Education Infrastructure Traded Service 20-21 · Education Infrastructure TradedService 2020/21 Page 3 Welcome Welcome to our Traded Service Offer 2020-21 for Education Infrastructure

Education Infrastructure

Traded Service 2020-21

Education Infrastructure Traded Service 2020 21

We are a non-profit making organisation

offering best value service with a clear price structure. Our officers have detailed knowledge of schools that enables them to provide relevant, timely, reliable

and trusted advice.

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Education Infrastructure Traded Service 2020/21

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WelcomeWelcome to our Traded Service Offer 2020-21 for Education Infrastructure. You can ask for a copy of this document in large print, another format or another language. We aim to supply what you need within ten working days.

Call 0121 303 8847

If you have hearing difficulties please call us via Type talk 18001 0121 303 4041 or email us at the address below.

Contact: Education Infrastructure Education & Skills Directorate Birmingham City Council

Phone: 0121 303 8847

Email: [email protected]

Web: www.birmingham.gov.uk/educationassetmanagement

www.educationassetmanagement.co.uk

Visit: 1 Lancaster Circus Birmingham B4 7DJ

Post: Education Infrastructure PO Box 15843 1 Lancaster Circus Birmingham B2 2RT

ContentsLetter to Schools 4

Introduction 5

Service Guarantees 6

Core Traded Services Provided 7

Option 1 8

Option 2 9

Supplementary Services and Products 10-11

Academy Conversion Charges 12-13

Terms and Conditions (T&C 14 -15


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Letter to Schools February 2020

For the attention of: Head Teacher, Centre Manager, Business Manager and Bursar cc: Chair of Governing Body Dear Colleagues

Welcome to our Traded Service Offer 2020-21 for Education Infrastructure Asset Management. As before, we are offering a range of advice and support on property related matters for schools, academies and Early Years settings.

We are very pleased to be able to offer our services for 2020-21 with only a small % increase on last year's fees (approximately 5% depending on the service), as fees had been frozen for the last three years.

Thank you to all the schools and settings that continue to subscribe to our range of services; we will automatically renew your subscription based on your 2019-20 chosen option unless you contact us before 1st May 2020 to change your subscription for 2020-21.

If you have not yet subscribed to a package of support, we very much hope that you will see the benefits of the options set out in this booklet. However, if there is something you require that is not covered in the offer set out, please do contact us as we may be able to signpost you in the right direction.

To subscribe or to change your current service option, please contact Education Infrastructure by emailing [email protected] or phoning 0121 303 8847.

As you consider your plans to maintain and develop your school buildings and site, it is imperative that you undertake the necessary checks and implement all necessary Health and Safety measures. For all works planned in local authority-owned schools and voluntary controlled schools, you are required to submit details for BCC (landlord/project) approval and we commit to streamlining our process so that we do not create unnecessary bureaucracy or delays. This process will also enable us to support schools in effective use of any surplus balances to address key sufficiency and maintenance priorities. Asbestos and Legionella management must remain high profile issues for all of us and we urge you to take full advantage of the rolling programme of Duty Holder and Asbestos Management training on offer.

We really look forward to working with you over the coming year. Please do not hesitate to get in touch if we can be of any help or if you have any feedback on the service we are offering.

Jaswinder Didially Head of Education Infrastructure Birmingham City Council


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Introduction

Education Infrastructure manages two priority areas of work.

These are:

1. Landlord/Proprietor – Supporting the maintenance oflocal authority schools, nurseries and children’s centres,providing property related advice, developing sufficient schoolplaces, managing school status changes and PFI school contracts.

2. School Place Planning – monitoring the supply and demand to ensure wehave sufficient school places.

As part of our commitment to customer care, we frequently monitor and review our service and its delivery. We provide:

• Access to experienced and professional advice.

• Access to property and asset related advice and support.

• Expert advice on funding opportunities and bids.

• Access to school site information.

• Support to manage building and school organisation projects.

• Services that add value and promote outcomes to raise standards.

• Training and advice on school statutory duties.

We are a non-profit making organisation offering best value service with a clear

price structure. Our officers have detailed knowledge of schools that

enables them to provide relevant, timely, reliable and trusted advice.


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Service Guarantees Our service guarantees defining the minimum standards you can expect to receive from us:

We work positively with other services focusing on schools facing challenging circumstances that

require our support.

We endeavour to provide clear, factual, impartial

and current information where

available.

Our subscribers receive factual advice

and information that is both impartial and consistent with the

City Council’s commitment to equal

opportunities.

Schools have access to our dedicated website

www.education assetmanagement.co.uk

or can contact edsi.enquiries@

birmingham.gov.uk and we will respond to

any enquiries within 3 working days.

We are contactable

during our core service period of 08:30 – 17:15

(Monday to Thursday) 08:30 – 16:15

(Friday).

Schools not subscribed to one of the available options

may choose to request and receive services in accordance with the

list/schedule of charges contained in

this brochure.


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Education Core Traded Services

Community/VC Schools, LA Nurseries and Children’s Centres

Academies with 125-Year BCC Lease

Foundation Schools

VA Schools, Academies

without a Lease

All Schools

Access to our contact team

General advice and guidance on property related issues

Access to basic asset survey data i.e. CAD, defect survey etc.2

Advice on capital funding Ownership, boundary and title Property audit visit Termly Education Infrastructure Bulletin Dedicated website for support, advice and training

Option One

(£730)

2

3

Option Two

(£995)

2

3

Option One

(£730)

Option Two

(£995)

Option One

(£730)

2

Option Two

(£995)

2

Option One

(£625)

Option Two

(£795)

Unsubscribed Charges

1

From £68

From £68

From £68 From £105

£167

Property planning visit £310/visit £310/visit £310/visit £310/visit £310/visit Administration of Council (Landlord/ Project) approval applications

Duty Holder training

Asbestos Management training

Administration of dual/matched funding

Administration of emergency funding applications

£310/ application

£167/ delegate

£167/ delegate

£310/ application

£210/ application

5 £167/ delegate

5 £100/ delegate

£310/ application4

5 £167/ delegate

5 £167/ delegate

£310/ application

4

5 £167/ delegate

5 £167/ delegate

£210-£310/ application

5 £167/delegate

5 £167/delegate

£310/ application

Advice & guidance on tenancy and lease applications

Apportionment Calculations

From £1676 From £1676 From £1676

From £1677

ALL of the above are subject to Exclusions and Terms and Conditions. NOTES: - Included - NOT Available/Applicable

1 – Subject to charges set out in the Unsubscribed Charges column above. A minimum of one hour charge (£65) applies to all requests for non-subscribed schools/academies and any service not included in the chosen option. 2 – Only where such survey data is available. 3 – Community schools only.

4 – Where this is required to meet Dual/Matched funding conditions. 5 – Only one nominated school delegate per year is included in Option Two. 6 – Costs do not include charges for legal input or legal drafting and finalising formal lease/licence. 7 – From £167 (from £260 where a site visit is required).


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Core Traded Services Provided – Details

Separate charges apply for schools who have not subscribed to a package and/or for items not included in the chosen service option. Please see charges in the table on page 7 under the column “UNSUBSCRIBED CHARGES”. Any service charges not shown will be provided on application.

Option 1 includes: 1. Access to our contact team. This will give you access to

our experienced team who will be able to provideguidance in an emergency situation as well asongoing advice on general property related issues.The contact team is available to receive your enquiries from8.30 to 17.15 Monday – Thursday and 8.30 to 16.15 on Friday.

Access to basic asset survey (where available) i.e. CAD plan,site plan etc.

Advice and guidance on statutory compliance issues e.g.asbestos, Legionella and Property Logbook.

Advice and guidance on duty holder responsibilities.

Advice on capital funding.

6.

7.

8.

2.9.

Ownership,boundaryand title information (communityschools and academies with 125-year lease only).

Property Audit Visit (community and voluntary controlled schools only) for advice and support on property-related matters.

Termly Education Infrastructure Bulletin providing you with the latest information on property related issues and guidance.

Calculations of apportionment of costs relating to other site users/third party occupants and shared facilities.

3.10. School Property Handbook.

4.

5.


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Core Traded Services Provided – Details

Separate charges apply for schools who have not subscribed to a package and/or for items not included in the chosen service option. Please see charges in the table on page 7 under the column “UNSUBSCRIBED CHARGES”. Any service charges not shown will be provided on application.

Option 2 (Best Value Package) includes:In addition to Option 1 services, you will also receive:

12. 16

13

14

15

Property Planning Visit - tailored property managementadvice and guidance.

Administration of BCC (Landlord/Project) Approval applications from community schools, voluntary controlledschools, academies with 125-year lease (and foundation schools when required to comply with any grant funding conditions i.e. dual/matched funding).

Duty Holder training for one nominated person to attend afull-day course covering Health and Safety legislation, contractor management, asbestos management, Legionella, Property Logbook and landlord approval.

Asbestos Management training for one nominated person to attend a full-day course.

17

18

AdministrationofDual/MatchedFundingapplications(community, foundation and voluntary controlled schools only - T&C apply).

Administration of Emergency Funding applications (community, foundation and voluntary controlled schools only - T&C apply).

Advice and guidance on tenancy and lease (Additional costsmay apply for finalising a formal lease/licence – community schools and academies with 125-year lease only).


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We also offer a range of services that are in addition to the subscription options. These services are available to all schools (details can be found in subsequent tables or on request)

Supplementary Services and Products

Sustainable Schools Programme

Support with Bid Writing

Management of Statutory Consultation

School and Pupil Distribution Process Mapping

School-led Capital Projects

Academy Conversion


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Services/Products SUPPLEMENTARY SERVICES/PRODUCTS – Details Cost

Sustainable Schools (Award Winning programme)

Specialist workshops to work towards becoming a sustainable school: The programme will guide you on how to save money, energy, carbon and achieve the Birmingham Sustainable School Award. The programme is currently accredited under the Global Learning Programme which provides the opportunity for participating schools to receive financial assistance towards the fee,

£495

Management of statutory consultation process

For academies, voluntary aided/controlled and foundation schools relating to organisational changes: Support in managing and coordinating the school organisation process - formal consultation is required when certain changes are made to an academy, voluntary aided/controlled or foundation school. Please call us or email for further information specific to the type of re-organisation required.

From £185

School and pupil distribution mapping (IDACI and IMD)

A map showing the pupil distribution for your school with overlays to include income deprivation affecting children and the index of multiple deprivation. Additional layers and information can be agreed and quotes provided.

From £205

Supporting school-led capital projects (intelligent client)

Client support and advice to support in the development of a school-led capital project. This is a bespoke service tailored to the needs of your project.

£290 half day £580 full

day

Support with bid writing

There are an increasing number of opportunities for schools to bid for additional funding to support the maintenance and development of their buildings and site. Subject to availability and the alignment of a bidding opportunity with the City’s policies and priorities, support is available to schools with bid writing.

£290 half day £580 full

day

Academy conversion process

Governance: Process guidance, financial support, Chief Officer Report and associated consultation process and asset and site-related diligence. Costs associated with legal processes: Formulation, agreement and execution of Commercial Transfer Agreement and 125-year lease. Where appropriate, management of BSF/PFI/ICT contract changes.

See pages 12 and 13


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Appendix 1 – Academy Conversion Charges Contributions to BCC costs incurred as part of the Academy Conversion Process will be requested as follows:

Community Schools

Activity Charges

Governance: Process guidance, financial support, Cabinet Report and associated consultation process and asset and site related diligence.

£2,100

Costs associated with legal processes: Formulation, agreement and execution of Commercial Transfer Agreement and 125 year lease.

CTA £2,625 Lease £3,150

TOTAL £7,875

In addition where a school is part of a PFI and / or BSF FM and / or ICT Contracts, the following charges will apply:

Formulation, population, agreement and execution of School Agreement (SA), recovery of external legal costs associated with development of a Deed of Variation (DoV) to the PFI / FM / ICT Contracts and development of a Shared Use Agreement (SUA) / Community Use Agreement (CUA) if applicable and any additional documents required for conversion.

SA £2,625 DoV £5,250

TOTAL including charges above for Community Schools + £15,750

External legal costs relating to the conversion process will be incurred where a school is part of a PFI and / or BSF FM and / or ICT Contracts, these additional costs will be forwarded onto the school on a full cost recovery basis.

Foundation/Voluntary Aided (VA) Schools For Foundation or VA Schools it is not necessary to enter into a standard 125 year lease arrangement for the school buildings or a CTA in respect of staff transfer, so therefore no charge will apply.

Sometimes it is necessary for additional areas of the site (playing fields etc.) to be leased to ensure continuation of education on sites a Cabinet Report and associated consultation process is required.

Governance £2,100

Formulation, agreement and execution of 125 year lease (playing fields etc.) Lease £3,150

TOTAL £5,250


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Voluntary Controlled (VC) Schools

Governance: Process guidance, financial support, Chief Officer Report and associated consultation process. £2,100

Costs associated with legal processes: Formulation, agreement and execution of Commercial Transfer Agreement. CTA £2,625

TOTAL £4,725 Sometimes with VC schools it is necessary for additional areas of the site (playing fields etc.) to be leased to ensure continuation of education on sites.

Formulation, agreement and execution of 125-year lease (playing fields etc.) Lease £3,150

TOTAL including charges above for VC Schools £7,875

NB: The contribution to costs incurred by BCC as outlined above will be recovered by Schools Financial Services as part of the 3 month closedown of accounts period. Please also note that the academy conversion charges are under review and may be liable to change in the future.

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Terms and Conditions 1. From this point on any references to ‘schools’ are intended to cover all

establishments that subscribe to the traded service, i.e.community, voluntary aided, voluntary controlled and foundationschools, LA nurseries, LA-owned children centres, academies etc.

2. Where schools choose not to pay the annual subscription butthen at a later date wish to obtain services, they will be chargedfor individual services requested as per the schedule of charges.However, schools may be able to choose to subscribe to either OptionOne or Two at our discretion.

3. A Property Planning Visit is available under Option Two (one visit inthe subscribing year) - schools will be able to obtain this service onrequest. In addition this will be offered to schools subscribing to OptionTwo where the LA believes that the school would benefit from the visit.

4. Dual/Matched Funding application is only available to community,voluntary controlled and foundation schools, LA nurseries andLA-owned children’s centres. Voluntary aided schools and academies arenot able to apply due to the way they are funded. The Dual/MatchedFunding application is subject to funding availability, strict criteria andspecific conditions which will be outlined in the offer letter and GrantAgreement. The Dual/Matched Funding application will only beconsidered during the period it is on offer and this will be published viaEducation Notice Board and our website. Qualifying schools will only beable to submit one application within the period that the fundinginitiative is on offer. Application fee applies where schools do notsubscribe to Option Two.

5. Emergency Dual Funding application is only available to community,voluntary controlled, and foundation schools, LA nurseries andLA-owned children’s centres. Voluntary aided schools and academies arenot able to apply due to the way they are funded. Application forEmergency Dual Funding is subject to funding availability, strict criteriaand specific terms and conditions set out in the offer letter and GrantAgreement. Application for Emergency Dual Funding can only besubmitted where there is a need for major capital investment in response

to asset failure or urgent health and safety issues. This for example may be related to unexpected heating, electrical or structural failure. Application fee applies where schools do not subscribe to Option Two.

6. One of the many key Dual/Matched/Emergency Funding conditions isBCC (Landlord/Project) Approval. This applies to all schools allowed toapply for Dual/Matched/Emergency funding, including foundationschools. That is, all the conditions including Landlord/Project Approval willapply to all applicants i.e. community, voluntary controlled and foundationschools, as well as LA nurseries and children’s centres. Application feeapplies where schools do not subscribe to Option Two.

7. The annual subscription charge is for the subscription year 2020-21(i.e. 1st April 2020 - 31st March 2021). Schools will not be offered adiscount if registered for period less than the subscription year. Therefore,where a school subscribes part through the year it will be charged the fullyear subscription for the chosen option.

8. All existing subscribers will have their subscription automatically renewedand will be deemed as registered on 1st April 2020, unless registration iscanceled by email. Schools may cancel their subscription within 30 days ofbeing registered. Cancellation notice must be received no later than 30days after registration i.e. by 1st May 2020 . If existing registration is notcanceled as above then the school will incur the full year subscriptioncharge for the registered option. New subscribers will be deemed asregistered from the date they notify us of their chosen option. Newsubscribers may cancel their subscription within 30 days of registration.Cancellation notification must be sent by email no later than 30 days afterthe registration date, otherwise full year’s charge will apply.

9. To cancel your existing or new subscription please send your cancellationnotice no later than 30 days after the registration date by email to:[email protected]. Where a subscription is cancelled inline with the required process, any services used before or after thecancellation will be charged in accordance to the schedule of charges.Any school that chooses not to subscribe to one of the available optionsor fails to pay the subscription fee will be charged for each and everyservice received based on the schedule of charges.

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10. Schools will be invoiced for the registered option after 1st May 2020. New subscribers will be invoiced 30 days after registration. Schools will not be invoiced if they cancel their registration within 30 days as set out above. However, they will be invoiced for any services that they may have received or will receive whilst unsubscribed.

11. Schools will be invoiced for any additional services received which are either not included within the subscribed option or are optional extras /supplementary services/products.

12. Schools not subscribed to one of the available options may choose to request and receive services in accordance with the charges set out on page 5, 9 and 11. Schools not subscribed to one of the available options will be invoiced for charges relating to any and all services/products received.

13. Lists of charges are on page 5, 9 and 11 of this document. Where charges have a starting value (i.e. from £ …..) then these may be subject to additional charges which will be provided on application. Any services for which charges are not included will be provided on application.

14. The property audit visit offered under Option One for Community Schools, Voluntary Controlled Schools, LA Nurseries and LA-owned Children Centres is intended to provide a very basic support to schools. It is not a full Property Review, nor a Property Planning Visit.

15. Asset survey data is strictly subject to availability. Where such data is available only the basic information will be provided. This would exclude data which is available as part of the enhanced asset survey. If the information available is not current then we will provide what is available.

16. The most current information is available only where the Local Authority has carried out an asset survey in the past two years. This in the main has been for community schools, although a small number of other schools have been included.

17. Where schools require an up to date asset survey and or M&E survey, EdSI may facilitate this on request. Charges are available on application.

18. Access to the Duty Holder and Asbestos Management Plan trainingsessions are subject to availability. Schools are required to book theirplace when training dates are advertised on our website, in the termlybulletin or where schools receive direct invitation.

19. Attendance of one school representative at the Duty Holder and AsbestosManagement Plan training sessions is included in option two service offer.Additional delegates will be charged as set out on page 5. The availabilityand frequency of the Duty Holder Training and Asbestos ManagementPlan training is subject to demand.

20. The current services and options are only available and valid during thesubscription year 2020-21 (i.e. from 1st April 2019 to 31st March 2020)and may be subject to change. Subscribers will be given 30 days notice ofany changes to services or charges that may be necessary within the2020-21 subscription year.

21. If you would like to comment on the services provided then please emailthe details to [email protected] and we will respond toyou within 5 working days.

Contact: Education Infrastructure Birmingham City Council

Phone: 0121 303 8847

Email: [email protected]

Web: www.birmingham.gov.uk/educationassetmanagement www.educationassetmanagement.co.uk

Visit: 1 Lancaster Circus Birmingham B4 7DJ

Post: Education Infrastructure PO Box 15843 1 Lancaster Circus Birmingham B2 2RT

©2018 Birmingham City Council • 69.75

Documents

Education Infrastructure Traded Service 20-21 · Education Infrastructure TradedService 2020/21 Page 3 Welcome Welcome to our Traded Service Offer 2020-21 for Education Infrastructure