Introduction

Helen BakerHead of Procurement

WELCOME

Presentation by

John RushforthDeputy Vice Chancellor

UWE Contractors ConferenceOpening Address

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

Presentation by

Douglas SmithPrincipal Surveyor

UWE Estate: The Past and the Plans

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 19th

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 19th 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

Pip DuncanSecretary /

Receptionist (3219)

Chris AbbottDirector of Facilities

Mark BagnallPrincipal Engineer

Doug Smith

Principal Surveyor

Vaughan Castell Surveyor

(1379)

Richard Bayley Surveyor

(3739)

David Grist Surveyor

(BA Project)(??)

Richard Snelgrove Mechanical

Engineer(70009052)

Ray Jones (Temp)

Surveyor (3742)

Position Vacant Student

Placement(70009736)

Position Vacant Electrical Engineer

(3741)

Joe ThorndykeAdmin Officer

(3827)

Melissa Pountney

Executive Officer (3877)

Glynda HardingDepartmental

Secretary (70009098)

Lyn YardFinance Officer

(3126)

Ian WaggFinance Clerk

(3429)

Erin BlightProject Admin

(70010305)

Nigel CooperMechanical

Engineer (3012)

Chris HumphriesArchitectural

Assistant (3871)

David Jones (Temp)

Mechanical Engineer

(??)

Terence FieldSurveyor

(70011555)

Phil MorganArchitectural

Technician (3797)

Jeffrey SteedsSurveyor

(70011559)

David NolanElectrical

Engineer (3740)

Ronald Cox(6167)

Stephen Nicholson

(6117)

Brian WyattTeam Leader

(6121)

Vacancy(6055)

Frank Luckett(6106)

Michael White(6087)

John CarmackGrounds

Superintendent (3797)

Mark StoneAssistant Team

Leader (6120)

Vacancy(6169)

D Cox(70009291)

George Baker(70009956)

Steven West(70009290)

Position VacantSafety Manager

(70009851)

Position VacantTechnical Manager

(??)

Simon HoCable Engineer

(70009732)

Tess Gordelier (Temp)

Energy Engineer (??)

Nick Bell (Temp)Safety Officer (??)

Position Vacant Surveyor

(??)

Position Vacant Engineer

(??)

Team LeaderMaintenance

Team LeaderTechnical

Team Leader

Sam PoolSecretary /

Receptionist (70009626)

Ndidika UgbahSecretary /

Receptionist (4829)

Carole SylvesterSecretary /

Receptionist (3218)

Simon Brennan Compliance

Manager(3966)

Ben Simpson Surveyor (Student)

(70009735)

Robert Hill Capital Works

(5428)

Phil Lawrence Surveyor

(3192)

Position Vacant Surveyor

(4104)

Position Vacant Gerry Sayer (70011557)

Graham CurrieArchitectural

Assistant (70009731)

Team Leader

AccommodationServices

Viv Jowett

PropertyManagement

SatellitesAndy Keirle

Administration(Vacant)

ReceptionEileen Kelly

New VillageRachael Tonge

PropertyManagement

Frenchay(Vacant)

Community LiaisonHeather Thomas

SportStuart Vanstone

Projects &DevelopmentMarie Cooke

CETTSKaren West

HospitalityServices

Peter Cockburn

SportPerformance

Richard Bennett

SportDevelopment

Alex Isaac

Marketing, Sales & Conferences

Jo Bailey

ProjectsFrans Dekker

OperationsJayne Seymour

CETTSTechnologiesDevelopmentCoordinatorDavid Spiller

Central TimetablingManager

Richard Norman

Central Examinations & Space Planning

ManagerDawn Stephens

EnvironmentMark Webster

Travel Planning& TransportSteve Ward

OperationsHelen Worboys

TransportDistribution &

Car ParksChris Donnelly

PA toDirector

Pauline Heathcote

Deputy Director ofFacilities

Connie Robertson

Operations & SecurityFrenchay

Dave Taylor

Operations & SecuritySatellitesVacancy

Operations & Security (Systems)

Kate Best

Cleaning ServicesCarol Baker

General Manager Operations

Annette Blackburne

John BrennenClerk of Works

Deputy Director ofFacilities

David Hopes

Pip DuncanSecretary /

Receptionist (3219)

Mark BagnallPrincipal Engineer

Doug SmithPrincipal Surveyor

Vaughan Castell Surveyor

(1379)

Richard Bayley Surveyor

(3739)

David Grist Surveyor (BA Project)

(??)

Richard Snelgrove Mechanical Engineer

(70009052)

Ray Jones (Temp)Surveyor

(3742)

Position Vacant Student Placement

(70009736)

Position Vacant Electrical Engineer

(3741)

Joe ThorndykeAdmin Officer

(3827)

Melissa PountneyExecutive Officer

(3877)

Glynda HardingDepartmental

Secretary (70009098)

Lyn YardFinance Officer (3126)

Ian WaggFinance Clerk (3429)

Erin BlightProject Admin

(70010305)

Nigel CooperMechanical Engineer

(3012)

Chris HumphriesArchitectural Assistant

(3871)

David Jones (Temp)Mechanical Engineer

(??)

Terence FieldSurveyor (70011555)

Phil MorganArchitectural

Technician (3797)

Jeffrey SteedsSurveyor (70011559)

David NolanElectrical Engineer

(3740)

Ronald Cox(6167)

Stephen Nicholson(6117)

Brian WyattTeam Leader (6121)

Vacancy(6055)

Frank Luckett(6106)

Michael White(6087)

John CarmackGrounds

Superintendent (3797)

Mark StoneAssistant Team

Leader(6120)

Vacancy(6169)

D Cox(70009291)

George Baker(70009956)

Steven West(70009290)

Position VacantSafety Manager

(70009851)

Position VacantTechnical Manager

(??)

Simon HoCable Engineer

(70009732)

Tess Gordelier (Temp)

Energy Engineer (??)

Nick Bell (Temp)Safety Officer (??)

Position Vacant Surveyor

(??)

Position Vacant Engineer

(??)

Team LeaderMaintenance

Team LeaderTechnical

Team Leader

Sam PoolSecretary /

Receptionist (70009626)

Ndidika UgbahSecretary /

Receptionist (4829)

Carole SylvesterSecretary /

Receptionist (3218)

Simon Brennan Compliance Manager

(3966)

Ben Simpson Surveyor (Student)

(70009735)

Robert Hill Capital Works(5428)

Phil Lawrence Surveyor

(3192)

Position Vacant Surveyor

(4104)

Position Vacant Gerry Sayer(70011557)

Graham CurrieArchitectural Assistant

(70009731)

Team Leader

John BrennenClerk of Works

Deputy Director ofFacilities

David Hopes

Pip DuncanSecretary /

Receptionist (3219)

Mark BagnallPrincipal Engineer

Doug SmithPrincipal Surveyor

Vaughan Castell Surveyor

(1379)

Richard Bayley Surveyor

(3739)

David Grist Surveyor (BA Project)

(??)

Richard Snelgrove Mechanical Engineer

(70009052)

Ray Jones (Temp)Surveyor

(3742)

Position Vacant Student Placement

(70009736)

Position Vacant Electrical Engineer

(3741)

Joe ThorndykeAdmin Officer

(3827)

Melissa PountneyExecutive Officer

(3877)

Glynda HardingDepartmental

Secretary (70009098)

Lyn YardFinance Officer (3126)

Ian WaggFinance Clerk (3429)

Erin BlightProject Admin

(70010305)

Nigel CooperMechanical Engineer

(3012)

Chris HumphriesArchitectural Assistant

(3871)

David Jones (Temp)Mechanical Engineer

(??)

Terence FieldSurveyor (70011555)

Phil MorganArchitectural

Technician (3797)

Jeffrey SteedsSurveyor (70011559)

David NolanElectrical Engineer

(3740)

Ronald Cox(6167)

Stephen Nicholson(6117)

Brian WyattTeam Leader (6121)

Vacancy(6055)

Frank Luckett(6106)

Michael White(6087)

John CarmackGrounds

Superintendent (3797)

Mark StoneAssistant Team

Leader(6120)

Vacancy(6169)

D Cox(70009291)

George Baker(70009956)

Steven West(70009290)

Position VacantSafety Manager

(70009851)

Position VacantTechnical Manager

(??)

Simon HoCable Engineer

(70009732)

Tess Gordelier (Temp)

Energy Engineer (??)

Nick Bell (Temp)Safety Officer (??)

Position Vacant Surveyor

(??)

Position Vacant Engineer

(??)

Team LeaderMaintenance

Team LeaderTechnical

Team Leader

Sam PoolSecretary /

Receptionist (70009626)

Ndidika UgbahSecretary /

Receptionist (4829)

Carole SylvesterSecretary /

Receptionist (3218)

Simon Brennan Compliance Manager

(3966)

Ben Simpson Surveyor (Student)

(70009735)

Robert Hill Capital Works(5428)

Phil Lawrence Surveyor

(3192)

Position Vacant Surveyor

(4104)

Position Vacant Gerry Sayer(70011557)

Graham CurrieArchitectural Assistant

(70009731)

Team Leader

John BrennenClerk of Works

Deputy Director ofFacilities

David Hopes

Organisation within the department.

• Maintenance team• Projects team.• Design team.• Technical support.• Safety/Quality/Compliance• Administration /Finance.

New Faculty Structure

• 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.

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

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)

Nick Bell, Construction Safety Manager BSc(Hons) MIET MIIRSM RMaPS DipNEBOSH CMIOSH

UWE: Built in Safety

• Principal/Main Contractors

• Site Managers

• Sub-Contractors

Competence

• Safety Objectives

• Safety Requirements of Main/Principal Contractors

• Performance Notices

Outline

• 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

Objectives

• Injuries

• Increased cost

• Delays

• Business disruption & losses

When it goes wrong

When it goes wrong

• 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 Requirements for Principal Contractors”

• 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

Safety objectives on siteS

afet

y R

ules

Public Protection

• 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 Contractors Pass

• Weekly

• Introduction to UWE

• Site safety rules

• Overview of site-specific hazards

• Not training

UWE Facilities Safety Seminar

3 Topics

• How UWE manages Asbestos

• Training requirements

• Co-ordination of remediation work

Asbestos

• Type 2 Surveys & Register

• Project planning.

• Information supplied to contractors

Asbestos Management Plan

• What is UKATA?

• Why use UKATA?

• Refresher training

• Accreditation by UKATA

• www.ukata.org.uk

Asbestos Training

• 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

Asbestos Remediation Work

• Why CSCS?

• When?

• Affiliated Schemes– CPCS

– CISRS etc.

• www.cscs.uk.com

CSCS Cards

• 4 Topics– Site Managers Training

– Control of sub-contractors

– Safety Documentation

– Site Plans

Managing Safety on Site

• 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

Site Managers Training

• Competency

• Awareness of site conditions– Safety Seminar

– Prior to appointment

– Induction

• Supervision

Control of sub-contractors

• Risk assessments, method statements etc.

• Access by operatives

Safety Documentation

• “A picture tells a thousand words”

• Extremely useful tool

• Fire safety, storage/waste, transport, first aid, site boundaries, access routes

Site Plans

• Introduced July 2008

• Purpose is to raise standards and keep record of important instructions given

• Possible link to KPI

Performance Notices

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!

• 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

Instructions for Issuing Notices

• Green Cards

• Photos

• Newsletter

Sharing best practice

• Health and Safety Files

• Environmental Management

• Permit-to-Work System

Future developments

Peaks and troughs...

• Summer Camps

• Conferences

• UK School Games.

• Exam Resists

• Clearing

• Open days

Summer Events at Frenchay

• Insurances

• Safety performance– Accidents/incidents

– Enforcement action

• Training matrix

• Review of KPI

• Financial health

Annual review

• Competency

• Safety requirements placed on contractors to manage ‘interface’ with UWE

• Control of sub-contractors

Summary

Presentation by

Simon BrennanCompliance Manager

Framework/Tenders

• Tender Strategy

• Tender Evaluation

• Key Performance Indicators

• The Future

Discussion Points

• Framework Contract

• Long Term Relationship

UWE Tender Strategy

• JCT 2005 suite

• NBS Standard Preliminaries

Contracts we use

• Level playing field

• Familiarity

• Standard Practice

• Reflects current law

Why do we need contracts?

• 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 - Structure

• Design & Build

• Single Stage or Two Stage

Tender Document – New Build

• 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

Tender evaluation

• Purpose of KPI’s

• Current position

Key Performance Indicators

• Health & Safety Performance

• Client Satisfaction

• Value for Money

• Quality

• Time

• Sustainability

Key Performance Indicators

• Contracts

• Standard NBS Specification

• Standard O&M Manual / H&S File Structure

• Electronic Tendering

• Collaborative Working Portal System

• Diversity & Equality

What will the future hold?

• Consistency & Standardization

• Raising the Bar

• Better Together

Round up