Community Schools Capital Maintenance Works Programme 2017/18

Appendix A

Community Schools Capital Maintenance Works Programme 2017/18 and Schools Devolved Formula Capital Grant (DFCG).

Strategic Business Justification

Version 0.03

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Community Schools Capital Maintenance Works Programme 2017/18 INITIATIVE NAME and Schools Devolved Formula Capital Grant (DFCG) INITIATIVE MANAGER John O’Brennan (Acting Capital Programme Manager) INITIATIVE OWNER Graham Olway DATE 10/02/17

1.0 EXECUTIVE SUMMARY

1.1 Executive Summary

Every year, the County Council is awarded a Government grant to enable it to meet its statutory responsibilities to maintain its Community Schools estate and ensure quality education can be delivered in a safe learning environment.

School Condition Allocations are made to those bodies responsible for the maintenance of buildings (referred to as ‘responsible bodies’). Local authorities are deemed responsible bodies and receive funding for maintained non-VA schools.

Responsible bodies received a fixed allocation for 2015-16, which the DfE said would be indicative of their second and third year allocations. The DfE intend to update these indicative allocations annually to reflect new or closing schools and where a school moves to a new responsible body.

The grant funding is awarded by Department for Education based on their property data survey and information provided from our asset management systems. The award for 2017/18 was confirmed in February 2016 as £7,049k. This grant income will be used to cover 100% of the costs of delivering the planned programme of works. In previous years it has been possible to include contributions from schools totalling 5% of the project outturn costs, however, current financial pressures on schools and difficulties in securing a 5% contribution from many schools suggests the 5% school contribution cannot be assured. However, if school contributions are secured, a further report will be issued once the value of the contributions is confirmed. Based on previous years, the DfE announced an additional ‘top-up’ allocation in April 2017 that reported our allocation is now £8,130,669 and so the capital programme will need to be increased to that amount.

The DfE also allocates Schools an annual Devolved Formula Capital Grant (DFCG) allocation that totals £1,694k in 2017/18. This funding is used directly by schools and is not controlled by the County Council.

A programme of £7,049k works has been prepared in consultation with the Cabinet Member for Education and Skills and a Headteacher stakeholder group. The programme was developed through the annual bid submission system, which relies on condition data and the Department for Education’s scoring system to identify the most urgent needs. The programme includes an allowance for emergency works to ensure that, should such events occur, they do not result in school closures.

Following agreement by the Cabinet Member, schools have been notified of the proposed list of projects and informed of the indicative budget allocation.

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1.2 Recommendations

1. To approve the attached programme of works for delivery during the financial year 2017/18 and to approve the increased allocation of £1,082k bringing the total capital allocation to £8,131k for capital maintenance. 2. A specific business case for any single project in excess of £500k will be taken through the WSCC governance process. 3. To note the DfE allocation of £1,694k in 2017/18 for Schools Devolved Formula Capital Grant (DFCG) and this is assumed to continue for each year during 2017-22

2.0 STRATEGIC CASE

2.1 Purpose

This document outlines the maintenance requirements to meet the most urgent condition needs in Community Schools across . The demand is based on data arising from School Premises Development Plans and associated funding bid submissions.

2.2 Strategic Context

2.2.1 Local Authorities are under a statutory duty to secure safe and sufficient education provision within their areas. The Community Schools Capital Maintenance Works Programme (CSCMWP) 2017/18 identifies capital condition related improvement schemes planned for implementation during the coming financial year to meet these needs.

2.2.2 Asset management principles have been applied in considering property asset condition, priority of need and impact on service delivery and end users. The nature and severity of deterioration of the property is used to model the level of funding required to maintain the assets to an appropriate level of service/condition. Site specific information is validated by a site inspection and a condition and priority score is applied, based on the defect severity and type using the DfE scoring mechanism. In addition, we may apply a number of other factors which have an influence on prioritization. These include: • Procurement/Value for Money – linkage of works with other projects at the school • Partnerships – opportunities for partnership funding with others • Environmental, Legal & Safety Risks – factors that have an impact on the use of the property, third party claims & accidents • Customer/stakeholder - complaints and/or requests for attention

2.2.3 Opportunities to consider longer term strategic planning and value for money of capital investment over a longer term e.g. 5 years, will be undertaken to allow focus on specific elements such as roofing, heating etc. and the benefits that could arise from a framework approach. The Education Funding Agency (EFA) are undertaking a Condition Data Study of all school buildings over the period 2017 to Autumn 2019 to collect data about the condition of school buildings and how they are used. The results of this survey will be made available to local authorities and will influence the future capital investment priorities for schools across West Sussex.

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2.3 Case for Change

A. Business needs

2.3.1 The Premises Development Plan system is used to indicate schools where identified maintenance needs should be considered. This forward planning system should be employed by all Community Schools, regardless of whether they procure FM SLA services or not. These plans form the first phase of the asset management approach in the form of a forward programme of needs. As schemes move up the condition deterioration rating system, they are moved into a bidding status for funding. As outlined previously, the successful bids form the works programme, as tabled.

2.3.2 The schemes forming the 2017/18 programme aim to;

• Ensure we meet our statutory obligations to provide safe learning and working environments. • Deliver schemes necessary to improve the safety critical aspects of properties. • Ensure schools remain open for business at all times

2.3.3 The programme has been monitored and reviewed regularly to ensure expenditure remains on track throughout the year. Programme changes and capital governance will be administered through the Education Hub, the Strategic Capital Investment Board and reported via the WSCC Total Performance Monitor. This report seeks to update the Capital Maintenance Programme to reflect the progress made.

B. Benefits

2.3.7 The main benefits arising from the delivery of these projects include :- • Implementation will enable the County Council to meet its statutory responsibility with regard to the provision of school places in safe and properly maintained buildings. • Contributing to the Future West Sussex Plan to improve the quality of life of those living, working and visiting West Sussex

C. Risks

2.3.8 The top risks identified are detailed in the table below

Risk Risk Risk Risk Description Risk Consequences Control Measures No Owner Manager

Projects delayed and Early preparation and Delay in approval of Graham 1 various key holiday works approval of programme Olway periods missed programme

Condition issue not Request prompt resolved and safety decision making; raise Failure to achieve Graham 2 various implications and issues at the earliest programme Olway possible closure may point; monitor result programme

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Early meeting with planners, ensure a Obtaining Planning Graham 3 various Cost and time overrun fully application is consent Olway made to facilitate early validation by planning

Consult extensively with Client and Client changes to Graham building users during 4 building requirements various Cost and time overrun Olway design stage, establish during construction and use change control process

Unforeseen works to Carry out onsite Graham 5 existing building and various Cost and time overrun surveys and Olway in the ground investigation.

Cost of project delivery Failure to deliver all Graham Preparation of Cost 6 exceeds budget various the required works. Olway plan; monitor budget; allocation Cost overrun

Regularly review cost Graham plan and allow 7 Tender fluctuations various Cost overrun Olway reasonable contingencies

Appointed contractor Failure to deliver on Graham Use approved 8 ceases trading during various Programme. Cost and Olway Contractor contract period. time overrun

Ensure school has allocated sufficient funds and agreed to pay before School cannot afford to Graham 9 various Budget issue commencing works. fund contribution Olway Agree repayment plan that does not impact on teaching and learning, if in deficit

3 ECONOMIC CASE

3.1 Available Options

3.1.1 As schools direct DCFG funding levels are generally low, ‘Do Nothing’ for notable maintenance issues is not an option as buildings are likely to fall into a state of disrepair due to lack of school funded investment. Health and safety risks and the potential closure of buildings is therefore a high risk under this option. This leaves the option of do something.

Under a Do Something scenario, the County assembles bids on behalf of schools for notable maintenance issues. The bids are reviewed and accepted into the draft programme based on condition rating and affordability. Once approved, these projects will develop further and further scenarios under the Do Something mantle will occur as projects develop and best value opportunities are explored.

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3.2 Preferred Option

3.2.1 The attached programme details the preferred option at this stage. This has been discussed with the Cabinet Member for Finance and a consultative group of Head Teachers.

4 COMMERCIAL CASE

4.1 Procurement Route

4.1.1 A Project Manager from the Capital Planning and Projects team has been allocated to oversee the successful delivery of each project and associated reporting. The Project Manager will work with internal partners and consultees to ensure the successful delivery of the project using a value for money approach.

4.1.2 Working with our Procurement team, the Project Manager will procure a Lead Consultant and any other specialist consultant required through our Property Consultants Framework. Tenders for the works will be invited from work type appropriate contractors on our Contractor Framework and Select Lists.

5 FINANCIAL CASE

5.1 Funding and Affordability

ITEM ESTIMATED COST (£’000) Material Construction 7,968 Project Consultant (2% approx.) 163 Other (Please Specify) Total 8,131

FUNDING SOURCES AMOUNT (£) Status (In bank, Secured, Not secured) Government Grant 8,131 Confirmed 12.2.16 (Gov.uk Education publication) Section 106 Capital Receipt Revenue Contribution Borrowing Other (Schools Contributions) To be agreed on individual project basis. Evidence file available Total Funding 8,131

5.2 Impact on the organisation’s income and expenditure account (revenue account)

5.2.1 It is aimed that all costs will be covered by the proposed income. Ongoing revenue costs such as heating, electricity and cleaning will be contained within the schools budget and may reduce as a result of improved energy efficiency resulting from our works.

5.3 Overall affordability & availability of funding

5.3.1 The delivery of this programme will be funded from available income. An initial allocation of £7.049m was agreed at Full Council in February 2016. It is therefore

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proposed to increase the budget to the increased DfE grant allocation of £8,131k. A further update will be given if school contributions are received that need inclusion in the overall funding.

5.3.2 The Department for Education reserve the right to audit spend of this grant to ensure it has been spent on its intended purpose. However, the grant is not ring fenced and could be used for other purposes albeit this may impact on future grant allocations to West Sussex. It should be noted that the authority has a notable backlog of maintenance works on schools and it has previously been agreed with the Cabinet Member that the full grant will be allocated to meeting this demand.

5.3.3 Schools are asked to confirm their agreement to the 5% contribution before we proceed with their project. This has already been undertaken for the initial draft programme and written confirmation has been received from the majority of schools. Contributions are sought in two stage payments, one at start of project based on estimate and one at end of project based on outturn.

6.0 MANAGEMENT CASE

6 Management Arrangements

6.1 The projects will be managed by an appointed WSCC Project Manager. Regular monitoring and reporting will take place to ensure that the project is on track and funding is sufficiently profiled and at an appropriate level. Overview of this will be provided by the management team on Capital Projects through their programme and political management and scrutiny roles.

7.0 Financial Implications

7.1 This report requests approval for works to be carried out on the Community Schools Capital Maintenance Works Programme, and that the cost of the programme is approved up to the value of the 2017/18 grant awarded by the Department of Education, plus contributions that can be levied from schools devolved budgets.

7.2 The estimated cost of the works programmed during 2017/18 is detailed in the appendix totalling £7,968m, with schools expected to contribute some 5% of the project costs. The list has been compiled prioritising schools by condition need. As needs change during the year, the programme of works will be subject to change, and adjustments will be reported through highlight reports and escalated for approval as necessary. All schemes have contingency funding built into them to allow for likely market and site risk cost variations. It is not envisaged that the gross budget will be exceeded.

7.3 The 2017/18 capital programme, agreed at Full Council in February 2017, includes a budget of £7,049k to contain the cost of these works in 2017/18. In prior years the County Council’s policy has been to use the total grant awarded to fund this programme. Expenditure incurred on this programme is monitored by the Department of Education and reduced spend risks impacting on future years funding.

7.4 There are no increased revenue implications on the proposed works.

7.5 The DfE allocation of £1,694k in 2017/18 for Schools Devolved Formula Capital Grant (DFCG) is assumed to continue for each year during 2017-22. This funding is not spent through the WSCC capital programme and is managed through schools directly.

Signature: Duncan Moir Date: 31/01/2018

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8.0 Legal Implications

• Will there be a transfer of an undertaking (TUPE)? IT IS VERY UNLIKELY THAT TUPE WOULD APPLY TO A WORKS CONTRACT AND AT PRESENT IT SEEMS UNLIKELY THAT IT WILL APPLY TO ANY SERVICE CONTRACTS ASSOCIATED WITH THE WORKS CONTRACT (i.e. CONSULTANCY SERVICES).

• Will staff pensions issues arise? NOT IF TUPE DOES NOT APPLY.

• Appropriate procurement route? WSCC CONTRACTOR FRAMEWORK AND SELECT LISTS AS APPROPRIATE.

• EU compliance? THE PUBLIC CONTRACTS REGULATIONS 2015 WILL APPLY TO ANY SCHEME WITH A VALUE OF £4,551,413 OR MORE.

• SOPC compliance? SOPCs WILL APPLY TO ANY SCHEME WITH A VALUE LESS THAN £4,551,413.

• Form of contract? CONTRACT WILL BE IN A FORM APPROVED BY THE DIRECTOR OF LAW ASSURANCE & STRATEGY.

• Member(s) decision required? A MEMBER DECISION IS REQUIRED FOR ALL INDIVIDUAL SCHEMES WITH A VALUE OF £500,000 OR MORE.

• State aid implications? NONE

• Any anti-competitive activity involved? NOT ON THE COUNCIL’S PART.

• Statutory powers to undertake the transaction? YES, INTRA VIRES, WITHIN OUR POWERS.

• The Public Services (Social Value) Act 2012 implications? WHILST THE ACT APPLIES TO PROCUREMENTS ABOVE THE RELEVANT EU WORKS, SERVICES OR GOODS THRESHOLD ONLY, IT IS CONSIDERED GOOD PRACTICE TO CONSIDER SOCIAL VALUE ACROSS CONTRACTS BELOW THE EU THRESHOLD. REFER TO SECTION 12.

• Equality Act 2010 implications? REFER TO SECTION 9.

Signature: Completed by Juliette Roman, Legal Services on 12th January, 2018

9.0 Equality Impact Implications

None known.

10.0 Health & Safety Implications

Health & Safety will be considered throughout the design and delivery process, these works will be subject to the application of the CDM Regulations, WSCC H&S will be asked to inspect the site.

Once complete, staff and pupils will be provided with a safe and secure environment to teach and learn.

11.0 Sustainability Implications

All works procured will be required to meet the County requirement for specification, life cycle and sustainability. These are detailed in our standard building contract directives which are reviewed and updated on a regular basis.

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12.0 Social Value Act Implications

None known Supporting Evidence

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Appendix A – Draft Programme of works

School Description

Albourne Boiler replacement Aldingbourne Primary School Resurface Hard Play Area Aldingbourne Primary School Pump issues following kitchen works last year. Asbestos Works Asbestos removal projects Bartons Primary School New pump Bersted Green Primary School Foul drainage - pumps Bersted Green Primary School Drainage, fence and planting Birdham Primary School Repair & Resurface Entrance Drive Blackwell Primary School Access Ramp and fencing Bognor Nursery & Children and Cold Water Booster Pumps Family Centre (C&FC) Bognor Nursery & CFC Replace water main Phase 3 of replacement of hot & cold water pipework - GF confirmed that work will start in April and complete in May 2017

Bourne Community College Replace old single-glazed windows & doors around the site

Bourne Community College Re-waterproof science block flat roof & replace roof lights

Buckingham Park Primary School Repair stair balustrades - original not compliant Camelsdale Primary School Replacement boiler Chesswood Junior School Replace boilers Clapham & Patching Replace boilers Colgate Primary School Gas leak Compton & Up Marden Primary H&S works School Downsbrook Primary School Replacement of parapets & internal rotten timbers to hall pitched roof

Easebourne Primary School Access / Accessible WC

East Wittering Replace fire alarm Elm Grove Primary School Change of heights WCs & sinks Escots Emergency drainage works Fairway Infant School Replace fenestration to front elevation including new steel posts & beams

Fairway Infant School Replace Hall Windows (Phased) Ferring Primary School Re-surface footpath & access area to school site Fishbourne Primary School Replace fire alarm Forest School Water pipe works replacement Graffham Infant school Replacement of oil tank Harting Primary School Replace fire alarm Hassocks Infants Improvement works to modular and staffroom Hawthorns Primary School Replace paving slabs around building Holbrook Primary School General Roofing Repairs Imberhorne (Upper Site) Replacement to windows to Bullen Block - D1. Self-help so excludes 5% Imberhorne (Upper Site) Re-roofing of man-made slate roof to part of Block A1 Imberhorne (Upper Site) Security works to fence and gates Lavant Primary School Boiler replacement

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Leechpool Primary School Works to Modular Building

Littlegreen School Replace boilers, fire alarm, water main, asbestos removal and new fire alarm

Loxwood Primary School. Replacement of older windows/doors & refurbish WC North Lancing Primary School Replacement of basement boilers & removal of redundant water tanks & replacement of hot water cylinder

Northchapel Primary School Replacement of external area to rear of Scola Block Northgate Primary School Dry line internal walls of gym (now used as a dining room) Northolmes Junior School Fencing works for security Palatine School Replacement of defective lifting wet pour safety surfacing around play equipment

Plaistow & Kirdford Primary Emergency pump replacement School QEII - Hydropool to be added Hydro pool

Rake Primary School Sensory Support works Rumboldswhyke Infant School Rectify electrical mains switch Steyning Grammar Rock Road. Replace asphalt flat roof covering/insulation

Sackville School Re-roofing to part of Block A1

Sackville School Replacement windows, cladding & doors to one elevation of Block A1 (see above)

Shelley Primary School Replace fire alarm, switch gear and obsolete light fittings Shelley Primary School Re-fenestration of Scola Mk2 building Sidlesham Primary School Emergency repairs to windows and doors Sidlesham Primary School Replacement roofing

Slinfold Primary School Replacement timber skirts, floor covering, refurb WCs - STOPPED

Slinfold Primary School Safely film glazing to original build Springfield Infant School Replace broken pump St Marks Primary School Boiler replacement St Marys Primary School, Replace obsolete lights and fuse boards Washington St. Mark's Primary School Damp proofing works to walls & re-roofing of pitched roof Stedham Primary School Re-cover flat roof Damp repairs to Church Street Building (Church Street Building)

Steyning Primary School Boiler replacement Swiss Gardens Primary School Re-line & repair drain lines

The Renewal of flat roof to Lavinia Norfolk (phased)

The Gattons Infant School Surface water drainage improvements New boilers to Block C & G The Weald School Re-cover roof to A Block, food tech & admin Thomas A'Becket Infant School Replace boilers Thomas A'Becket Junior School Replace boilers Three Bridges Primary School Flat roof replacement (Lower School Site)

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Trafalgar Infant School Replacement lighting throughout & repairs to water main Turners Hill Primary School Replacement windows & doors to original part of the school Block C1

Vale School Replacement of faulty pressurisation units

Warnham Primary School Fire Alarm Improvement Works Warninglid Primary School Accessibility Works for pupil access Waterfield Primary School Replace switch gear Waterfield Primary School Demolition of temporary building on site West Chiltington Primary School Subsidence to modular classroom

West Dean Primary School Replace windows & doors

West Hoathly Primary School Boiler replacement Westbourne Primary School Structural works to basement ceiling/ground floor slab & steels

Wisborough Green Primary Replace windows School

Yapton Primary School Fire reinstatement works not covered by insurance Yapton Primary School To replace old single-glazed windows & doors around the site

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