Planned Works Toolkit Welcome
This toolkit has been designed as a simple guide to help you understand Anchor’s approach to Asset Investment and to provide clarity on Anchor’s process for delivery of Asset Investment Projects. The aim is to support the delivery of the Asset Investment Programme in a structured and consistent way across all regions in line with Anchor’s Asset Investment Processes. So whether you are new to Anchor or looking to refresh your knowledge, there is a wealth of information and supporting
documents in one easy to access location. Click the start button below to Get Started.
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Planned Works Toolkit Getting Started
We hope that you will find the toolkit simple and intuitive to use but here are a few pointers to help you get started. Click the links at the top of the page to switch between the various sections of the toolkit. You can click on the different stages on the right hand side of the page within certain sections to move backward and forward through the content.
When looking through the pages you can click on links to further information on The Bridge, Property Portal or to visit external websites.
Below is an overview of the content within each section of the toolkit.
• Asset Investment – Policy, profiling the annual programme and Asset Management Strategy • Regional Contracts Delivery Process – End to end process for our main suppliers • Non Regional Contracts Delivery Process – Variations to the process for other suppliers • Project Work – Fire safety work, local manager flats, etc • Policy, Legislation & Guidance – Internal and external links to the most relevant policies, legislation and guidance If you need any further help or assistance please contact your line manager or local Surveyor.
Planned Works Toolkit Asset Investment
Asset Investment Anchor Hanover is committed to continuously maintaining and improving the condition of its housing stock by implementing a planned programme of component replacement and improvement works. Guidance documents have been developed to drive consistency and provide transparency, for colleagues and stakeholders, for how the Asset Investment Team operates. All guidance and policy documents can be found on the Property Pages on the Bridge here: Link
Additionally, the Property Portal can be accessed by property colleagues for an extensive list of internal documentation such as Standards and Specifications, to support the delivery of the Asset Investment Programme (AIP): What work is planned for my location? The Annual Investment Programme is available via the Northgate ‘Housing Services Management Information’ (HSMI) Reports which can be accessed on the Bridge. Works are allocated to and managed by the Surveyors who will liaise with Local Managers and customers to keep you informed of progress in the delivery of works at your location. Link Link
Planned Works Toolkit Asset Investment
Asset Management The Asset Strategy Team are responsible for preparing the annual and long term investment programmes in line with Anchor’s Asset Management Strategy which you can access here: The programme of works is compiled based on information gathered during stock condition surveys which are carried out on a rolling basis across all of Anchor’s properties with the support of the Asset Investment Team. The Asset Strategy and Asset Investment Teams engage with operational colleagues as key stakeholders in the Investment Planning Process to help shape the Asset Investment Programme. Anchor Standards In order to ensure a consistent quality and scope of work is delivered across Anchor’s properties, Specifications and Standards are produced to provide guidance to the Asset Investment Team. The Standards can be accessed and downloaded from the Property Portal SharePoint site here: Link Link
Programme Variation Requests (PVR) There may be times when a variation is required to the Annual Asset Investment Programme (AIP) e.g: • Cancellation where work is no longer required • Deferral where a component is still in good condition and has several years of useful life • Additional works required due to the premature failure of a component or for another business need A PVR Process, Business Case Guidance and form, to request changes to the programme, have been produced to help you with this process. These can be found on the Bridge here: Improvement Works Works such as Scooter Stores and Automatic Doors are classed as Improvements. These are requested by Operations colleagues and supported by a business case for approval before they are added to the Asset Investment Programme. More information on the Improvements Process can be found here: Link Link
Planned Works Toolkit Regional Contracts Delivery Process
Regional Contracts Delivery Process Anchor Hanover have procured long term agreements with regional suppliers to deliver our National Asset Investment Programme. Our key suppliers are
Asset Investment Programme Delivery Process Access the Asset Investment Programme Delivery Process here: The process follows 5 key stages as noted below, each of which require a number of steps to be completed to move through the gateway to the next stage. Stage 1 – Programme Release Stage 2 – Pre-Construction Phase Stage 3 – Mobilisation Phase Stage 4 – Construction Phase Stage 5 – Post Contract Phase A guidance note has been produced to support the process which can be accessed here The following pages in this section of the toolkit take you through each of the key stages of the process in detail and provide links to supporting information, documents and forms. Link Link
Works are delivered with our regional suppliers in accordance with Anchor’s approved Asset Investment Programme Delivery Process.
Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 1 – Programme Release Works items are identified on the approved programme with a high level description of what is required and a budget allocated by Anchor’s Asset Strategy Team. A project must be confirmed on the approved Asset Investment Programme before proceeding to Stage 2 of the process. Programme Changes If an item of work is identified that is not on the approved programme then a programme variation request is required. A Business Case guidance note and form to request changes to the programme have been produced to help you with the process which can be found here: Regional Suppliers Award of work to Anchor’s regional suppliers must be in accordance with Anchor’s financial and procurement rules and be within the scope of the regional contracts. Link
A Note on Home Ownership Estates Availability of funding for works at Home Ownership estates should be confirmed, based on the expected budget cost, with the Area Manager before commencing work on a project. The Managing Reserve Sinking Funds Policy can be found here: Link
We can now move through Gate A to Stage 2
Approved programme of projects works
Gate A Project confirmation in Approved Programme
Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 2 – Pre-Construction Phase In order to raise a task order and commit to the works a number of activities must take place which are summarised below. • Project Scoping Meeting • Pre-Construction Information • Suppliers Submission and Approval • Customer Consultation (Including Section 20) Project Scoping Meeting The purpose of the scoping meeting is to establish a clear brief of the works with operational colleagues and provide the suppliers with the information they need to plan and price the works and then hold a pre-start meeting. The supplier is to arrange the meeting on site with the Surveyor and operations colleagues with at least 2 weeks confirmed notice. The Surveyor, Local Manager and/or Operations Manager, Resident Liaison Co-ordinator (RLC), main supplier and tier 2 suppliers are in attendance at the Project Scoping Meeting. The following points provide some guidance as to what should be covered at a scoping meeting.
• Scope and specification - Refer to the Anchor Hanover Standards and Specifications - In line with the works description and budget, eg partial flooring (if a change is identified during the site visit this should be fed back through the Programme Variation Request (PVR) Change Request process) - The Surveyor should record sufficient detail to provide a written scope to the supplier within 48 hours of the meeting. • Health and Safety - Will be conducted under Construction Design Management (CDM) Regulations 2015 • Agree the delivery dates • Hold a pre-start meeting to discuss operational issues - Should be in line with Anchor’s Pre-Start Meeting Agenda in the Document Pack - Supplier to take minutes from the meeting Once completed the “Job Pack” task should be to be completed when the scoping document is issued - Northgate Guidance Note Link
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Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 2 – Pre-Construction Phase Construction Design Management Regulations 2015 The current process is split into two different approaches dependent on the contracts in place: On a regional JCT contract, the Surveyor will: • Assume responsibilities of the client • Formally appoint the specialist Principal Designer PD Within these projects the Surveyor will: • Assume day to day responsibilities as the “project lead” • Assist the PD in raising and issuing the Pre-Construction Information (PCI) Pack • Appoint the contractor within the contract • Determine whether the project is notifiable, if so the raise and submit the F10 • Assist the PD in evaluation the CPP • Ensure that the PD and the PC fulfills their duties • Coordinate retention of the Health and Safety File
For all other contracts Faithful and Gould (F&G) have been appointed as an external consultant to support and ensure we meet our duties under CDM, acting as Principle Designer where applicable. The Surveyor should appoint F&G on all projects over £5k in value and on projects of a more complex nature that fall under this threshold. Projects forming part of a programme or work at a single location may be grouped. For larger more complex projects an F&G representative should be invited to the Project Scoping Meeting.
Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 2 – Pre-Construction Phase
• A pproved - If the Construction Phase Plan (CPP) meets the requirements and is deemed adequate for works to progress from a health & safety perspective. The Principal Designer (PD) issues a letter of adequacy to the Surveyor and the Principal Contractor (PC). Please note that if a letter of adequacy has not been received then the project will not be able to commence on site. • The Full CDM Process Map • CDM Policy • Asbestos Policy • HSE – F10 For notifiable Projects Link Link Link Link
The Surveyor should notify F&G at as early as possible of the project using the Proforma for Project Notification. The Principal Designer will compile the Pre-Construction Information (PCI) Pack and issue to the Surveyor and the Principal Contractor. The Principal Contractor is to compile their Construction Phase Plan using the information provided within the Pre-Construction Information Pack and email to anchor@fgould.com. The Principal Designer will conduct a review of the Principal Contractors Construction Phase Plan against the requirements of the CDM 2015 Regulations and advise if its: • N ot Approved - If The Construction Phase Plan does not meet the requirements and is returned to the Principal Contractor for amendments
Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 2 – Pre-Construction Phase Suppliers Submission – Pricing a task
Alongside a target cost the suppliers should provide the following information as part of their submission • Confirm the scope of works and specification
Regional suppliers are working to previously agreed price list rates for the majority of tasks. These include work streams such as kitchens, bathrooms, redecorations, windows allowing for very quick turnaround of quotations. For each price list item a clearly defined list of all the elements included and excluded have been agreed with all the suppliers. For non-price list items such as car parks, scooter stores, etc the supplier will submit prices on a standard pro-forma template and should include copies of sub-contractor quotes where applicable. The supplier will submit their target cost to the Surveyor for review following receipt of the written scope of works within; • 10 working days for a price list item.
• Product and warranty details • Drawings or design information • Proposed start & completion dates • Programme of work
The surveyor should review all documents to ensure that it reflects the requirements of the project. Any issues with the scope of works or concerns with the price should be picked up with the supplier. A number of actions are required at this stage by Property Support Services, on behalf of the Surveyor. • Update the “Cost In” task • Update the “Planned Start Date” • Update the “Planned Finish Date” • Copies of the suppliers submission documents should always be saved in All Schemes Folder on the T Drive. Further information is available in the Northgate Guidance Note
• 20 working days for a non price list item. The price list items can be accessed here:
Link
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Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 2 – Pre-Construction Phase Suppliers Submission - Approval A Surveyor is responsible for reviewing and accepting the suppliers quotation based on their submission. If the Surveyor needs assistance in validating the costs they may approach the Quality and Cost team for support who can make recommendations. Clear limits have been set for the approval of target costs and issue of task orders from receipt of the suppliers submission. • Task orders should be issued within 10 working days of the cost submission. • Where a S20 QLTA notice is required the task order should be raised within 60 working days of the cost submission. Any cost challenges and re-issue of costs by suppliers should be managed within these timescales. Responsibility for approval of the suppliers submission and target cost sits with the Asset Investment Team.
A Note on Scaffolding and Access Equipment Under the terms of the regional supplier agreements the provision of scaffolding and access equipment is to be kept separate from the cost of the task. Surveyors should therefore look to combine multiple task which require high level access to make best use of this equipment. A separate tasks order will need to be raised for each scaffolding/ access order. A Note on Home Ownership Estates If the approved submission exceeds the budget and the available funds, this should be notified to the Senior Surveyor and the Area Manager. The policy and process below provides guidance on how to proceed, the Area Manager may need to make a business case and seek approval from Anchor finance team to send the estate in to deficit if the works are health and safety essential items. •Home Ownership Managing Reserve Sinking Funds procedure Link If required, Section 20 consultation must be completed prior to issuing a Task Order to the supplier. Please refer to the above Policy for further details.
Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 2 – Pre-Construction Phase Customer Engagement
A guidance note has been developed to support a consistent approach to Customer Engagement. Section 20 Process Where the component we are replacing is service chargeable and value of the project is over £250 per dwelling Anchor are legally required to follow the statutory Section 20 Consultation Process. Some regional suppliers have been setup on Qualifying Long Term Agreements (QLTA) and therefore initial consultation has already taken place with customers. Once costs have been received from suppliers there will be additional consultation activities that need to be completed. If a QLTA is not in place then a full Section 20 process must be completed. There is extensive information on the Bridge in how to follow the Section 20 Process including all forms and guidance you require to fulfil our legal obligations. • Section 20 Process The Surveyor should inform Property Support Services, by email, of the S20 consultation start and finish dates, so they can record these on Northgate. A comprehensive Section 20 E-Learning Course is available on the MyLearning Academy. Link Link
Anchor is committed to keeping it’s customers informed of works that will be taking place in our buildings and will consult where appropriate when carrying out Planned Works. In the pre-construction phase the level of customer engagement will depend on the size and nature of the works that we are planning to carry out. Each region has Resident Liaison Co-ordinators (RLC) who support Surveyors. At the start of each year, projects that require their support are identified. The RLC’s role is to provide customer support and engagement throughout the delivery process. Consideration should be given to the best approach for a particular project such as • Notices on information boards to inform customers of upcoming works. • Attendance at an informal customer coffee morning. • Calling a formal meeting for larger works in customers dwellings or disruptive works that will be on site for many weeks. • Customer preferences where colour schemes are proposed in communal areas. • Written communications for works taking place at CAT1 schemes. • Supplier use of a RLC on the project. • Provide details of satisfaction survey carried out on completion of the work.
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Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 2 – Pre-Construction Phase Task Order Issued to Supplier If the target cost is over budget you will require approval before getting the task order issued. This should be within the approval timeframes and be in line with Anchor’s Delegation of Authority Limits. Guidance on how to request additional funding can be found in the PVR Business Case Guidance, which can be found here: Link Once the technical and target cost submission is approved, the Surveyor must inform Property Support Services via email and they will update Northgate. The Surveyor should also email these to the supplier and save to the Anchor All Schemes Folders. Further information is available in the Northgate Guidance Note
We can now move through Gate B to Stage 3
Scoping meeting completed Pre-construction information Suppliers submission recieved Approval of supplier submission Customer engagement including section 20 process
Gate B Task order issued to suppliers
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Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 3 – Project Mobilisation Statutory Approvals Some building works have statutory approval processes to be sought before any works commence. It is the responsibility of the Surveyor to ensure all approvals are in place before works commence. These could include • Planning Permission • Party Wall matters (contact our Estates Team for guidance) The Surveyor may liaise with the supplier or an external consultant to ensure these approvals have been obtained before any works commence. The preferred approach for any given project can be agreed with the Senior Surveyor Where planning is required consideration should be given to making as early a start as possible once the project is confirmed to avoid delays with delivery. • Conservation Area Consent • Building Regulations Approval
Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 3 – Project Mobilisation Works Planning The supplier should now allocate resources to the works and confirm their programme of works subject to any material lead times and statutory approvals being obtained. Confirmation of Start Date The confirmed start date should be notified to the Local Manager at the earliest opportunity and a Notice of Planned Works provided by the supplier in accordance with the Planned Works Document Pack Link
Customer Engagement Be aware you may need further Customer Engagement to finalise colour choices for example and a customer coffee morning may be appropriate depending on the nature and complexity of the works. The Resident Liaison Co-ordinator (RLC) will facilitate this through customer meetings. The projects requiring this support will be identified at the start of the year. A guidance note has been developed to support a consistent approach to Customer Engagement We can now move through Gate C to Stage 4 Link
Supplier commences wokrs planning Start date for works confirmed Customer engagement
Gate C Start on Site
Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 4 – Construction Phase Supplier Commences Work on Site
Inspection, Quality Control and Project Management The Surveyor will undertake regular inspections to provide effective contractor management and quality control whilst carrying out regular site visits, at least once a week for smaller works with additional visits for larger or more complex work. Inspections should be a combination of planned and ad-hoc unannounced visits during the works. Large projects should have a phased approach to handover to set the standard and deal with any issues that arise. The Surveyor should inform Property Support Services on completed deliverables and these will be updated on Northgate.
The supplier should commence work on site on the start date as previously confirmed. All site procedures should be in line with the pre-start meeting minutes and all operatives and sub-contractors should be inducted to the site and familiarise themselves with the Construction Phase Plan. The Surveyor should confirm that works have commenced, ideally in person for larger projects or at the very least a phone call to confirm smaller works have started to plan. The Surveyor must inform the Property Support Services via email on the same day the contract commences. Property Support Services will update the Northgate “Start Date” task within 72hrs of receipt of email. The supplier is responsible for supervision of operatives on site and should maintain daily communication with the Local Manager and Surveyor. A Supplier Code of Conduct guidance note has been developed to ensure suppliers are operating in a consistent way in Anchor’s locations. A copy of this document should be passed to Local Managers. Link
Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 4 – Construction Phase Interim Valuations and Payments
• For interim applications the Surveyor will
- Value and approve interim payments and then instruct Property Support Services to issue Pay 1,2 etc
The suppliers will issue a consolidated valuation for all works on site at the end of each calendar month, in accordance with the contract terms. For guidance on contract specific information and payment processes, please refer to the Property Portal: No advance payments should be released without approval from the Head of Asset Investment. The supplier should indicate if this is an interim application or if the final application for the project. The Surveyor will need to • Review the application within the agreed timeframes (shown on the next page) • Note their acceptance • Once approved by the Surveyor, Property Support Services will administer in Northgate the valuation and payment certificate for each application Link
• For the final application the Surveyor will - Value PAY-FIN
- Once PAY-FIN is approved, Property Support Services will update Northgate to reflect contract value to the final cost • The payment certificates will be sent to the supplier by the Property Support Services Additional guidance, processes and timelines on the different contracts can be found here: Link
Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 4 – Construction Phase Variations Variations should be avoided by ensuring that the scope of works is as thorough as possible. However if a variation is required then the following process should be followed. • For minor variations up to £500 in value, that would otherwise cause a delay in the programme, the supplier can commence on site and inform the surveyor as soon as possible providing details of the variation and photographic evidence of the issue. • For any variation over £500, or one that will not impact the programme of work whilst a decision is made, the supplier should contact the Surveyor as soon as possible to discuss. • The Surveyor may need to make a decision during the next site inspection. Wherever a variation is made to the contract the supplier should submit a revised cost to the Surveyor within 24 hours and in accordance with the requirements of the contract. • The Surveyor should be mindful of the impact on the contract value, S20 consultation and DOA and seek approvals where appropriate in line with the contract variation process. • The Surveyor should request the Property Support Services to update Northgate with the following information:
- Update “Planned Cost” to the Target Cost - Update “Contract Value” to the Target Cost - Update “Max Value” to the Target Cost +5% This will require additional authorisation based on Delegation of Authority (DOA). - Issue a revised “Task Order”
Planned Works Toolkit Regional Contracts Delivery Process
Stage 4 – Construction Phase Customer Engagement
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Whilst the works are being delivered good communication is critical with the Local Manager and with customers to keep them informed of the project status. The Resident Liaison Co-ordinator (RLC) should work with the Surveyor and supplier’s Resident Liaison Officer (RLO) to inform customers of any programme delays and changes. For projects of a longer duration or more complex nature it may be beneficial for the RLC to arrange regular coffee mornings with the supplier to provide updates and address any concerns the customers may have. The Surveyor should keep the Works notice updated within the Document Pack, with upcoming announced site inspections so customers know when they are on site. The customers first point of contact should always be their Local Manager. If any customer raises concerns these should be addressed and dealt with promptly to avoid it escalating into a complaint. Further information is contained within our Customer Engagement Guidance Note Link
Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 4 – Construction Phase Handover
Induction and Training Please bear in mind that some works may require an induction or overview to be given to operational colleagues or customers in the operation or maintenance of the newly installed components. The Resident Liaison Co-ordinator (RLC) will lead on this work. This should be arranged in conjunction with the supplier to coincide with Project Handover. We can now move through Gate D to Stage 5
When the project approaches completion the supplier is expected to pre-snag the work and offer the unit or site for handover with zero defects. Where snagging items exist Practical Completion may occur but the handover is accepted as failing the zero defect target. The supplier should ideally address any snags found on the day of handover and at most within 5 working days. The Surveyor must inform Property Support Services of the Handover, so that they can complete a number of tasks in Northgate within 24 hours of Handover: • Issue a Practical Completion Certificate to the supplier • Complete the “Finish Task” • Complete the project “Deliverables” Further information is available in the Northgate Guidance Note
Ongoing inspection Quality control and project Management
Gate D Practical Completion Certificate
Interim Payments
Customer engagement
Link
Planned Works Toolkit Regional Contracts Delivery Process
Stage 5 – Post Contract Phase Supplier Handover Pack
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Notification of Project Completion On completion of the project the Surveyor will need to complete the Project Notification Form (PNF). This form should be shared with the following teams, to raise awareness of the completion, any warranties and defect periods in place and prevent any unnecessary repairs being raised:
The supplier is to provide the Surveyor with the Handover Pack within 45 days of Practical Completion. This pack should contain
• Local Manager • Area Manager • Local Repairs Team • Customer Centre Support Team - Orders Desk • Compliance Team Admin • OnCall
• Health & Safety File • Warranty Information • Operating and Maintenance Manual
• Training requirements for staff on new equipment • Aftercare details for the 12 month defect period
CDM Health and Safety File Completion Statement The Principal Designer will review the Health and Safety file on completion of a project and issue an Anchor Completion Statement which should be saved to the project files. A copy of the Anchor Health and Safety Completion Statement can be found here Link
Where we have replaced equipment that requires regular servicing this information will need to be shared to enable them to make appropriate adjustments to the service contracts, adding the new equipment to ensure cover is in place, or updating incumbent contractors where warranties apply. A Project Notification Form (PNF) can be found within the Planned Works Document Pack, on the Property Portal: Link
Planned Works Toolkit Regional Contracts Delivery Process
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Stage 5 – Post Contract Phase Learning at the End of Project
12 Months Defects Inspection The Surveyor must engage with the Local Manager and supplier to arrange a 12 month defect inspections. Any defects should be recorded and addressed within 5 days of identification. Project Completion Congratulations, the project has been successfully completed.
Anchor’s approved supplier will undertake customer satisfaction surveys to gain feedback from customers and Local Managers at the end of a project. For large, complex projects, where a Resident Liaison Co-ordinator has been assigned, a 360 post project review meeting will be held. This will be arranged by the RLC and will include Surveyor, Contractor, Local Manager and residents. These meetings will explore themes and data gained from the customer satisfaction surveys to help establish: • What went well • What didn’t go to plan • Where improvements or changes are required for future projects Any learning from the suppliers or Surveyor should be fed through the Senior Surveyors to inform future projects.
Final Account
Health and Safety File and Warranty Learning at end of project 12 Month Defects Inspection
Planned Works Toolkit Non-Regional Contracts Delivery Process
Non-Regional Contracts Anchor work with a large number of suppliers to deliver the Annual Investment Programme some of which falls outside the Regional Supplier’s remit. This applies to service chargeable works, some of our specialist M&E systems and in cases where Home Ownership customers have chosen to opt out of the regional contracts and use local suppliers. The key stages, 1 to 5, in the delivery process fundamentally still apply to the delivery of all Asset Investment works including Non-Regional contracts.The standard delivery process can be accessed here: Link
The following pages provide an overview of Service Chargeable Works – Section 20 Opted Out Home Ownership Locations Specialist M&E Systems Qualifying Long Term Agreements Delivery Process Full Section 20 Delivery Process Tendering Works Supplier Setup
This section of the toolkit outlines some of the differences that a Surveyor will need to take into account when delivering works.
Planned Works Toolkit Non-Regional Contracts Delivery Process
Service Chargeable Works – Section 20 Some of the Asset Investment works we deliver have an impact on the customers service charge and Anchor has a legal obligation under Section 20 of the Landlord and Tenant Act 1985. This requires Anchor to consult with customers where the cost exceeds £250 per dwelling. Anchor have entered into qualifying long term agreements with some suppliers. This means residents will have already been consulted during the procurement stage of the tender, and competitive tenders and consultation for contractor nominations have already been carried out. Therefore, where possible,delivery of these works should be with one of Anchor’s suppliers who are setup on a Qualifying Long Term Agreement (a 30 day consultation process still applies under Section 20). This includes the main regional suppliers. Where we do not have a qualifying long term agreement in place, a full tendering process and two/three stage consultation process under Section 20 will need to be followed (notice of intention, statement of estimates and notification of reasons if applicable). There is extensive information on the Bridge in how to follow the Section 20 Process including all forms and guidance you require to fulfil our legal obligations.
• Section 20 Process A comprehensive Section 20 E-Learning Course is available on the MyLearning Academy which should be completed by all Surveyors. Home Ownership Locations It should be noted that all works are service chargeable in Home Ownership locations, whether paid for from the Home Ownership sinking fund or repairs fund. Rented Locations Link In rental locations there are a number of components that are paid for by the customers service charge and Surveyors should be familiar with this list as Section 20 will apply. A full list of items paid for by the service charge in rented housing is available on the Bridge here: Link
Link
Planned Works Toolkit Non-Regional Contracts Delivery Process
Opted Out Home Ownership Locations Historically, some Home Ownership locations opted out of regional contracts. This means that where we have an opted out location, a full section 20 process is required where costs are likely to be in excess of £250 per dwelling. Further details on the Section20 guidance can be found here: Link It should be noted that a Surveyor may invite one or more of Anchor’s existing suppliers to tender for these works alongside the nominated suppliers. Where one of the main Regional suppliers submits a price for the tender this should be in line with the target cost mechanisms set out in the contract. Surveyors should confirm if a location has opted out of the Regional supplier arrangements before commencing work at a Home Ownership location. A full list of opted out estates can be found here: Link
Specialist M&E at Opted Out Locations Given the specialist nature of some of our major M&E systems, such as fire alarms, lighting, call systems and lifts Anchor have entered in to Qualifying Long Term Agreements with a number of suppliers. Home Ownership customers have not been given the opportunity to opt out of these arrangements and where a QLTA is in place, it should be used for the delivery of these works.
Planned Works Toolkit Non-Regional Contracts Delivery Process
Specialist M&E Systems When delivering works to Specialist M&E Systems the Surveyor should always refer to the latest Anchor standards and specifications which may be found on the Property Portal. Replacement of these components may be as a result of the failure of a system or a service supplier recommendation. The Surveyor should familiarise themselves with the historical issues. A comprehensive list of Anchor suppliers by location can be found here: Link Please note that when upgrading M&E components the Surveyor is responsible for completing the Project Notification Form. This is available within the Planned Works Document Pack, a copy of which can be found here: Link Link
Planned Works Toolkit Non-Regional Contracts Delivery Process
Qualifying Long Term Agreements Delivery Process The main activities within the Asset Investment Programme Delivery process should be followed as with the Main Regional Suppliers when delivering all planned works. The points that follow highlight some of the differences that will apply at each stage based on using Anchor’s other suppliers under a QLTA. Stage 1 – Programme Release – Does not change Stage 2 – Pre-Construction Phase • The Surveyor will lead on arranging the project scoping meeting with the supplier and the Local Manager. The Surveyor must also keep the Area Manager updated throughout the process. • The Surveyor will produce a project brief for the supplier from the planned works document pack to outline the requirements of the works. • Appropriate customer engagement should be undertaken by the Resident Liaison Coordinator or Surveyor depending on the type of work.
• The Northgate “Job Pack” Task should be completed by Property Support Team, when the Surveyor has passed all required documents to the supplier for pricing. • The timing of cost submission should be agreed with the supplier • The pre-start meeting will not take place at this stage. • All other suppliers will submit a price for the works, not a target cost. This price does not need to be reviewed by Anchor’s Quality and Cost Team. • The Surveyor will instruct the Customer Services Team who will issue the S20 QLTA notices and respond to any observations received, with assistance from the Surveyor and Area Manager, where required. • Once the S20 consultation is completed the Surveyor must inform Property Support Services who will raise a Job Confirmation Job Confirmation (not Task Order) for the works in Northgate. See the Northgate guidance note for more information
Link
• The Surveyor will need to provide the supplier with the Anchor standard and specification to price against.
Planned Works Toolkit Non-Regional Contracts Delivery Process
Qualifying Long Term Agreements Delivery Process Stage 3 – Project Mobilisation • The pre-start meeting can take place once a contract has been awarded and Job Confirmation issued. • The Surveyor will produce and distribute minutes from the pre- start meeting using the standard templates in Anchor’s Planned Works Document Pack • The Surveyor should provide Notice of Works to the Local Manager from the Planned Works Document Pack. • Appropriate customer engagement should be undertaken by the Surveyor or Resident Liaison Coordinator. Stage 4 – Construction Phase • The supplier will commence work and the Surveyor should oversee the contract in the same way as per the Asset Investment Programme Delivery process • Interim Valuations will be project dependent as agreed with the supplier at the pre-start meeting. • The Surveyor will issue the Practical completion certificate when the works are handed over. Occasionally, retention may be withheld for a period of 12 months.
Stage 5 – Post Contract Phase • The supplier will issue a final account submission which the Surveyor should review and agree. • All works will have a 12 month Defect Liability Period after practical completion. The Surveyor should carryout the defect liability inspection as close to this date as possible.
Planned Works Toolkit Non-Regional Contracts Delivery Process
Full Section 20 Delivery Process The main activities within the Asset Investment Programme Delivery Process should be followed as with the Main Regional Suppliers when delivering all planned works. The points that follow highlight some of the differences that will apply at each stage based on following a full Section 20 Process. Stage 1 – Programme Release – Does not change Stage 2 – Pre-Construction Phase Project Brief and Customer Consultation • The Surveyor should consult with the Area Manager on the planned works. • Appropriate customer engagement should be undertaken by the Surveyor or Resident Liaison Coordinator. • The pre-start meeting will not take place at this stage. • The Surveyor will request the Customer Services Team to issue a Section 20 Notice of Intention and covering letter detailing the works required and inviting supplier nominations from customers. • The Surveyor needs to check that any nominated suppliers have the experience and capability to take on the project.
Tendering • The Surveyor / RLC will (in consultation with the Area Manager) respond via the Customer Services Team to observations made by customers and ensure any suppliers nominated by the customers are included within the tender list. • The Surveyor will produce a tender pack including the contract data form, project brief, Anchor standards and specifications in sufficient detail that competitive prices may be obtained from a number of suppliers who may not have worked for Anchor previously. • The Surveyor should then contact the Category Manager in Procurement and issue the tender following the Procurement Process. • The Northgate “Job Pack” Task should be completed by Property Support Team, when the Surveyor has issued the tender. • The supplier is notified once the tender is live. At the same point the Surveyor will provide a copy of the specification to the Local Manager for information. • Anchor’s Procurement Team will provide the tender returns to the Surveyor. • The Surveyor should undertake a tender analysis to ensure that the supplier submissions meet all the requirements of the project. Link
Planned Works Toolkit Non-Regional Contracts Delivery Process
Stage 2 – Pre-Construction Phase Customer Consultation and Contract Award
• The pre-start meeting can take place and the Surveyor/RLC will produce and distribute minutes from the pre-start meeting using the standard templates. • The Surveyor/RLC should provide Notice of Works to the Local Manager from the Planned Works Document Pack. • Appropriate customer engagement should be undertaken by the Surveyor / RLC. • The Area Manager and Local Manager must be consulted throughout the process. Stage 4 – Construction Phase • The supplier will commence work and the Surveyor will oversee the contract with support from the RLC, as appropriate, in accordance with the Asset Investment Delivery Process. • Interim Valuations will be project dependent as agreed with the supplier at the pre-start meeting under the terms of the contracts. • The Surveyor will issue the Practical Completion Certificate when the works are handed over, but does not need to release a 90% payment for the work at this stage. Stage 5 – Post Contract Phase • The supplier will issue a final account submission which the Surveyor should review and agree. • A 5% retention is typically held on works with new suppliers.
• The Surveyor/RLC will prepare and issue the S20 Statement of Estimates and Accompanying Notice to inform customers of the outcome of the tendering activity and forward to the Customer Services Team for issuing. • The Surveyor/RLC will summarise and respond to the observations received following the first stage of the consultation process within the Statement of Estimates. •If Anchor decides to proceed with a supplier other than the lowest cost, the Surveyor would need to prepare a Notification of Reasons and share with the Customer Service Team for issuing. • If the successful Supplier and the works are outside an existing agreed contract, the Surveyor will need to request a contract is issued by Anchor’s Procurement team for the supplier to sign. • If necessary the Surveyor will need to follow the Supplier Setup process • Once the S20 consultation is complete the Surveyor will inform Property Support who will raise a Job Confirmation (not Task Order) for the works in Northgate. Link
Stage 3 – Project Mobilisation
Planned Works Toolkit Non-Regional Contracts Delivery Process
Tendering Works A Surveyor may be required to follow a competitive tendering process where • Section 20 consultation is required • Anchor do not have a framework contract in place • We are looking to drive value for money Anchor’s Procurement team can offer support in the tendering process which can be for a single project or a package of works. They are also responsible for the management of the tender process. Tendering Limits Where Section 20 consultation is not required due to tenure or value of the works information on Anchor’s financial limits for the award of contracts can be found in the Accounting Manual. The Accounting Manual is available on the Bridge here Supporting guidance notes, tender request forms and associated documentation can be found on the Bridge here Link
When setting up a new supplier who we have not worked with before you will need to follow the Suppliers Setup Process with Anchor’s Procurement Team.
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Supplier Setup
Planned Works Toolkit Project Work
The Asset Investment Team are required from time to time to deliver project works which fall outside of the core asset activities. These may either be process improvement projects, delivery projects or procurement. For delivery projects these works may be of a specialist nature or have bespoke requirements, such as • Fire safety works • Scheme manager flat conversions and space utilisation • Energy efficiency works • Improvement works Some of these projects may fall outside of the standard delivery processes. To support a consistent approach to the delivery of these projects a series of guidance notes have been produced. Consideration should always be given to the standard processes and policies where applicable, such as • Financial governance • Procurement and award of contracts
• Contractor management • Section 20 consultation
Planned Works Toolkit Project Work
Flat Conversions and Space Utilisation With increasing demand for the provision of quality affordable homes, the conversion of ex-scheme manager flat and under utilised spaces within locations into new accommodation for Anchor customers is an important area of work for the Asset Investment Team. These conversions can vary from simple refurbishments including redecorations, kitchens and bathrooms to complex projects requiring structural alterations, detailed planning and design. Some considerations when undertaking flat conversions include • Planning consent • Building regulation approval • Production of existing and proposed plans • Separation of services • Naming and numbering of new properties • Integration of existing M&E and life safety systems • Drainage
To support the delivery of these projects standards, guidance notes and process maps have been produced which can be found here: Notifying Asset Strategy of Suitable Properties If you are aware of a vacant flat or under utilised spaces that may be suitable for conversion in to one or more dwellings please notify Anchor’s Asset Strategy Team by following the guidance available onThe Bridge: Link Link
Planned Works Toolkit Meet the Team Welcome to the meet the team section of the Toolkit. • Property Services Team structure chart • Property Investment Team structure chart • Regional Map • Area and Regional Identifiers • Planned Investment Team Members - Who’s who - Coming soon • Escalation route – What to do when things go wrong • ALPS scheme locator
Planned Works Toolkit Meet the Team
Planned Works Toolkit Meet the Team
Planned Works Toolkit Meet the Team
Regional Map
Planned Works Toolkit Meet the Team
Area and Regional Identifiers 1 Midlands and South West 2 South and South London 3 East and North London
4 West Coast 5 East Coast
North South
Planned Works Toolkit Policies, Legislation & Guidance
Anchor have a number of policies listed within the Bridge. It is the responsibility of the Surveyor to familiarise themselves with the appropriate policies and procedures to fulfill their role. For a detailed list of Anchor policies, please refer to the Bridge here: Contact If you have any questions about any policies please speak to your line manager. If you have feedback on any policy please contact us at Policy@anchor.org.uk Link
Planned Works Toolkit Policies, Legislation & Guidance
This section provides relevant guidance and useful links to legislation relating to the delivery of Asset Investment Works. Here you will find useful links to Building Legislation for England.
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The Health and Safety Executive Website (HSE Website) holds an extensive range of information and links to other approved documentation, guidance and legislation. Surveyors should refer to this website for the latest documents. Link
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