Estates Operations and Maintenance Practice Guidance Note PFI and Non NTW Sites Guidance V01. Planned Review December 2019.

Transcription

1 Estates Operatins and Maintenance Practice Guidance Nte PFI and Nn NTW Sites Guidance V01 Date Issued Issue 1 Dec 16 Issue 2 Nv 17 Planned Review December 2019 E-PGN-32 Part f NTW(O)32 Estates Operatins and Maintenance Plicy Authr / Designatin Respnsible Officer / Designatin Paul McCabe Head f Estates and Facilities Malclm Aistn Directr f Estates and Facilities Cntents Sectin Descriptin Page N 1 Intrductin 1 2 Scpe 1 3 Statement 2 4 Definitins 2 5 Respnsibilities 3 6 Guidance 4 7 Audit 5 8 References 5 Appendices listed separate t PGN Dcument N: Descriptin Issue Issue Date Review Date Appendix 1 Equipment List St Gerge s Park 2 Nv 17 Dec 19 Appendix 2 Equipment List Walkergate Park 2 Nv 17 Dec 19 Appendix 3 Sample Minr Wrks Frm Clugstns 2 Nv 17 Dec 19 Appendix 4 Sample Minr Wrks Frm - Rbertsns 2 Nv 17 Dec 19 Appendix 5 Brief Guide t Services 2 Nv 17 Dec 19

2 1 Intrductin 1.1 The Private Finance Initiative (PFI) is a prcurement methd which enables the public sectr t access private sectr expertise and resurces in rder t deliver public sectr infrastructure and services accrding t a specificatin designed by the public sectr. 1.2 Service Level Agreements () are frmal agreements between the Trust and ther NHS Trusts t access services and premises. Payment terms are agreed fr bth types f agreements, with s being typically a few years, and Private Finance Initiatives being 30 years. 2 Scpe 2.1 This PGN cvers the fllwing agreements with ther NHS and private bdies:- Lcatin Type f Agreement Service Prvider Alnwick Infirmary Nrthumbria Healthcare NHS Fundatin Trust Bensham Hspital Gateshead Healthcare NHS Fundatin Trust Berwick Infirmary Nrthumbria Healthcare NHS Fundatin Trust Campus fr Ageing and Vitality Sir G B Hunter Memrial Hspital Newcastle Upn Tyne NHS Fundatin Trust Nrthumbria Healthcare NHS Fundatin Trust Mlineux Street Newcastle Upn Tyne NHS Fundatin Trust Mnktn Hall Suth Tyneside NHS Fundatin Trust Palmer Hspital Suth Tyneside NHS Fundatin Trust RVI Ward 31a Newcastle Upn Tyne NHS Fundatin Trust St Gerges Hspital Suth Tyneside District Hspital Tranwell Unit QE Hspital PFI Rbertsns Health St Gerges Ltd Suth Tyneside NHS Fundatin Trust Gateshead Healthcare NHS Fundatin Trust Walkergate Park PFI Semperian Asset Management/Clugstns FM 1

3 3 Statement 3.1 (the Trust/NTW) is cmmitted t the effective management and mnitring f the s and PFIs Agreements in rder t secure best value fr the Trust and ensure the envirnments are safe and meet the needs f patients, staff and visitrs. 3.2 The Trust will ensure that the Estates Department is supprted by the resurces required t meet these bjectives. 3.3 The Trust will appint a Trust Representative wh will act as a single pint f cntact fr bth PFI Agreements. He has the sle authrity t act n behalf f the Trust in relatin t the Prject Operatins. 4 Definitins 4.1 PFI Private Finance Initiative The Gvernment backed scheme t encurage partnership with the private sectr. 4.2 SPV Special Purpse Vehicle The Cmpany frmed t finance the Private Finance Initiatives Agreement. 4.3 Prject C The Managers f the Private Finance Initiatives Agreement n behalf f the Special Purpse Vehicle Service Level Agreements. 4.5 Trust Representative The appinted representative f the Trust. 4.6 FM Cmpany Emplyed by Prject C t manage the Hard FM Services n their behalf. 2

4 5 Respnsibilities 5.1 Head f Estates and Facilities The Head f Estates and Facilities is respnsible fr the executin f this practice guidance nte (PGN) and ensuring the appintment f the Trust Representative. 5.2 Estates Operatinal Managers The Estates Operatinal Managers are respnsible fr ensuring any wrks which are required at Service Level Agreements r Private Finance Initiatives sites are directed thrugh the apprpriate channels. 5.3 Respnsible Officer (Estates) The Respnsible Officer will have accuntability fr ensuring the requirements f this PGN are met. The Respnsible Officer is the Estates Officer (Prperty). 5.4 Estates Maintenance Staff All Estates trade staff must: Fllw the requirements f this Plicy Reprt t the relevant FM Cmpany n arrival at each PFI site Cmply with their legal duty t take care f their wn health and safety and that f thers whilst wrking within any PFIs r s prperty Execute due diligence in appraching all tasks as if they were accessing an NHS perated facility. 5.5 Cntractrs External sub-cntractrs shuld nt be brught nt any PFIs r s premises withut the relevant Health and Safety, Methd Statements and site inductins Access t these sites will be at the discretin f the FM Cmpanies r the relevant s prvider All subcntractrs are t cmply with lcal rules gverning the site t which they are attending, and must have an up-t-date lcal site inductin. 3

5 5.6 Capital Prjects The Capital Prjects Team shuld ensure that any prpsed alteratins r develpments are ntified t the Trust Representative prir t any wrks being carried ut n site There is a cntractual bligatin fr Prject C t infrm the funding bdy f any majr alteratins via the Variatin Prcess. This applies t all material changes t the building ver 5,000. Any alteratins nt ntified t Prject C will put the Trust in breach f cntract. 6 Guidance 6.1 The Trust Representative is respnsible fr enfrcing the cntractual bligatins f the Private Finance Initiatives Agreements, fr mnitring all failures t cmply with Service Level Specificatin and fr levying penalties. 6.2 The Service Level Agreements are the respnsibility f the Estates Officers (Prperty). The FM Cntractr is respnsible fr carrying ut all site peratins with regard t hard FM services, as set ut in the Cntract. This includes rutine maintenance PPM s n engineering services and building fabric, reactive maintenance requests, pest cntrl services, maintenance f hard landscaping and windw cleaning. In additin t this, the FM cmpanies take respnsibility fr the Health and Safety n their sites, Fire Safety and the Energy Efficiency. 6.3 cmmnly classified as Grup 1 equipment, whilst the St Gerges cntract cvers Grup 1 and Grup 2 equipment. Please see Appendix 1 and 2 fr details. 6.4 Helpdesk n Private Finance Initiatives sites this is used t reprt all failures f the Service Level Specificatin whether this will be a request fr ad hc pest visits, any reactive maintenance issues and any breaches f Health and Safety. 6.5 T cntact the helpdesk please use the fllwing numbers: Walkergate Park Out f hurs Emergency cntacts: Rnnie Kewley Peter Stut St Gerges prperties

6 Exceptins the agreements d nt cver the fllwing: Sft landscaping including grass cutting Litter picking (St Gerges nly) Gritting/snw clearance (St Gerges nly) Maintenance/call uts t kitchen equipment (Walkergate nly) 6.6 Minr wrks requests fr all Private Finance Initiative sites must be prcessed thrugh the Trust Representative. This ensures that each request is assessed fr value fr mney and t ensure it fits in with the needs f the estates strategy. A sample minr wrks frm is included in Appendix 3 and Fr all Service Level Agreements an enquiry must be addressed t the estates helpdesk. As the Service Level Agreements are with different NHS Trusts, their respnsibilities differ by Trust. Please check with the Estates Officers (Prperty) fr details n specific sites. 7 Audit 7.1 An audit is carried ut annually n the effective mnitring f the agreements by the Estates Department. 8 References Brief Guide t Equipment cvered at St Gerges; Brief guide t Equipment cvered at Walkergate Park; Sample minr wrks frms Clugstns; Sample minr wrks frms Rbertsns; Brief Guide t Services. 5