School Funded Projects

Stage 1 - Initial Notification

The purpose of this form is to provide the Council with prior warning that a project is to take place and enable us to assess such projects from a strategic, financial, health and safety and building management point of view.

When a project has been approved by the Governing Body this form should be submitted before any action is taken, you may already have a Consultant in place who has prepared feasibility studies.

Please find below guidance to complete the following sections:

Item 3 - A brief outline of the proposal is all that is required, this could include a copy of any feasability study you may have commissioned.
Item 4 - The proposed outcomes of the proposal which will be based on the School Buildings Plan (when this is in place).
Item 5 - Funding streams and estimated cost.
Item 6 - Consultant contact details.
Item 7 - Declaration, you should have attended the relevant training courses and be aware of the responsibilities.

The information provided on your completed from will be reviewed by the 'Schools Devolved Project Group' and you will receive an 'Approval in Principle' letter. This process will, we hope, prevent wasted time and effort on your part in proceeding with a project that does not meet any one of the necessary criteria above.

Stage 2 - Detailed Project Preparation

Once the 'Approval in Principle' has been received you should:

Check the School's Asbestos Register.
Formulate a detailed brief for the Consultant.
Please consult Secured by Design initiative to consider proposals that could be implemented to effectively instruct Consultants and Contractors to adopt crime prevention measures in development design.
For a larger project, you will need to appoint a CDM Coordinator at this point.
Provide a copy of the Asbestos Register to your Consultant.
In the event of any works involving disturbance of finishes including ceiling tiles, lights, demolition or reconfiguration of areas. If there is any Asbestos known to be present anywhere in your building you must commission a Type 3 Asbestos Survey of the area in which the work is to be carried out. This must be done through the Council's Asbestos Management Contract - to action this you need to contact the Property Governance Manager or telephone 01275 884 411. Costs for this will be charged to the Project.
The Type 3 Asbestos Survey may indicate the need to remove Asbestos in the area. The Council will initiate and manage this process, but costs will be charged to the project. This must be carried out when there are no staff, pupils or public in the building.
N.B. If this process is left until immediately before the work is to be carried out you may incur considerable extra costs and loss of time if Asbestos is found and needs to be removed.
Agree a detailed specification and contract period with your Consultant/Project Manager and CDM Coordinator if appropriate. This should allow for time to remove asbestos (which will need to be notified to the HSE 14 days before the operation takes place.
Agree an appropriate form of contract and the way you wish to tender for the works (Price Quality Matrix or lowest price). Once agreed, details of this should be included on the Tender Documentation.
Select at least three suitable contractors from the Exor list.
Submit the tender documentation and allow at least 2 - 3 weeks for them to be returned. Agree an opening date and do not open any tender documents before that date.
On the tender opening date open and record the tenders and advise both the successful and the unsuccessful contractor of the outcome.
Ensure that a pre-contract meeting is arranged between you, your Consultant, the CDM Coordinator and the Contractor - ensure minutes are taken. To assist this procedure there is a suggested Pre Site Meeting Agenda template

Stage 3 - Detailed Notification

Most of the information on this form should be supplied by your Project Manager, Consultant or Contractor. You should attach the following information:

Specification and drawings
Asbestos Type 3 survey
Contract details
Project Manager details
CDM Coordinator details
Contractor details
Programme of works

Please supply all information requested as stated on the form as issues not addressed may lead to Property & Asset Management making further requests which may delay the approval. This should also cover items that have addressed Condition survey information.

You should not commence any works without prior approval from the Council.

Further guidance can be obtained from the 'Downloadable Documents' section located on the right hand side of the page.