Capability Statement

Fire Safety Ser v ices

Our accreditations

ISO 14001 Environmental management

ISO 45001Health and safety management

ISO 9001 Quality management

ConstructionlineRegistered firm

RICSCorporate member

Gas Safe Registered firm

NAPIT Approved contractor

CHASRegistered firm

Elmhurst Energy SystemsGreen deal approved

BAFE Provision of Fire Risk Assessments

Institute of Fire Engineers Affiliate organisation

Fire Protection Association Corporate member

ATACAsbestos testing and consultancy member

UKATAAsbestos training

RISQSRegistered firm

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Contents

Introduction

Our Services

Our Team

Our Experience 34

We live our Values everyday at Pennington Choices Ltd; they serve as a compass for our actions and describe our behaviours.

Mission, Vision and Values

VisionYour exceptional trusted expert.

MissionSupporting people. Driving compliance. Enhancing property.

ValuesWe have:Integrity

Fun

We are:AmbitiousResilient

ProfessionalResponsible

Collaborative

We: “Can do”

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Introduction

Matthew CorryHead of Survey Services

Head office:

Brookfield HouseGrimsditch Lane (off Tarporley Road)Norcott BrookCheshireWA4 4EA

T: 01928 568842E: office@pennington.org.uk

“There are an average of 174 building fires every day in the UK”

Statistics from Fire Door Inspection Scheme

Although fire related fatalities have been on the decline over the last decade, there were still 262 fire related fatalities reported in England in 2017/18, with over half having occured in purpose build flats and properties of multiple occupancy.

Fire risk assessments are mandatory under current legislation. They also help housing providers identify what they need to do to prevent fires and keep people safe.

Our fire risk assessments cover all domestic properties such as blocks of flats, traditional and non-traditional houses, bungalows and sheltered schemes.

We also have a proven track record delivering fire risk assessments for commercial and public properties such as NHS hospitals, schools and colleges, community centres and offices.

We are accredited by British Approvals for Fire Equipment (BAFE), the Institution of Fire Engineers (IFE) and Fire Protection Association (FPA). Our NEBOSH qualified fire risk assessors have a wealth of experience delivering fire risk assessments throughout the UK.

Our fire risk assessments comprehensively cover the following action points:

1. To safeguard staff, public and vulnerable persons.

2. Statutory compliance.

3. Protect business against loss, and the potential ofcatastrophic loss of business.

We offer the following fire risk and health and safety assessment services:

• Fire risk assessments on a range of domestic and commercialproperties.

• Fire risk remedial recommendation with budget costs.

• Health and safety risk assessments with budget costs.

• Reviewing and revising health and safety policies andprocedures.

• Training and information on health and safety.

This capability statement demonstrates the experience and expertise of our team, the service we provide and case study examples of where we have delivered fire risk assessments for our clients.

Matthew CorryHead of Survey Services

Our PAS 79 aligned fire risk assessments are 100% audited according to our BAFE accreditation, giving our clients high quality information to keep their stakeholders safe and ensuring fire prevention measures are at a maximum level.

Fire Risk AssessmentsWe work with our clients to ensure they meet current fire safety regulations. We will:

• Carry out a fire risk assessments of premises and advise theclient on review dates.

• Provide a report and inform our client of the risks identifiedusing a detailed action plan of significant findings.

• Advise our client about putting in place and maintainingappropriate fire safety measures.

• Work with our client to create a plan for an emergency.

• Provide information and fire safety instruction and training.

Our team is experienced in providing all four types of fire risk assessment but we find that most clients request either a type 1 or type 3 assessment.

Type 1 fire risk assessments are non-destructive surveys of the common parts of a building. Internal and external areas are assessed, including store cupboards, electrical cupboards, risers, accessible lofts and a sample of flat entrance doors where applicable.

Type 2 risk assessments are similar to type 1 assessments in that they relate to the common parts of a building, except type 2 involves destructive inspection. Type 2 assessments should only be carried out if there is reasonable doubt that the building would not stop the spread of a fire.

Type 3 fire risk assessments are non-destructive surveys of common parts of a building and flats. These surveys cover all of the areas covered by a Type 1 as well as at least a sample of the flats, to assess the level of compartmentation inside, the means of escape and level of fire detection. All internal doors will be assessed and the fire detection checked.

Type 4 assessments include everything that is entailed within a type 3 assessment, except that a type 4 involves destructive inspection and again, should not be carried out unless on reasonable grounds to do so.

PAS 79: 2012 provides an industry recognised methodology, guidance and template for undertaking and recording fire risk assessments. It is intended to be used by those who already possess a good knowledge of fire safety and can be considered a ‘competent person’ under the RRFSO 2005.

Our Services

Our team of highly trained fire risk assessors are experienced and qualified to complete types 1, 2, 3 and 4 fire risk assessments and in line with PAS 79:2012.

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Although there are no definitive requirements for how a fire risk assessment is carried out or what is recorded, the nine step process covered by PAS 79, as demonstrated overleaf, is considered the benchmark and allows full compliance with the RRSFO 2005.

We have based our FRA methodology on this nine point plan as shown below.

1. Obtain information onthe building, theprocesses carried

out and the peoplepresent, or likely

to be present. 2. Identify the firehazards and the means for their elimination or control.

3. Assess the likelihoodof a fire.

4. Determine the fireprotection measures inthe building.

6. Makeassessment of the

likely consequences to people in the

event of fire.

7. Make an assessmentof the fire risk.

8. Formulate anddocument an actionplan.

9. Define the date by which the firerisk assessmentshould be reviewed.

5. Obtainrelevant

information about

fire safety management.

Nine step process

covered by PAS 79

Fire Risk Assessment - Third Party AuditsAudits are conducted by one of our experienced fire risk assessors, all of whom are registered and approved to carry out fire risk assessments in accordance with our BAFE accreditation. The method will be closely aligned with PAS 79. On receipt of the monthly list of completed fire risk assessments, we will undertake the following tasks:

• Make arrangements to audit a 10% sample of the completedreports, and survey individual fire risk assessors at least onceper month.

• We will also review each archetype at least once per quarter.

• Carry out a technical review of the fire risk assessment andthe associated findings for each sampled block.

• Identify and immediately advise the client of any unsafesituations.

• Whilst conducting the audit we will take photographs andfeedback our findings by way of a formal report each month.

• Where non-conformances are found we will recommendadditional CPD and training where appropriate to do so.

Fire Strategy Reviews We have substantial experience in reviewing fire strategy and policy documents across the social housing sector. We conduct a mini-audit of current documentation, including any training, maintenance, evacuation policy documents and any other fire safety records you may have. The initial briefing will allow us to understand the existing arrangements prior to carrying out the audits.

Fire Compliance ReviewIf a full ‘fire compliance’ review is requested, we will review further supporting documents such as business plans, asset management strategy, policies, procedures, process maps and KPI data.

This information will give us a holistic view of how the organisation manages compliance. It is important to establish whether compliance strategies, policies, procedures and other supporting documents are ‘fit for purpose’ and are accessible to all your relevant stakeholders.

Following the detailed document review, we will carry out a series of interviews and workshops with the appropriate service managers and operational staff responsible for fire safety.

The purpose is to determine how the service is operated; to compare how the service is operated in comparison to any written policy or procedure; and to also understand the record keeping, reporting and other management arrangements associated with fire safety.

“Pennington Choices are extremely flexible and can adapt to new challenges as and when presented to them by Vivark’s Asset Management Team.

KHT required urgent FRAs to be completed across 9 tower blocks, which Pennington Choices responded to at short notice and provided detailed reports, fire precaution drawings and summarised all report recommendations within an Excel spreadsheet during a 5 week period from receiving an instruction from the Asset Team.”

Adrian Smith, Vivark, on behalf of Knowsley Housing Trust.

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It is important to determine whether staff, contractors and other partners are clear about their roles and responsibilities for managing fire safety compliance. We will also assess the organisation’s level of compliance when compared to legislation and best practice.

A vital aspect of fire safety is data management and IT. We will review existing data management and IT arrangements to ensure that the compliance system for capturing and maintaining records of all stock owned by you is ‘fit for purpose’; including the date they were last inspected and/or risk assessed; and the due date of the next inspection and/or risk assessment.

Once we have completed a thorough review, we will produce a summary report, bringing together the key findings including a gap analysis, commentary and recommendations. Our summary report will provide clear, practical and time-bound advice on how to rectify these areas.

Compartmentation Surveys & Fire Door AuditsCompartmentation forms an important part of a buildings fire plan and is a key part of the fire risk assessment process. Correctly managed compartmentation prevents the spread of smoke and fire, dividing buildings into manageable areas and providing suitable means of escape.

Our fire safety consultants carry out compartmentation surveys in new builds as well as existing buildings, assessing the effectiveness and completeness of fire resistant materials along with detailed fire door audits. Our team undertake the following:

Fire door audit to include:

• Communal doors.

• Flat entrance doors.

• Internal fire doors within the dwellings.

Fire stopping/compartmentation audit to include:

• Wall/ceiling penetrations of cables and services.

• Electrical service cupboards, including a sampling the cabletrunking

• Mechanical ventilation.

• Roof voids.

• Fire stopping under the kitchen units.

Fire Safety TrainingSince the introduction of the Fire Safety Regulatory Reform Order of 2005, it is important that employers train their staff adequately in fire safety.

Our team is accredited to provide training in basic fire awareness and also more advanced training for specialist roles such as fire wardens and building managers. All our courses provide an understanding of the fire regulations and general fire precautions. They will teach your team how to keep your business safe and the proactive measures needed to stop fires happening. Typically, our training includes:

• Fire safety precautions.

• Common causes of fire.

• Fire drills and evacuation.

• The responsible person.

• Fire safety legislation.

• The chemistry of fire.

• The role of the fire marshall

• Liaison with the fire brigade.

All attendees on our training courses are taught how to use a fire extinguisher on a real fire in a clean, safe and controlled environment.

Our trainers are happy to work with you to develop a bespoke package of training to suit your requirements.

We offer training for all aspects of fire safety such as fire drills and evacuation,fire safety legislationand many more fire safety topics.

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TechnologyWe have for many years used hand held electronic data capture for our fire risk assessments. We use a multitude of different software packages, including; Codeman, Keystone, Promaster, Pocket Survey, PIMSS, Aareon QL, Lifespan and Bolster, for example.

We routinely use Keystone for the majority of survey exercises, due mainly to our historical relationship with the company for Decent Homes data analysis and reporting. We were the very first commercial Keystone user and only the second in the UK to purchase the system.

We have used both Keystone Asset Management (KAM) and Keystone Risk Management (KRM) to collect and report on fire risk assessments. In terms of KAM we built a bespoke component configuration for Castle Vale Community Housing, which although slightly limited, gave the client a really good dataset from which to report. We then built some specialist reports to produce detailed action plans.

More recently we’ve used KRM for fire risk assessments. Having used Keystone for many years, and of course because we’re fully licensed, we carry numerous Foundation licences. We do not therefore need to buy further licences for this project as we’re able to utilise our existing set-up.

In terms of alternatives, we have built PAS79 compliant surveys using a system called Compliance365. We have helped a number of organisations to implement the software, including most recently Wigan and Leigh Homes. This formed part of a wider instruction, which related to a full compliance audit of their technical service functions.

We have recently launched our own system using iAuditor, which is a tablet application capable of building a tailored survey form for many different purposes.

One last alternative is called Pronto Forms. This is similar to iAuditor, in that the application allows a specific survey form to be built and used in the field, allowing an for an extremely flexible, robust and accurate data collection system.

In regard to compartmentation surveys, we use an advance software called Bolster. Bolster is an electronic management application relating to the passive fire protection of a building. It incorporates the installation, documentation and management of remedial works to fire barrier penetrations and general fire stopping within a building. The online database can be shared with clients who can take a holistic view of the findings, and manage the works through the database.

Bolster software allows us to instantly share with the client the direct location of breaches, along with photographs and comments from the assessor.

“Working with Pennington Choices to deliver our FRA inspection programme has been a really positive experience for both our customers and ourselves.

The team at Pennington Choices has worked really hard to deliver a high quality service, completing the programme on time and on budget.

They have offered professional advice throughout and provided a high level of assurance that we are keeping our customers safe in their homes.”

Norman Davidson - Assurance andCompliance Managerat Leeds and YorkshireHousing Association.

Bolster is highly beneficial in that it saves time on site through faster data collection and it automatically generated reports. It helps towards our environmental goals by providing paperless surveying. An innovative feauture of Bolster is the use of location tags on each issue, which provides clarity for the client when managing the repairs.

Bolster allows trained surveyors to conduct assessments and record data for future correction using the device. Installation data for penetration and joint fire-stop systems is easily logged to meet project documentation requirements or satisfy quality management system procedures and building control.

In terms of elevations and plan drawings, we routinely use Magic Plan. We use it for all plan drawings across the business including asbestos location drawings, energy performance certificates and all measured surveys. This application has revolutionised the way we produce drawings, providing the ability for 3D as well as 2D drawings. Accuracy has also improved, due mainly to the single handling of information, we can produce the plan while on-site, instead of having to take down the dimensions on site, and then re-draw the property when back in the office.

With the majority of systems, photographs can be taken by the surveyor using the tablet PC.

Quality and control With all electronic data capture techniques, the system is only as good as both the surveyor conducting the inspection and the data capture. The beauty of systems like Keystone and Bolster is that the desktop application provides a myriad of different checking mechanisms, which allow our validators the ability to rigorously check submitted information prior to formal transferral to a client’s database.

For example, having completed a fire risk assessment using your Keystone Risk Management (KRM) module, the information is stored in an area called ‘staging’ or ‘validation’. This allows us (having firstly established a third party connection to your Keystone database via a VPN link) to check the quality of the survey immediately upon completion by the surveyor, in real time. If, having checked the survey, we find an anomaly, management staff can send the survey back to the surveyor for re-assessment immediately whilst still in the field.

We have a range of electronic data capture capabilities, covering both IOS, Microsoft and Android platforms. We’ve found that as a surveying company, it is not sufficient to be based wholly around one platform, as all clients require something slightly different and even collected in a slightly different way. We have therefore invested heavily in this area, which has improved data accuracy and reliability immensely.

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For example, producing a fire risk assessment using Pronto Forms and Magic Plan, our ability to manipulate the information into an action plan is simple. This provides a more useable piece of information, as opposed to a hard copy report which sits on a desk/shelf and is rarely actioned.

In addition, our ability to help clients to manage their ongoing obligations in relation to compliance is hugely improved, as information can again be fed into a variety of systems allowing for further programming activity, for example FRA re-inspections or fire safety works, which can be organised and managed accordingly.

In terms of future developments, we continue to work with Keystone to develop their capability around compliance. We work with a number Keystone clients to help develop ideas for Keystone to then develop and implement.

Our Planning, Scheduling and Dispatch TeamTo ensure good customer service and an efficient service by our field-based staff, we have a dedicated planning, scheduling and dispatch (PSD) team. Our team is trained alongside our surveyors in customer care, equality and diversity and protecting children and vulnerable adults.

Our ten-strong PSD team is led by Kerry Kelly and her role is to maximise the productivity of field-base operatives by ensuring they are attending and completing as many work orders as is practical, both in respect of compliance (client/contract response times being met) and also quality (sufficient time is allowed for works order completion).

Kerry works collaboratively with our heads of services and service teams across the business to ensure we have an integrated approach to service delivery. She has a key role at mobilisation of any project to ensure she understands contracts response times and service level agreements for each new project.

Key responsibilities for our PSD team include:

• Handling and resolving telephone and email enquiries fromclients, tenants and our own field-based staff.

• Proactive outbound telephone calls to arrange appointmentswith tenants.

• Liaising with, and directing, field-based operatives.

• Identifying and escalating early warnings for risk to responsetimes/SLAs, productivity outputs and process.

• Understanding the difference between planned andresponsive works and the differing approach to each in orderto manage demand and minimise cost.

Our PSD team are well trained in customer care to liaise with clients.

Kerry and the team are constantly reviewing current processes to improve efficiency and productivity of the delivery of surveys. We have implemented an AM/PM appointment slot for surveys in order to maximise productivity, giving flexibility to reorganise time slots to accommodate tenants requirements and to ensure we carry out the maximum number of appointments per day. Our surveyors also work two late evenings per week (Tuesday & Wednesday) until 7pm to allow tenants to be able to book appointments outside of normal working hours.

Kerry will also liaise with our clients’ team to take a collaborative approach to improving our service and implementing new ways of working. For example, Kerry is looking at future improvements to use, same day texting to remind tenants of appointments for the following day to reduce no access appointments or to be made aware of an access problems before we attend the property. We are also looking at the possibility of on line booking of appointments and tenants being able to email their availability so we can confirm appointments via email.

Kerry’s role includes:

• Forecasting client demands

• Reporting of turnaround times vs. client KPIs.

• Grouping appointments geographically not by client to cutour carbon footprint.

• Report on a weekly basis the progress of individual projectsper client to give full visibility and ensure we are meetingthe required client deadlines.

• Call reporting and monitoring the amount of incoming andout bound calls, how quickly we pick up calls etc to give ourclients optimum customer service.

Our dedicated planning, scheduling and dispatch team, lead by Kerry Kelly, have the training, skills and technology to communicate in an effecitve and professional manner with clients and residents, in a method and language to suit them.

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ProcurementCommissing our team is simple as we are appointed to the following frameworks:

• Fusion 21 - Compliance and Facilities ManagementFramework: Lot 5 Fire Risk Assessments.

• South East Consortium - Consultancy Services Framework: Lot3 Asset Management Surveys.

• Re:allies - Fire Risk and Mitigation Framework: Lot 1a FireRisk Assessments.

• South East Consortium - Fire Consultancy Framework: Lots 2,4, 5, 6 and 8.

• LHC - Fire consultancy and fire risk assessors framework.

• EN:Procure Limited - Fire risk assessments.

Direct appointment can be possible from these frameworks and this saves time and money for clients when they require the service for a programme of work.

Innovation and Added ValueWe are a dynamic multi-disciplinary organisation providing a wide range of property-related, technical and professional services to the public and private sectors. We specialise in all areas of statutory compliance, asset management and organisational management. In addition to fire risk assessments, we also provide:

• Domestic and commercial gas auditing and consultancy.

• Electrical condition reports, electrical auditing andconsultancy.

• Asbestos surveys, sample analysis, air monitoring, awarenesstraining and consultancy.

• HHSRS surveys and advice.

• Water hygiene; risk assessments and inspections

Compliance Health CheckOur senior team has operated at director level for social landlords of all types. This experience has enabled them to develop a new support service for our social housing clients. Our compliance health check provides a structured assessment to determine the extent of compliance risks and any gaps in compliance. We check against statutory requirements and best practice, drawing on HSE guidance, codes of practice and industry guidelines.

We can tailor the service areas covered in the health check to meet client’s specific needs.

Typically, our compliance health check includes an in-depth detailed audit of one or more specific compliance area that our client may have concerns about, for example, fire safety. Our consultant will undertake technical auditing, including on-site inspections and testing of records and the auditing may include specialist areas such as lifts, playgrounds, lightening conductors and fire alarms.

Our last event was hosted in May 2018. Maxine Loftus, head of operations at Incommunities, and Charlie Norman, group chief executive of St. Vincent’s Housing Association, joined Lee Woods, our operations director, to discuss recent compliance challenges. Topics included; how Manchester responded to Grenfell and their approach to fire safety; understanding electricity safety obligations; and learning how to build a fit-for-purpose asbestos management plan.

Dates for future events are published on our website and further information can be obtained by emailing:events@penningtonchoices.org.uk

“A detailed piece of work carried out by Pennington Choices that reviewed high level risks and linked to practical solutions and a simple to follow action plan. We are pleased with the work carried out would recommend that others carry out this more in depth review of their compliance delivery and responsibilities.”

Gareth Rigby – South Liverpool Housing.

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Compliance MasterclassWe want to remain at the very forefront of industry best practice to enable us to provide an innovative service to our clients. In order for us to do this, we work in collaboration with others within our industry to deliver statutory compliance masterclasses.

Our statutory compliance masterlass is a free event which is open to anyone who is interested in, and wants to learn about, statutory compliance best practice particularly chief executives, chairs, housing, property and asset directors, heads of service and managers as well as policy managers.

Thought LeadershipWe want to remain at the very forefront of industry best practice to enable us to provide an innovative service to our clients. In order for us to do this, we strive to be the forerunners in thought leadership. Below are examples of how we are achieving this:

We host regular employee engagement

masterclasses to nurture and share

our advice on HR and employer brand matters

to local businesses.

Our Operations Director, Lee Woods, is a regular speaker at Chartered

Institute of Housing events and the Northern Housing

Maintenance Forum, offering expert advice on compliance in the social

sector.

We have worked with and publish articles with Inside Housing, with our most recent feature discussing the core compliance issues

regarding electrical safety.

We enjoy a close relationship with the Regulator of Social

Housing which keeps us up to date on

current regulation and legislation.

Lee also publishes an article with Northern Housing Maintenance

Forum offering concise advice on social

housing compliance.

Our bi-annual statutory compliance masterlass is a free event which is open to anyone

who is interested in, and wants to learn about statutory compliance best practice particularly chief

executives, chairs, housing, property and asset directors,

heads of service and managers as well as policy managers.

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Our operating structure, management and processes are delivered using directly employed in-house staff in accordance with our ISO9001, BAFE, Institute of Fire Engineers and RICS accreditations.

Our team has extensive experience delivering fire risk assessments and a selection of our recent contracts are included at the end of this document.

We have included CVs for our core team overleaf.

Our Team

Matthew CorryMCIOB

Head of Survey Services(Account Manager)

Planning, Scheduling & Dispatch Team

Kerry KellyHead of Operational

Delivery

Gary BamptonMRICS

Commercial Director(Quality Director)

Will WardPaul Doodson

Validators

Fire Risk Assessors

Scott LewisOperations ManagerCompliance Services

Alison RobinsonFire Safety Manager

Gary Bampton - Commercial DirectorBSc (Hons) Building Surveying; PGDip Surv – Postgraduate Diploma in Building Surveying; Member of Royal Institute of Chartered Surveyors (MRICS)

ExperienceGary is Pennington Choices’ commercial director, he is a board member and his focus is business development and growth across the organisation. Gary plays a key role in relation to marketing, new business, brand awareness and client satisfaction across the UK.

Gary is an experienced chartered building surveyor, with specialist social housing experience, having spent 16 years delivering new build and refurbishment projects for a multitude of social housing providers around the country.

Gary is experienced in providing access audits and fire risk assessments. Previous projects have included the implementation and use of a cutting edge electronic data capture modules including all relevant software and applications. Gary is the expert user of our asset management software, Keystone, and has also used other client asset management software when required, giving him a good rounded knowledge of asset management issues.

Gary provides an alternative means of contact for our clients and our team to ensure open communication and the smooth delivery of our contracts. His 16 years’ experience working within the housing sector combined with his position as commercial director gives him significant knowledge to successfully support projects within the public and private sectors regardless of financial constraints.

Key skills

• Board director andchartered building surveyorwith a real understandingof the issues from a clientperspective.

• Will take ultimateresponsibility for thesuccess of the project.

• Alternative means forclient contact andresponsibility for quality.

Key experience

Quality director for four year fire risk assessment programmeClarion Housing Group

Quality director stock condition and fire risk assessment programmeLondon Borough of Hackney

Quality director for four year fire risk assessment programmeGuildford Borough Council

Quality director for fire risk assessmentsAmicusHorizon

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Matthew Corry - Head of Survey ServicesMember of The Chartered Institute of Building; BSc Hons (Building Surveying), DipDEA – Domestic Energy Assessor; DipGDA – Domestic Green Deal Assessor; Construction Skills Certification (CSCS) – Professionally Qualified Person.

ExperienceMatthew is Pennington Choices’ head of survey services. He is responsible for the delivery of large scale projects, including fire risk assessments, to well known local authorities and significant housing associations throughout the UK. Matthew works closely with our chartered building surveyors, fire risk assessors and asset managers to deliver a number of property services.

As a NEBOSH qualified fire risk assessor, he is ideally placed to lead our fire risk assessments. He has a proven track record to deliver fire risk assessment projects using our bespoke asset management system Keystone, to various low, medium and high rise blocks for a range of clients.

Recently, Matthew has led our team of fire risk assessors on significant projects with Castle Vale Community Housing Association, Liverpool Mutual Homes and Flintshire County Council.

Matthew is a key member of our mobilisation team and holds monthly review meetings to ensure lessons learned are fed back to our team as part of our commitment to continual improvement.

He agrees our key performance indicators and these will be used throughout the duration of the contract to measure performance. Matthew will address and rectify any areas of non-conformance.

Key skills

• Experienced projectmanager.

• Expert user of the assetmanagement systemKeystone.

• Proven contractmanagement expertise.

• Open and transparentapproach to projectdelivery.

• NEBOSH qualified.

Key experience

Account manager for four year fire risk assessment programmeClarion Housing Group

Account manager fire risk assessmentsWigan & Leigh Homes

Account manager for programme of fire risk assessmentsLondon Borough of Hackney

Account manager for fire risk assessmentsCartrefi Cymunedol Gwynedd Housing Association

Scott Lewis – Operations Manager (Compliance Services)BSc Building Surveying; BOHS P405 Management of Asbestos in Buildings; BOHS P407 Managing Asbestos in Premises; Qualified Fire Risk Assessor and Fire Safety Manager approved by the IFSM; HABC Level 3 Legionella Control for Responsible Persons; Trained Energy Assessor.

ExperienceScott is our operations manager for compliance services. With over 17 years of experience in compliance and surveying, his knowledge and skills allow him to oversee multiple disciplines, such as: fire safety, gas, electrical and water hygiene services.

Scott coordinates the fire safety team and he is the primary client contact in the delivery of fire risk assessment programmes. Scott oversees the processes and procedures involved in fire risk assessments and drives quality throughout the service to ensure fire risk assessments are suitable and sufficient.

Scott liaises with clients to answer enquiries and resolve any complaints or issues expertly and promptly. He coordinates contract management and is responsible for key performance indicator reporting. He consistently monitors our performance across these disciplines and ensures we maintain the relevant accreditations.

Scott has extensive experience working within the social housing sector. Scott previously worked with Plus Dane Housing as compliance manager. Using his broad knowledge of regulations and guides, he created an asbestos management plan and provided guidance to all staff regarding regulations for multiple disciplines such as fire safety, asbestos management, gas, electric and water hygiene.

Scott is proficient in a range of asset management software such as Keystone, Promaster and Civica.

Key skills

• Experienced in multipleasset managementsoftware.

• Extensive knowledge ofregulations and guidance.

• Over 17 years’ experiencein compliance services andsurveying.

Key experience

Operations managerOptivo

Operations managerFutures Housing Group

Operations managerNHS Property Services

Operations ManagerClarion Housing Group

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Alison Robinson - Fire Safety ManagerLevel 3 Certificate in Fire Safety; NEBOSH General Certificate for health and safety; Fire safety in non-residential premises; Fire safety solutions in higher life risk premises.

ExperienceAlison is our fire safety manager who is responsible for delivering all internal training and auditing. She oversees and ensures the development and sign-off of current and trainee surveyors. She holds toolbox talks and is responsible for project monitoring. Alison carries out regular on-site audits and desk-top audits of all fire risk assessors to ensure quality is maintained at all times.

Alison has experience of working on large, medium and small-scale projects, involving low-rise, medium rise and high rise blocks as well as sheltered schemes, offices and hospitals. She has also worked on purpose built blocks as well as converted properties, and is well versed in the guidance manuals such as fire safety in purpose built blocks and the local authorities coordinators of regulatory services (LACORS). Alison has used this knowledge recently whilst working with the NHS Trust and fire service,; overseeing fire risk assessment reports to their high-risk properties.

Alison spent 5 years with Greater Manchester Fire and Rescue Service as fire safety inspector. She holds a number of fire safety qualifications including Level 3 certificate in fire safety and has an excellent understanding of the requirements of the regulatory reform (fire safety) order.

Key skills

• Extensive knowledge ofcurrent regulations.

• Understanding of levels ofcompliance required by fireand rescue services.

• Proven management andproject planning skills.

Key experience

Fire Safety ManagerMuir Housing Group

Fire Safety ManagerStoke on Trent City Council

Fire Safety ManagerWeaver Vale Housing Trust

Will Ward - Quality Assurance AuditorDiploma: Domestic Energy Assessor; P402; NEBOSH; Fire protection Association - Advanced Fire Risk Assessment in Residential properties.

ExperienceWill is an experienced fire risk assessor with an extensive knowledge of current fire legislation and regulations. His background in providing large scale surveying service has provided him with the skills to work across a range of domestic properties. Will has completed fire risk assessments for a number of public sector clients, including completing assessments for low, medium and high rise blocks; traditional and non-traditional houses.

Will has worked extensively with clients such as Clarion Housing Group and Wigan Council, specialising particularly in validation, door auditing and fire compartmentation surveys. He delivers these services to both fully occupied and void properties and is proficient in Keystone software, where he uploads his assessments for review.

Will has also assisted in projects with clients such as York City Council, Cartrefi Cymunedol Gwynedd, Industrial Dwellings Society and South Liverpool Homes.

With over 12 years of property surveying, Will is competent in working with all age groups, vulnerable people, disabilities and races.

Key skills

• Experienced fire riskassessor.

• An extensive understandingof current legislation.

• Proven management andreporting skills.

Key experience

Fire risk assessor/validatorCity of York Council

Fire risk assessor/validatorFutures Housing Group

Fire risk assessor/validatorClarion Housing Group

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Paul Doodson - Quality Assurance AuditorBTECC Diploma -Pre Public Services.

ExperiencePaul is one of our fire officers and he is responsible for quality assurance of all fire risk assessments produced by Pennington Choices Limited. With over 21 years’ expereince as a firefighter, Paul is well placed to fulfil this duty.

Once fire risk assessments are completed, using our site specific, PAS 079 compliant template, it is then sent to Paul for validation.

Paul will proof read the document, making sure the assessment has the correct details, such as the address, and that as standard phrases are included. Paul uses his in-depth knowledge of fire regulations and legislation to assess whether the report contains the correct or sufficient amount of information.

Should the report not meet with the high quality standards expected by Pennington Choices, or Paul feels the report is inaccurate in any way, he will liaise with the assessor directly to rectify the issue.

Once Validated, Paul will upload the fire risk assessments in the requested format and database, for example PDF or Word, into our portal or the client’s ready to view.

Key skills for this project

• 21 years’ experience asa firefighter and qualityassurance officer for firerisk assessments.

• Well versed in current firelegislation and regulationsin order to fulfil the roleofquality assurance auditor.

Key experience

Quality assurance auditor.Leeds and Yorkshire Housing Association

Quality assurance auditor.Habinteg Housing Association

Quality assurance auditor.Muir Housing Association

Kerry Kelly - Head of Operational DeliveryCSCS; NVQ Business Administration.

ExperienceKerry Kelly is our planning, scheduling and dispatch manager. She oversees our customer services team and is responsible for arranging appointments, contacting residents and dealing with customer queries and complaints swiftly and sympathetically. She has extensive experience in customer services within the housing sector.

Kerry leads our customer services team and promotes good communication between residents and our surveyors. She promotes proactive working measures to increase access and maintain regular contact with her team to ensure they are familiar with our client’s requirements. Kerry works with our training manager to keep her team up to date with specific measures for working with residents, including: customer care, equality and diversity, cultural and religious sensitivity and working with at-risk and vulnerable residents.

Kerry oversees the planning of our customer services team workload to ensure clear accountability and responsibility across the team. She has involvement with projects from the outset, liaising with project managers to identify the needs of clients and in particular, customer services support. Kerry holds daily team briefings to ensure workloads progress according to plan and to share lessons learned arisen from resident suggestions and complaints.

Kerry has shared responsibility for supporting monthly report production. She is also responsible for upholding our commitment to respond to all urgent requests within two hours and all routine instructions within 24 hours.

Key skills for this project

• Provision of friendly,focussed and confidentcustomer servicesnationwide.

• Understanding andpro-active solutions tocustomer requirements.

• Responsibility for personnelrecruitment, reviews anddevelopment.

• Oversees service planningsystem and timelyresponses.

• Regular provision ofcustomer care training.

Key experience

Head of operational deliveryHabinteg Housing Association

Head of operational deliveryWokingham Borough Council

Head of operational deliveryWeaver Vale

27

Kirsty Cowling - Fire Risk Assessment Scheduler

ExperienceKirsty is our scheduler specifically for fire risk assessments and consultancy. Her role involves the planning, scheduling and deployment of fire field-base operations as well as driving and maximising productivity. She manages diaries to ensure field based operatives are fully allocated work and conducts weekly project reviews to secure progress is being made effectively and efficiently.

Kirsty is involved in projects from its infancy; from liaising with project managers to contacting residents, making appointments for scheduled visits to uploading data on client databases regularly and creating invoices.

Kirsty focusses on contracted response times and service level agreements, identifying and escalating early warnings for risk to response times and service level agreements, productivity outputs and process. With access to Green Road technology (www.greenroad.com) providing a live view of surveyors, she supports staff working in the field, providing efficient allocation to complete field work within required timescales. She is also field operatives’ first point of contact for any queries or issues.

Kirsty supports our fire department by helping with all aspects of the customer service team. She handles customer queries and complaints in a receptive and efficient manner and she is also the first point of contact for clients, responding to their enquiries promptly and professionally.

Key skills for this project

• Excellent communicationskills to liaise betweenclients and residents.

• Experience in schedulingand arranging assessors’diaries to ensurecontracted response times.

Key experience

Fire Risk Assessment Scheduler.Weaver Vale Hosuing Trust

Fire Risk Assessment Scheduler.Wigan and Leigh Homes

Fire Risk Assessment Scheduler.Optivo

Andy Kettle - Fire Risk AssessorNEBOSH; IOSH Managing Safely

ExperienceAndy has over 23 years experience as a fire risk assessor. His career began with the Hampshire Fire & Rescue Service and he worked his way up to become area manager.

His more recent work has included advising clients on fire safety policy, procedures and performance management in order to ensure legal compliance, value for money and best practice, reviewing and revising clients fire safety policy and undertaking risk assessments and making recommendations regarding the Dangerous Substances and Explosive Atmosphere Regulations (DSEAR) and the Regulatory Reform (Fire Safety) Order.

Andy is also an experienced trainer and has previously worked as training director at Fire Service College.

Qualifications/Training

• A1 Assessor and Internal Verifier

• Fire Safety Inspecting Officer

• IOSH managing safely

• NEBOSH National General Certificate in Occupational Health& Safety

• Fire & Rescue Service Executive Leadership Program IncidentCommand Management Level 4 (Strategic/Gold)

• ROSPA Occupational Health & Safety for Directors

• Multi Agency Gold Incident Command IDeA Accredited PeerNational Fire & Rescue Assessment & Development Centre

• Nuclear Accident Procedures Management – National DefenceCollege

• Introduction to Emergency Planning & Civil Protection FireInvestigation Specialist

• Hazardous Materials and Environmental Protection Advisor

Key skills for this project

• Over 23 years’ fire safetyexperience in the publicand private sector.

• Held management positionswithin the industry and hasexperience of managingand leading others.

• An experienced trainer infire risk assessments.

Key experience

Fire risk assessorClarion Housing Group

Fire risk assessorGuildford Borough Council

Fire risk assessorExeter City Council

29

Keith Dabson - Fire Risk AssessorNEBOSH; Technical fire safety legal; fire safety enforcement; passive fire protection course; fire safety course; GifireE

ExperienceKeith has over 27 years of experience working within various roles of the fire industry. Keith was the operational supervisory manager for the Kent fire and rescue service for 17 years and has now gained four years’ experience as a fire risk assessor. He has developed a wealth of knowledge to successfully deliver fire risk assessments and has proven his competency by supporting local authority staff, housing officers and wardens with training in general fire safety procedures and responsibilities.

Keith has provided fire risk assessments in accordance with the requirements of the Regulatory Reform (Fire Safety) Order 2005 for a number of local authorities, housing associations and public bodies across England and Scotland. Recent clients include Serco, the NHS and Kent County Council.

His extensive experience within the fire industry has enabled Keith to represent clients when issues arise with the local fire authority by resolving enforcement notices that have been placed on properties.

His key project experience includes delivering assessments for over 500 houses of multiple occupation for at risk and vulnerable tenants and within student accommodation. Keith supported Serco with initial inspections and follow up assessments to ensure possible fire related issues had been identified and correctly categorised into management or building related issues.

Similarly, Keith is regularly called upon to provide recommendations, produce reports, offer expert advice on legal legislation and industry best practice as well produce annual reviews and emergency plans to indentify priorities and target completion dates.

Keith has developed an outstanding understanding of the fire risk assessment role. Having supported clients from the public and private sectors, alongside working in unique environments such as religious buildings, blocks of flats, communal areas and the NHS, he is ideally placed to produce fire risk assessment reports.

Key skills

• 27 years’ experience withinthe fire industry.

• Competent bulk firerisk assessor for HMOs,residential homes,commercial and domesticproperties and buildingsof cultural and religioussensitivity.

• Trusted provider of firesafety training.

Key experience

Fire risk assessorLiverpool Mutual Homes

Fire risk assessorFlintshire County Council

Fire risk assessorKnowsley Housing Trust

Lee Brown - Fire Risk AssessorNEBOSH National Certificate in Fire Safety and Risk Management; NEBOSH General Health & Safety; Advanced Fire Risk assessments of Residential Properties; BAFE accredited fire extinguisher technician; Fire safety Instructor; Advanced Medical Care Instructor; Instructor Assessor; Manual Handling Instructor ; First Aid at Work instructor; Audit Trained; LGV Licence Holder; PAT Tester; Noise at Work assessor; PTLLS level 4 teaching.

ExperienceLee is one of our fire risk assessors, based in the north west, with over 31 years of experience within the fire protection industry.

In his previous role as a fire fighter and watch manager, Lee is well versed in current regulations and legislation and the standards required to ensure thorough and quality fire risk assessments are completed.

Lee has completed fore risk assessments for both domestic and commercial properties, including social housing properties, HMO’s, prupose built flats and sheltered and supported accommodation. He has assessed complex buildings such as airports, factories, public houses, hotels and schools.

Lee is qualified to provide fire consultancy advice and has worked with clients to provide compliance with the The Regulatory Reform (Fire Safety) Order 2005, particularly where a client has been served enforcement orders.

Lee is currently working with Leeds and Yorkshire Housing Association, providing type 1-4 fire risk assessments to their portfolio of domestic properties. Lee’s qualifications and experience ideally place him to provide fire risk assessments on this contract with Equity Housing.

Key skills

• Excellent knowledge of fireprotection industry andcurrent regulations.

• Experience in deliveringfire risk assessmetnsto both domestic andcommercial properties.

Key experience

Fire Risk Assessor.Leeds and Yorkshire Housing Association

Fire Risk Assessor.Habinteg Housing Association

Fire Risk Assessor.Muir Housing Association

31

Grant Barker - Fire Risk AssessorInstitution of Fire Engineers (IFE) Level 3 certificate; Institution of Fire Engineers (IFE) Registered Fire Risk Assessor - Life safety; Fire Risk Assessment Training Certificate; NEBOSH Diploma Unit A; NEBOSH Fire Safety and Risk Management Certificate; NEBOSH General Certificate; NEBOSH Environmental Certificate.

ExperienceGrant is one of our senior fire risk assessors with over 28 years of experience within the fire protection industry. Beginning this career path as a firefighter, Grant understands the importance of keeping up to date with regulations and legislation.

Grant is also highly qualified and experience to lead large teams of fire risk assessors, having acted as a training manager for fire risk assessors at Manchester airport, as well as having tutored for the fire units of the NEBOSH general certificate.

Grant has significant experience assessing in both domestic and commercial properties, regardless of its complexity; from social housing properties to airports and cinemas, banks and hotels. His experience covers fire risk assessments types 1-4.

Grant has recently helped to complete a programme of type 3 surveys for sheltered accommodation for Watmos Community Homes.

Key skills

• 28 years’ experience as afirefighter and assessor forfire risk assessments.

• Able and experienced toprovide types 1-4 FRAs toa wide range of buildingarchetypes.

Key experience

Fire risk assessor.Leeds and Yorkshire Housing Association

Fire risk assessor.Habinteg Housing Association

Fire risk assessor.City of York Council

Terry Graham - Fire Risk AssessorBSc (Hons) Fire Safety; Member of the Institute of Fire Engineers (MIFireE)

ExperienceTerry is a fire risk assessor with a wealth of experience of surveying in both private and social sectors. With a degree in fire safety and having worked as a fire safety consultant for many years, Terry has a wealth of knowledge in fire safety regulations and current guidance documents. This knowledge ensures that Terry’s assessments and accompanying action plans aid compliance with said regulations.

Terry has a wealth of experience in conducting fire risk assessments for domestic properties within social housing, such as residential high and low rise buildings, sheltered schemes, supported living schemes and student accommodation. This experience gives him a wealth of understanding to work with all ranges of age groups, disabilities, races, or at risk individuals to create a responsible and professional relationship with clients and their tenants.

Terry is currently delivering fire risk assessments for clients such as Weaver Vale and Flintshire County Council. Both contracts include a variety of different building archetypes, including large sheltered accommodation buildings, high-rise and general needs properties.

Key skills

• Experience in producingdomestic and commericalfire risk assessments.

• Easily able to work on largescale, national projects.

• Well versed in current firesafety regulations andguidance notes.

Key experience

Fire risk assessorWeaver Vale

Fire risk assessorFlintshire County Council

Fire risk assessorClarion Housing Group

33

Steve Hamblett - Fire Risk AssessorNEBOSH; Member of the Institute of Fire Safety Managers (MIFSM); Member of the Institute for Learning (IFL); Portable appliance testing course; Approved IFE fire safety risk assessment course; Triple AAA consultancy personal emergency evacuation course (PEEPS).

ExperienceSteve is a fully qualified fire risk assessor with over 20 years’ experience as a firefighter. As a result, he has a deep understanding of current fire safety regulations and creating fire action plans to achieve ultimate compliance.

Steve has provided fire risk assessments for over 10 years, for domestic and commercial properties, across the public and private sectors. For example, he has experience assessing gas plants, control of major accident sites, university buildings, office and shop units as well as care homes and social housing properties.

Qualifications/Training

• Member of the Institute for Learning (IFL)

• Member of the Institute of Fire Safety Managers (IFSM)

• Member of the IFSM Risk Assessors Register

• Level 3 Certificate in Occupational Health & Safety NEBOSH

• Portable Appliance Testing Course.

• Approved IFE and IFSM Fire Safety Risk Assessment Course.

• Edexcel Level 4 BTEC Professional Award

• Triple AAA Consultancy PEEPS Personal Emergency EvacuationCourse.

• The Independent Fire Engineering and DistributersAssociation (IFEDA) Fire Extinguisher Engineer Course.

Key skills

• 20 years’ experience as afire fighter.

• Over 10 years’ experienceas a fire risk assessor forthe public and privatesector.

• Extensive understandingof current fire safetyregulations.

Key experience

Fire risk assessorExeter City Council

Fire risk assessorHabinteg Housing Association

Fire risk assessorClarion Housing Group

Our Experience

Clarion Housing Group

35

Project overviewClarion Housing Group is the largest social landlord in the UK. The housing association own and manage 125,000 properties nationwide; supporting approximately 360,000 residents. Over the course of the next 10 years, Clarion Housing Group aims to build an additional 50,000 properties for affordable rent and sale, private sale and market rent.

Our team of NEBOSH qualified fire risk assessors were appointed to undertake fire risk assessments for Clarion Housing Group across the north, east, south west parts of England, plus north London.

Our programme of fire risk assessments are delivered in accordance with the Regulatory Reform (Fire Safety) Order 2005. Due to the significant scale of Clarion Housing Group, we are required to complete in excess of 2,000 large-scale fire risk assessments per annum.

Their property portfolio includes a diverse mix of domestic properties designed for the social housing and private sector markets, plus a number of commercial buildings. The multitude of property types includes:

• Purpose built blocks.

• Converted street properties.

• Specialised housing (sheltered, supported and extra care).

• Temporary accommodation.

• Small and medium places of assembly (community centres).

• Office blocks.

To ensure 100% compliance with Clarion Housing Group’s statutory obligations, we commonly undertake type one fire risk assessments. Moreover, where directed, we also undertake ad-hoc type two, three and four fire risk assessments.

Clarion Housing Group use an IT system based on Microsoft Dynamics. Following the completion of all assessments, we transfer reports directly to their in-house asset team, a maximum of 14 days following completion of the assessment.

We have a dedicated lead validator responsible for reviewing 100% of assessments to ensure remedial actions/descriptions are appropriate to the risk rating, information is clear, succinct and accurate.

We communicate any discrepancies, errors or inaccuracies to Clarion Housing Group within 24 hours of identification to ensure notable concerns are responded to swiftly and effectively.

We audit 100% of all fire risk assessments in line with our accreditations such as BAFE and ISO 9001.

NHS Property Services

37

Project overviewNHS property services is both a landlord and service provider nationwide for NHS customers. With a portfolio of over 3,500 buildings, their properties operate as health centres, GP surgeries, offices, hospitals and hospital related properties.

They required fire compartmentation surveys for approximately 100 NHS properties across London, the South West and the Midlands. We were recently appointed to perform these services, to include the provision of CAD drawing updates and fire line drawings, in order to support the compartmentation surveys.

We began preparation of the contract by ensuring that all of our assessors underwent refresher training. These refresher courses include training on manual handling and asbestos awareness. As many of the properties to be surveyed are tenanted by people with vulnerabilities, we provided policies such as our code of conduct, safeguarding and customer care policies.

Initially, the scope of the contract was compartmentation surveys only. During the mobilisation phase, we found that the majority of information, such as fire line and CAD drawings given by the client to support the compartmentation surveys, was either not as detailed as required or outdated and therefore inaccurate and unusable. To update the information required considerable work and multiple site visits to lift it to the standards needed to complete the surveys.

Furthermore, with the sensitive nature of some of the buildings, for example, sexual health clinics, we envisaged that access might prove difficult during working hours as not to disrupt the confidentiality and daily operation of these buildings.

To begin the compartmentation surveys, we required accurate CAD and fire line drawings of the buildings. We visited the sites on multiple occasions to create new and up to date drawings which are now suitable for desktop review. Once the drawings had been completed, we began a pilot survey of the buildings. This allowed the surveyors to become familiar with the assessment structure and also allowed feedback and possible adjustment by the client. The pilot surveys have been accepted by the client to be in line with their requirements and we have initiated the compartmentations surveys.

In order to combat low access rates in buildings that required the utmost sensitivity and confidentiality, we liaised with the client to arrange out of hours surveys. This allows for the surveys to be completed within the tight timeframe whilst respecting the privacy of the units and its customers and without disrupting its daily operation. Using this approach, we fully expect to meet with the requirement of completing compartmentation surveys within the five month period.

Our assessors undergo frequent refresher training such as on our code of conduct, safeguarding and working with vulnerable persons policies, to ensure that everyone in our working environment is treated with the utmost care and respect.

Futures Housing Group

39

Project overview:Futures Housing Group is a housing provider with a stock of over 9,000 homes across the East Midlands. We were appointed to undertake assessments within high rise, low rise and general needs across Future Housing’s properties in accordance with the Regulatory Reform (Fire Safety) Order 2005.

In order to complete each assessment before the buildings’ previous assessments had expired, Futures Housing Group require the completion of the project in three phases.

In addition to fire risk assessments, we provide added value to this contract by providing tailored accompanying action plans. Each assessment and report identifies all hazards, risks and recommendations to reduce or mitigate identified risks to an acceptable level. Our action plans highlight every significant finding within the assessment and recommend the appropriate actions.

Assessments are undertaken in accordance with our BAFE, IFE and FPA quality accreditations. Using the industry standard PAS-79 template we complete surveys in line with appropriate guidance relevant to each building, including:

• DCLG (Fire risk assessment guidance documentation series2006).

• LACORS (Housing fire safety guidance).

• Local Government Association (Fire safety in purpose builtblocks of flats).

In addition to producing bespoke fire action reports, we collaborate with the council to ensure our fire action plan is clear. We provide descriptive information concerning specific fire hazards, including methods to remove or alleviate the risk (accompanied with on-site photographs) which provides clarity.

In the four months since the commencement of the project, we have successfully completed phase one and phase two of the project, and are confident in finishing phase three by the end of November 2018, as requested by Futures Housing Group. Further to this, Futures Housing have recently instructed us with 87 more addresses to assess outwith this contract.

Our fire risk assessments are performed in line with PAS 79 and we will ensure our action plans are catered to provide bespoke information as required by the client; giving added value to each contract.

Optivo

41

Project overviewOptivo own and manage 44,000 properties across London, Kent and Sussex; offering a range of different housing choices including affordable homes, shared ownership and extra care. Our team of NEBOSH qualified fire risk assessors was appointed to deliver a programme of fire safety risk assessments in accordance with PAS 79:2012.

We complete surveys using Optivo’s handheld devices and software. We are familiar and experienced working with a range of surveying software, including our client’s Windows-based Apex system. Prior to commencement on site, our team mobilised with the housing association’s fire risk manager and database coordinator to cement our understanding of the system. During our mobilisation meeting, we agreed access arrangements and confirmed key project requirements.

We are currently delivering reassessments of current stock and full assessments of newly acquired stock (including commercial buildings and offices). This involves re-assessments of communal areas to high-risk buildings (including supported housing), commercial buildings and offices. Over the life of this contract, we will be required to deliver fire re-assessments across 503 properties.

Following our fire safety risk assessments, surveyors transfer data to our senior building surveyor for validation. We validate 100% of data prior to direct transferral into our client’s Apex asset management database in accordance with our quality procedures. We complete surveys and subsequent validation within 14 days of instruction.

In the event our surveyors identify any significant risks that pose immediate risk to life occupants during the survey, we immediately notify our client so they can take remedial action. Our approach is based on collaboration; responding to ad-hoc requests and providing legislative and regulatory fire safety advice and training in addition to monthly contract meetings.

Optivo own properties in many culturally diverse areas of the UK. To overcome any communication barriers, we tailored our approach so it was suitable for the diverse range of residents. We issued introductory letters (in 18 different languages, plus Braille) to communicate to residents and explain why we required access. During the assessments we arranged for appointments to take additional time to ensure we could still communicate clearly and effectively with residents.

During the first two months of this contract, we delivered over 200 fire risk assessments, as requested by the client. Our forward-thinking approach to gain access and flexibility with our client’s Apex system ensures that we successfully deliver all assessments within the extremely short timescale. We are now continuing to provide regular assessments across Optivo’s domestic and commercial stock.

We ensure the highest quality of all fire risk assessments by means of our various accreditations with guide us in best practice.

City of York Council

43

Project overviewCity of York Council own and manage housing stock within the 21 wards around the city. Our team of expert fire risk assessors are successfully providing City of York Council with type 1 and type 3 fire risk assessments to general needs and high-rise buildings. Our NEBOSH qualified assessors have performed in excess of 300 inspections and reports out of a total of 600 needed assessments.

City of York Council have requested the fire risk assessments to be conducted as a three phase project. The stock requiring fire risk assessments are split into three groups in order of which buildings’ previous risk assessments are expiring first.

As part of their specification, City of York stated that they require the three phases to be completed within a short time frame. In order to ensure a smooth and efficient delivery in order to meet these time scales, we focused on ensuring high access rates.

During mobilisation, we discussed the contents of a dual branded letter which would be sent to the council’s residents, informing them of the planned fire risk assessments. The letter included QR codes and a freephone number where residents could contact our planning, scheduling and dispatch team to book an appointment.

We also requested a list of vulnerable adults in order to accommodate for female only surveyors, a local liaison officer, family member or friend to be present during the assessments, if requested.

In the first six months of the project, we have already completed phases one and two of the fire risk assessments and are on track to complete the third phase by the requested completion date.

In this time, we have also launched our own IT system for fire risk assessments and successfully used this system to deliver our fire risk assessments to City of York Council.

This system eliminates the process of sending information to a third party to upload to a database, and therefore speeding up the process and eliminating room for error.

By using our own system, the council securely send us the address list, which we can upload ourselves instantaneously and begin the project the same day.

Schedulers recieve adress list and uplaod

to online portal in order of closest FRA to

expiry.

Scheduler to issue notification letters and texts to residents no

earlier than four weeks before appointment

date.

Scheduler to arrange special survey requests

from list of at risk residents.

Scheduler to arrange key/ fob pick up

points with building managers.

Scheduler to arrange surveyors’ diaries with booked appointments.

Scheduler available by phone and email to answer queries from

customers.

1

2

3

4

6

5

Our appointment making process is designed for ease of use for residents:

Broadacres Housing Association

45

Project overviewBroadacres Housing Association is a registered social landlord based in North Yorkshire with a portfolio of over 6,000 homes. Our team of experienced assessors were initially appointed fire risk assessments to be completed on multiple buildings, including an extra care facility made up of 34 flats and three bungalows. Following the successful completion of the contract, we were directly appointed to complete fire compartmentation surveys on the same buildings.

In order to complete the surveys in detail, we use a specialist software package called Bolster to conduct the compartmentation surveys. The software and data collection application allow us to identify, capture and record all compartmentation breaches, all using handheld data capture technology. The software uses a floor plan to note all breaches, and allows photographs and notes to be recorded next to each item. This information is critical at reporting stage and when discussing the various breaches with Broadacres staff.

During the survey, the integrity of compartmentation of each flat and bungalow was assessed, which included the removal of ceiling tiles.

Each assessment took into account, and provided comment on; access panels, apertures in fire doors, fire door sets, suspended ceilings, fire stopping, floor coverings, smoke seals, loft access hatches, metal sleeves, surface spread of fire and structural steel protection.

In the early stages of the contract, we recognised that access rates were not as high as we had expected in order to complete the surveys within the four week timeframe. We combatted this issue in multiple ways. For example, at properties where access was not gained, our assessors left branded calling cards wherein their direct contact details were available as well as our free phone number to our planning, scheduling and dispatch team. This allowed for tenants to call the assessor at their earliest convenience and for us to complete the survey the same day. It also allowed for tenants to call our PSD team to confirm the identity of our assessors and making them feel more comfortable to allow access or to arrange an appointment with either a female surveyor or with a family member or local community officer present. We also liaised with Broadacres staff regularly to ensure that residents in sheltered and extra care facilities were aware and comfortable in allowing us access.

We were able to raise access rates considerably and completed all required surveys within the four week timeframe. Our detailed report, constructed using Bolster software, gave detailed information on all breaches including photographs and direct pin points of each breach on the floor plan.

By using Bolster software, we are able to present a detailed report with floor plans that pin point any breaches. This visual representation, including photographs, allows for easy to understand information for the client to use.

Cartrefi CymunedolGwynedd

47

Project overviewCartrefi Cymunedol Gwynedd (CCG) is a registered provider of social housing which came into being following the transfer of Gwynedd Council’s housing stock of 6,300 properties throughout the whole of Gwynedd.

CCG currently has 214 blocks with communal areas which require fire risk assessments. These blocks are a mix of general purpose flats (purpose built and converted buildings) and sheltered accommodation.

CCG has also a further 13 properties which require fire risk assessments, comprising of offices, depots and community houses.

The housing provided was categorised into three risk ratings:

• High risk (converted, sheltered schemes, buildings over five storeys, community houses, offices and depots).

• Medium risk (three to five storeys purpose built and general needs).

• Low (one to two storeys purpose built and general needs).

Our team of NEBOSH accredited fire risk assessors was appointed to deliver the 505 assessments over the course of the contract lifetime. We are delivered assessments using the PAS79:2012 methodology with particular attention to the following regulations and guidance where relevant:

• The Regulatory Reform (Fire Safety) Order 2005.

• Approved Document B (means of Escape.

• BS 5839 Alarm and Detection Systems.

• BS 5266 Emergency Lighting.

• CLG Guidance Documents.

• Fire Safety in Purpose Built Flats.

• LACORS (LGR).

CCG had recently invested in the Keystone asset management system to effectively monitor, maintain and improve their properties. We are expert users of Keystone and Keystone Foundation (having used the system since its inception) for fire risk assessments and other large scale surveying services.

We used Keystone enabled handheld devices to perform the assessments. This enables our team to tailor the survey requirements to our client’s exact needs, plus we can quality assess the data and once completed, transfer it seamlessly directly into our client’s database.

We are experts of Keystone asset management software, giving added value to CCG as they migrated to their new system.

Head office:

Brookfield HouseGrimsditch Lane (off Tarporley Road)Norcott BrookCheshireWA4 4EA

T: 01928 568842E: Office@pennington.org.uk

London office:

Clan Works1a Howard RoadBromleyKentBR1 3QJ

T: 020 8290 5629E: Office@pennington.org.uk

Welwyn Garden City office:

1st Floor Venture House5&6 Silver CourtWatchmeadWelwyn Garden CityAL7 1TS

T: 01707 290 466E: Office@pennington.org.uk

Contact: