Schools and learning

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D - Where Can I Get Help? - HPS Property Matters

Where Can I Get Help?

This web site is designed to advise schools and HCC managed properties only (we regret that we are not able to offer advice to the public).  It aims to direct you to the person most likely to be able to help you with your query in terms of property related business.  Should you wish to seek specific support and advice please contact the following:

Accessibility

For advice/information on:

1. Adapting premises to meet the needs of all users in relation to listening friendly, visually friendly, mobility friendly and behaviour friendly premises
2. County and school responsibilities
3. Funding

Herts Property - Gill Donovan  - Property Support Officer - 01992 555887

Admissions (place, planning and premises development)

CSF Area Planning Managers
West - Kate Maguire 01992 555864
East - Pauline Davis - 01992 555865

Asbestos

Asbestos plans can be viewed on the Property Data Services website http://herts.technologyforge.com/tfweb in the documents section. 

Mouchel - Asbestos help line 01992 513571/0845 603 0369.

Asset management planning

Information on the data collected in relation to site plans, net capacity calculations, suitability data, energy use, landlord/tenant responsibilities can be viewed on the Property Data Services website http://herts.technologyforge.com/tfweb

You may find the link on the right hand side of this page useful - About Tf web - in entering and navigating the property Data Services website.  It stands for Technology Forge and is the portal (entrance) to the Property Data Services website.

Herts Property - Paula Warrender - Property Support Officer - 01992 556133

Capital building projects

If the school is sole financial contributor

The responsibility for managing such a scheme rests with the school governing bodies.  This includes ensuring that all statutory regulations are complied with; HCC corporate standards and procedures are followed; that appropriately qualified construction professionals are appointed; and, where applicable, landlord consent approval is gained.

All school managed schemes must receive landlord consent before work is started.  Further information can be found here.

Schools are free to invite proposals and appoint any suitable professional service organisation, including either Mace or Mouchel, on the basis that all contractual arrangements and costs are between the school and that organisation.

Alternatively Hertfordshire Property, Property Business Services team will be pleased to manage.

Alternatively the governors can dispense their responsibilities through Herts Property, Property Business Services team, on the understanding that the standard HCC contractual arrangements and procedures will be applied.  Contact Charles Harris Property Business Partner 01992 556635.

If the County is the sole or part financial contributor

These schemes need to be approved by the Council.  Initial contact should be made with CSF Area Planning Managers (see Admissions item) to establish the educational justification.  If a scheme is approved in the capital programme the project sponsor (a Herts Property, Property Business Services team member) has responsibility for managing the budget and delivery.  The work will be undertaken by Mace or Mouchel utilising the Framework or Measured Term Contractors.

The above applies to Community Schools. Whilst Foundation Schools must comply with County Council Financial and Tendering Regulations, these schools may contract with an appropriate consultant other than Mace or Mouchel.

Condition Surveys

These are undertaken on a 5 yearly cycle by Mouchel. The school can access the latest condition survey via the Property Data Services website http://herts.technologyforge.com/tfweb

Herts Property - Nicolle Evans - Commissioning Assistant - 01992 588122.

Contracts and procurement (commissioning)

Herts Property - Jenny Holzbauer - Quality & Contracts Manager - 01992 555015.

Crime risk management

Health, Safety and Risk Management have responsibility for crime risk management - Contact James Ottery on 01992 556509.

Lambert Smith Hampton are able to provide specific advice including site surveys - 01727 896200

Disposal of school playing fields

DCSF guidance in relation to this has been revised. See Section O. In the first instance schools should consult their Area Planning Manager.

CSF Area Planning Managers
West - Kate Maguire - West - 01992 555864
East - Pauline Davis - East - 01992 555865

Emergencies

For critical incidents or urgent issues relating to premises see Section C. Contact one of the following in the first instance:

In normal hours ring 01438 737261.
Out of normal hours ring 0800 547547. 

Mouchel will respond and support all schools which need urgent assistance with whom they have a contract.  For schools which do not have a contract they have the option of choosing to sign up to a contract with immediate effect.

Emergencies - Voluntary Aided Schools

Voluntary Aided Schools please click on the link.

Energy and water management

Data about energy and water consumption is available on the Property Data Services website http://herts.technologyforge.com/tfweb. For information about energy use contact:

Herts Property - Patrick Wray - 01992 556241
Hertfordshire Business Services - Philip Godfrey - Energy Manager - 01707 292430 - consumption/targets/contracts

Extended schools

CSF - Extended Schools - 01992 588203

Funding sources/finance

To discuss funding for potential building projects, schools should contact their relevant Area Planning Manager:

CSF - Kate Maguire - West - 01992 555864
CSF - Pauline Davis - East - 01992 555865

For advice on other matters to do with funding, schools should contact:

CSF School Funding Unit - 01992 555722

Furniture and equipment (procurement)

For advice on appropriate furniture and equipment for schools.

Hertfordshire Business Services - Graham Phillips - Senior Equipment Officer - 01707 292331

Grounds

Herts Property - Gill Donovan - Property Support Officer - 01992 555887 - General advice on boundary disputes, leases etc.
Mace - 01992 515070-Landscape Group - Development of school grounds

Health and safety

Education Health and Safety Team - 01992 556478. A link is available on the right hand side of this page for more information.

Hertsmedia

Their service contract with schools guarantees:

• Any equipment serviced; televisions, video machines, camcorders and palmcorders, hi/fi and audio, hearing aid equipment
• Free use of their loan stock
• Free delivery and collection
• Free use of their video editing suite for schools
• Assessment of damaged equipment
• Advice on equipment purchase and use
• Security marking for new VCRs and camcorders
• Technical support

With a Service Contract there is no need to arrange (sometimes very expensive) rental and extended warranty agreements. There have to be some circumstances which will incur charges: TV tubes, video heads, batteries, and where equipment has suffered malicious or careless damage.

Other Services Repair Work for Staff:

The repair work they are doing for Herts staff remains very popular.

Second-Hand TVs:

The option to purchase second-hand is very popular and we have increased the range of sets available i.e. larger sets and sets with stereo sound - a better sound particularly for classroom use. If you have a particular request for large or portable TVs give them a call. They can often arrange to get a set to you within a few weeks.

Satellite:

A satellite service is available and remains external to the contract.

Guaranteeing quality:

Their quality standards remain high and they test services performance against these through discussions with headteachers and users during the year. They are that:

• Staff will be polite, courteous and helpful.
• Staff will wear a name badge
• Telephones will normally be answered in 10 seconds
• Letters will be acknowledged in 5 days, with a substantive reply within a further 10 days.
• Only approved items will be direct debited from the school account
• Extraordinary direct debits will only be made 15 days after the production of a statement

If for any reason you have a complaint then you should:

Firstly, discuss with the deliverer of the service.

If difficulties remain raise the matter with the Head of the Service following any written procedures for that service.

If this is still not resolved you can refer the matter to an independent arbitration panel.

Contact details:

Andy Morden - Hertsmedia - 01707 281970

Hiring accommodation

CSF - Julie Reynolds - Commissioning Assistant - 01992 555709

ICT

School IT Systems Support (SITSS) helps schools use data effectively and efficiently for management and decision making by advising on the deployment/implementation of appropriate Management Information Systems (MIS) and computer network solutions.

The team supports school senior leaders and administration staff in the use of Management Information Systems (MIS) and advises on new data information needs as required by the DCSF, QCA, CSF, etc.

As part of the larger SSE ICT Team it offers network and technical guidance/recommendations that support the LA's ICT Strategy.

Annual contractual support, via the SITSS helpdesk, for:

- School Management Information Systems designed to assist in decision making, record keeping (pupil and staff), performance monitoring, tracking and reporting and planning

- Microsoft products

- Anti-virus software

- Technical (ICT) support

- Network support

On a consultancy basis:

- Training in school Management Information Systems (MIS)

- Bespoke training and consultancy for individual school's use of MIS - how to gain maximum benefit from their MIS

- Design and commissioning services for computer networks across the whole school

- ICT suite design

- Advice on computer purchasing

- Technical and MIS support for the Hertfordshire Learning Platform

Advice to schools regarding:

- Data needs for DCSF, QCA, CSF etc and how such demands can be most readily generated from the school's MIS

- New DCSF data collection initiatives and the potential impact on schools

- Other management and administration initiatives, for example impact and actions required due to changes to the Data Protection Act, Fair Processing Notification, etc

- Building Schools for the Future (BSF) initiative

For more information please contact the School IT Systems Support Team on 01438 844777 or visit www.thegrid.org.uk/info/traded/sitss

Legionella

For any enquiries regarding the guidance on this site under Section J, please contact Chris Troy, Environmental Health Manager 01992 555604.

Net capacity

Herts Property - Paula Warrender - Property Support Officer - 01992 556133

Pesticides

Health, Safety & Risk Management Unit - James Ottery - Health & Safety Manager - 01992 556509

Property data services website

http://herts.technologyforge.com/tfweb/ This site is password protected and is not available to the general public. 

Property services

From 1 April 2006 client side Service Department property units were centralised into Hertfordshire Property.

CSF staff will continue to develop the service strategy required to meet service needs and prioritise capital projects.  Hertfordshire Property staff will work in partnership with CSF staff to prepare and gain approval for the major works, minor works and repairs & maintenance programmes and thereafter will be responsible for delivery and budget.

Within Hertfordshire Property the newly formed Property Business Services (PBS) team will have the greatest interface with service users, with responsibility for translating the service strategy into proposed property solutions, managing the project budget and delivery of those works via the County's approved partners.  This includes the following categories of works:

1.  Major Projects
2.  Minor Works
3.  Planned Maintenance
4.  Reactive Maintenance
5.  Cyclical Maintenance
6.  DDA

It is intended that the PBS group becomes the natural first point of contact for schools, to assist with and advice on all property matters. 

Customers are requested to access the team through the Commissioning Assistants on 01992 588122 who will either be able to respond themselves or pass the query on to another member of the team.  The extended team also includes Mouchel and Mace, HCC's property care and major projects consultants respectively.

All repairs & maintenance and general property queries and requests are electronically logged and tracked through to completion.  It is anticipated that schools will be able to access this log via the Property Data Services website in the near future.

The typical types of work handled by the group would be as follows:

1.  Maintenance request
2.  Query on an existing job
3.  Condition survey query
4.  Boundary issue
5.  DDA related
6.  Request for minor works
7.  Request to sponsor major works
8.  Query on existing major works

Our technical professional property partners are:

1.  Mouchel - contact number 01992 513500

2.  Mace contact number - 01992 515100.

3.  Lambert Smith Hampton - contact number  01727 896200

For major projects or minor works projects construction works are carried out through the approved list of Framework Contractors.

For repairs & maintenance items the works are carried out through the approved list of Measured Term Contractors (MTC).

Repairs and maintenance (R&M)

For queries and new requests that are Hertfordshire Local Authority responsibility, contact Herts Property - Nicolle Evans - Commissioning Assistant - 01992 588122.

It is intended that the annual planned maintenance programme under consideration will be published on the Property Data Services website http://herts.technologyforge.com/tfweb

For items that are a school responsibility either contact the Mouchel Property Hotline (0800 547547) if the school has a contract through the 'Schools Agreement' or make independent arrangements.

A flow chart for procedures schools need to follow for R&M issues is available in Section J.

Schools Agreement

This is an agreement between a school and Mouchel for the provision of consultancy services to assist the school with its maintenance responsibilities and requirements.  A copy of the agreement can be found on the right hand side of this section.

The contract is independent of HCC and is the responsibility of the school to manage and administer.

This agreement gives a school access to the Mouchel Property Hotline 0800 547547.

Contact direct with Mouchel 01992 513500.

Service contracts

The County Council recommends that service contracts for boilers, alarms, electrical systems etc is undertaken through Mouchel - 01992 513500.

Sites

Mouchel - 01992 513500
Mace - design and management of landscaped areas - 01992 515100
Hertfordshire Business Services - grounds maintenance - 01707 292300
Herts Property - Nicolle Evans - Commissioning Assistant - 01992 588122 - Advice on responsibility/issues

Soundfield systems

Herts Property - Gill Donovan - Property Support Officer - 01992 555887.

Suitability surveys

Suitability surveys can be accessed on the Property Data Services website http://herts.technologyforge.com/tfweb

Herts Property - Paula Warrender - Property Support Officer - 01992 556133.

Sustainability

See Section P.  An initial contact should be Herts Property - Charles Harris - Property Business Partner - 01992 556635.

Voluntary Aided Schools please click here

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