Planned Works. Technical officers will be available to discuss with schools their planned maintenance requirements and to advise and assist in identifying and prioritising works of a planned nature. Such advice and assistance will take account of: – Schools priorities. – Forward maintenance Plans. – Risk Assessments. – Specialist Survey Reports (e.g. asbestos, legionella, electrical and mechanical). A list of lead technical support officers, who will assist schools on the above, are contained in Appendix 2. Where a school has a requirement for planned work to be undertaken Sandwell Property Care will allocate a Technical Officer who will be responsible for liaising with the school and who will be responsible for, where applicable, the following actions and requirements: ▪ Determining and assisting the school in preparing a project brief detailing the schools requirements, programme and available budget. This information will be confirmed, in writing, to the school within an agreed time period. ▪ Arranging for a feasibility study to be undertaken to identify the options available and their costs and to verify and confirm that the requirements of the school can be delivered in full, within the required programme and available budget. ▪ To identify and advise a school on the need for any specialist surveys that may be required to be undertaken, which may include for example an asbestos survey. ▪ Determining the need for planning permission and making such submissions where required. ▪ Advise the school on health and safety requirements e.g. whether project, under Construction Design and Management Regulations, is notifiable or non- notifiable to the Health and Safety Executive and if notifiable the requirement to appoint a C.D.M. Planning Co-ordinator. ▪ Upon submission of proposals to a school, seeking confirmation that design of works may commence. ▪ Where approval is given by a school to proceed to the design stage, to prepare where applicable drawings, specifications, bills of quantity and schedules of work. ▪ To submit design proposals to the school and obtain written confirmation of agreement to submitted proposals. ▪ To obtain approval to obtain quotations/tenders. ▪ In consultation with the school the selection of competent and appropriate contractors who will be invited to submit quotations/tenders. ▪ Preparation of contract documentation, which will also incorporate health and safety documentation which as a minimum will include Designer Risk Assessments and asbestos information. ▪ Obtaining quotations/tenders based upon lump sums or schedules of rates and reporting on costs to the school. ▪ With agreement from the school, the appointment of a contractor. ▪ Management of the on site construction works, which will include holding pre- commencement and where considered necessary periodic site meetings. ▪ The financial administration of the contract. ▪ Quality control of on site works. ▪ Handover of completed works to the school, which will include where necessary instruction on the use of equipment and plant. ▪ Prior to the appointment of a contractor to undertake planned works, a school will be requested to provide a ▇▇▇▇ order number to cover the contractor’s costs in carrying out the required works.
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