Service Description

For the maintenance of their buildings and services it is essential that schools obtain professional advice to ensure compliance with relevant health and safety regulations and other current property related legislation.    

The emphasis of this service is the management and administration of value for money responsive repairs and service contracts for building, plant and equipment within schools.  This will be delivered by qualified property professionals using procedures and processes, which are carefully monitored in accordance with our service standards.  

SLA services offered

Core Service - Annual SLA Charge 

This covers services which must be carried out to enable the school's governing body to discharge its legal duties relating to the property in its care, consistent with the Council's Scheme for Financing Schools. They are either statutory or needed to protect the school's buildings, or for reasons of value for money, probity or good practice.  

The core service provides advice on building and energy related matters, plus the management of school procured planned maintenance detailed in the adjacent table, using suitably qualified contractors.   

Prioritised responsive repairs are procured directly by FM as part of the service and costs recharged to schools on receipt of a contractor's application for payment with fees charged at a rate of 10%.  Responsive repairs over £10k are deemed to be projects and charged at the appropriate design and project management price band.  

The core service also includes a 24-hour call out facility, which gives schools the ability to mobilise contractors outside of normal working hours to deal with any building related emergencies.  

The service is managed by a dedicated member of the FM projects team, who will co-ordinate responsive repairs and provide a single point of contact, supported by the FM Helpdesk, the front-door to the wider FM team including Engineers, Surveyors and Project and Contract Managers. 

Heating & controls	✔	PAT Testing	✔
Ventilation & Air Conditioning	✔	Emergency Lighting	✔
Domestic Water Services	✔	Lightning Protection	✔
Fire protection services	✔	Electrical Installations	✔

The core service also incorporates building maintenance compliance, including management of asbestos and water safety and review of certification upon satisfactory completion of work.  

The service also covers  the provision of Display Energy Certificates (DEC's) and the procurement of energy using the Council's corporate utilities contracts, typically providing significant savings over the normal tariffs that are available to schools currently purchasing utilities on an individual basis. 

Supplementary Services for purchase on an Ad Hoc Basis 

FM offers a full range of 'soft' FM services including:  security guarding and keyholding, Multi-Functional Devices for printing, copying and scanning, graphic design, postage, data and voice installations, IT technology, stationery and janitorial supplies.  Details of these additional services are available on request.  

With a dedicated Energy Team FM also offers: energy audits, advisory reports and help with applications for green funding initiatives. 

Design Services for Building Alterations

FM provides a comprehensive, value for money service for the delivery of projects.  Services include: feasibility studies, design, specification, drawings, planning, building control, access statements, and cost management.  

Contract administration services include: tendering, contract award, risk management (including CDM-C if required), issuing of statutory applications, notices & certificates, monitoring the work, authorising payments and monitoring throughout the defects period.  

SLA pricing

Design Services 

The fees for design and project management services are calculated on a percentage of the total construction costs of the project and are invoiced to schools in agreed staged payments based on the completion of the Royal Institute of British Architects work stages. 

Charge for 1 April 2019 to 31 March 2020 

Total Construction Costs	Fee % rate
Up to £10,000	12.5%
£10,000  -    £15,000	12.0%
£15,000  -    £20,000	11.5%
£20,000  -  £35,000	10.5%
£35,000 -   £50,000	10.0%
£50,000 -   £100,000	9.5%
£100,000 and over	9.0%
Ad hoc project support	£69 Per Hour

Core Service

An annual fixed charge covers all of the elements detailed within the core service. This includes management of planned maintenance activities 

and organisation of the relevant service contracts for the year and the cost of undertaking a DEC required by statute, but excludes the cost of undertaking the servicing and maintenance works specialist firms, which will be charged separately.   

The annual fixed charge is based on the gross internal floor area of the premises using the price bands listed below.  

Name of School	Annual Cost
Under 1200 sq.m :  Merton Park	£1,250
1201 -1499 sq.m:  Melrose, Morden, SMART Centre	£1,490
1500 -1999 sq.m:  Beecholme, St Mark's, St Matthew's	£1,790
2000-4999 sq.m:  Abbotsbury, All Saints, Aragon, Benedict, Bishop Gilpin, Bond, Cranmer, Cricket Green, Dundonald, Garfield, Gorringe Park, Harris Primary, Haslemere, Hatfeild, Hillcross, Hollymount, Holy Trinity, Joseph Hood, Liberty, Links Primary, Lonesome, Malmesbury, Merton Abbey, Pelham, Poplar, Sacred Heart, Singlegate, St John Fisher, St Mary's, St Peter & St Paul, St Teresa's, St Thomas of Canterbury, Stanford, The Priory, The Sherwood, West Wimbledon, William Morris, Wimbledon Chase, Wimbledon Park	£1,990
5000 + sq.m:  Harris Academy Merton, Perseid, St Marks Academy, Ursuline High School, Wimbledon College	£3,600

NB: All LB Merton maintained schools are listed above except PFI schools.  

Contact

For an informal discussion, to arrange a meeting or obtain additional information, please contact:   

Edwin O'Donnell
Head of Facilities Management 
Tel:   020 8545 4176
Fax:   020 8545 3572 
Email: edwin.odonnell@merton.gov.uk