Graham Ellis Associates (GEA) were commissioned by Stewards Academy to prepare a CIF Bid application to the ESFA, to secure grant funding for an urgent refurbishment and maintenance project, to replace the defective single glazed Crittall windows with double glazed aluminium units.
A full condition survey was commissioned by GEA on behalf of the Academy to all elevations of the Blocks, to determine the current condition and thermal efficiency of the existing windows, to the school hall and surrounding buildings.
An initial budget was set by GEA of £215,000.00 to include replacement windows, window walling, cladding and removal of asbestos.
The Application for Grant Funding required the format of the Bid to focus on the following criteria:
- Project Need
- Project Planning
- Value for Money
The CIF Bid
Project Need – required GEA to provide information on the urgency of the need, strength of evidence of the need and the nature and extent of the impact the refurbishment works would have on the school.
Project Planning – needed to address the appropriateness of the solution put forward by GEA, the time scales and a delivery plan.
Value for Money – GEA competitively tendered the project prior to submission of the Application to give ‘cost certainty’ before works started on site.
The preferred Contractor was the Clivnars Limited, whose accepted tender was below budget.
The CIF Bid proved to be successful, and the School was notified.
GEA were tasked with providing the most cost-effective solution to deal with the problems encountered by the leaking and thermally inefficient Crittall windows and doors at the Academy.
The Contract Documents provided for Preliminaries, a Description of Materials and Workmanship and a Scope of Works
A detailed Options Appraisal was undertaken to establish the most suitable and cost-effective solution.
SAPA double glazed aluminium windows were the preferred option to replace the existing single glazed crittal windows, as they provided the most cost-effective solution, both in terms of thermal efficiency and life expectancy.
The works comprised of the following:
- Removal of the asbestos panels below the windows.
- Removal of existing cladding panels.
- Removal of the single glazed Crittall windows and doors.
- Re-routing cables.
- Installing double glazed aluminium windows and external doors.
- Installing new cladding to external elevations.
- Installing new blinds to all classrooms.
- Installing new curtain track to school hall doors.
- Removal and reinstallations of fire alarm sensors and exit signs.
- Installation of new fire route signs.
Before Commencement on Site:
GEA chair a pre commencement meeting on site, with all the parties present, to establish and agree the following:
- The Contractors Programme
- To sign the Contract Document
- To discuss any obligations imposed by the Employer for the Contractor working at the school
- To discuss the site access route and position of compound
- To agree Health and Safety rules, CDM Compliance
- To agree a start date on site after mobilization of the Contractor
During the Project:
Weekly site visits were made by GEA to monitor progress on site.
A photographic record was maintained throughout the contract period on site.
Monthly site meetings were chaired and minuted by GEA and distributed to the school and the project team.
Monthly Financial Reports were provided to the Client to ‘firm up’ costs of any provisional sums or variations and to forecast the anticipated Final Account figure.
The End Result:
The project was completed to an excellent standard of workmanship.
The project was completed within the specified contract sum, with the Academy being kept fully informed with monthly financial reports during the construction phase, as to the anticipated final cost.
The before, during and after photographs show a vast aesthetic improvement to the refurbished blocks, with the additional benefit of thermally efficient windows and external doors to keep heating costs down to a minimum.
Start Date: 29th July 2016
Project Duration: 25 Weeks
Completion: 7TH January 2020
Project Value: £156,877.00 (Exc Fees)
The Professional Team
Once notification had been received via the ESFA, that funding was available for the project, GEA were appointed as Contract Administrators, Quantity Surveyors, Principal Designers and Project Managers.
The replacement windows were a SAPA product, and the replacement cladding was Rockpanel.
The Construction Project was carried out using the JCT Minor Building Works Form of Contract with Contractor’s Design 2016.
Professional Fees were charged at 8% of the Contract Value (below those recommended by the ESFA) to cover all the above services.
Consultancy Services – Pre and Post Contract
The services provided by GEA on this project were as follows:
- Budget Estimates, Feasibility Studies.
- Preparation of Specification, Description of Materials and Workmanship.
- Agreeing fenestration design principles
- Advice on Procurement and Contract Selection.
- Preparing Tender Documents.
- Analysing Tenders returned, preparing Tender Report with recommendations.
- Producing Site Specific Priced Scope of Works for the site, and agreeing the Contract Sum with Contractor.
- Monitoring Contractor’s Progress on site.
- Cost control – Interim Valuation payments and monthly Financial Statements.
- Monitoring Health & Safety on site.
- Agreement of Contractors Final Account.
- Sign off at Practical Completion (PC).