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CLIENT BRIEF

for

V801b – Controller Renewals

Revision 1 – February 2019Project DetailsBlocks Included Boyton House, Brunswick Court, Dalkeith Court, Elgood

House, Vale Royal House, Calderon Hse, Cameron Hse, Cotman Hse, Cruikshank Hse, Doneraile Hse, Opie Hse, Ramsay Court, Turner Hse, Swallow Hse, Pembroke Terrace, Buckland Hse, Dryburgh Hse, Evesham Hse, Flaxley Hse, Fonthill Hse, Furness Hse, Kirkstall Hse, Melrose Hse, Tintern House.

Area / Ward Location South Area, Central Area, Abbey Road, Vincent Square, St James, Churchill, Regents Park, Warwick.

Recommended Service Provider

Precision Lift Services

Choose an item.Works Value

£ 313,028.46

Delivery Year 2019/2020Choose an item.Project Lead

Nick Humphries, Contract Manager

Works Included Renewal of Lift Controllers and associated equipment within the lift shaft and motor room.

Lessee Implications H= £4,954.18 L= £220.01 A= £1,677.48Key Issues / Risks Delay in contract starting on site.

Management and coordination of works to minimise any potential disruption due to lifts being out of service whilst installations take place.

Management and coordination of works to minimise any potential disruption to public/ estate highways and parking areas.

Programme Board Date 1st Submission – Executive SummaryV801 is a project approved for the financial year of 2019/2020 for health and safety works to lifts across the borough. These works are part of a phased citywide lift controller replacement scheme to be undertaken throughout the lift Term Contract as per the partnering document. The aim of the scheme is to deliver and maintain serviceable lifts, to improve reliability, energy efficiency and to invest in our housing stock by replacing lift controllers, which no longer meet the relevant British Standards, or where parts are now obsolete. This will improve reliability and levelling of the lifts. Other works to be completed include the Installation of (closed circuit television) CCTV cameras with audio capabilities into the lift cars, shaft, pit and motor room areas. In addition, the installation of smoke

V801b – Client Brief

alarms to the lift and the motor rooms.The intention of these works is to protect users of the lifts and improve the assessment of situations such as lift trappings and defect analysis of lift breakdowns. The CCTV will also be used to reduce vandalism and misuse. Smoke detectors will be fitted on top of the lifts and in the lift motor room, and the alarm will be raised and personnel notified if they are activated.

Component to be Cleared

Title of Officer Delegate Officer Name and Signature

Asset Strategy Jonathan Cooper Gavin Ridgewell By e-mail dated: Enter Date

Property Maintenance

John Hayden (Interim) Sheila Allen By e-mail dated:

Enter Date

Finance/Budget Sharon Lane Mark Johnstone By e-mail dated: Enter Date

Lessee Services James Portsmouth Jayne Stretton By e-mail dated: Enter Date

Cap Programme Team Kevin Regan Daniel Witt By e-mail dated:

Enter Date

M&E Engineering James Beard Jason Killeen By e-mail dated: Enter Date

Communications Daren Townsend Comms Co-ordinator for scheme

By e-mail dated: Enter Date

Health & Safety Claire Norman Bryden Rimmer By e-mail dated: Enter Date

Fire Safety David Lewis Gordon Alexander By e-mail dated: Enter Date


Contents1.0 Introduction

2.0 Key Project Details

3.0 Asset Summary / Construction Type

4.0 Project Justification

5.0 Description Of Key Works Required

6.0 Major Works History & Lessons Learnt

7.0 Restrictions & Limitations

8.0 Warranties / Guarantees & Minimum Design Requirements

9.0 Milestone Programme

10.0 Proposed Site Set Up Location

11.0 Resident Consultation

12.0 Summary

Appendix 1 – Block Plans Appendix 2 – Condition Surveys / Repairs History / Justification – Not Applicable

Appendix 3 – FRA Reports & Significant Findings Appendix 4 – Asbestos Surveys Appendix 5 – Budget Summary Appendix 6 – Risk Register Appendix 7 – Property List Appendix 8 – H&S File and O&M Manuals – No Documents Available

Appendix 9 – Stakeholder Consultation Appendix 10 – Lessee Liabilities Appendix 11 – Suggested Site Set Up Location – Not Applicable

Appendix 12 – Specification / Drawings / Product & Planning Information Appendix 13 – Major Works History Appendix 14 – Total Project Cost (inc CWH costs)

Note: The appendices are not published with this document as they are too large. If you would like details of the appendices please contact [email protected] and quote reference V801a.


1.0 INTRODUCTION

This project involves a programme of works to lifts located throughout the city. The works comprise of the renewal of the lift controllers to improve floor levelling and general reliability of the lifts. Works will also include for the installation of CCTV and smoke detection / alarms to the lifts and associated lift shafts / motor rooms.

It is intended that the works will be undertaken by the Service Provider appointed under the Lifts Term Programme. The purpose of this Client Brief is to provide information and direction to facilitate the production of a Project Execution Plan (PEP) by the Service Provider for further review by CityWest Homes (CWH) prior to issue of a Pre-Commencement Order (PCO).

2.0 KEY PROJECT DETAILS

Project Name Distributed Street Properties

Listed Building or Conservation Area

(Tick as appropriate) LB ☐ CA ☒ N/A ☐Comments:

Blocks are located within the Chinatown and St Johns Wood, Conservation Areas.

Access and other constraints

Access for operational activities is typical of central London projects.

The lifts being worked upon are required to be out of service whilst the installations are carried out. There will be careful management and coordination of works to minimise any potential disruption. The main section of works will take place within the lift motor room, there will be no requirement for cranes or scaffolding or any other access constraints.

Legislative constraints

Properties are located within the Chinatown and St Johns Wood, Conservation Areas.

All would be expected to follow the below legislative constraints and guidance:The first, EN 81-20:2014, sets out revised and updated safety requirements for the construction and installation of lifts. The second, EN 81-50:2014, defines the test and examination requirements for certain lift components.

BS 8899:2016 Fire Fighting and evacuation provisions in existing lifts.


LOLER - Lifting Operations and Lifting Equipment Regulations 1998,

Provision and Use of Work Equipment Regulations 1998 (PUWER)

HASWAExisting planning consents N/A


3.0 ASSET SUMMARY / CONSTRUCTION TYPE

There are 24 Blocks associated with these works. These Blocks were constructed in 1954 and 1994 using varied construction techniques and building forms. The Service Provider has previously made arrangements with CWH to visit each Block to acquaint themselves with the varied circumstances associated with each Block. This knowledge will be essential in order to produce a meaningful and sufficiently detailed Project Execution Plan. There are 24 blocks (comprising of 772 residential units) associated with this programme of works.

3.1 BLOCKS IN SCHEME

Block Name No. of Units

No. of Lifts

Date Lift Installed

No. Of Leaseholders

Boyton House 31 1 1980 27Elgood House 29 1 1980 26Brunswick Court 53 1 1969 44Vale Royal House 117 2 1969 28Dalkeith Court 30 1 1985 23Calderon Hse 20 1 1977 10Cameron Hse 42 1 1977 26Cotman Hse 28 1 1977 10Cruikshank Hse 28 1 1977 15Doneraile Hse 65 1 1981 26Opie Hse 20 1 1977 14Ramsay Court 30 1 1977 6Turner Hse 42 1 1977 29Swallow Hse 33 1 1994 16Pembroke Terrace 10 1 1980 4Buckland Hse 12 1 1982 4Dryburgh Hse 30 1 1984 15Evesham Hse 12 1 1982 7Flaxley Hse 12 1 1984 4Fonthill Hse 12 1 1984 7Furness Hse 36 2 1969 17Kirkstall Hse 12 1 1981 7Melrose Hse 15 1 1980 7Tintern House 53 2 1954 18

4.0 PROJECT JUSTIFICATION

Although the lifts are still safe for our residents to use, due to their age, they no longer meet some of the relevant British Standards. The lifts are proving very unreliable and many of the lift parts are either obsolete or are very difficult to obtain, some equipment also is categorised as unsuitable for local authority buildings. All these factors can in turn lead to


very long shutdown periods whilst alternative parts are sourced and will incur high costs because the lift will need to be adapted for them to be fitted.

The works proposed also include for cameras in the lift motor room and lift shafts, with smoke detectors fitted on top of the lifts and in the lift motor room. The cameras in the lift shaft and motor rooms will be useful for defect analysis as operators will be able to review causes of breakdowns and via video playback footage. Cameras within the lift car will be able to assist when reviewing intermittent faults. The smoke detectors and alarms will assist in the situation of a fire which will raise the alarm with the appropriate services and teams notified if activated.

The CCTV cameras will also be used to reduce misuse of lifts, vandalism, and anti-social behaviour alongside providing information and footage when these types of activities take place. The lifts team have identified that the installation of CCTV cameras with smoke detectors will be a supportive addition to the lift services.

Twenty Four hour access to all the cameras via the web will be available for the Service Provider / CWH, however please understand and recognise that these cameras will not be continuously reviewed and shall only be viewed in scenarios such as those highlighted previously. It would be against CWH policies, The General Data Protection Regulation 2016 (GDPR), data protection and CWH would have no requirement or staff resources to facilitate continuous viewing.

Precision Lifts is named as the recommended service provider to carry out the works for this project under the Lifts Term Partnering Contract. This is due to the scope of works being carried out solely including lift works.

The number of call outs which are being received for these lifts are on the rise, calls raised 1 Jan 2018 to 31 Dec 2018 shown within table below. These figures are compared to our average KPI target of 6.5 per annum.

Block Name No. of LiftsNo. Of

Breakdown Calls.

Block Name No. of Lifts

No. Of Breakdown

Calls.Boyton House 1 31 Swallow Hse 1 4 Elgood House 1 6 Pembroke Terrace 1 3Brunswick Court 1 9 Buckland Hse 1 0Vale Royal House 2 lifts 52 Dryburgh Hse 1 5Dalkeith Court 1 14 Evesham Hse 1 0Calderon Hse 1 3 Flaxley Hse 1 6Cameron Hse 1 11 Fonthill Hse 1 5Cotman Hse 1 24 Furness Hse 2 4Cruikshank Hse 1 7 Kirkstall Hse 1 13Doneraile Hse 1 36 Melrose Hse 1 6Opie Hse 1 2 Tintern House 2 7Ramsay Court 1 1Turner Hse 1 17


5.0 DESCRIPTION OF KEY WORKS REQUIRED

Note: This section covers in general works required It should be noted that note details within Appendix 12 in regard to products and specifications supersede the scope as detailed in the specification.

Works

Element Work Required

Condition Survey

The Service Provider is to complete a pre-commencement condition survey within all areas likely to be affected by the works, which shall contain written and photographic evidence of the existing conditions.

The Service Provider is to identify any areas of concern that may result in additional works being necessary, together with proposed remedial recommendations, within the scope of works. The condition survey is to be agreed with CWH and upon conclusion of the works the Service Provider is to ensure the condition of any areas affected by the works are handed over to CWH in no worse a condition than at pre-commencement stage.

Installation of Controller

To remove old lift controller and associated equipment situated within the shaft, Lift motor room and within the lift car and landing. The Service Provider is to ensure that there will be minimum amount of down time and that the programme is adhered to at all times. The project execution plan needs to provide a detailed strategy for ensuring this requirement is adhered to.

Access Required

Generally, access for works to be carried out is via existing lift motor room trapdoors, hatches and the like.

The Service Provider will need to acquaint themselves with the access arrangements available and provide specific proposals to facilitate the works necessary. All access proposals are to be identified and fully costed by the Service Provider. Should there be any reason that specific access arrangements cannot be fully evaluated and costed for then the Service Provider should identify these together with defined Provisional allowances for each specific item/ area.

CCTV Cameras & Smoke Detectors / Alarms

Install CCTV cameras with audio into lift car, shaft, and Pit and Motor Room areas. Cameras installed into lift car are to have two way audio capabilities. All installations are to be in agreed locations and works are to be carried out in accordance with manufacturer’s recommendations and specifications within Appendix 12.


Install smoke alarms onto the top of the lift and the motor room in accordance with manufacturer’s recommendations and specifications within Appendix 12.

The Service Provider is to ensure that there will be minimum amount of down time and that the programme is adhered to at all times. The project execution plan needs to provide a detailed strategy for ensuring this requirement is adhered to.

Builders Work in Connection

Carry out all builders work in connection with the works including subsequent making good of all disturbed finishes to a standard acceptable by CWH.

Provide recommendations for any builders-work style items felt necessary (such as any minor building-fabric style repairs or decorative items associated with the works areas), submit for review and further instruction by CWH.

Asbestos Management

The contractor shall comply with all statutory and regulatory requirements with respect to Asbestos.

Asbestos management surveys have been undertaken to the areas of work affected to a sample of blocks / roads which are included within Appendix 4. In addition the Service Provider has access to the Asbestos Teams Portal for review of surveys and reports.

Other Potentially Hazardous Circumstances

In addition to the Asbestos Management section (as noted above) there may be other potentially hazardous circumstances that the Service Provider will need to address. Other hazards that may be present or that need considering include but not are limited to:

• Dust• Ventilation of Solvents and Fumes• Noise• Other Hazardous Substances

The service provider is not expected to come into contact with lead paint or any other hazardous materials/circumstances during this works but should this be the case the service provider is to highlight the issue for CWH to investigate. Should an issue arise the service provider is to recommend additional measures that may be deemed necessary to prevent re-contamination. The service provider is to review the risk register in Appendix 6 for further information.


6.0 MAJOR WORKS HISTORY & LESSONS LEARNT

Recent major works to note

Year Project Number Works Carried Out

2017 / 2018 W800

Anson, Blackstone, Chaucer, Chippendale, Coleridge, De Quincey, Hungerford, Keats, Lenthall, Shelley, Sheraton, Whitley HousesRenewal of the Passenger Lifts.

2017 V801/N-/Q1-6 Dufours Place (William Blake House)Replace lift controllers.

2011 P800Bramwell, Gilbert, Littleton, Lutyens, Nash, Ripley, Russell, Sullivan, Wilkins HousesLift refurbishment works

The above major works are directly in relation to the lifts. Please refer to Appendix 13 for full Major Works History.

Lessons Learnt From Previous Projects

Several lessons have been learnt from previous contracts although we do not believe that any directly affect this phase of works.

Unlike previous schemes, our most recent saw a rise on residents applying to decant from their flats for the duration of the lift works. On several occasions we assisted in other ways to try to prevent the needs for decanting by buying a wheelchair for a resident, and offering to buy a washing machine for a resident that would have difficulty reaching the laundry room due to access, this was deemed unrequired, but the offer was gratefully received.

Unforeseen and hidden structural works can sometimes be located following commencement of the project. Previous projects have seen a requirement for extended builder’s works due to these hidden aspects.

CCTV cameras have been installed previously into to lifts where there have been a number of reports of anti-social behaviour. The cameras not only worked as a deterrent of anti-social behaviour but can also provide key visual footage where future anti-social behaviour may take place within the lifts.

Whilst works are carried out to the lift, the lift will be out of operation. As with previous lift programmes of work, communication and notification of when and where works will be carried out is imperative for residents. Letter communication and notices at each block will assist with conveying this information to residents.

The Service Provider is to supply a detailed programme of when works are to be carried out and work with the CWH communication team for notification to residents as above. It is important that the programme is adhered to be the Service Provider to mitigate disruption to lift services.


7.0 RESTRICTIONS & LIMITATIONS

Some blocks are located within a conservation area. Whilst works are carried out to each lift, that lift will be out of operation and will not able

to be used by residents. On several sites there is access to more than one lift within each block and only one lift per block will be worked upon at any one time. Therefore there will be access to at least one lift for residents to use.

The Service Provider is required to make the necessary arrangements to visit each of the blocks in order to acquaint themselves with all potential logistical issues that need to be addressed.

Space and areas available for Service Provider Site Compound Set-Up will be required and will be agreed in advance with the relevant housing staff.

A detailed programme of when and for how long each lift / block will be effected will be agreed and arrange prior to any works being undertaken to allow sufficient time to notify and communicate with residents.

8.0 WARRANTIES / GUARANTEES & MINIMUM DESIGN REQUIREMENTS

General Design Requirements

Design responsibility requirements are identified within the Term Brief. All works are to be undertaken in accordance with UK/ EU current standards and regulatory/ statutory requirements.

All design related information provided by CWH is issued for Information Purposes only and is in no way to form any part of the Service Providers Design. Should the Service Provider wish to engage with any third party previously employed by CWH in this respect then permission must be sought from CWH in the first instance.

Design information required will include, but is not limited to, the following:

1. Drawings and schematics in advance of commencement agreement;2. Materials & Workmanship specifications in advance of commencement

agreement;3. Calculations and equipment selection rational (including relevant Technical

Submittals) must be provided and agreed at pre-commencement stage.

General guarantee/ warranty and design expectations for all materials and equipment are as follows:

1. Product failure liability cover. 2. Consequential damage cover to building fabric and contents where a product

has failed 3. Workmanship of the approved Service Provider/ Installer where relevant. 4. Design liability for the contents of the system supplier’s specification, advice

and any other detailed drawings supplied.


Values of cover and cost parameters of guarantees and warranties must be presented to the Client Representative with the Service Providers Business Case for elements of work.

Table A below outlines the key design expectations of the Client in relation materials/ equipment.

Table A – Material Design Requirements – General Works

Element Design Requirements Desired Manufacturers Guarantee / Warranty Requirement

Pricing Methodology

Renewal of Lift controller and Associated equipment in order to comply with the relevant standards/ regulations

As per CWH lift specification. Independent lift manufacturers in order to ensure that the lift can be maintained by an approved lift contractor.

3- years on Controllers

TPC schedule of rates.

CCTV Cameras As per CWH lift specification Independent lift manufacturers in order to ensure that the lift can be maintained by an approved lift Service Provider.

Manufacturer’s Warranty

Business Case to be provided where Schedule of Rates cannot be applied

Electrical Fittings Generally

Full site specific proposals to current standards and regulations. Layout and wiring/ circuit drawings, schematics, specifications, fittings schedules, technical submittals and calculations to be provided and agreed at pre-commencement stage.

Fittings = Crabtree and/ or MK

As per CWH standard/agreed schedules & Specifications

Standard manufacturer’s warranty

Business Case to be provided where Schedule of Rates cannot be applied

Builders work in connection (BWIC) including decorative works and fabric repairs

Full site specific proposals to current standards and regulations. BWIC Layout detail drawings and specifications to be provided and agreed at pre-commencement stage.

N/A N/A N/A

FRA works Full site-specific proposals to current standards and regulations.

Fire detection within shaft and motor room.

Independent lift manufacturers in order to ensure that the lift can be maintained by an approved lift Service Provider.

N/A Schedule of Rates


9.0 MILESTONE PROGRAMME

Milestone Start Date End Date Action

Handover to Lifts Team (LT)Asset Strategy Handover to LT 1-Apr-19 1-Apr-19 1 ASProject Launch 1-Apr-19 8-Apr-19 7 LT

8-Apr-19 8-Apr-19 1 LT

Client Brief Issue StageIssue Client Brief to SP 15-Apr-19 15-Apr-19 1 LT

Project Execution Plan (PEP) StagePEP production by SP & Issue to Client 15-Apr-19 29-Apr-19 14 SPPEP Review & Valuation Engineering (VE) period 29-Apr-19 6-May-19 7 LT

Pre-commencement Order & Detailed Design StageIssue 1-wk notice to SP ahead of Pre-C Order issue 6-May-19 6-May-19 1 LTPrepare & Issue Pre-commencement Order to SP 6-May-19 13-May-19 7 LTSP prepares & Issues Proposals document to Client 13-May-19 27-May-19 14 SPProposals Review & VE period 27-May-19 3-Jun-19 7 LTPrepare & Issue Notice of Estimates (NOE's) 3-Jun-19 10-Jun-19 7 LTNOE Consultation period 10-Jun-19 24-Jul-19 44Leaseholder Surgery 3-Jul-19 24-Jul-19 21 LT

Commencement Order & Mobilisation StageIssue 1-wk notice to SP ahead of Commencement Order 24-Jul-19 24-Jul-19 1 LTPrepare & Issue Commencement Order to SP 26-Jul-19 31-Jul-19 5 LTCWH Project Team Handover to SP 31-Jul-19 3-Aug-19 3 LTContractor Mobilisation period 3-Aug-19 13-Aug-19 10 SPStart on Site 13-Aug-19 13-Aug-19 1 SP

Contract Period 13-Aug-19 8-Oct-19 56 SP

Duration (calendar

days)

Issue 1-wk notice to Service Provider (SP) ahead of Client Brief issue


10.0 PROPOSED SITE SET UP LOCATION

A site set up / site compound location will be required for these works outlined in the client brief. This is due to the period of time required for works to each block / lift and varying locations of lifts across the city.

11.0 RESIDENT CONSULTATION

At the time of this report there has been no formal consultation with residents regarding this project. CityWest Homes and the Service Provider will write to residents, to keep them updated throughout the development of the project. This will include the formal section 20 consultation for leaseholders, information on how the works may affect them, the timescales for completing the work and who to contact while works are onsite.

Key resident issues / concerns to note:

General - ASB issues can be an experienced on the estate and have been noted previously especially in regard to the misuse / vandalism of the lifts.

12.0 SUMMARY

Following a full review of this brief and a visit to each block, the Service Provider will produce a Project Execution Plan (PEP).

Prior to issue of a Pre-commencement Order the Service Provider will need to identify a detailed cost estimate within the PEP for The Works in order that CWH can issue appropriate Notice of Estimates (NOE’s) to any Leaseholders. Once the NOE’s are issued a 37-day (calendar days) period is required before a Pre-commencement Order can be issued.

The PEP will need to identify a detailed plan of action throughout the Pre-commencement Stage to ensure that all required works will be appropriately assessed and fully costed prior to a Commencement Order being issued.


KEY ESTATE CONSIDERATIONS

Loss of single lift service: assistance to be offered with Shopping, Social services visits, mobility scooters access.

Scheme managers and communications to provide any early indication of special needs within the block.

RLO and project managers to attend/ organise coffee consultation or monthly drop in visits to discuss works progress. Scheme managers to monitor progress and to inform of any issues throughout the works.

Other project(s) of note:
