Introduction Helen Baker Head of Procurement

WELCOME

UWE Contractors Conference Opening Address

Presentation by John Rushforth Deputy Vice Chancellor

UWE

• 28,000 students – one of the largest universities in the country, 35% of students over the age of 25 • 3000 staff • Annual turnover £200M • Largest UK on-line virtual learning for a campus based university • Students from over 100 countries • Strong provision out-of-hours with 24/7 library and PC labs • Top 50 for research through a strong understanding of real world applications delivered through more than 30 research centres. Vast range of professional training.

• 4 Campuses

The Estate

• • The University’s estate comprises some 45 hectares of which: – – – – 15 ha are part of the operational estate (buildings) 5 ha are playing fields 16 ha are green space (including playing fields) 9 ha are for other uses, including student residences.

The operational estate comprises some 127 buildings, which delivers us about 161, 000 sq metres of useable space – including 2600 bed spaces

The University’s plan

• • • • • • • Full time, home undergraduate numbers will be held broadly constant The University will seek to grow the numbers of post graduate students (Teaching and Research ) and overseas students The University will seek to increase the income it generates from continuous professional development (CPD) The University will continuously improve the student experience with an increasing emphasis on employability and employer engagement We will redevelop the Frenchay campus and concentrate on that area The University will seek to move up market and become more international in character. We will seek to develop a major new campus in Swindon

What's that mean

• This is a complex organisation • We never close • The most important thing is our students • We operate in a competitive environment • Estate fit for purpose – Business School – Student Centre – Library

What is important to us

• The strap line • Innovation • Continuous improvement • Fair • Consistent • Respect • Sustainability

• • • • • • • • •

“Development that meets the needs of the present without compromising the ability of future generations to meet their own needs.”

UWE’s Carbon use has been reduced from 82.6 kg/sq.m to 61.2 kg/sq.m over the two years 2005/6 to 2006/7, target is now 30% reduction by 2011/12 To reduce the proportion of all journeys to campus made by single-occupancy car travel from 28% of all journeys in November 2007 to 23% by November 2009 To increase proportion of all journeys to campus made by bicycle from 4% in November 2007 to 6% by November 2009 5% reduction in paper use by 2012 (2005/6 base) Reduce water consumption per student head by 5% by 2012 (2005/6 base) 100% of the top 100 UWE suppliers (by spend) to be compliant with the UWE Sustainable Procurement Policy by 2012 5% reduction in waste produced per student head by 2011/12 (2006/7 base) 42% Reuse / Recycling rate by 2011/2012 Increase in the habitat diversity and abundance of indicator species on the UWE estate

Summary

• We have an ambitious agenda • We are looking for long term, effective partnerships • Our students are our top priority

UWE Estate: The Past and the Plans

Presentation by Douglas Smith Principal Surveyor

UWE Contractors Conference

• • • • • • • • • • Introduction The UWE Estate. Main sites, building stock, listed buildings.

Facilities department. Structure, who’s who, The team Organisation within the department. Maintenance , Projects, Design, Technical support, Safety/Quality The new Faculty Structure. Reduction of 9-5 Faculty's in 2007, Student experience. Planning the Estate. Master planning, new buildings / refurbishment, New learning environments.

Design process. In house design, Approved consultants, Procurement approach. Traditional architects designed, develop and Construct, Competitive tenders/negotiated/ term contract Programme of works. Capital works/ Strategic Maintenance/ Research. Planning and communications with framework contractors. Notification of projects.

Introduction

• Doug Smith BSc PG Dip MRICS • Estates Principal Surveyor • Lead on Projects Team • With UWE since 2000 • Thames Water Property Buildings Manager 1993-2000 • Local Government Public Buildings 1985 1993

The UWE Estate

• Four main sites • 212,000sq/m total area • Frenchay • Bower Ashton • Glenside • St Mathias • Others sites in Bristol, Hartpury, Bath, Swindon

The UWE Estate

• Frenchay/Bristol Business Park • Mixed building stock dating from early1970’s (asbestos issues) • Concrete frame/ cladding panel/flat roof • Steel frame/ brick or block clad • Timber frame modular (New nursery) • Load bearing cavity construction. (Felixstowe ct.) • Highly sustainable buildings 2005 onwards R block • 2000+ student village.

The UWE Estate

• Bower Ashton campus.

• Constructed 1960’s • Recent new building and part refurbishment of Campus.

• Further redevelopment to continue over next 5 years.

• Within conservation area. Ashton Court Estate • Single Faculty occupation

The UWE Estates

• Glenside Campus • Dating from mid 19 th century.

• Listed Buildings.

• Recent acquisition from the NHS • Significant Fabric and infrastructure renewal on going over next 5 years.

• Shared site with NHS. Public protection issues. • Student accommodation (300+)

The UWE Estate

• St Mathias campus • Mixed stock of buildings dating from mid 19 th century. Some Grade two Listed.

• Playing fields and sports facilities • Student accommodation ( 80+) • Dual Faculty occupation. • Sited in residential area restricted parking/access.

• Limited development opportunities

The Facilities department

• Structure of department • The Estates team • Who’s who • Location. Frenchay • building by pond.

Facilities Organisational Structure – Transition Period Chris Abbott

Director of Facilities PA to Director Pauline Heathcote Deputy Director of Facilities David Hopes Deputy Director of Facilities Connie Robertson

Doug Smith

Principal Surveyor

Mark Bagnall

Principal Engineer Team Leader Team Leader Team Leader Maintenance Team Leader Technical

Position Vacant

Surveyor (??)

Position Vacant

Engineer (??)

Robert Hill

Capital W orks (5428)

Ben Simpson

Surveyor (Student) (70009735)

Phil Lawrence

Surveyor (3192)

Graham Currie

Architectural Assistant (70009731)

Position Vacant

Surveyor (4104)

Position Vacant

Gerry Sayer (70011557)

Simon Brennan

Compliance Manager (3966)

Position Vacant

Student Placement (70009736)

Position Vacant

Electrical Engineer (3741)

David Grist

Surveyor (BA Project) (??)

Chris Humphries

Architectural Assistant (3871)

Richard Snelgrove

Mechanical Engineer (70009052)

Richard Bayley

Surveyor (3739)

Vaughan Castell

Surveyor (1379)

Ray Jones

(Temp) Surveyor (3742)

Joe Thorndyke

Admin Officer (3827)

Nigel Cooper

Mechanical Engineer (3012)

David Nolan

Electrical Engineer (3740)

Jeffrey Steeds

Surveyor (70011559)

Terence Field

Surveyor (70011555)

David Jones

(Temp) Mechanical Engineer (??)

Tess Gordelier

(Temp) Energy Engineer (??)

Simon Ho

Cable Engineer (70009732)

Position Vacant

Technical Manager (??)

Position Vacant

Safety Manager (70009851)

Nick Bell

(Temp) Safety Officer (??)

Phil Morgan

Architectural Technician (3797)

John Brennen

Clerk of W orks

John Carmack

Grounds Superintendent (3797)

Brian Wyatt

Team Leader (6121)

Mark Stone

Assistant Team Leader (6120)

Stephen Nicholson

(6117)

Michael White

(6087)

Frank Luckett

(6106)

Ronald Cox

(6167)

Vacancy

(6169)

D Cox

(70009291)

Steven West

(70009290)

George Baker

(70009956)

Vacancy

(6055)

Lyn Yard

Finance Officer (3126)

Melissa Pountney

Executive Officer (3877)

Erin Blight

Project Admin (70010305)

Ian Wagg

Finance Clerk (3429)

Glynda Harding

Departmental Secretary (70009098)

Sam Pool

Secretary / Receptionist (70009626)

Ndidika Ugbah

Secretary / Receptionist (4829)

Pip Duncan

Secretary / Receptionist (3219)

Carole Sylvester

Secretary / Receptionist (3218) Environment Mark W ebster Travel Planning & Transport Steve W ard Sport Stuart Vanstone Hospitality Services Peter Cockburn CETTS Karen W est Projects & Development Marie Cooke General Manager Operations Annette Blackburne Accommodation Services Viv Jowett New Village Rachael Tonge Community Liaison Heather Thomas Transport Distribution & Car Parks Chris Donnelly Sport Development Alex Isaac Sport Performance Richard Bennett Operations Helen W orboys Operations Jayne Seymour Projects Frans Dekker Central Examinations & Space Planning Manager Dawn Stephens Central Timetabling Manager Richard Norman Marketing, Sales & Conferences Jo Bailey CETTS Technologies Development Coordinator David Spiller Operations & Security Frenchay Dave Taylor Operations & Security Satellites Vacancy Operations & Security (Systems) Kate Best Cleaning Services Carol Baker Property Management Satellites Andy Keirle Administration (Vacant) Reception Eileen Kelly Property Management Frenchay (Vacant)

Organisation within the department.

Deputy Director of Facilities David Hopes

Mark Bagnall

Principal Engineer

Doug Smith

Principal Surveyor Team Leader Maintenance Team Leader Technical

Position Vacant

Surveyor (??)

Position Vacant

Engineer (??)

Robert Hill

Capital Works (5428)

Ben Simpson

Surveyor (Student) (70009735)

Phil Lawrence

Surveyor (3192)

Graham Currie

Architectural Assistant (70009731) • • • Maintenance team Projects team.

Design team.

• • Technical support.

Safety/Quality/Compliance • Administration /Finance.

Position Vacant

Surveyor (4104)

Position Vacant

Gerry Sayer (70011557)

Simon Brennan

Compliance Manager (3966)

Position Vacant

Student Placement (70009736)

Position Vacant

Electrical Engineer (3741)

David Grist

(BA Project) (??) Surveyor

Chris Humphries

Architectural Assistant (3871)

Richard Snelgrove

Mechanical Engineer (70009052)

Richard Bayley

Surveyor (3739)

Vaughan Castell

Surveyor (1379)

Ray Jones

(Temp) Surveyor (3742)

Joe Thorndyke

Admin Officer (3827)

Nigel Cooper

Mechanical Engineer (3012)

David Nolan

Electrical Engineer (3740)

Terence Field

Surveyor (70011555)

David Jones

Mechanical Engineer (??) (Temp)

Lyn Yard

Finance Officer (3126)

Melissa Pountney

Executive Officer (3877)

Ian Wagg

Finance Clerk (3429)

Glynda Harding

Departmental Secretary (70009098)

Erin Blight

Project Admin (70010305)

Sam Pool

Secretary / Receptionist (70009626) Secretary / Receptionist (4829)

Pip Duncan

Secretary / Receptionist (3219) Secretary / Receptionist (3218)

Tess Gordelier

(Temp) Energy Engineer (??)

Simon Ho

Cable Engineer (70009732)

Position Vacant

Technical Manager (??)

Position Vacant

Safety Manager (70009851)

Nick Bell

(Temp) Safety Officer (??)

Phil Morgan

Architectural Technician (3797)

John Brennen

Clerk of Works

John Carmack

Grounds Superintendent (3797)

Brian Wyatt

Team Leader (6121)

Mark Stone

Assistant Team Leader (6120)

Stephen Nicholson

(6117)

Michael White

(6087)

Frank Luckett

(6106)

Ronald Cox

(6167)

Vacancy

(6169)

D Cox

(70009291)

Steven West

(70009290)

George Baker

(70009956)

Vacancy

(6055)

New Faculty Structure

Up to 2007 9 Faculty’s FBE,CEMS,BBS,HLSS,EDU,AMD,HSC,LAW,FAS Post 2007 5 Faculty’s;- Environment &Technology, Bristol Business School, Life Sciences, Creative Arts, Social Science & Humanities • Reduction of 9-5 Faculty's implemented in 2007.

• Faculty planning objective to deliver an improved Student experience. • Linked with new teaching and Learning strategy.

• Implication for Estates strategy in both existing space and new buildings.

Estates Strategy

• Academic consultation process • Master planning process • New buildings / refurbishment, New learning environments.

• Consolidation on two sites. Frenchay Campus and Bower Ashton.

• Planned maintenance and Capital programmes • Research funded projects

Feasibility studies and Design

• Feasibility studies. In house.

• Design process. In house design, and management usual for refurbishment • Use of Approved consultants for majors works with UWE Facilities Project Managing.

Procurement approach

• Traditional architects designed for refurbishment projects • Develop and Construct for new build.

• EU procurement process.

• UWE financial Regulations.

• Competitive tenders/negotiated/ term contract.

• Procurement methods to be reviewed.

Sources of Construction Projects

• Programme of works.

• Capital works( £115m, R block, BA phase 2, Frenchay refurbishment, Library, Student centre ) • Strategic Maintenance • Successful Research bids. • Faculty funded projects

Notice of proposed works

• Planning and communications with framework contractors seen as essential.

• 6 Monthly briefing/ update desirable. • Large capital works . ( 6-12 months notice) • Major refurbishment works( £1-2 million 2 3 months notice usual) • Research funded. (variable) • Faculty Funded ( 1-2 months notice)

UWE: Built in Safety

Nick Bell, Construction Safety Manager

BSc(Hons) MIET MIIRSM RMaPS DipNEBOSH CMIOSH

Competence

• Principal/Main Contractors • Site Managers • Sub-Contractors

Outline

• Safety Objectives • Safety Requirements of Main/Principal Contractors • Performance Notices

Objectives

• Provide good quality facilities • Property is functional and attractive • Compliance with CDM 2007 • Encourage safe innovation • Projects are delivered successfully – Safety, time, budget, quality, sustainability

When it goes wrong

• Injuries • Increased cost • Delays • Business disruption & losses

When it goes wrong

“Safety Requirements for Principal Contractors”

• Consultation document on website: Link on ‘about the speakers’ • Expectations of safety management • Will be issued to all UWE construction contractors • Key points covered in talk

Safety objectives on site

• Compliance with safety standards – Protecting the public – Ensure contractors are working safely – Preventing nuisance – Using permits to work to control high risk jobs – Taking precautions with asbestos

Public Protection

UWE Contractors Pass

• Purpose • Obtaining a card – Attend weekly seminar – Provide: • Evidence of asbestos awareness training • CSCS card • Passport quality photo

UWE Contractors Pass

• Sub-contractors (and their sub-contractors) • No pass – no work • Exemptions/emergencies

UWE Facilities Safety Seminar

• Weekly • Introduction to UWE • Site safety rules • Overview of site-specific hazards • Not training

Asbestos

3 Topics • How UWE manages Asbestos • Training requirements • Co-ordination of remediation work

Asbestos Management Plan

• Type 2 Surveys & Register • Project planning.

• Information supplied to contractors

Asbestos Training

• What is UKATA?

• Why use UKATA?

• Refresher training • Accreditation by UKATA • www.ukata.org.uk

Asbestos Remediation Work

• In UWE, carried out by licensed contractors • Work completed before or during main contract • Supervised by Asbestos Consultants • Emergency action in case of damage to or discovery of asbestos

CSCS Cards

• Why CSCS?

• When?

• Affiliated Schemes – CPCS – CISRS etc.

• www.cscs.uk.com

Managing Safety on Site • 4 Topics

– Site Managers Training – Control of sub-contractors – Safety Documentation – Site Plans

Site Managers Training

• A critical safety role • Specific safety management training • Notifiable: CITB SMSTS • Non-notifiable project: CITB SSSTS • Exemptions (not a JCT contract & no sub contractors) • Supervisors CSCS Card

Control of sub-contractors

• Competency • Awareness of site conditions – Safety Seminar – Prior to appointment – Induction • Supervision

Safety Documentation

• Risk assessments, method statements etc.

• Access by operatives

Site Plans

• “A picture tells a thousand words” • Extremely useful tool • Fire safety, storage/waste, transport, first aid, site boundaries, access routes

Performance Notices

• Introduced July 2008 • Purpose is to raise standards and keep record of important instructions given • Possible link to KPI

Stop the bit of work you are doing and you cannot restart until Facilities have given approval An improvement needed – work can continue Good work!

Instructions for Issuing Notices

• Top (white) copy given to contractor in charge of project • Pink copy sent to their head office • Contractor records corrective action on the white copy and return to Facilities Dept. within 24 hours

Sharing best practice

• Green Cards • Photos • Newsletter

Future developments

• Health and Safety Files • Environmental Management • Permit-to-Work System

Peaks and troughs...

Summer Events at Frenchay

• Summer Camps • Conferences • UK School Games.

• Exam Resists • Clearing • Open days

Annual review

• Insurances • Safety performance – Accidents/incidents – Enforcement action • Training matrix • Review of KPI • Financial health

Summary

• Competency • Safety requirements placed on contractors to manage ‘interface’ with UWE • Control of sub-contractors

Framework/Tenders

Presentation by Simon Brennan Compliance Manager

Discussion Points

• Tender Strategy • Tender Evaluation • Key Performance Indicators • The Future

UWE Tender Strategy

• Framework Contract • Long Term Relationship

Contracts we use

• JCT 2005 suite • NBS Standard Preliminaries

Why do we need contracts?

• Level playing field • Familiarity • Standard Practice • Reflects current law

Tender Document - Structure

• Section A – Invitation to Tender • Section B – Form of Tender • Section C – Form of Contract • Section D – Addendum • Section E – Appendices • Section F - Drawings

Tender Document – New Build

• Design & Build • Single Stage or Two Stage

Tender evaluation

• Purpose of tender evaluation • Transparent and objective • Best value vs lowest cost • Seeking continuous improvement • Aligning construction procurement with ethos of University

Tender evaluation

• Experience • Value for money • Skills & Training • Health & Safety Competency • Sustainability

Tender evaluation

• Experience

“Quality Not Quantity”

Tender evaluation

• Value for Money

“Quantifiable Analysis”

Tender evaluation

• Skills and Training

“Site Management Competence”

Tender evaluation

• Health and Safety Competency

“Safety Culture”

Tender evaluation

• Sustainability

“The Wider Picture”

Tender evaluation

• Feedback welcome • If we change the template, we will let you know

Key Performance Indicators

• Purpose of KPI’s • Current position

Key Performance Indicators

• Health & Safety Performance • Client Satisfaction • Value for Money • Quality • Time • Sustainability

What will the future hold?

• Contracts • Standard NBS Specification • Standard O&M Manual / H&S File Structure • Electronic Tendering • Collaborative Working Portal System • Diversity & Equality

Round up

• Consistency & Standardization • Raising the Bar • Better Together