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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 SERVICES
Faculty Teams & Project Life-Cycle
presented by
Jim 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.
R e a c tive M a in te n a n ceG . A n d re w sD .E .L . F o rce
S tru c tu ra l M a in te n a ce& R e fu rb ish m e ntF a cu lty T e a m s
C a p ita l P ro je c tsD .B .W illia m s
University Building Services
CAD BureauComputing & Networking
Consultancy
MedicalArts
Engineering
Student ResidencesStudent Halls
Tenanted Properties
SciencesSocial ScienceLaw
M.A.E. Multi-Disciplinary Faculty Team
T e a m L e a d er(S u rve yo r)
C o n tra c t S u p e rv iso r S e c re ta ria l S u p p o rt
A ss is ta n t S u rve yor M e ch a n ica lD e s ig n E n g in e er
E le c trica lD e s ig n E n g in e er
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
T E N D E R
ON - SITE
HANDOVER
Final Washdown
Time
Cost
MOVE-IN
UNIVERSITY BUILDING SERVICES
Faculty Team Duties& Design Service
presented by
Steve 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
Resourcing(Assemble the project team)
• 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
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 ManagerContracts Supervisor Design Team
• With assistance from: Specialist ConsultantsUoB 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)
• The University• Building Services Department• Tendering Requirements• Approved Contractor Lists - Financial Review• Invoice/Payment processes - helping us to help
you -ACH
Programme
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 SERVICES
COST OFFICEpresented by
Anthony Cornell-HewlettCost Office Supervisor
INVOICE PROCESSING PROCEDURE
6S E N T T O F IN A N C E F O R P A Y M E N T A N D C H E Q U E R U N
5R E T U R N E D T O C O S T O F F IC E F O R P R O C E S S IN G
4P A S S E D F O R S IG N A T U R E B Y A U T H O R ITY
3P A S S E D T O C O S T O F F IC E F O R P R O C E S S IN G
2P A S S E D T O O R G IN A T O R O F O R D E R F O R
C O N F IR M A T IO N O F W O R K C O M P L E T E D S A T IS F A C T O R Y
1IN V O IC E R E C E IV E D
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 SERVICES
Potential Hazardspresented by
Geoff 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
Electrical
• Safety
• Isolation
• Experiments
• Network
Communication
• Unannounced Arrivals
• Customer Informed
• Keys
• Awareness / Familiarisation
• Completion
University Building Services
Partnering with us in Estate Management - conclusions
Mike Phipps
Director of Building Services
University Building Services• This day is more than just an information
session
• We need partners who can work with us to deliver a service to the University
• Our key needs must be met if you are to continue to be registered with us
• You are our representative when you come into contact with our customers. If you fall down, our standing is diminished
University Building ServicesQuestion and Answer session
• Mike Phipps• Jim Fyfe• Steve Hyde• William Liew• Tony Cornell-Hewlett• Charles Fairman• Geoff Andrews