Graham Ellis Associates (GEA) were commissioned by Upton Junior School to prepare a CIF Bid application to the ESFA, to secure grant funding for an urgent replacement window and asbestos removal project at the school, which were proving to be a health and safety risk to teachers and pupils.
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.
The CIF Bid
The Application for Grant Funding required the format of the Bid to focus on the following criteria:
- Project Need
- Project Planning
- Value for Money
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.
After tender analysis, the preferred Contractor was SGC Glass Limited.
The accepted tender was within Budget.
The CIF Bid proved to be successful, and the School was notified.
Scope of Works
GEA were tasked with providing the most cost-effective solution to deal with the problems encountered by the leaking and thermally inefficient windows at the School.
UPVA double glazed aluminium windows were the preferred option to replace the existing single glazed Crittall windows, and double-glazed aluminium doors were the preferred option to replace the single glazed crittall doors, 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 the mesh security shutters.
- Removal of existing cladding panels.
- Removal of the single glazed Crittall windows.
- Re-routing cables.
- Installing double glazed aluminium windows.
- Installing new blinds to all classrooms.
The services provided by GEA on this project were as follows:
- Budget Estimates, Feasibility Studies.
- Preparing drawings for all elevations
- Preparation of Specification, Description of Materials and Workmanship.
- Agreeing the window design/specification.
- Advice on Procurement and Contractor Selection.
- Preparing Tender Documents.
- Analyzing Tenders returned, preparing Tender Report with recommendations.
- Monitoring Contractor’s Progress on site.
- Cost control – Interim Valuation payments and Financial Statements.
- Monitoring Health & Safety on site.
- Agreement of Contractors Final Account.
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 on 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 achieved Practical Completion to an excellent standard of workmanship.
The project took longer than originally planned due to COVID restrictions in place at the School. However, GEA, SGC Glass and the School all worked together to ensure that the project moved forward, albeit at a slower pace than we would have preferred.
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.
CLIENT: Upton Junior School
LOCATION: Broadstairs, Kent
Start Date: 7th September 2020
Project Duration: 25 Weeks
Completion: 1st March 2021
Project Value: £255,212.02
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 during the Construction Phase.
The replacement windows were a UPVC double glazed windows and aluminium double-glazed doors.
The Construction Project was carried out using the JCT Minor Works Building Works Form of Contract 2016 with Contractors Design.
Fees were charged at 10% of the Contract Value for Professional Services, which were included in the grant funding application.