Introduction Helen Baker Head of Procurement
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Introduction
Helen BakerHead of Procurement
WELCOME
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Presentation by
John RushforthDeputy Vice Chancellor
UWE Contractors ConferenceOpening Address
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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
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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
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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
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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
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What is important to us
• The strap line
• Innovation
• Continuous improvement
• Fair
• Consistent
• Respect
• Sustainability
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“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
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Summary
• We have an ambitious agenda
• We are looking for long term, effective partnerships
• Our students are our top priority
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Presentation by
Douglas SmithPrincipal Surveyor
UWE Estate: The Past and the Plans
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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.
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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
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The UWE Estate
• Four main sites• 212,000sq/m total area • Frenchay• Bower Ashton • Glenside• St Mathias• Others sites in Bristol, Hartpury, Bath,
Swindon
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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.
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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
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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+)
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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
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The Facilities department
• Structure of department
• The Estates team
• Who’s who
• Location. Frenchay
• building by pond.
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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
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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.
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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
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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
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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.
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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.
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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
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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)
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Nick Bell, Construction Safety Manager BSc(Hons) MIET MIIRSM RMaPS DipNEBOSH CMIOSH
UWE: Built in Safety
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• Principal/Main Contractors
• Site Managers
• Sub-Contractors
Competence
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• Safety Objectives
• Safety Requirements of Main/Principal Contractors
• Performance Notices
Outline
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• 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
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• Injuries
• Increased cost
• Delays
• Business disruption & losses
When it goes wrong
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When it goes wrong
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• 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”
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• 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
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Public Protection
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• Purpose
• Obtaining a card– Attend weekly seminar
– Provide:• Evidence of asbestos awareness training
• CSCS card
• Passport quality photo
UWE Contractors Pass
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• Sub-contractors (and their sub-contractors)
• No pass – no work
• Exemptions/emergencies
UWE Contractors Pass
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• Weekly
• Introduction to UWE
• Site safety rules
• Overview of site-specific hazards
• Not training
UWE Facilities Safety Seminar
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3 Topics
• How UWE manages Asbestos
• Training requirements
• Co-ordination of remediation work
Asbestos
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• Type 2 Surveys & Register
• Project planning.
• Information supplied to contractors
Asbestos Management Plan
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• What is UKATA?
• Why use UKATA?
• Refresher training
• Accreditation by UKATA
• www.ukata.org.uk
Asbestos Training
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• 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
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• Why CSCS?
• When?
• Affiliated Schemes– CPCS
– CISRS etc.
• www.cscs.uk.com
CSCS Cards
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• 4 Topics– Site Managers Training
– Control of sub-contractors
– Safety Documentation
– Site Plans
Managing Safety on Site
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• 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
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• Competency
• Awareness of site conditions– Safety Seminar
– Prior to appointment
– Induction
• Supervision
Control of sub-contractors
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• Risk assessments, method statements etc.
• Access by operatives
Safety Documentation
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• “A picture tells a thousand words”
• Extremely useful tool
• Fire safety, storage/waste, transport, first aid, site boundaries, access routes
Site Plans
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• Introduced July 2008
• Purpose is to raise standards and keep record of important instructions given
• Possible link to KPI
Performance Notices
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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!
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• 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
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• Green Cards
• Photos
• Newsletter
Sharing best practice
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• Health and Safety Files
• Environmental Management
• Permit-to-Work System
Future developments
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Peaks and troughs...
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• Summer Camps
• Conferences
• UK School Games.
• Exam Resists
• Clearing
• Open days
Summer Events at Frenchay
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• Insurances
• Safety performance– Accidents/incidents
– Enforcement action
• Training matrix
• Review of KPI
• Financial health
Annual review
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• Competency
• Safety requirements placed on contractors to manage ‘interface’ with UWE
• Control of sub-contractors
Summary
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Presentation by
Simon BrennanCompliance Manager
Framework/Tenders
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• Tender Strategy
• Tender Evaluation
• Key Performance Indicators
• The Future
Discussion Points
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• Framework Contract
• Long Term Relationship
UWE Tender Strategy
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• JCT 2005 suite
• NBS Standard Preliminaries
Contracts we use
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• Level playing field
• Familiarity
• Standard Practice
• Reflects current law
Why do we need contracts?
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• 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
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• Design & Build
• Single Stage or Two Stage
Tender Document – New Build
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• Purpose of tender evaluation
• Transparent and objective
• Best value vs lowest cost
• Seeking continuous improvement
• Aligning construction procurement with ethos of University
Tender evaluation
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• Experience
• Value for money
• Skills & Training
• Health & Safety Competency
• Sustainability
Tender evaluation
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• Experience
“Quality Not Quantity”
Tender evaluation
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• Value for Money
“Quantifiable Analysis”
Tender evaluation
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• Skills and Training
“Site Management Competence”
Tender evaluation
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• Health and Safety Competency
“Safety Culture”
Tender evaluation
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• Sustainability
“The Wider Picture”
Tender evaluation
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• Feedback welcome
• If we change the template, we will let you know
Tender evaluation
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• Purpose of KPI’s
• Current position
Key Performance Indicators
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• Health & Safety Performance
• Client Satisfaction
• Value for Money
• Quality
• Time
• Sustainability
Key Performance Indicators
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• 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?
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• Consistency & Standardization
• Raising the Bar
• Better Together
Round up