Professional Documents
Culture Documents
Services Proposal
(IFSP)
Page 0 of 55
SCHOOLS INTEGRATED FACILITIES
SERVICES PROPOSAL
CONTENTS
1. Executive Summary
1.1 General Overview
1.2 Scope of Service Available
2. Services
2.1 Statutory Maintenance, Testing & Inspection Service
2.2 Reactive Repair & Cyclical (Planned) Maintenance Service
2.3 Portable Appliance Testing (PAT testing) Service including Tree Management
2.4 Unforeseen Emergency Repair Fund
2.5 Schools Estates Management Service
2.6 Inspection of Playground & PE Equipment Service
2.7 Energy Management
2.8 Asbestos Management Service
2.9 Catering Schools Meals Service
2.10 Catering Equipment Emergency Repair Fund
2.11 Caretaking Service
2.12 Cleaning Service
2.13 Courier & Mail Service
2.14 Waste Services
2.15 Environmental Services
2.16 Ford Castle Outdoor Education Centre
2.17 Consultancy & Advice
2.18 Procurement Service
2.19 Schools Asset Management Plan
3. Cost Explanations
4. Signature Page
5. Appendices
5.1 Repair Priorities
Executive Summary
0
1.1 General Overview
On behalf of Northumberland County Council (NCC) we would like to introduce you to our new style
Integrated Facilities Services Proposal (IFSP).
It has been acknowledged, that there are opportunities to improve the customer experience of our
services. These are, not exclusively, related to:-
To address these issues, two key decisions have been taken. Firstly, we have brought together a
raft of services (some new) under this proposal from which customers can draw down from. There
is no minimum or maximum drawdown required. However, discounts will apply when multiple
options are taken up. Further to this, there will be one, single, monthly bill to schools and
academies for all services under this proposal, to help streamline financial processing and budget
planning. Ad-hoc services however, will be charged on a draw down only basis.
Secondly, we are committed to continually reviewing internal processes to deliver even more
efficient and effective services to its customers. The intention of this programme is to:-
The information attached herein can also be obtained from the Councils Website,
http://www.northumberland.gov.uk/default.aspx?page=12604, along with FAQs. Please also note
that site specific costs will also be sent to you, to give you clear and transparent costs for our
services. We will also have dedicated staff available to take you through the costing model if
required. We will be undertaking road shows around the county as well as responding to individual
schools and academies, as required, to discuss your issues in more detail.
We believe that this more tailored and bespoke approach will better meet the needs of our
customers and improve upon the excellent partnership working to date.
A wide range of Health and Safety legislation and guidance exists relating to the management and
operation of property. Each school has a duty to comply with this legislation and failure to do so
may leave the Governors and Head Teacher liable to prosecution, which, in its severest form, may
include corporate manslaughter charges. It is therefore vitally important that each school has
robust systems and procedures for the management of these issues.
Property Services offers to arrange, on behalf of the school, all necessary statutory maintenance,
testing and inspection as required for compliance with the law. Each school has a duty to advise
Property Services of the required statutory maintenance, tests and inspections necessary within the
school. Should a school not know what tests or inspections are required Property Services can
arrange on behalf of the school a survey of all installations and advise the school of their legal
requirements. There will be a separate charge for this service.
Two additional services have been included within this years Statutory Duties section.
Your school will be meeting its Legal Duty of Care in respect of the trees on your premises by
providing a safer environment for all users and benefit from an annual inspection report and receive
advice and recommendations relating to tree risk management.
Property Services will arrange, through external contractors, the implementation of a periodic
testing, inspection and maintenance programme to satisfy health and safety and other statutory
requirements and advise the school of anticipated budget commitments on the following (this list is
subject to review as new legislation is introduced not all elements are applicable within each
school):
Air conditioning maintenance
Automatic door servicing
Boiler (gas, coal, oil) servicing and flue cleaning
Dust extraction
Emergency lighting maintenance
Extract fan/canopy cleaning, testing and sterilising
Fire alarm maintenance
Fire fighting equipment testing (including sprinkler systems)
Fire hose reel maintenance
Fixed electric installation testing
Fume cupboard testing portable and fixed
Gas installation (pipework) testing
Generator testing
Hoist testing
Intruder alarms (including access, burglar alarms and CCTV) maintenance
Lift maintenance
Local Exhaust Vessel (fume extraction) testing
Oil line testing
Oil tank testing
Parker bath testing
Portable electrical equipment testing and inspection
Pressure vessel testing
Radon testing
Sewage/water treatment and septic tank cleaning
Steam generator maintenance
Steam iron inspections
Uninterrupted electric power supply maintenance
Water hygiene inspection and monitoring
Display Energy Certificates
Inspection & routine maintenance of machines
Tree Inspection and Risk Management Service
Annual Management of Third Party Insurance Certificates
2.1.3. Service Standards
As part of this service, the external contractor will inform the school of any repairs or remedial
works required to make the installations and/or equipment safe and operable. Should a school
wish to proceed with undertaking the identified repairs, and the school has signed up for the
Reactive Repair and Planned Maintenance Service option of this SLA, then schools should
contact the Property Services Help Desk to arrange for the repairs to be progressed. This
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separation of roles will prevent the opportunity for work creation. However, urgent or specialist
work advised as a result of the testing may be carried out at the time of the testing with agreement
of the School.
Copies of all test and inspection certificates will be digitally scanned by Property Services and
uploaded on the intranet into the document management system ADOS. Schools may access
these certificates at any time via their own individual login and password; a particularly useful
feature when requested by OfSTED Inspectors for copies of the latest test certificates.
Schools opting out of this service will be required to conform to the Councils specification and
standards for statutory testing and inspection, which will be issued to schools if they opt out. The
schools identified Responsible Person retains responsibility and accountability for the
administration and management of all service contracts in compliance with statutory and County
Council minimum standards. The Responsible Person must ensure they have access to competent
technical staff who will evaluate inspection reports on behalf of the school to identify works that are
essential to keep buildings and equipment safe and in compliance with statutory health and safety
and the Councils buildings insurance requirements.
We can arrange any reactive repairs or planned maintenance identified as being required by the
school. The service provided is regardless of the revenue-funding source of the school or
academy.
We provide a help desk service for receiving and co-ordinating responses related to enquiries and
requests for general and routine property maintenance matters and defects. All orders for reactive
repairs and planned maintenance will be managed by us on your behalf.
Each repair is allocated a priority rating and is divided into categories according to urgency and
priority for response.
Delays to the following response times may be subject to obtaining replacement parts. In these
cases we will attempt to put make-safe measures in place (sometimes with your support) if delays
have a potential negative impact upon Health & Safety or Security or substantially impede the
provision of your services.
Priority F: By agreement
Examples of the type of repair or maintenance items expected under each priority rating are
detailed in the appendix section.
At the schools or academies request, we can arrange to have a Building Surveyor visit and advise
on planned maintenance requirements specific to the particular facility. The Surveyor will prepare
proposals for planned repair and maintenance works with estimated costs for consideration and
approval by the school. We will then undertake the planned programme of maintenance. Every
reasonable effort will be made to arrange for the implementation of the approved works programme
to meet the schools expenditure targets.
We will submit to the school, at regular intervals, a report showing revenue commitment and
expenditure incurred to date for the financial year.
Out of hours emergency cover is included as part of this service. The process to be followed in
relation to Out of Hours calls is detailed in the appendix section. Additionally included within this
SLA document is a copy of the guidance notes for Key Holders and a form to update us when key
holding personnel change.
The Electricity at Work Regulations 1989 requires that regular inspection, testing and maintenance
of electrical equipment be undertaken to prevent the risk of death or injury to persons.
Property Services offers to arrange, on behalf of the school, all necessary inspections and tests of
electrical equipment as required for compliance with the regulations.
The testing and inspection service will be carried out at a regular interval, usually once a year, or
more frequently when special circumstances exist. An appointed contractor will undertake the
work, at an agreed time and date with the school.
The service will apply to all portable equipment in use at more than 50 volts and will include the
following procedure where appropriate:
Visual inspection to identify damage or deterioration to casings, plugs and fuses and cable
sheaths;
A test for earth continuity and bonding;
A test for insulation failure;
A run test including earth leakage;
Correcting minor defects and fuse replacement will be undertaken when possible at the time
of Inspection (repairs that take less than 20 minutes to complete will be undertaken and re-
tested at no further cost to the School);
Test results will be recorded on a certificate which will be forwarded to the school and should
be retained;
Equipment found to be defective will be identified and if unsafe will be rendered inoperable.
The regulations require that the school appoint a duty holder who is responsible for compiling and
maintaining an inventory of equipment and the test certificates. Each item of equipment listed on
the inventory shall be permanently and uniquely marked or identified by the school. The equipment
user shall carry out simple visual checks at frequent intervals.
At the time of inspection, it is the schools responsibility to provide all the equipment to be tested.
The schools appointed duty holder shall ensure inventories of equipment are passed to the testing
personnel prior to them starting the test and inspection procedure.
Schools opting out of this service will be required to conform to the Councils specification and
standards for statutory testing and inspection, which will be issued to schools if they opt out. The
schools identified Responsible Person retains responsibility and accountability for the
administration and management of this service in compliance with statutory and County Council
minimum standards. The Responsible Person must ensure they have access to competent
technical staff who will evaluate inspection reports on behalf of the school to identify works that are
essential to keep the equipment safe for the users and in compliance with statutory health and
safety and the Councils buildings insurance requirements. Out of hours emergency cover is not
included as part of this service.
We are offering to set up and manage a centrally held repair fund that schools and academies may
opt to buy into. The fund will be formed by aggregating the subscriptions from all schools opting to
take this service. Only schools buying into this option will receive cover from the fund. The
subscription charge for each school or academy is equivalent to 30% of the amount devolved to
schools under Fair Funding for property repairs and maintenance.
As the Unforeseen Emergency Repair Fund is a risk spreading co-operative scheme, it will only run
if there are a sufficient number and mix of subscribers to make it viable and as long as funding
remains in the Fund.
The Unforeseen Emergency Repair Fund will be administered in much the same way as a
commercial insurance arrangement, whereby the fund will only pay out for a qualifying incident.
This means that the entire premium will be centrally controlled, with no proportion of it being ring-
fenced for an individual school.
Please note that this is not an insurance scheme and the rules of the co-operative arrangement
should be carefully read and understood before entering into this service.
The Unforeseen Emergency Repair Fund will cover the cost of reactive remedial work for the
unforeseen, sudden failure of a major element of the building, which is causing a significant loss of
service within the school, where:-
The County Council has amended its general buildings insurance to include cover for damage
caused by storm and flood. There are however large excess amounts applicable to this insurance,
which are different for community and voluntary aided schools. Should a schools or academy be in
a position where it has incurred damage from either storm or flood conditions please contact the
Councils Insurance Section on (01670) 534024 to make a claim under this corporate insurance
policy. Schools are advised to consider the size of the excess imposed on this corporate insurance
policy and make separate arrangements to cover this amount. Repairs caused by storm or flood
can be reinstated through this SLA if a schools or academy has signed up to the repairs and
maintenance option.
Cover by Fund excludes repair or renewal work that could reasonably have been foreseen by the
schools or academy and programmed for implementation. Works will only be undertaken where
the need for the works has not arisen as a result of constructive neglect or delayed action on the
part of the school or academy.
Other items excluded from support by the Unforeseen Emergency Repair Fund are:-
Any monies remaining in the fund at the end of the SLA period will be returned to those facilities
that have not made a claim against the fund. The refund will be calculated on a pro rata basis
according to the amount of schools original subscription charge.
This option does not include the undertaking of repairs (separate option); it is only a funding
source for prescribed circumstances of building failure. Nor does it include out of hours emergency
cover.
1. Leases - Advice and negotiation of leases to third parties having exclusive use of part of the
Schools or academy site;
2. Licences - Advice and negotiation of leases to third parties having non-exclusive use of part
of the Schools or academy site;
3. Easements and Wayleaves- Advice and negotiation of Agreements with Utility Providers
and third parties to lay services or have rights of access across part of the schools or
academy site;
4. Property Valuation - The valuation, in accordance with RICS Standards, for sale, rent or
accounting purposes, of the whole, or any part of the School or academy;
5. Acquisition of Land and Buildings - Negotiation of the acquisition of additional leasehold or
freehold premises to support the provision;
6. Disposal of Land and Buildings - Negotiation of the disposal by lease or freehold sale of
surplus premises to release capital or revenue funding;
7. Strategic Property Advice - The provision of advice, relating to the development, or
rationalisation, of the school or academy site;
8. General Property Management - Day to day property advice in relation to the management
of the school or academy site;
To ensure that all valuation and estate management advice is to the highest possible
standard and in line with current best practice;
To provide a responsive and helpful service to enquiries;
To provide a sound and up to date information base relating to property;
To encourage communication as a means of improving the service;
To be proactive and imaginative in the identification of opportunities for improving and
ensuring the achievement of value for money in the use of property;
All services are available during normal office hours and staff work to the following levels of
service;
All rent reviews to be actioned and negotiated in accordance with the lease/tenancy
agreement;
All Lease/Tenancy/Licence Renewals to be actioned, notices served and terms negotiated in
accordance with the agreements;
All invoices to be processed within 30 days;
Correspondence to be answered or acknowledged within 5 working days of receipt;
All cases to be reviewed and progress monitored every 2 months;
All professional work is undertaken in accordance with the guidance contained in the Royal
Institution of Chartered Surveyors Valuation Standards.
BS EN 1176 (1998) recommends that all outdoor play equipment be inspected and maintained on a
regular basis. Such inspection and maintenance should be at 3 levels:
We offer to arrange the annual inspection of all outdoor play & PE equipment by a competent
person in accordance with BS EN 1176 (1998) and BS EN 1177(1998). A written report will be
submitted to the school or academy identifying any hazards or risks found with each item of play
equipment together with a note of any defects, omissions and failures to comply with safety
regulations and remedial works required to make the equipment safe.
Maintenance will be carried out on the spot, however if necessary, equipment will be removed for
workshop repairs and returned to the schools or academy at no extra cost. The Head Teacher will
be informed of any dangerous equipment, and the equipment will be stamped and taken out of use.
The inspection will cover:
Gymnastics equipment such as wall bars, climbing ropes, ladders, hand-ring ropes, weight
absorbing mats, trampolines & trampettes;
Sports Hall equipment such as floor sockets, mobile posts, restraining straps for mobile posts,
cricket & dividing nets including tracking;
Outdoor Fixed Equipment, however this does not include outdoor play equipment.
The costs of inspecting Playground Equipment and Indoor PE Equipment are chargeable at
different rates. Please refer to the cost explanation section 3 for further details.
2.6.3 Out of Hours
Our team will ensure that all invoices are appropriately validated. Where they can highlight any
potential issues they will act on behalf of the schools or academy to resolve any billing/consumption
queries with the supplier.
2.7.2.3 Other Customer Support
We will liaise with suppliers regarding the provision of new supplies, upgrading of existing or the
removal of redundant supplies.
We will provide a 6 monthly report regarding cost and consumption data. However, ad hoc
cost/consumption reports can be provided upon request.
We will also provide cost and consumption data to budget holders for budget setting purposes.
2.7.2.4 Energy Management
To assist schools in their drive for reducing energy consumption, we can carry out comprehensive
surveys of the heating plant and fabric of the school, comprising of the following:
The working principles of the heating control system.
Identification of areas of waste.
Provide advice on system modifications.
Provide a comprehensive report for the Governing Body to enable effective on site
management of the heating plant.
Oversee the implementation of any energy saving measures.
Return visit within 24 months to monitor the effectiveness of any measures undertaken.
Access to the County Councils Invest to Save Scheme. Where funding is provided for
energy saving schemes operating on a 5 year payback.
In house Caretaker training in the use and management of the heating system.
2.7.2.5 CRC Energy Efficiency Scheme
Collection of consumption data for the CRC Energy Efficiency Scheme.
The contractor shall provide details of the measures to be taken in order to protect the material
from damage/disturbance of ACMs arising from the works.
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Routine airborne monitoring of the work area may be requested to ensure that the
work is not disturbing the asbestos.
Limitation of access controls to be put in place.
Limitations of extent of work to be put in place.
Appropriate risk assessments and control procedures shall be agreed following consultation with
the Health and Safety Department and implemented to avoid exposure of ACMs to building users.
Encapsulation, treatment or removal of disturbed ACMs shall be carried out in accordance with
current legislation before areas are re-occupied.
In circumstances where a site is under the control of a Principal Contractor and ACMs are
discovered the procedures contained in the Health and Safety Plan should be followed and the
Project Manager and Planning Supervisor informed as soon as practical.
The following points should be noted:
Do not allow works to continue on any materials which are suspected of containing asbestos.
If suspected ACMs have been damaged or disturbed during work(s) in progress, the materials
should be left in-situ, the work(s) suspended and the area isolated pending further investigation.
Do not attempt to take a sample. The actual act of sampling asbestos an expose the sampler to
dangerous levels of asbestos fibre and may contaminate the surrounding area.
Samples should only be taken by a laboratory accredited by UKAS for testing, sampling and
identification.
2.8.10. Training
It is essential that as well as recognising the hazard, every effort is made to minimise/eliminate the
risk to the working population by effectively controlling and managing all work where asbestos is
present.
Training shall play a major role within our Asbestos Risk Management System.
2.8.12. Contractors
We actively encourage framework and other contractors to attend asbestos awareness training to
raise the profile of the risk from asbestos. Contractors have to provide written evidence that
operatives have undergone asbestos awareness training.
We offer a high quality customer-focused service centred on achieving a whole schools or academy
approach to the delivery of a first class schools or academy meals service which meets all current
legislation with regard to food standards and nutrition and aims to improve the health of the children
of Northumberland. The service is offered to schools and academies is on a 1, 3 or 5 year basis,
effective from 1st September; the number of years to be agreed between the schools or academy
and the Council.
The main benefits of the SLA to schools are:-
Schools and academies will receive a fully managed service with all catering staff being
employed and managed by NCC;
We work with local suppliers to ensure food quality at good prices and we work with other
providers and support agencies to bench mark all of our services;
We will work directly and individually with schools to provide a bespoke service if required,
advising on changes and developments in the lunch time service. The Partnership Supervisor
will visit regularly to discuss with the Head teacher the catering provision to schools; they will
work with the schools or academy to develop marketing plans, to raise awareness and increase
meal take up;
Our team of experts have experience in both the private and public sector and are well qualified
to provide this service to you.
Centrally produced nutritionally analysed menus which meet National Nutritional Guidelines,
School Food Trust and OFSTED requirements.
Supply of seasonal, three-week cycle, summer and winter menus, updates on new product
development and market trends.
Nutrition and Wellbeing Manual a comprehensive reference covering all aspects of healthy
food and special diets.
The provision of personnel services, in consultation with the Head Teacher and Governing
body, including advertising, recruitment, induction, termination, management of the CRB
process, redundancy and redeployment, capability and disciplinary procedures, occupational
health and staff welfare, grievances, conditions of service, implementation of pay awards,
tribunals and staff counselling.
Management of all sickness and staff absences following County Council policy and
procedures.
Productivity management of staff hours reviewed annually in line with agreed core staffing
formulas and in consultation with the school.
Staff training including induction, technical training and competency-based training including
the production of training programmes in accordance with an identified and defined need.
Catering Managers (formerly known as Unit Managers) will receive regular training updates.
Support and advice for catering personnel in relation to all aspects of the service including
legislative standards. All staff will be trained to the required level of Food Hygiene.
Compliance with all current and relevant legislation including that relates to Health and Safety.
Provision of a Catering Operations Manual and Health and Safety Manual containing risk
assessments, COSHH, HACCP and food hygiene standards information with regular review.
This will provide vital operational guidance to meet health and safety, legislative requirements
for catering staff and will be used as a basis to ensure staff are trained in all necessary safety
aspects of the job.
The above documents provide a structure for a Food Safety Management System which will
provide solid evidence for Food Hygiene Rating Scheme, the food hygiene star rating
scheme adopted by Northumberland Environmental Health Officers.
Provision of Health and Safety advice, full accident investigation, policies, procedures, the
documentation and reporting of all accidents and implementation of remedial measures.
The provision of protective clothing and personal protective equipment which will be purchased
and charged against the catering budget.
Arranging the undertaking of kitchen gas and electrical testing, testing and inspection of fire
fighting equipment, pressure vessel testing, extractor fan and canopy cleaning, which will be
charged against the catering budget.
The catering service will use its best endeavours to provide catering staff to adequately deliver
the level of service as agreed with the Head Teacher. In times of staff absence through
sickness we reserve the right to relocate staff to/from other schools taking up this SLA to
maintain service delivery in accordance with their Business Continuity Plan. In these
circumstances staff costs will follow the operative and be charged to the schools or academy
receiving absence cover. Any additional labour costs associated with the need to provide
agency cover will be charged to the catering budget of the school. Arrangements for
emergency business continuity cover will be clarified for each school.
The assessment of suppliers, auditing and provision full traceability on all products. Price
negotiation, ordering, purchasing, payment and delivery of all catering stock.
The assessment of all food products for suitability including the exclusion of GM foods and
foods with additives deemed to be prohibited.
Stock control and the monitoring of stock consumption.
The provision of marketing materials to promote the service including parent newsletters, Fuel
for Life Website and internet access to menus.
Promoting the service at meaningful parent evenings, bespoke information about your school,
reassuring parents of compliance with Government requirements.
Linking the kitchen to the classroom. Involvement and promotion of healthy eating initiatives
such as school nutrition action groups, Healthy School programmes, Food in Schools.
Provision of special dietary requirements following consultation with parents and
paediatrician/dietician.
Ensure the kitchen is fit for purpose, which is to include the fabric of the building, as well as
adequate equipment to produce the meals required.
Notify us in advance of schools or academy trips and advise if packed lunches are required.
Liaise with schools or academy based Catering Managers in adequate time on any required
changes to service times.
To provide a minimum of 3 months notice (for each year of the SLA) to withdraw from the SLA.
The SLA period is annually from 1st September to 31st August for the number of years agreed
between both parties.
Building repairs and maintenance including painting of the kitchen and dining room and repairs
to the fabric of the building within the kitchen and dining room.
Waste removal.
2.9.6 Charging
We will charge schools for the number of free and paid meals served on a daily basis based on the
agreed selling price of a meal.
Adult meals will be charged at the high school price of a free school meal
Where additional services are required a quotation will be provided based on specific requirements.
For further site specific details, please refer to your financial brochure for details.
We will set up and manage a centrally held fund that schools may opt to buy into for the emergency
unforeseen replacement of catering appliances that cannot be repaired. This service is only
available to schools and academies who have signed up to Catering Schools Meals Service.
The subscription charge for the school or academy will be advised following central assessment of
the overall uptake. Please contact the helpdesk on 01670 534840.
Schools will receive a fully managed service with all caretaking staff being managed by NCC.
We will work directly and individually with schools to provide a bespoke service if required,
advising on changes and developments in the service. The Partnership Supervisor will visit
regularly to discuss with the Head teacher the caretaking provision to schools.
Our team of experts have experience in both the private and public sector and are well
qualified to provide this service to you.
The replacement of caretaking staff for sickness only to cover statutory duties e.g. opening and
closing of building, ensuring toilet facilities are clean and fully stocked, setting of lunch tables.
Cover cannot be guaranteed for the first two working days of sickness.
Cover is provided during term time only. Additional duties can be provided at an additional
charge subject to staff availability.
Cover will be provided up to a maximum of six term weeks per academic year.
This service does not include any other associated leave provisions for example maternity and
paternity leave, compassionate leave, jury service and attendance at court, TA leave, public
and trade union duties and special leave.
A schedule of the main Caretakers duties is detailed in the appendix section of this proposal.
The replacement of caretaking staff for sickness and other associated leave provisions for
example maternity and paternity leave, compassionate leave, jury service and attendance at
court, TA leave, public and trade union duties and special leave, to cover statutory duties
only e.g. opening and closing of building, ensuring toilet facilities are clean and fully stocked,
setting of lunch tables in line with the 2* Basic Caretaking Sickness Arrangement.
Caretaking staff will be managed on behalf of the school governors by the Partnership
Management Team. Head Teachers are encouraged to give direction to caretaking staff on a
day to day basis to meet the demands of the school.
Production of a daily works planner by the Partnership Supervisor in agreement with the
Head Teacher.
Support, advice and development of the caretaker in consultation with the school.
Staff training and the production of training programmes in accordance with an identified and
defined need.
Performance management.
Specific training in schools or academy heating systems and swimming pool maintenance
where appropriate.
Management of sickness and absence for staff including administration of all leave.
Administration and liaison with other County Council departments concerning residential
Caretakers accommodation.
On behalf of the Head Teacher and Governing body, the provision of personnel services
including advice on advertising, recruitment, induction, termination, management of the CRB
process, redundancy and redeployment, capability and disciplinary procedures, occupational
health and staff welfare, grievances, conditions of service, implementation of pay awards,
tribunals and staff counselling. Issue of any sanctions under the County Councils Absence
Management Policy and Procedures, Capability & Disciplinary Procedures and Redundancy
Procedures up to final caution, any dismissals under these procedures must be carried out by
the school.
Compliance with all current and relevant legislation, including that related to H&S.
070312 ISFP V.10 Final Page 26 of 52
Provision of Health and Safety advice, full accident investigation, policies, procedures, the
documentation and reporting of all accidents and implementation of remedial measures.
The assessment of suppliers, price negotiation, ordering, purchasing, payment and delivery of
all cleaning materials and equipment for caretakers use.
Equipment repair, maintenance and replacement as necessary. This does not cover specialist
equipment owned by the School.
Caretaking services will be provided between the periods 6am to 6pm Monday to Friday.
Additional charges will be made for any work undertaken by the Caretaker outside of these
times via the C7 form which must be signed by the Head Teacher.
Caretakers can be provided with a mobile telephone for emergency contact only.
Caretakers will be provided with a standard toolkit for basic DIY tasks.
Site Managers are managed on behalf of the schools or academy governors by the
Partnership Management Team within Facilities Division. Head Teachers are encouraged to
give direction to caretaking staff on a day to day basis to meet the demands of the school.
The Site Manager/Caretaker will also control, monitor and report to the head teacher on
premises related budgets.
Advise the schools or academy re Health and Safety issues affecting the site.
Site Managers will be provided with an expanded tool kit along with appropriate instruction
when requested by the school.
A letting is when a schools or academy is hired out or when the schools or academy is having
an event outside of normal working hours.
A callout is when a Caretaker has had to be called to the schools or academy out of working
hours usually this is in response to an alarm callout.
The schools or academy will be charged for all lettings. The charge includes the setting out
and putting away of furniture or equipment required by the hirer. It also covers the cleaning of
the first 3 rooms. Additional cleaning time may be required if more than 3 rooms are used,
depending on the usage.
070312 ISFP V.10 Final Page 27 of 52
Attending to lettings is a non - contractual requirement of schools or academy Caretakers.
Sites should give their Caretaking employee at least 24 hours notice of any letting. Lettings
payments are to be claimed on the Form C7 and authorised by the Head Teacher. All lettings
fees are paid at the hourly rate of pay for the Caretaker of the schools or academy let.
On weekdays there are two letting periods. On Saturdays, Sundays and Bank Holidays there
are four lettings periods. A fee is payable for each letting period.
Weekdays 18.00 to 22.30, 22.31 to 24.00, Saturdays, Sundays & Bank Holidays 06.00 to
12.00, 12.01 to 18.00, 18.01 to 22.30, 22.31 to 24.00
For active duty between midnight and 06.00 am on any day, normal overtime rates are
payable rather than lettings fees.
Employees who are called upon to return to duty are paid in accordance with the Single
Status Joint Local Agreement.
The provision of cleaning staff to adequately deliver the agreed level of service with restricted
staff replacement covering long term sickness absence only and exclusive of lettings
cleaning, emergency work and cleaning after building work.
The production of training programmes in accordance with an identified and defined need.
Performance management.
Management of sickness and absence for cleaning staff including administration of all leave.
Provision of Cleaning Operations Manual, Risk Assessment Manual and COSHH information
including regular review.
On behalf of the Head teacher and Governing body, the provision of personnel services
including advice on advertising, recruitment, induction, termination, management of the CRB
process, redundancy and redeployment, capability and disciplinary procedures, occupational
health and staff welfare, grievances, conditions of service, implementation of pay awards,
tribunals and staff counselling. Issue of any sanctions under the County Councils Absence
Management Policy and Procedures, Capability & Disciplinary Procedures and Redundancy
Procedures up to final caution, any dismissals under these procedures must be carried out by
the school.
Compliance with all current and relevant legislation including that related to Health and
Safety.
The assessment of suppliers, price negotiation, bulk ordering, purchasing, payment and
delivery of all cleaning materials and equipment for cleaners use.
The provision of specialist equipment and the appropriate instruction and delivery can be
provided at an additional charge.
The charges are based on an annual price prepared on an individual site basis in accordance with
customer needs. The charge is based on provision of service to an agreed standard.
The service will provide a daily letter collection from schools or academy sites and a County Hall
mail delivery to schools or academy sites.
1. Collection will be at the same time each working day subject to circumstances outside of our
control.
2. Collected mail will be delivered the next working day or same day if on route
3. During holiday periods, collection and delivery will be the first day of holidays and last working
day before schools or academy re-opens if access is available.
4. Letters are defined as any paper or related stationary material which can be securely
contained in an envelope no larger than A3 size. Such individual envelopes will not weigh
more than 500 grams each.
5. Whilst every effort is made to ensure safe delivery, all material is carried at the schools risk.
7. The Courier service is regularly monitored to ensure the efficiency of the service.
The schools or academy will ensure that a system for collection of mail is in place and that mail is
bundled and correctly faced.
Where possible, please identify the name of the person and the Directorate to whom the mail is
intended.
Mail to be re-routed from County Hall to other establishments should be separate and labelled with
the complete delivery address including the post code.
Larger bulk deliveries e.g. Central Print orders can be arranged by contacting Fleet Services.
Garden waste collection for grass cuttings, tree & shrub pruning and other organic materials
from ground maintenance activities or school gardens. These materials are composted at local
farms or a central composting facility and turned into a rich peat free compost/soil improver.
Bulky waste collection - special on request collections of bulky items such as furniture that will
not fit in to a normal bin.
Hazardous waste collection we can offer a specialist service for the safe collection and disposal
of laboratory chemicals, solvents, flammable liquids and other hazardous materials.
Waste Electrical and Electronic Equipment (WEEE) collection for any unwanted domestic
appliances such as fridges and freezers, cookers, fans and electric heaters.
Advice - on waste minimisation, reuse, recycling, composting activities including how to introduce
recycling schemes within the school buildings.
Recycling of unwanted resources Free of charge service, WARPIT is an easy to use online
portal which provides a platform for organisations to redistribute (give, loan or share) resources
legally and conveniently within the organisation and beyond, within other organisations. For further
details, please refer to Procurement Service 2.18.
Reliable and regular collections we will agree the collection arrangements with you and then
comply with these. If we cannot collect when we have said we will, then we will let you know about
the delay as soon as possible and agree alternative arrangements. If we miss your bin we will
come back the next working day to collect it, where possible. If your bin is damaged we will replace
it as quickly as possible and always aim to do this within at least 5 working days.
Waste collection is a high risk activity, so safeguarding everyones health and safety is a high
priority for us.
We will undertake all refuse collection operations in accordance with our detailed operational risk
assessments to ensure the safety of everyone at the school and our own staff. We will agree the
location of waste/bin storage areas and how and when these will be accessed by our staff and/or
vehicles when collecting your waste.
Litter Removal - Litter picking and removal from site on an ad-hoc or cyclic (agreed programme)
basis. Quotation on request.
Road/car park and footpath sweeping - Provided on an ad-hoc or cyclic basis. Quotation on
request.
Road/car park and footpath maintenance - Routine Inspection and repairs provided on an ad-
hoc or cyclic basis. Emergency Repair call-out service available. Quotation on request.
Road/car park and pavement resurfacing, road and parking bay marking - Inspection and
maintenance and resurfacing of existing roads and car park areas. Design and construction of new
roads, paths and car parks including extensions to existing areas can be undertaken. Scheme
options and guidance on costs can be provided on request.
Grass cutting, landscaping, planting and tree maintenance - Grass cutting, landscape, plant &
shrub maintenance can be undertaken on a programmed or ad-hoc basis. Tree inspection,
condition reports and pruning/felling requirements can be provided on an ad-hoc or cyclic basis.
Emergency attendance /clearance service available. Quotations on request.
Graffiti removal - Call out service available for removal of offensive graffiti. General removal of
graffiti undertaken on a programmed or ad-hoc basis.
Concreting and general repairs - General groundwork repairs can be undertaken as required.
Inspection, guidance and repair options can be provided on request.
Minor external building work - Inspection and guidance regarding cost options and future
maintenance requirements can be provided. Quotation on request.
Street lighting repair and installation- Reactive or planned maintenance and repairs can be
provided. Safety inspections and testing to current regulations undertaken on a cyclic or ad-hoc
basis. Guidance on energy usage and future maintenance can be provided. Quotation on request.
Winter Services - Services provided include; Provision of grit bins and seasonal restocking.
Precautionary gritting to roads, car park and footpaths. Snow clearance to roads and car park
areas. Quotation on request
Weed Control - Seasonal application of weed-killer or retardant spray to roads and footpaths within
site curtilage. Quotation on request.
Set in an area of outstanding natural beauty, Ford Castle is still one of the most attractive residential
centres in the country and available for Northumberland Schools and Academies to utilise at a
reduced cost.
The castles public rooms, lounge/bar and bedrooms have recently benefited from a major
refurbishment. It stands in five acres of private grounds and gardens which offer a relaxing
environment as well as opportunities for activities such as ball games, croquet, problem solving and
orienteering.
The area offers excellent opportunities for walking, cycling, outdoor adventure activities, art and
culture as well as curriculum based subjects.
Ford Castle operates as a residential centre for young people throughout term time.
Schools will be advised of their responsibilities under health and safety legislation for construction
projects.
Meeting with Head Teacher and/or Governors to understand and agree schools requirements
for the project and convert this into an output brief for design and construction.
Sign off the brief with both the schools or academy and designers/contractors.
Define and manage a project programme plan from inception to completion.
Comment upon designs and specification and advise the schools or academy of their
suitability. This service does not entail taking design liability or responsibility which still
remains with the design consultant separately commissioned by the school.
Advise the schools or academy on value for money and the appropriateness of stage
payments.
Advise the schools or academy on quality and workmanship matters.
Build relationship with schools or academy and contractor.
Where appropriate compile a risk register and manage this through the life of the project.
Advise the schools or academy on the overall project budget requirement (which is different
from the design and construction budget).
Manage conflicts between designers and the contractor.
Be the single point of contact for the schools or academy during the delivery of the project.
Formally report to schools or academy at regular intervals (frequency to be agreed) on key
subjects, such as achievements since last report, look forward, issues, risks, budget status,
decisions required, milestone highlights and actions required.
Act as trouble-shooter on the project should the role be necessary.
The scope of service required for each project will be discussed with schools and fees agreed prior
to the service commencing.
Services listed below are available Free of Charge, unless otherwise stated.
2. Contracts On Line: Contracts can now be accessed online via the Northumberland intranet.
Simply click on the Commercial and Procurement Services button on the Main Page. Alternatively a
list of contracts is available on request.
5. Site Visits: Our staff will visit your premises to discuss any purchasing
needs/requirements.
070312 ISFP V.10 Final Page 39 of 52
6. Supplier exhibitions: These are organised in partnership with suppliers to provide
access to demonstrations and discuss requirements/ and purchasing options with providers of
equipment such as furniture, I.T equipment and photocopiers. This service may be subject to a
charge dependant upon specific requirements. Please contact the Helpdesk.
11. Enhanced Staff Training: Covering onsite training and group courses on use on contracts
and procurement issues. This service may be subject to a charge dependant upon specific
requirements. Please contact the Helpdesk.
12. Collaborative Procurement arrangements: Working with public sector bodies to provide
enhanced choice, competitive pricing and processing efficiencies savings.
(Please note that a fee for arranging specific and one off contracts would be an additional charge
on a case by case basis depending upon the complexity of the requirement and resource
availability at the time.)
13. Recycling of unwanted resources Free of charge service, WARPIT is an easy to use
online portal which provides a platform for you to redistribute (give, loan or share) resources legally
and conveniently with other organisations.
The tool will drive significant savings on purchasing (cost avoidance) and waste disposal costs
(impact on costs and landfill), as well as reducing carbon emissions. We have also engaged
Revive, a local social enterprise who can provide any transport requirements. A cost code will be
required to arrange the transport provision but these costs are reasonable and a quotation is
presented prior to arranging.
The idea of this portal will not only ensure we act in a sustainable manner, but to encourage growth
and development with organisations in Northumberland as part of the process; and to ensure that
as an authority we are making efficient use of resources with procedures in place for unwanted
items.
The desk top study will consider priorities from the following existing documents:-
Should any of the above documents not be available or are out of date these can be obtained on
behalf of schools, at an additional cost.
The action plan will be developed by undertaking the following schedule of events:-
Liaison with the school regarding relevant asset management data and documentation held
by the school.
Collation and review of all data and documents.
Review meeting with the school to discuss any shortfalls in existing data and agree if any
additional work is required.
Preparation of a curriculum analysis, if necessary.
Preparation of a priority rating system utilising project selection criteria.
Preparation of a draft Building Asset Development Plan
Review meeting with school to discuss and agree any changes required to the draft document
Make revision and issue final plan.
The benefit of a school having a Buildings Development Plan is that they can target resources
where there is greatest priority and demonstrate efficiency in the use of scarce resources. The plan
can additionally be used in support of a business case to the Local Education Authority for funding
support for priority and strategic projects on an equitable basis. Property Services can also assist
with this.
Charges for this service are calculated on a summation of a lump sum and rate per square meter of
the school area. Please see Appendix 5 for the schedule of charges.
2. In the first year of running the IFSP, there may be a very slight fluctuation of the costs of some
services due to bringing them in line with the school year, as opposed to the financial year.
However, please do not hesitate to discuss this matter with the helpdesk who will be able to
discuss the finer details with you. Please note however, that all efforts will be made to keep
costs down and any savings which are made through re-negotiation of our contracts and
staffing structures will be passed onto schools and academies under this new proposal.
3. The more services chosen and the more heavily weighted they are, the greater the discounts
will be received by the school and academy.
4. If you need any assistance with costing out your service, please contact our helpdesk on 01670
534840.
5. Where services are being provided currently, the costs for each site are based upon current
provision. If a school or academy wishes to change its current provision, they will need to
contact the helpdesk to request support from a relevant officer and new costings to be
submitted.
6. Where services are not currently being provided, schools and academies must contact the
helpdesk to request a quote.
Tree Inspection Service is costed in the same way, However, please note that adhoc services are
also available at a cost of 35 per hour, if required.
As the Unforeseen Emergency Repair Fund is a risk spreading co-operative scheme, it will only run
if there are a sufficient number and mix of subscribers to make it viable and as long as funding
remains in the Fund.
Costs will generally be based upon a time charge of 60 per hour subject to the following Schedule.
Schedule of Charges
Energy Management is charged on a consumption related basis. The consumption figure used in
the CRC footprint report will be used for this calculation.
The proposed amount to be charged is 0.1p/KWh for electricity and 0.01 p/KWh for all other fuels.
These charges would be applied to the consumption figure for the prior to the proposed start date
and it is further suggested that they remain fixed for the duration of the SLA.
As an example of the above charges have been applied to a number of schools based on the
2010/11 consumption figures cost to the school for this service the above charges have been
applied to some example schools below.
2.9 Catering
All income and expenditure for the provision of school meals will be coded against the school meals
catering account.
Any surplus will be credited to the school budget as profit to the school. Any deficit will be debited
from the school budget.
Please note there is also a separate management fee which shows against the school meals
catering account.
The fund will be formed by aggregating subscriptions from schools opting to take this service. Only
schools buying into this option will receive support from the fund. The subscription charge for each
schools or academy has been calculated pro rata based upon the cumulative value of catering
appliances within all schools or academy kitchens to create a fund which historically has been
required for renewing appliances.
As the Emergency Replacement Fund is a risk spreading co-operative scheme, it will only operate
if there are a sufficient number and mix of subscribers to make it viable and as long as funding
remains in the Fund. The entire subscription will be centrally controlled, with no proportion of it
being ring-fenced for an individual school.
Any monies remaining in the fund at the end of the SLA period will be rolled forward to the next
SLA period with the subscription charges for those schools wishing to take up this option being
adjusted to take account of the monies already held in the fund.
3* Standard Caretaking SLA charges are based on provision of service to an agreed output
standard. Any variations are to be agreed between the parties and to become operative after an
agreed period of notice. Variations could arise from changes to building use, changes to floor
surfaces etc.
5* Enhanced Site Management SLA charges are based on provision of service to an agreed output
standard. Any variations are to be agreed between the parties and to become operative after an
agreed period of notice. Variations could arise from changes to building use, changes to floor
surfaces etc.
Facilities Management Division provides a restricted staff replacement system covering sickness
absence. The division uses the definition of Long Term Sickness Absence as defined by the
Councils Sickness Absence procedures of Absences over 20 working days duration are considered
long term. Short term absence cover will be provided under the 2* Basic Caretaking Sickness
Arrangement.
Costs for our collection services are dependant upon the number and size of bins that you require,
the frequency at which they are emptied and the kind of waste that is being collected (residual,
recycling, composting). We have developed the charges so that you can save money by recycling
and help the environment at the same time.
Bin Size (litres) General Waste per lift Recyclable Waste per lift
(not subject to VAT) (not subject to VAT)
1100 10.84 8.70
660 7.58 6.06
340 3.60 2.90
240 2.40 1.92
Sack 0.92 per sack 0.74 (per sack)
Garden waste collection charges are based on a once fortnightly collection over the growing
season which runs for a 9 month period from early March through to late November each year.
Bulky Waste, WEEE and Hazardous Waste Collections
An individual quotation will be provided for undertaking each collection of bulky waste, waste
electrical and electronic equipment or hazardous waste based on the type and quantity of waste
requiring removal. This quotation will be a firm price covering the provision of a complete collection
and disposal service including completion of all legal documentation.
Replacement Bins
The initial provision of bins is covered within the servicing charge.
Responsibility for the security of the bin rests with the school. If a bin is damaged, stolen or
destroyed (unless the damage occurs whilst being emptied by Council staff) a charge will be made
for the provision of a replacement bin the bin remains the property of the Council. The current
charges for replacement wheeled bins are as follows:
Administration Charge
It is necessary to produce legal documentation on behalf of our customers called Duty of Care
waste transfer notes. These ensure waste is correctly described and contained, is only transferred
to reputable organisations and that it is only taken to licensed facilities for treatment/disposal. We
will charge 10 for the production of each Duty of Care Waste Transfer Note, however we are able
to produce a single transfer note covering all scheduled collections over a 12 month period provided
the type of waste, number of bins and frequency of collection remains the same over this period.
Changes to Costs
Once agreed your costs are fixed for the period up to 1st September each year. The Council will
review its prices annually as part of its budget setting process in order to reflect any changes to the
underlying costs of providing the waste service. Only if there are significant changes which make
the current offering impossible to sustain will costs be reviewed. If this is required, all customers will
be notified of any price increase in advance of the changes and will be given the option to either
continue or terminate the contract.
There is no IFSP charge for the services offered via Ford Castle. To discuss bespoke residential or
daytime courses, please contact the helpdesk for contact details 01670 534840.
2.17 Consultancy & Advice including Project Management, Design and Construction
Services
Hourly rates are applicable as required following consultation and agreement of requirement:
The overall aim of the SLA proposal is to support Northumberland schools / economy with
Professional Procurement support structure to optimise Value for Money and support respective
budget pressures. It is necessary in some circumstances that we charge for services if there is a
potential for a considerable amount of resources to be required. The costs below are to cover costs
which would apply to provide this support, not to make a profit from the SLA activity for NCC /
Procurement and are based on equivalent SLA cost levels already operating successfully other LA
regions.
Is based on the square meterage of your facility. Please note that any significant changes
(increased or decreases) in your facilities will be reflected in a change to your fee annually, if
required.
Effective Date
Service Receiver
Service Provider
These repairs are carried out where there is an immediate danger to the health and safety of
building occupants and/or serious damage to the property. A contractor will respond within 1 hour
of notification and your building will be made safe, which may require the isolation of services. If a
permanent repair cannot be affected at the first visit (due to the need to obtain parts, etc) you will
be informed of the timescale for this work being undertaken. Follow up repairs will be completed as
soon as possible.
You should make sure you know where stop taps, electricity and gas meters are and how to turn
them off in an emergency.
Smell of gas
No heating to an aged persons home
Repairs to a secure unit
Dangerous structures
These repairs are carried out to prevent danger to the health and safety of building occupants
and/or damage to the property. Providing a call is made to the Property Help Desk before 11am a
contractor will respond the same working day of notification and your building will be made safe. If
a permanent repair cannot be affected at the first visit (due to the need to obtain parts, etc) you will
be informed of the timescale for this work being undertaken. Follow up repairs will be completed as
soon as possible.
These repairs are carried out to prevent danger to the health and safety of building occupants
and/or damage to the property. If a call is made to the Property help Desk after 11am a contractor
will respond within 24 hours of notification and your building will be made safe. If a permanent
repair cannot be affected at the first visit (due to the need to obtain parts, etc) you will be informed
of the timescale for this work being undertaken. Follow up repairs will be completed as soon as
possible. Urgent repairs are as detailed in Priority B.
These are non-urgent repairs or urgent maintenance items which are to be completed within 3
working days of the call being logged by us.
These are repairs and maintenance items which are to be completed within 7 working days of the
call being logged by us.
Electrical faults, for example, power points, light fittings, mechanical extractor fan in an
internal kitchen.
Plumbing repairs (other than emergencies), for example, leaks to waste pipes, water closet
out of order or leaking where there is more than one water closet.
Minor roof leaks to buildings.
Lift faults (where there are multiple lifts in the school)
All other repairs and maintenance items not covered by the previous categories these items are
to be completed within 8 weeks. The type of repairs carried out in this category include:-