bedspaces)
Building Services • maintenance • refurbishment • new build • energy management • environmental services
Building Services • Staff of 120 • Total Maintenance and Utility Budget of £10M • Capital budget of £15M • Plus £1M to £2M direct expenditure by other departments
Public Accountability • Tendering Requirement • Approved Contractor List • Financial Review • minimum 2 years accounts (not extracts) • if no recent accounts, then would not be on the list but may be approved for a specific job • size/profitability/track record/working capital/gearing/cash flow
UNIVERSITY BUILDING SERVICESCOST OFFICEpresented byAnthony Cornell-HewlettCost Office Supervisor
Conclusions • Contractors on site represent both own firm and Building Services • No order numbers and we will not process invoice. • Address: Building Services Department, • 1-9 Old Park Hill, Bristol, BS2 8BB • Monthly cheques raised - invoices are paid at the end of the month following the month of raising, i.e. December 98 (and prior) invoices are paid end of January 99. • All invoices in the system will be paid accordingly. • The sooner the invoice get in the system, the sooner it will be paid - hence the ORDER NUMBER helps everyone.
UNIVERSITY OF BRISTOLSAFETY OFFICE CHARLES J. FAIRMAN MIOSH, MISTR, RSP
MAIN RESPONSIBILITIES OF THE UNIVERSITY • TO ENSURE THAT THE ACTIVITIES OF CONTRACTORS DO NOT POSE A HAZARD TO UNIVERSITY EMPLOYEES, VISITORS, STUDENTS, OTHER CONTRACTORS AND THE GENERAL PUBLIC • TO ENSURE THAT THE ACTIVITIES OF THE UNIVERSITY DO NOT POSE A HAZARD TO CONTRACTORS
SAFETY OFFICE RESPONSIBILITIES • ADVISE BUILDING SERVICES ON ALL MATTERS RELATING TO HEALTH AND SAFETY • CHECK ALL HEALTH AND SAFETY PLANS (CDM) • APPROVE ALL HEALTH AND SAFETY POLICY’S SUBMITTED BY CONTRACTOR’S • INVESTIGATE ACCIDENTS AND INCIDENTS INVOLVING CONTRACTORS
HEALTH AND SAFETY POLICY • STATEMENT OF INTENT • SAFETY ORGANISATION • ARRANGEMENTS
HEALTH AND SAFETY POLICY COMMON FAULTS • NOT SIGNED OR NOT SIGNED WITHIN LAST TWO YEARS • NO DETAILS OF HOW H&S IS TO BE MANAGED • REFERENCES TO OUT OF DATE LEGISLATION • COPIED FROM ANOTHER COMPANY
HAZARDS IN THE UNIVERSITY • LABORATORIES • CHEMICALS • RADIATION • DUCTS • SINKS & DRAINS • FUME CUPBOARDS & DUCTING • EXPERIMENTS
HAZARDS IN THE UNIVERSITY • ANIMAL HOUSES • ASBESTOS • STUDENTS • ACCESS • SECURITY OF EQUIPT
HAZARDS IN THE UNIVERSITY • OTHER CONTRACTORS • ELECTRICITY • PERMIT TO WORK • LOCKING OFF
WHAT DO WE REQUIRE OF CONTRACTORS ? • CO-OPERATE WITH THE UNIVERSITY SAFETY PROCEDURES AND TO COMPLY WITH OWN AS DETAILED IN THE H&S POLICY • CARRY OUT SUITABLE AND SUFFICIENT RISK ASSESSMENTS • USE COMPETENT EMPLOYEES WITH SUITABLE SUPERVISION • TO SUPPLY ADEQUATE WARNING OF ANY CHANGES IN SCHEDULES • TO SUPPLY DETAILS OF ANY ACCIDENTS/INCIDENTS • TO NOT START WORK UNTIL CLEARANCE HAS BEEN GIVEN
WHAT IF IT GOES WRONG • ALL ACCIDENTS AND INCIDENTS WILL BE INVESTIGATED • DETAILS WILL BE PASSED TO THE HSE • CONTRACTOR’S AT FAULT MAY BE REMOVED FROM THE APPROVED LIST • FINANCIAL COMPENSATION WILL BE SOUGHT FROM CONTRACTORS CAUSING INJURY OR PROPERTY DAMAGE
UNIVERSITY BUILDING SERVICESPotential Hazardspresented byGeoff AndrewsWorks Officer
STEAM • Joint Boiler House • HPHW • LTHW • Access
ASBESTOS • Location • Instructions • Action
Scaffolding • Standards • Retainment • Falling Objects • Testing / Inspection • Security
Fume Cupboards • Numbers • Types • Hazards • Clearance
Fire Alarms • Isolating / Protection • Identification • Documentation