M3NHF Schedules of Rates and Modules - NHMF · PDF fileM3NHF Schedules of Rates and Modules...

M3NHF Schedules of Rates and Modules

David MillerRand Associates Consultancy Services Ltd

and M3 Housing Ltd

01737 249475

[email protected]

Presentation

• Background to M3NHF Schedule of Rates

• Development for use in Eire

• Format of the M3NHF Schedules of Rates

• How are the rates evaluated

• Other Modules

Main M3NHF Schedule of Rates

• Originated in 1993

• Now has 580+ Subscribers

• Latest Version 7 incorporates the NHF Form of Contract 2011 (rev4:2016), also incorporates designators for Right to Repair, First Time Fix, Trade Code and Component Accounting

• Covers all works to be undertaken as Responsive Maintenance (except gas servicing) and Void Works (except benchmark standard renewals) including micro-generation

• Can be operated in any of the main housing management and maintenance IT systems

• Can be incorporated in Call Centre Diagnostic software and Internet ordering systems

Subscribers in Ireland

Abbeyfield and Wesley HA

Alpha Housing N.I

Apex HA

Ark HA

Choice Housing Ireland (merge of Trinity, Oaklee and Ulieda)

Clanmil HA including Hearth

Connswater Homes

Grove HA

Habinteg HA (N. Ireland)

Limerick County and City

North Belfast Housing

Newington HA

Northern Ireland Housing Executive

Radius Housing (merge of Fold and Helm)

Rural Housing

South East Health Trust

South Ulster

St Matthews HA

Triangle HA

Woodvale & Shankill CHA

Use of Schedules – Management ControlsNHF SCHEDULE OF RATES DOCUMENTATION SHOULD HELP WITH:

Direct financial control over expenditure;

Quality control over workmanship and materials;

Time control over duration and priority rating of voids and response;

Monitoring Service Providers performance to enhance performance indicators;

Facilitate highlighting trends in repetitive failure of components or elements;

Recharge costing’s for leaseholders and other service charge payers

Calculation of Tenant Recharges for Damage and Void Clearouts

David Miller www.m3h.co.uk 5

Use of Schedules – Ordering WorksNHF SCHEDULE OF RATES DOCUMENTATION SHOULD PROVIDE:

Simplified descriptions to aid non-technical staff in issuing and monitoring work;

Simplified description to inform customer as to what work has been ordered on their behalf;

A database to enable production of:

Repair guides - most frequent jobs

Mini-Schedules for particular tasks and trades

Estimating Purposes;

Control of workflow by unification into one document of the Social Landlord’s practices and procedures both written and developed through custom and practice;

Fully inclusive rates to complete the works ordered without the need to add numerous items together or adjust rate for material price variations etc.David Miller www.m3h.co.uk 6

Use of Schedules – Repairs Ordering Computer Systems

NHF SCHEDULE OF RATES DOCUMENTATION SHOULD PROVIDE:

Database library for property history file, stock condition data capture, job scheduling;

Database library for works order descriptions;

Guide to priority ratings/monitoring Service Providers performance;

Commitment expenditure over works orders;

Database library of Diagnostic software used by Repair Centre staff, and for Internet repairs reporting software;

David Miller www.m3h.co.uk 7

Schedule will Operate on:

QL

CAPITA OPEN HOUSING (IBS)

ACTIVE H (MIS)

ORCHARD HOUSING

CAPITA HOUSING (ACADEMY)

PYRAMID (OMNILEDGER)

NORTHGATE HOUSING

CIVICA CX and CTX

FIRST SOFTWARE

CIVICA UNIVERSAL

SDM

ANITE

Standard Format of the M3 NHF Schedule of Rates Documentation

NHF Form of Contract 2011 (Rev 4: 2016);

Technical Specification;

Schedule of Rates

• Property Record File Description (short) 1 line up to 50 characters

• Works Order Description (medium) 4 lines up to 50 characters each line

• Tender Purposes Description (long) multi-lines up to 50 characters each line

David Miller June 2017 www.m3h.co.uk 9

NHF Form of Contract 2011

• Invitation to Tender– Scope of contract, TUPE, Social Value etc– Model evaluation criteria – price and quality (method

statement, interview, site visit)– Model Parent Company Guarantee– Model Form of Performance Bond

• Articles of Agreement• Contract Details• Contract Conditions• Preliminaries• KPI Framework• Price Framework

NHF COMPARED TO NEC3, TPC and JCT - Strength, Weakness, Objectives

and ThreatsNHF JCT NEC3 TPC 2005

Designed by Practitioners (LA, ALMO and RSL) plus Contractor input, and Procurement and Construction Law Solicitors and Consultants

Architects and Contractors

Engineers and Contractors

Solicitors and Architects

TUPE Standard Clauses Bespoke Bespoke Bespoke

ConstructionAct Compliant

Yes No No NO

Termination Fully Compliant Clauses to be added

Clauses to be added

Clauses to be added

Social Housing Maintenance Orientated

Yes No No No

David Miller – June 2017 11

NHF COMPARED TO NEC3, TPC and JCT - Strength, Weakness, Objectives

and ThreatsNHF JCT NEC3 TPC 2005

ModelPreliminaries designed for Social Housing(IT Links, Real Time working, Appointments)

Standard Have to be bespoke

Have to be bespoke

Have to be bespoke

Inbuilt Monitoring and Default procedures

Standard Clauses Have to be bespoke

Have to be bespoke

Have to be bespoke

Performance Management

Standard Clauses Have to be bespoke

Have to be bespoke

Have to be bespoke

KPI Framework

Standard Have to be bespoke

Have to be bespoke

Have to be bespoke

David Miller – June 2017 12

NHF/EIRE Form of Contract 2017

• Invitation to Tender– Scope of contract, TUPE, Social Value etc.,– Model evaluation criteria – price and quality (method statement,

interview, site visit)– Model Parent Company Guarantee– Model Form of Performance Bond

• Irish Government Form of Contract PW – CF11 – V1.3 (30.06.2016) -

• Form of Tender and Schedule/Contract Details/Price Framework based on amended Irish Government FTS1 –v1.9 (30.06.2016)

• Additional Contract Conditions based on NHF Form of Contract 2011(rev 4:2016) to supplement PW-CF11 –V1.3

• Preliminaries or Service Specification• KPI Framework

Main Schedule Of Rates Elements

– Foundations

– External Works

– Fencing & Gates

– Drainage

– Brickwork

– Masonry

– Roofing

– Scaffolding

– Joinery

– Plasterwork

• Floor and Wall Tiling and Sheet Flooring

– Painting

– Glazing

– Cleaning & Clearance

– Plumbing

– Heating & Gas Appliances

– Electrical

– Disabled Works

– Special Treatments

– Energy and Microgeneration


SCHEDULE OF RATES FORMAT

• 3 Levels of Description

• Short – abbreviated for reports, order acknowledgements, on-screen displays etc.


PROPERTY RECORD FILE DESCRIPTION (SHORT)

341103 FRAME:RENEW EXTERNAL DOOR WITH CILL COMPLETE No €224.35 or £186.17



• Medium – used for orders, more detailed reports etc.


WORKS ORDER DESCRIPTION (MEDIUM)


R Frame:Renew external door frame with rebated

softwood door frame with cill to suit single door, bed in mortar, fix to brickwork, sealant, rehang door, ease, adjust, make good, decorate .



• Long – used for pricing, pre and post inspections, valuations, contractual issues and held by surveyors and operatives for checking full extent of work


TENDER PURPOSES DESCRIPTION (LONG)


R Frame:Renew external door frame with rebated softwood door

frame with cill to suit any size single door, remove existing door and set aside, take out existing frame and bed new frame in cement mortar, plugged and screwed to brickwork and pointed with sealant, rehang door including ease and adjust, refix lock keep including housing out, make good all worksdisturbed including refix or renew any internal beads, architraves etc. and decorate to match existing internally and externally


– Elemental Format assists in editing the database to reflect local requirements.

– Allows build up of multiple rates

– Trade & Specialist sections and modules

– Model Default Priorities to assist repair takers:

• E Emergency Works

• U Urgent Works

• R Routine Works

• X User Defined


M3 NHF SCHEDULE OF RATES

How are the Rates evaluated


Inclusive Nature

• Each item in SOR is intended to represent the entire work content of the particular repair and or maintenance item ordered and the Contractor’s percentage adjustment is deemed to include for all ancillary items not specifically referred to on the description of the SOR item but which are necessary to achieve the satisfactory repair or renewal.

Rates and Adjustments

The rates (and any percentage adjustment) are deemed inclusive of all:• Labour • Materials• Plant• Transport• Job overheads• Central/Head Office Overheads and Profit• Pre-Inspection• Access to undertake the Works• Waste Disposal and Landfill costs• Removal and disposal of non-notifiable ACM material• Means of Access to the Ridgeline of 2 storey dwellings or

block


The rates (and any percentage adjustment) are based on standard minute values (time from arrival to establish what job is to time on departure having cleaned up)

The hourly rate calculation includes for 10% non-productivity element



Pre-Inspection

• Orders will not normally have been the subject of pre-inspection and therefore the Order may only be indicative of the Work required.

• Therefore the Service Provider is required to allow for any pre-inspection and/or identification of the Work required within their tendered rates.



Typical Items for Access to undertake the Works

• Move and relay floor coverings, move and reinstate furniture, including fridges, washing machines and other white goods.

• Temporary electric, gas and water supplies• Disconnect and reconnect telephone installations, tv aerials,

satellite dishes.• Removal and reinstatement of duct access panels,

floorboards, shelving in cupboards and the like to facilitate access to the works

• Disposal of all Service Provider generated debris/waste.• Disposal of low volume of previous tenants contents, non

approved fittings etc on Void Properties (First 3.5 cubic metres included in the void clearance items).


How are the Rates evaluatedWaste Disposal and Landfill costs

• Disposal of all Service Provider generated debris/waste.

• Disposal of low volume of previous tenants contents, non approved fittings etcon Void Properties (First 3.5 cubic metres included in the void clearance items).

• Mini Skip – 460033= up to an additional 3.5 M³ = up to a maximum of 30 – 40 black bags, or

equivalent furniture and white goods.

• Skip/equivalent - 460035= up to an additional 11 M³= up to a maximum of 130 – 140 black bags= large bulky items

How are the Rates evaluatedMeans of Access

Rates and tendered percentage adjustment are deemed to include for ‘working at heights’ requirements, normally Tendered SOR items for over 2 storeys

• Scaffolding requirements should be agreed and appropriate scaffolding rates used. There are various rates that can be applied for different means of access; tubular scaffold, towers, cherry pickers etc.

• Where access is suitable the use of cherry pickers might be more expeditious and can also reduce risk of

vandalism.

David Miller June2017 www.m3h.co.uk 26

Would Means of Access be reimbursable for any of the properties on the following photograph??


33

Rates and Adjustments

• First Time Fix - adequate van stocks etc.,

• Empowerment of operatives on variations

• Uniform approach to how Works should be undertaken and how the contract should be managed “it sets out the ground rules as to how the contracts should operate”

• Robust measurement rules to prevent Contractor’s job building

• Service Specifications as to how Contractors should communicate and deal with tenants and the general public

Does it cover all the Stock? -1

• General Needs

• Sheltered

• Supported Housing

• Student/Health Service Staff Accommodation

• Market Rent Schemes

• Leasehold/Shared Owner Liabilities

• Estate works

• Care and Repair Schemes

Does it cover all the Stock? - 2

The need to cover all stock types, the components of the nearly 600 subscribers and cater for:

• Responsive Day to Day

• Void Property/Change of Tenancy

• Package/Major or Minor Planned Works

• Property Investment Works

• Emergency Works 24/7Results in a current library of 3,090 items

Use in Procurement

• Primary Means of Payment

• Secondary Means of Payment in support of Price per Property or Average Order Value

• Record in a standard format of what Works have been ordered and paid for to assist future analysis of where are you spending your monies on maintenance

WORKS MODULES

• Cyclical Redecoration and Pre-decoration Repairs

• Planned Maintenance and Property Reinvestment

• Disabled Adaptation Works

• Asbestos Works

• Fire Safety Works

• Retrofit Works

• Water Hygiene

SERVICES MODULES

• Gas Appliance Servicing and Maintenance

• Solid Fuel Appliance Servicing and Maintenance

• Communal Mechanical and Electrical

• Lift Maintenance

• Fire Alarm Maintenance

• Warden Call/OAP Alarm Maintenance

• Controlled Door Entry Maintenance

• CCTV Maintenance

• Communal TV Maintenance

• Electrical Works (landlords/communal)

ESTATES MODULES

• Estate Services (grounds maintenance, estate services, building and window cleaning)

• Treeworks

OTHER PRODUCTS

• Asbestos Survey and Management Consultancy

• Energy Performance Certification Consultancy

• Fire Risk Assessment Consultancy

• Service Level Agreements (Client/DLO)

• Price per Property/Price Per Void Addendum

• TPC 2005 in conjunction with NHF SOR Documentation

• JCT MTC 2011 in conjunction with NHF SOR Documentation

• NEC TSSC Northern Ireland in conjunction with NHF SOR Documentation

• Any Questions???

Date post:	21-Mar-2018
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