Housing Associations Guide Part 6 Appendix 2 Annexes A - F
Contents
Procurement requirements for miscellaneous works
1.Appointment of Consultants – on every miscellaneous works scheme with works costs exceeding £10,000 the Association must commission at least one relatively qualified, experienced and professionally indemnified technical consultant, unless the Association has the appropriate in-house expertise. The appointment of consultants must be in accordance with the Procurement Requirements for Housing Associations contained in Appendix: 2 to Part 4 of the Guide.
2.Associations are reminded - of their responsibilities in relation to the briefing, monitoring and control of any consultant appointed for miscellaneous works (See Appendix: 2 to Part 4 of the Guide for further details).
3.Statutory Approvals - Associations are reminded of the need to obtain any necessary Statutory Approvals required. Depending on the nature and extent of the works proposed, this could involve obtaining Building Regulations Approval.
4.Obtaining Tenders/Quotations – tendering procedures and contractual requirements generally, must be in accordance with the Procurement Requirements for Housing Associations contained in Appendix: 2 to Part 4 of the Guide. There are few exceptions to this requirement, however, where the Association has a very limited programme of miscellaneous works, or for an ‘isolated,’ specialised or urgent work:
a. Competitive quotations are not essential for works costing less than £1,000 and the Association may obtain a quotation from a suitable individual contractor; or
b. For works costing between £1,000 and £10,000 a full tendering procedure is not essential and the Association should obtain competitive quotations from at least three selected contractors. Competitive quotations must be obtained at the same time and on the same specification/requirements in order to provide an equitable basis for comparison by the Association.
The DSD recognises that in some very exceptional cases, the works will need to be supplied/fitted by specialised contractors and it is not possible for prices to be obtained competitively. Under such circumstances, the Association should retain evidence on its file that no other appropriate specialist contractor was available to quote for the works.
5.In all other cases, tendering must be in accordance with the Procurement Requirements for Housing Associations contained in Appendix: 2 to Part 4 of the Guide - this provides, amongst other things, guidance on selective competitive tendering procedures. Associations should aim to reduce the time and need for tendering each individual scheme by using longer-term, competitively tendered, contracts that would cover the Association’s requirements for a number of years and also include ‘Partnering’ which may be particularly appropriate for miscellaneous type works.
6.Value Added Tax (VAT) on Adaptations - in undertaking miscellaneous works, standard rated Value Added Tax (VAT) will normally apply. If some cases a lower rate may apply. Further information on VAT is available at www.hmrc.gov.uk 
7.On Completion of the Works – the Association should:
a. Undertake a final snagging/inspection of the work at practical completion stage;
b. Undertake a tenant satisfaction survey on the way the work was carried out, and satisfaction with the completed work;
c. Ensure that the Association’s appropriate officer has been made aware of any regular or specialised maintenance required by the works; and
d. Retain any clearance certification, warranty, guarantee etc, associated with the completion of any specialised works.
Asbestos
1.Asbestos - was commonly used as a building material from the 1950s onwards. One of the main uses was in asbestos based sheets, slates and tiles, but it was also used in loose forms for insulating purposes. There are three main types of asbestos – chrysotile, amosite and crocidlite – usually called white, brown and blue asbestos. However, they cannot be easily identified by appearance, and blue and brown asbestos have not been imported for some 20 years and are banned by law.
2.The presence of Asbestos - is very unlikely to be in relatively modern buildings, but could be present in a building if it was built or refurbished between 1950 and 1990 (and particularly if it also had a steel frame and /or it had a boiler house with thermal insulation). Provided the existing asbestos based material is intact – i.e., in a position where it cannot be easily damaged - it is unlikely to pose a risk to health. Breathing in asbestos fibres can eventually lead to a number of diseases from which there is no known cure.
3.Housing Associations - already have a duty of care towards their tenants and others in respect of the presence of asbestos in dwellings. The CAW Regulations (Northern Ireland) 2003 increased this duty of care, which has subsequently been updated by the Control of Asbestos Regulations (Northern Ireland) 2007(SR 2007 No31) (www.opsi.gov.uk ). This requires, amongst other things, for asbestos in common areas to be identified and any risk to be managed. The Construction (Design & Management) Regulations (Northern Ireland) 2007 (SR 2007 No291) (www.opsi.gov.uk ) place a greater emphasis on the duty of care of Landlords to provide / pass on information about the state or condition of their premises e.g. know where asbestos, if any, is situated to ensure that no one, especially workers, are unwittingly exposed to such materials. The Approved Code of Practice supporting the CDM 2007 Regulations defines Client / Client duties. Paragraph 29 definition of a domestic Client (who does not have duties under the Regulation) clearly identifies that this exemption does not extend to Housing Associations / charities / Landlords.
4.Guidance - is available from a number of sources on procedures for identifying and assessing hazards from different types of asbestos materials. Advice is also available on establishing an order of priority for remedial works and information on where asbestos was used in buildings and domestic consumer products such as kitchen appliances and heating equipment. Guidance in respect of asbestos in buildings usually includes a number of key points which should be satisfied:
- Dangers from asbestos in buildings are likely to arise only when asbestos is damaged, either accidentally or during maintenance or repair;
- In general, undisturbed materials in good condition present little risk but once the presence of asbestos materials has been determined it is important to distinguish the type of asbestos and the potential for fibre release;
- Asbestos materials which are sound, undamaged and not releasing dust can be left undisturbed – provided a system of management is introduced involving regular inspection and labelling;
- Frequently the most appropriate action will be to leave the material in place and to seal or encapsulate it;
- When it is not possible to seal an asbestos material effectively and it is likely to release dust, it must be removed completely;
- It will generally be more cost effective to undertake work on asbestos removal as part of a programme of general refurbishment or maintenance than to undertake such work separately. Any programme of work on asbestos should therefore take account of other planned work and factors such as the availability of suitable contractors and temporary re-accommodation of tenants whilst work is being carried out. It is important that there should be adequate liaison and communication with tenants;
- Certain asbestos containing materials (ACMs) do not require removal by licensed contractors, however to comply with the ‘Working with Asbestos HSE task guidance’ licensed contractors would be the preferred route for these removal activities. Demolition involving any form of asbestos is subject to relevant Health and Safety legislation. Asbestos waste is classified as a controlled waste and must be disposed of only at licensed sites. The removal of ACMs within an internal environment (depending on the removal process, the product, the condition, the extent of material etc) may require the provision of an air test clearance certificate, from a UKAS accredited laboratory.
5.Information Sources – include: ‘Approved Code of Practice & Guidance (ACoP) Work with materials containing asbestos’ L143 HSE books (ISBN 07176-62063), ‘Introduction to asbestos essentials: Comprehensive guidance on working with asbestos in building maintenance & allied trades’ HSG213 HSE books (ISBN 07176-1901X), and ‘Asbestos essentials task manuals: Task guidance sheets for the building maintenance & allied trades’ HSG210 HSE books 2001 (ISBN 07176-1887O).
Some general information on asbestos etc can be obtained from HSENI - The Asbestos Advisory Service - Guidance material on asbestos: PDF Downloads ‘Asbestos in the home’, ‘AAS Frequently Asked Questions’ and ‘Facts about asbestos’. (www.hseni.gov.uk ) and from the Health & Safety Executive (www.hse.gov.uk ) MDHS100 ‘Surveying, sampling & assessment of asbestos containing materials’ – Table 1: Asbestos containing materials in buildings.
6.Grant Position – as the incidence of Asbestos in Housing Association stock is thought to be very low, generally no funding from the NIHE (DPG) is available for ‘Asbestos’ removal work, unless such work requires Tenants to be decanted to temporary accommodation or if such work is essential and complementary to other necessary grant earning work – e.g., as part of a re-improvement schemes. In all other circumstances, the Association is responsible for the cost of any measures required.
Designing out crime
1.Introduction - Associations were previously made aware of the reported increase in the incidence of burglaries in social housing (HAC 04/01), and given advice on:
- The nature of the problem;
- Designing out crime in the existing housing stock;
- Action to be taken urgently to reduce the incidence of crime related problems in the stock; and
- Proposals for designing out crime in future schemes.
2.The Nature of the Problem - Northern Ireland’s crime figures for domestic burglaries have remained relatively high over the last few years - with a yearly 1-in-82 chance of being burgled. This type of crime is not confined to private sector dwellings, as a recent and worrying trend has been the reported increase in burglaries in sheltered housing for the elderly.
3.Research has shown - that burglars tend to operate on the basis of 3 main ‘concerns’:
- Risk am I likely to get caught?
- Reward what will I gain?
- Ease of Entry how easy is it to get in?
These ‘concerns’ can encourage burglars to target what they consider to be the easy option and this may explain the increase in burglaries in sheltered housing i.e., elderly occupants, money and valuables in the flat/bungalow, and lax or easily breached dwelling/block security. [Note: in sheltered housing schemes where burglaries have taken place, it is often found that the windows installed offer poor security, allowing easy removal of the glazing strips/beads and the double glazed units]
4.Once a crime has been committed - there is evidence to suggest that in 1-in 5 cases the victim will be the subject of the same crime within a year. Social housing, including sheltered housing for the elderly, needs to provide a safe and secure environment otherwise the accommodation will very quickly become unpopular with tenants leading to transfer requests and voids. Associations will be well aware that once the stigma of being ‘difficult to let’ is attached to a social housing scheme it can be very difficult and expensive to reverse the downward spiral.
5.Designing out Crime in the existing Housing Stock - Associations as responsible landlords and managers, need to be aware of crime problems including burglaries and the threat that these pose to the existing housing stock.
Secure by Design (SBD) – is a national police initiative to encourage the adoption of crime prevention measures in the design process, so as to reduce the opportunity for crime and the fear of crime to create a safer and more secure environment. (www.securebydesign.com ).
Information sources – include a number of SBD web link design guide PDF Downloads, such as: SBD Principles, Refurbished Properties, Sheltered Accommodation and SBD Homes Security.
This Annex suggests the action and measures, which each Association needs to take to ensure that all of its stock continues to provide a safe and secure environment for tenants:
a. Action to be taken to reduce the incidence of crime related problems in its stock - each Association should adopt, as a matter of policy, a rolling programme of obtaining advice either from appropriate consultants or the Crime Prevention Design Advisor (CPDA), for all its existing housing stock. Priority should be given to those schemes where burglaries are known to have taken place and are still an on going problem. Priority should also be given to those schemes that house the most vulnerable tenants, or where the Association intends to undertake major repairs or maintenance works. However the Department does not require such major repair or maintenance works to achieve the ‘Secure by Design award’, rather be able to demonstrate that the relative guidance of the SBD initiative has been considered/applied.b. Appropriate Consultants can advise Associations on most schemes, but advice on designing out crime on the most difficult schemes is available from the (CPDA), Crime Prevention Branch. This Service provides advice on risk management on the built environment in order to reduce opportunities for crime. Advice on designing out crime is available free to Associations; however, the Association will normally be responsible for any remedial costs or Consultant’s fees. The CPDA can be contacted through:
Force Crime Prevention Design Adviser – Kenny McHugh,
PSNI Crime Prevention Branch,
Brooklyn, 65 Knock Road,
Belfast BT5 6LE.
Tel: 028 9056 1606; Fax: 028 9056 1597
Email: Kenneth.mchugh@psni.pnn.police.uk
c. Measures will vary depending on the scheme, but could include:
-Main and secondary exits to be locked/secured or access controlled at all times;
- Window and door security may need to be improved, including replacement of certain glazing with laminated glass, eg, doors, sidelights and other vulnerable locations;
- Communal external/internal lighting, landscaping and car parking arrangements may need to be altered etc; and
- Boundaries may need to be examined together with vehicular/pedestrian circulation.
The Association’s tenants may also require additional advice on locking doors and windows, and on admitting strangers to their dwelling or accommodation block.
d. Each scheme should be consider on a site specific basis with recommendations being given on a risk commensurate and cost effective basis. Recommendations should not be taken on a selective basis, as the advice will normally be a package required to provide an effective solution. In some cases it may not be practical or necessary to undertake immediately all the recommendations made by consultants or the CPDA. For example, some recommendations may have to await future maintenance schemes or repairs/replacements proposed by the Association. Account must also be taken of related issues such as means of escape in case of fire and tenants’ preferences.
e. The DSD will monitor each Association's programme of taking advice from consultants or from the Architectural Liaison Service, and will include a check, as part of the Regulation & Inspection process, on the Association’s programme of seeking advice and implementing essential measures etc.
6.Grant Position – generally no funding for ‘Designing Out Crime’ features is available from the NIHE (DPG), unless such work is essential and complementary to other necessary grant earning work – e.g., as part of a re-improvement or major rehabilitation schemes. In all other cases, Associations are responsible for the cost of any remedial measures required. An exception will be made, however, for funding the first-time installation of Close Circuit Television (CCTV) to shared entrances, where the entrance is considered to be vulnerable to crime and CCTV is recommended by a PSNI Crime Prevention Officer (CPO) to provide enhanced security to the block and inhabitants, and to reduce the risk of crime.
7.Proposals for Designing out Crime and Secured by Design in Future Schemes – are included in Appendix: 1 to Part 3, Design Requirements.
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