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WELCOME
Introduction Helen Baker Head of
Procurement
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UWE Contractors Conference Opening Address
Presentation by John Rushforth Deputy Vice
Chancellor
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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 Universitys 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 Universitys 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.

• UWEs 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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UWE Estate The Past and the Plans
Presentation by Douglas Smith Principal
Surveyor
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UWE Contractors Conference

• Introduction
• The UWE Estate. Main sites, building stock,
  listed buildings.
• Facilities department. Structure, whos 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 early1970s
  (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 1960s
• 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
• Whos who
• Location. Frenchay
• building by pond.

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Facilities Organisational Structure Transition
Period
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Organisation within the department.

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

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New Faculty Structure
Up to 2007 9 Facultys FBE,CEMS,BBS,HLSS,EDU,AMD,H
SC,LAW,FAS Post 2007 5 Facultys- 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.

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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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UWE Built in Safety
Nick Bell, Construction Safety Manager BSc(Hons)
MIET MIIRSM RMaPS DipNEBOSH CMIOSH
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Competence

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

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Outline

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

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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

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When it goes wrong

• Injuries
• Increased cost
• Delays
• Business disruption losses

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When it goes wrong
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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

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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

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Public Protection
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UWE Contractors Pass

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

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UWE Contractors Pass

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

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UWE Facilities Safety Seminar

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

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Asbestos

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

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Asbestos Management Plan

• Type 2 Surveys Register
• Project planning.
• Information supplied to contractors

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Asbestos Training

• What is UKATA?
• Why use UKATA?
• Refresher training
• Accreditation by UKATA
• www.ukata.org.uk

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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

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CSCS Cards

• Why CSCS?
• When?
• Affiliated Schemes
• CPCS
• CISRS etc.
• www.cscs.uk.com

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Managing Safety on Site

• 4 Topics
• Site Managers Training
• Control of sub-contractors
• Safety Documentation
• Site Plans

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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

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Control of sub-contractors

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

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Safety Documentation

• Risk assessments, method statements etc.
• Access by operatives

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Site Plans

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

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Performance Notices

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

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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

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Sharing best practice

• Green Cards
• Photos
• Newsletter

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Future developments

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

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Peaks and troughs...
Construction Activity
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Summer Events at Frenchay

• Summer Camps
• Conferences
• UK School Games.
• Exam Resists
• Clearing
• Open days

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Annual review

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

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Summary

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

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Framework/Tenders
Presentation by Simon Brennan Compliance
Manager
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Discussion Points

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

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UWE Tender Strategy

• Framework Contract
• Long Term Relationship

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Contracts we use

• JCT 2005 suite
• NBS Standard Preliminaries

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Why do we need contracts?

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

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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

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Tender Document New Build

• Design Build
• Single Stage or Two Stage

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Tender evaluation

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

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Tender evaluation

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

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Tender evaluation

• Experience
• Quality Not Quantity

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Tender evaluation

• Value for Money
• Quantifiable Analysis

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Tender evaluation

• Skills and Training
• Site Management Competence

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Tender evaluation

• Health and Safety Competency
• Safety Culture

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Tender evaluation

• Sustainability
• The Wider Picture

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Tender evaluation

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

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Key Performance Indicators

• Purpose of KPIs
• Current position

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Key Performance Indicators

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

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What will the future hold?

• Contracts
• Standard NBS Specification
• Standard OM Manual / HS File Structure
• Electronic Tendering
• Collaborative Working Portal System
• Diversity Equality

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Round up

• Consistency Standardization
• Raising the Bar
• Better Together