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Sub Contractor Agreement Format for Works Contract

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Sub Contractor Agreement Format for Works Contract Powered By Docstoc
					1              General Instructions

Do not add or remove rows or columns to the model.
Do not input data in any cell other than those highlighted white.
If you wish to add notes please do so in the notes column.

Notes related to the data input can be found throughout the model as pop ups accessed through the red mark in
the top left hand corner of the cell.

The cells are formatted to only allow appropriate data inputs. If you are unable to provide data, please leave that
field blank and put N/A in the notes column.

A number of cells are itemised as “data check” These cells are automatically calculated a red figure indicates you
should double check your data is correct. The details in the metric column will indicate the appropriate data to
check.

2             General definitions

2.1            Responsive repairs

Responsive repairs means all response repairs completed by building trades and it can include the planned
delivery of response repairs or the batching of repairs to achieve economies of scale. Day to day repairs includes
the repair of domestic electrical installations, but excludes re -wiring and also any repair work to void dwellings
(this is measured under Void Repair KPI's). Other more specialised M & E repairs such as the maintenance of
lifts, emergency lighting and booster pumps along with cyclical work i.e. the servicing of gas appliances, are also
excluded. As are any major planned work (cyclical programmes such as painting or programmes for the
replacement of key components to the building structure such as doors, windows and complete roof coverings, or
renewal of the building infrastructure or M & E installations i.e. heating replacement programmes.

2.2            Voids

Void repairs means all response repairs, as completed by building or M & E trades (i.e. the replacement of
damaged light fittings or the re-commission of gas appliances) that may be required to return the dwelling to a let -
table standard, but excludes any cyclical work such as gas servicing and any major planned work and properties
that fall outside of the BV 212 definition see note 31. Repairs identified whilst void but not carried out until after the
re-letting of the tenancy should be excluded from void figures.

2.3           Client and contractor costs

Throughout the model the client and contractor costs are split in 4 elements:

                A              Client costs
                B             Contractor overheads
                C1             Contractor management costs
                C2             Contractor delivery costs
A full definition of the items that make up these elements is provided in the ABC definitions tab.

3             Data collection sheet principles

3.1           Data is required to be completed in two tabs:

1             General data
2             Client and main contractor data


If you have more than one contractor please establish if you are able to provide the detailed data in section 5.2 for
each contractor:

If you can, please contact Lynn Dexter who will provide you with a revised toolkit with additional data tabs,
detailing which fields are required to be completed for the different contractors.
If you can not, you can include the contractor as a subcontractor by completing the cost of their works in 2.2 f and
the associated fulltime equivalents in 2.17. If you use a separate contractor for gas maintenance you may wish to
include their details in this way.

3.2            General data
3.2            General data

This is self explanatory, requiring contextual information about your service many fields have drop down boxes to
select from.



3.3           Client and main contractor data

Data entry consists of 6 sections, each having a data column for responsive, voids and combined. The white
highlight indicates which of these should be completed for each question.

Section 1     Background information

This provides background information about the client, covering items such as number of units, status information,
target days for repairs etc.

Section 2     Contract performance information

Provides performance information, for examples; repairs completed on time, appointments made, appointments
kept. It also provides the numbers of full time equivalents employed by the contractor on the repairs contract,
holiday entitlement, sickness levels etc.

Section 3     Repairs and maintenance cost data

This provides the cost the client pays for the repairs contract and is subdivide by the different priority of works.

Section 4      Client management cost data

This section is divided into 4 sub sections:

4.1           Procurement
4.2           Finance
4.3           Client Call handling ( if applicable)
4.4           Client contract management

Each sub section requires costs to be broken down into:
            Staff
            Car allowances
            Premises
            IT
            Central Overheads

These costs need to be allocated to the responsive repairs and voids services, if any of the breakdown figures can
not be extracted individually the overheads the figures can be central combined into the overhead services.

Section 5     Contractor cost details

There are two alternatives in this section:

5.1           should only be completed if use an external contractor to provide the service and you are unable to
              provide the detailed breakdown of the contractor costs in section 5.2.

5.2           This section is sub-divide into three sections:
             5.21 The contractor management costs (CI in the ABC definitions notes)
             5.22 The contact delivery costs (C2 in the ABC definitions notes)
             5.23 Contractor call centre
Each of these sections is then broken down into similar section as in section 4 with the addition of section:

5.21          Profit and loss
5.22          Sub contractors
              Materials
              Plant hire
              Profit and loss
              Profit and loss

Section 6     Gas repairs and servicing

Gas servicing is excluded from the data in section 1, 2, 3, 4 and 5. Because many organisations have combined
gas servicing and maintenance contracts this section is included to assist in the calculation of the gas
maintenance details (6.33) that need to be included in sections 1, 2, 3, 4 and 5.

3.4           Apportionment tab

This is provided to assist you in completing the staff apportionment elements of the toolkit. It enables you to
identify the staff involved in the service and apportion their time between responsive repairs, voids and other
works. There are different sections for Client management employees (A) Contractor management employees
(C2) and Contractor operatives (C2) Example job titles are included to assist in the process, please adjust to the
appropriate job titles in your organisation. You can then use the resulting figures to populate sections 4 and 5 of
the toolkit. See ABC definitions notes for further details.
                                           The Definition of Elements A, B C

           Element A - the strategic management of the repairs service (client costs)

1    Provide 'client' leadership and interaction with Audit Commission / Board / Senior Management Team
2    Identify and deliver strategies for improving the efficiency of the service, undertake Best Value Reviews,
     prepare for Audit Commission inspections etc.
3    Responsive repairs client function, the public face for responsive repairs including the receipt and processing
     of repair requests and provision of appointments (Call Centre function)
4    Line management of personnel carrying out 'Client' duties.
5    Formal complaints about responsive repairs
6    Process disrepair, insurance claims and deal with Statutory Notices
7    Asbestos management
8    Environmental health issues
9    Performance management of overall responsive repairs service, including pre inspection, post inspection, cost
     and quality control
10   Strategic (high-level) contract management
11   Void management including pre inspection, post inspection, cost and quality control and performance
     management (excludes the cost of the allocation and letting of void dwellings)
12   Processing and payment of invoices for 'main' contractors
13   Procurement of repairs contracts
14   Procurement of ad-hoc works not carried out on SOR (quotes)
15   Management of the Out of Hours Repairs Service
16   Central support from Finance, Asset Management, Housing and Corporate Services functions


     Element B - the management of the "contracting" business (head office overheads)

17   Identification of strategies for improving efficiency (profitability) of the business
18   Performance management of the business and reporting of the results (KPI's)
19   Strategic level liason with Client.
20   Preparation and submission of tenders ("bid" team)
21   Line management of personnel working within the Contractor's head office.
22   Materials procurement
23   Plant procurement
24   Labour procurement
25   Specialist sub-contractor procurement
26   Vehicle provision and management
27   Corporate Health and Safety Management
28   Central support from Finance, Asset Management, Housing and Corporate Services functions
29   Payroll, IT, HR functions
30   Preparation and submission of invoices to the 'client'
31   Payment of suppliers and sub-contractors


                    Element C - the delivery of the repairs service (base costs)

32 Preliminaries (the cost of Contracts Managers, Supervisors, operational support staff, premises, uniforms,
   hand tools etc)
33 Day to day "Client" liaison
34 Performance management of operatives and any sub-contractors
35 Appointment making (by contractor / DLO) for recalls or follow-on trades etc.
36 Responding to queries or complaints about a completed repair or repair in progress
37 Quality control of completed repairs                                                                                    C1
38 Line management of personnel involved in the delivery of the repairs service (staff and operatives).
39 Stores management
40 Delivery of plant and materials to site
41 Recording of time spent on jobs
42 Recording of plant and material costs
43 Operative attendance and the completion of the repair (including any non-productive time)
44 Any pre-inspection of voids or repairs to 'measure-up'
45 Labour (workforce) costs
                                                                                                                           C2
46 Material costs
47 Sub-contractor costs
48 Cost of plant if hired



                                                                                                                       Prepared by HouseMark
                                                                                                                                    8/17/2011
                                           VFM Assessment Toolkit


NOTES TO SUPPORT THE COMPLETION OF THE COST & PERFORMANCE DATA SHEETS

1        Day to day repairs means all response repairs completed by building trades and it can include the
         planned delivery of response repairs or the batching of repairs to achieve economies of scale. Day to
         day repairs includes the repair of domestic electrical installations, but excludes re-wiring and also any
         repair work to void dwellings (this is measured under Void Repair KPI's). Other more specialised M &
         E repairs such as the maintenance of lifts, emergency lighting and booster pumps along with cyclical
         work i.e. the servicing of gas appliances, are also excluded. As are any major planned work (cyclical
         programmes such as painting or programmes for the replacement of key components to the building
         structure such as doors, windows and complete roof coverings, or renewal of the building
         infrastructure or M & E installations i.e. heating replacement programmes.

2        Void repairs means all response repairs, as completed by building or M & E trades (i.e. the
         replacement of damaged light fittings or the re-commission of gas appliances) that may be required to
         return the dwelling to a lettable standard, but excludes any cyclical work such as gas servicing and any
         major planned work and properites that fall outside of the BV 212 defintion see note 31. Repairs
         identified whilst void but not carried out until after the re-letting of the tenancy should be excluded from


    3    All costs are to exclude Value Added Tax (VAT) except in section 3. If the client is unable to reclaim
         VAT it should be included in this section only.

    4    All employee costs are to include salaries, productivity bonuses (if applicable), Union subscriptions &
         CITB levy (if applicable), overtime payments (where required during normal operational
         circumstances), holiday pay, Employer's National Insurance and Pension Contributions, health care
         provision and travelling expenses.

    5    All vehicle costs are to include annual lease hire costs, depreciation, fuel, insurance, servicing and all
         other running costs.

    6    The cost of car allowance provided for client officers is to include payments received for the
         operational use of private vehicles (including the wear & tear component), whilst undertaking the
         function to which the cost relates. It is appreciated that in some instances it will be difficult to separate
         car allowance payments, so the costs should be apportioned in the same manner as staff costs.


    7    The day to day repairs and void repairs service means the provision of carpentry, plumbing, electrical,
         roofing, bricklaying, floor tiling, ground-working and plastering repair work, but excludes any electrical
         re-wiring and all mechanical and electrical cyclical maintenance such as gas servicing.

    8    Premises means the local office/branch office, site accommodation and/or depot and welfare facility
         utilised for the provision of the day to day and / or void repairs contract(s) for this Client, which
         although a preliminary cost, for the purposes of this model is to be shown separately and not included
         in the total cost of preliminary items. The local premises costs are to include the building rental and
         upkeep including the costs of heating, cooling, lighting and power (or a proportion of these costs if the
         premises is used for any other contracts).

    9    The "Base Costs" means the costs relating to labour, plant, materials, preliminaries and sub-contractor
         costs, prior to the application of any head office overheads or profit under on open book accounting
         arrangement.

    10   Preliminaries means the Repairs Service Support Costs (that are specific to the Contract with this
         Client) and includes;
           w    the provision of service support staff engaged specifically on this contract (i.e. Contracts
                Manager, Supervisor, Foreman, Quantity Surveyor, Cost Surveyor, Administration staff,
                Trainees etc),
           w    the cost of Contract specific training including Health and safety training,
           w    the cost of quality management systems and general (site based) quality control,
           w    the provision of communication equipment for employees on this contract, i.e. Mobile phones,
                two way radio etc,
           w    the cost of operating an appointments/carding system,
           w    the provision of Identification Cards,
           w    the provision of any temporary site accommodation / welfare facilities (portacabins etc),
           w    the provision of small tools,
           w    the cost of providing all necessary PPE,
           w    the hire or purchase of site equipment (including hire cost / purchase, depreciation and
                maintenance costs),


                                                                                                                         Author: HouseMark
                                                                                                                                  8/17/2011
                                       VFM Assessment Toolkit


       w   all costs associated with unloading, handling and double handling of materials,
       w   the provision, fuelling and maintenance of vehicles for operatives and site based staff / Contract
           Managers etc.
       w   the cost of temporary services,
       w   the costs for the prevention of trespass; including hoarding/ fencing/ barriers/void security etc,
       w   all advertising costs
       w   the costs for Health & Safety and other Statutory Obligations.

11   Head office overhead costs means the cost of providing all 'back-office' support functions necessary
     for the running of the business and includes;
       w   the salaries of head office staff i.e. Directors, purchasing and buyers, Accounts Department,
           Estimating Department, Managing/ regional quantity surveyors, PR/ Marketing and advertising,
           Safety department, Human Resources department, Head Office administration and support,

       w    the provision of IT hardware and equipment including servers, laptops and computers and all
           necessary software and licenses,
       w   the building (Head Office) rental and upkeep including the costs of heating, cooling, lighting and
           power,
       w   the provision, fuelling and maintenance of vehicles for head office staff
       w   the provision of office furniture,
       w   employers and public liability insurances,
       w   trade subscriptions,
       w   legal fees,
       w   the cost of sickness absence,
       w   general training costs,
       w   professional subscriptions and fees,
       w   postage costs,
       w   recruitment costs,
       w   Contract insurances, Bonds & Warranties,
       w   franchises, royalties, licences etc,
       w   Taxes and charges,
       w   and any Corporate overhead costs and charges including contributions to group (if applicable).

12   Head Office costs are often derived from a tendered percentage and for the purposes of this document
     should be treated a fixed figure i.e. the total sum head office costs paid during the period from 1st April
     2009 to 31st March 2010.

13   Profit means the total of all fixed (or "guaranteed") profit along with the total amount of any variable /
     performance derived profit. Under an open book accounting arrangement, profit is often derived from
     a fixed tendered percentage, and in many frameworks a portion of the contractor's profit is linked to the
     achievement of Key Performance Indicators. For the purposes of this document profit should be
     treated as a fixed figure i.e. the total sum profit paid during the period from 1st April 2009 to 31st March
     2010.

14   The total contract term should include any potential extension periods. Where there is more than one
     contract in place then the average contract term should be used to provide the value for the total
     contract term. For example; if Contract 1 commenced in April 2006 and expires in April 2008, but has
     the potential of an extension of two further years, then the total term for Contract 1 is four years. If
     Contract 2 commenced in April 2002 and expired in April 2006, but was extended by two further years
     to April 2008, then the total term for Contract 2 is six years, and to determine the total term for
     Contracts 1 & 2 the average is taken, so in this example the total term for contracts 1 & 2 is 5-years.

15   When conducting quality inspections of repair works to void dwellings to identify those that are of a
     satisfactory (or above) standard when judged against the lettable standard, the quality inspection
     carried out by, or on behalf of the Client is to be judged on the whole of the void repairs, not just a part.
      Where void works are inspected more than once due to failure of the original void works, each void
     quality inspection should be counted separately.

16   The calculation of procurement costs must be an assessment of the total cost of staff time (including
     any agency staff or consultants) involved in the preparation and procurement of the day to day and
     void repairs contract (or an assessment of the total cost of staff time involved in the procurement of all
     of the contracts, where there is more than one response repairs contract). It is accepted that this
     estimate of total procurement time, will be made to reflect the situation "at a point in time" and that as
     the estimate does not relate to an annual cost, some differences may potentially occur due to
     fluctuations in salary costs from year to year. Therefore (for the purposes of uniformity), you should
     factor the assessment of total procurement time by your organisation's salary scales for 2009/10 even
     if the procurement did not occur in this period (for consultant fees incurred in previous years, apply a
     figure of 3% per annum).


                                                                                                                     Author: HouseMark
                                                                                                                              8/17/2011
                                         VFM Assessment Toolkit


       N.B. Procurement includes the preparation of the contract brief and the specification, the assessment
       and shortlisting of prospective contractors, the production and issuing of the ITT and associated work,
       the assessment of the submitted tenders, and all other associated work up to and including the
       contract award and execution (the formulation and signing of the Contract).

 17    As part of the VFM Assessment Model the Client costs are defined as Element A and include functions
       such as procurement, invoicing, surveying and performance management (see A, B, C Definition
       worksheet for further details). In accordance with this definition the true total Client cost will include the
       cost of procurement, invoice processing along with the other duties of quality control, pre-inspection
       and performance management etc, however, for the avoidance of doubt, when entering the total
       annual cost of the 'Client's' contract management function within this Data collection book (item 4.4),
       the total Client cost should exclude the procurement, call handling and invoice processing costs (as
       these have already been identified).

 18    Under this VFM Assessment Model the components of a contractors cost are deemed to be;

18.1        Contract management / preliminaries function for the repairs service [element C1]:
            Cost of staff
            Cost of premises
            Costs of IT
            Cost of vehicles
            Profit and Head Office Overheads (as they relate to element C1)

18.2        Service delivery function [element C2];
            Cost of operatives
            Cost of materials and plant
            Cost of sub-contractors
            Costs of IT
            Profit and Head Office Overheads (as they relate to element C2)

18.3        Repairs call handling service:
            Cost of staff
            Cost of premises
            Costs of IT
            Profit and Head Office Overheads (as they relate to the Repairs Call Handling)

       It is also recognised that in some circumstances a contractor will be required by their Client, to carry
       out some of the traditional "Client" function, and in these circumstances the contractor costs will also
       include an element of:
              Cost of staff
              Cost of premises
              Costs of IT
              Profit and Head Office Overheads (as they relate to element A)

 19    Call Centre Costs; as call centres can be provided in a variety of ways, there needs to be a structured
       way of gathering this cost data. The intention is to identify the complete costs of the call centre
       function separately, regardless of whether they are costs on the Client-side, costs on the Contractor-
       side or costs on both sides.
       If, for example, the contractor provides a national repairs call centre for a range of clients, and
       recovers the operating costs of this national call centre as part of his (the contractor's) head office
       costs, then the proportion of call centre cost that relates to this Client, needs to be deducted from the
       main head office costs (element B) claimed from this Client.
       The scenario is simpler if the contractor provides a dedicated repairs call centre function as part of this
       contract, and in this case the complete cost of the call centre, including the overheads and profit
       (although these are shown separately), just needs to be deducted from the total contract income.


 20    The Apportionment worksheets identify the spectrum of roles that play their part in the delivery of
       response repairs, and comprise of "Client" activities (Element A), "Contractor" head office functions
       (Element B) and "Contractor" service delivery activities (Element C). An Apportionment worksheet
       should follow each data collection worksheet, and should be used to identify the roles / functions that
       each organisation performs (whether the organisation is a Client/in-house maintenance team, or a
       DLO, or a private contractor). Once the job roles are identified, then you should determine how much
       staff time (and consequently how much cost) is spent in the following work areas:
 a)      w Day to day repairs
 b)      w Void dwelling repairs
 c)      w Other activities (work that isn't response repairs)




                                                                                                                        Author: HouseMark
                                                                                                                                 8/17/2011
                                      VFM Assessment Toolkit




21   The percentage of repairs completed by the contractor at the time of the first visit to the property; this
     indicator is subject to access being granted by the tenant, so if a contractor has attended a property on
     two occassions, and on each occassion left a "calling card", and the contractor returns a third time
     after making another appointment, and on this occassion gains access, then this is counted as the first
     visit, as this is the first opportunity for the contractor to commence the work. The intention is not to
     penalise the contractor if a tenant fails to keep a firm appointment.


     To qualify as a job "completed at the time of the first visit to the property; the contractor shall be
     deemed to have attended the property, identified, diagnosed and remedied the fault (using van stock)
     and carried out any making good before then leaving the property. If the contractor calls to first
     "measure-up" and then leaves and returns to carry out the required repair, then this job has not been
     completed at the time of the first visit. This is also the case with jobs that can not be completed during
     the same working day, although the contractor may often return the next working day to resume the
     repair, the repair has not been completed "at the time of the first visit to the property".




25   Responsive gas repairs and Void gas works. Selct one of the following approaches
        1 One of your our main contractor/in-house or DLO provides gas servicing and gas responsive
          repairs. Include the responsive repairs element not the servicing element in that contractor/in-
          house or DLO’s details.

         2 A specialist contractor provides the gas servicing, your main contractor/in-house or DLO
           provides the gas responsive repairs, include the responsive gas works element in your
           contractor/in-house or DLO’s details.

         3 A specialist contractor provides Gas servicing and responsive repairs:

           a. Exclude the responsive repairs gas serving details
           b. Include the details of that specialist contractor that relate to responsive repairs (not gas
           servicing) as a subcontractor in 5.21 f & 2.17 .Figures in section 1, 2 & 3 must include
           responsive repair details.
22   Section 6 Provides details of gas servicing and maintenance.

23   Inspections refer to physical on site inspections not telephone checks.

24   Calculations for the time to complete a repair are calendar days from the resident reporting the repair
     to completion i.e. should pre-inspections be required this is likely to lengthen these times.

25   Non urgent repairs are to include all batched work that was a result of a residents contact, excludes
     work that is then instigated to alleviate further occurrences of a similar problem

26   right first visit definition
     This is defined as the total number of responsive repairs being completed
     right first time divided by the total number of responsive repairs being
     completed multiplied by 100.
     “Right” is normally defined as completed to the satisfaction of the social
     tenant.
     Where there is a dispute between the tenant and the landlord, or its agent,
     on whether a repair has been completed satisfactorily, this should be
     referred to an independent arbitrator, whose decision should be final.
     “First Time” is defined as completed by the repairs operative without the
     need to return a further time because the repair was inaccurately diagnosed
     and / or the operative did not fix the problem to satisfy the definition of
     “right” above.
     Where the job requires multiple trades who may follow on from each other,
     then the work would still be considered completed “right first time”
     according to the definitions above of “right” and “first time”.
     Where the tenant has failed to give access, this will not be counted as a
     first visit.
     Pre-inspections are excluded from this performance indicator.
27




                                                                                                                  Author: HouseMark
                                                                                                                           8/17/2011
VFM Assessment Toolkit




                         Author: HouseMark
                                  8/17/2011
                                                VFM Assessment Toolkit for Response Repairs
PART 1: GENERAL INFORMATION ABOUT YOUR ORGANISATION
                                                                                                                                          Page: 10 of 46
   1      What is the trading name of your company (Client organisation)?




   2      What type of 'Client' organisation are you?
                Registered Social Landlord (RSL)




   3      How many housing units (dwellings) does your organisation maintain?
          (exclude leasehold properties)
                      0

   4      How many garages does your organisation maintain?

                             0

   5      How would you best describe the area(s) that your housing stock is located within?

                A mix of inner city and urban areas




   6      What type of housing stock do you maintain?
                A mix of traditional and non-traditional construction



   7      If your housing stock comprises of a mix of traditional and non-traditional construction,
          then what percentage of your stock is of non-traditional (system built) construction?


                More than 50% (but less than 75%) of the housing stock is of non-traditional construction



   8      How many dwellings do you have within high-rise blocks of flats (blocks greater than 6
          storeys) that you maintain as part of your stock portfolio?

                             0

   9      What are the budget values for the maintenance work to your housing stock during
          2009/2010?

                   Response Repairs                                                                                                  £0
                   Void repairs                                                                                                      £0
                   Gas servicing                                                                                                     £0

                          Total budget for response repairs and major works =                                                        £0

  10      How are your repairs call handling services provided?


 Initial repair call & appointment provided by Client; each main contractor handles calls for subsequent appointments etc.




  11      When works orders are issued for response repairs, how are they arranged?


 Each works order that is issued is "to remedy the fault", but if there is more than one "fault", we raise additional work orders.




                                                                                                                                          Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, General data                                                                                             8/17/2011
                                                VFM Assessment Toolkit for Response Repairs
PART 1: GENERAL INFORMATION ABOUT YOUR ORGANISATION
                                                                                                                                                     Page: 11 of 46
  12 How are your repairs call handling services provided outside normal working hours?


 All call handling is provided by the main contractor (24/7) using a regionally/nationally based call centre.



  13      When additional work is identified after an emergency call-out (outside normal working
          hours), do you raise a new works order?


 No, any additional work that is required is "booked" on the original out of hours "call-out" works order



  14      What arrangements do you (the Client) have in place for the delivery of your response
          repairs service?
                All repairs are delivered by the Direct Labour Organisation (DLO)or in house team and its supply chain (including sub-contractors)



 14.1 If applicable, provide details of the value of Response Repair work undertaken by the
      DLO or in-house team and the name of the organisation that delivers this work

               Name of organisation:

               Annual value of work undertaken                                                                  £0

          a) Does this organisation have a trading account?                                           No


          b) Does the in-house contractor do maintenance work for other Clients?                                               No


          c) Is there an in-house stores facility?                                          Yes


          d) Is there an in-house joinery shop facility?                                    Yes




 14.2 If some response repairs are delivered by external contractors, provide details below.

               Contractor 1

               Name of Contractor:

               Annual value of work undertaken                                                                  £0

               Contractor 2

               Name of Contractor:

               Annual value of work undertaken                                                                  £0

               Contractor 3

               Name of Contractor:

               Annual value of work undertaken                                                                  £0

               Contractor 4

               Name of Contractor:

               Annual value of work undertaken                                                                  £0


                                                                                                                                                     Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, General data                                                                                                        8/17/2011
                                        VFM Assessment Toolkit for Response Repairs
PART 1: GENERAL INFORMATION ABOUT YOUR ORGANISATION
                                                                                                                           Page: 12 of 46


           Contractor 5

           Name of Contractor:

           Annual value of work undertaken                                                        £0

  15   What arrangements do you (the Client) have in place for the delivery of your void repairs
       service?
           A mixed economy; some repairs are delivered by theDLO or in-house employees some by external contractors



 15.1 If applicable, provide details of the value of the Void Repair work undertaken in-house
      and the name of the organisation that delivers this work

           Name of organisation:

           Annual value of work undertaken                                                        £0

       a) Does this organisation have a trading account?                                                    No


       b) Does the in-house contractor do maintenance work for other Clients?                                         No



 15.2 If some void repairs are delivered by external contractors, provide details below.

           Contractor 1

           Name of Contractor:

           Annual value of work undertaken                                                        £0

           Contractor 2

           Name of Contractor:

           Annual value of work undertaken                                                        £0

           Contractor 3

           Name of Contractor:

           Annual value of work undertaken                                                        £0

           Contractor 4

           Name of Contractor:

           Annual value of work undertaken                                                        £0

           Contractor 5

           Name of Contractor:

           Annual value of work undertaken                                                        £0



                                                                                                                           Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, General data                                                                              8/17/2011
                                                                                   VFM Assessment Toolkit
                                                                                                                                                         Page 13 of 46
PART 2: COST AND PERFORMANCE DATA




  Name of                                                                                                   Name of
  Client:                                                                                                   Contractor:
                                                 Name of person completing the data collection form:
                                                                                             E-mail:
                                                                                             Phone:
                                                                                                              Day to Day   Void Dwelling   Combined Total
  Item          Metric
                                                                                                               Repairs        Repairs
       1.0      Background Data

       1.1      The total number of dwellings maintained (excludes leasehold properties)                                                         0

       1.2      The total term for the Day to Day Repairs and Void Dwelling repairs Contracts.                                                   0

       1.3      The total number of repair orders that are issued per annum, based on out-turn                     0             0
                figures for period from 1st April 2009 to 31st March 2010.

       1.4      The total number of invoices processed or internal transactions created on behalf of                                             0
                the Repairs Service (in relation to orders raised for work, goods or services for the
                provision of Day to Day Repairs and Void Dwelling repairs).

       1.5      The number of undisputed invoicesor internal transactions per annum for Repairs                                                  0
                Service work, that are paid within your normal payment terms..

       1.6      The total number of Repairs Service calls received by the Client's call handling                                                 0
                function, per annum, during normal working hours (approximately 08:30 to 18:00hrs).


       1.8      The percentage of tenant satisfaction with the Client's call handling (this must be the                                        0.0%
                out-turn data solely in relation to call handling, recorded by the call centre during
                Repairs Service satisfaction surveys)

       1.9      The percentage of tenants satisfied with the overall service provided by their landlord,                                       0.0%
                when surveyed (enter details from the most recent STATUS survey)




                                                                                                                                                     Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                       8/17/2011
                                                                                    VFM Assessment Toolkit
                                                                                                                                                        Page 14 of 46
PART 2: COST AND PERFORMANCE DATA




                                                                                                             Day to Day   Void Dwelling   Combined Total
  Item          Metric
                                                                                                              Repairs        Repairs
      1.9.1     Date status survey                                                                                                           00/01/00
      1.10      The percentage of tenants (who had received a repair) that were satisfied with the                                            0.0%
                Repairs Service provided by their landlord, when surveyed (enter details from the most
                recent STATUS survey)

      1.11      The percentage of tenants satisfied with the Repairs Service provided by their                                                0.0%
                landlord, when surveyed (in accordance with the organisations own survey format i.e.
                telephone, post etc).
     1.11.1     The percentage of tenants satisfied with the condition of the property at the start of the                   0.00%
                tenancy. For properties re-let between 1st March 2009 and 31 April 201.0
      1.12      The number of repairs that were subject to a pre-inspection to assess the                        0
                requirements of the repair (based on out-turn figures for period from 1st April 2009 to
                31st March 2010).

      1.13      Identify the target time (in days) that your organisation specifies for each of the
                following categories of repairs (Emergency and Urgent repairs are those covered by
                the statutory Right to Repair):

                   Priority 1 - Emergency (same-day) works order                                                 0

                   Priority 2 - Urgent works order                                                               0

                   Priority 3 - Routine works order                                                              0

                   Other - i.e. Batched work                                                                     0


      1.14      The average number of calendar days between the request for a non-urgent repair                  0
                and its satisfactory completion (a non-urgent repair being those repairs excluded from
                the Right to Repair Regulations)

      1.15      The average number of calendar days between the request for a response repair (of                0
                any priority) and its satisfactory completion.

      1.16      The average time in calendar days taken to re-let a dwelling, from the date the                                 0
                tenancy is terminated, up to and including the start of the new tenancy agreement (see
                note 27 definition for old BVPI 212 / CPA H8 ).




                                                                                                                                                   Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                     8/17/2011
                                                                                    VFM Assessment Toolkit
                                                                                                                                                         Page 15 of 46
PART 2: COST AND PERFORMANCE DATA




                                                                                                              Day to Day   Void Dwelling   Combined Total
  Item          Metric
                                                                                                               Repairs        Repairs
      1.17      The total number of repair post inspections carried out by or on behalf of the                     0             0
                commissioning client to assess the quality of the completed repair.

      1.18      The number of repairs that passed the initial quality (post) inspections(without the              0              0
                need for any additional works) carried out by or on behalf of the commissioning client.


      1.19      The number of recalls arising from repair works not being completed correctly first               0              0
                time, as a result of negligence or failure by the contractor
      1.20      What % of your stock did not acheive decency standards at the 31st March 2010                                                   0%

       2.0      Performance and contractor Data

       2.1      The total number of Repairs Service calls received by the contractor's call handling                                             0
                function, per annum, during normal working hours (approximately 08:30 to 18:00hrs).


       2.2      The percentage of tenant satisfaction with the contractor's call handling (this must be                                         0%
                the out-turn data solely in relation to call handling, recorded during Repairs Service
                satisfaction surveys)

       2.3      The number of responsive (but not emergency) repairs for which the organisation                   0
                made an appointment.
                N.B. Any appointment may be considered to be kept by the organisation if it is broken
                by the householder but kept by the organisation. Of the number of responsive repairs
                that need access to the property. The following should be excluded:
                ��Emergency repairs, which are normally responded to within 24 hours.
                ��Repairs to common parts.
                ��Repairs to exteriors of dwellings where access to the dwelling is not required.
                ��Repairs to voids.
                ��Planned / programmed / cyclical works.
                ��Any visits to survey work required or to do pre or post inspection (i.e., not the repair).




                                                                                                                                                     Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                       8/17/2011
                                                                                                            VFM Assessment Toolkit
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PART 2: COST AND PERFORMANCE DATA




                                                                                                                                     Day to Day   Void Dwelling   Combined Total
  Item            Metric
                                                                                                                                      Repairs        Repairs

       2.4        The number of responsive (but not emergency) repairs for which the organisation kept                                   0
                  a previously arranged appointment (see definition in 2.3)

       2.5        The number of repairs completed per annum, by the contractor, at the time of the first                                 0
                  visit to the property (subject to access being granted).
                  If the contractor is unable to gain access at the first visit (and a firm appointment had
                  been made), then the repair should either be cancelled (in which case this repair
                  should be discounted from the total number of repairs completed, as this repair was
                  not physically completed), or if the repair is carded and the job kept "live", then the
                  "first visit" will be counted at the point access is gained to the property.

       2.5a       Is 2.5 estimated or validated (provided from records kept).                                                                                       Estimated
        2.6       The total number of works orders completed per annum, based on out-turn figures for                                    0              0
                  period from 1st April 2009 to 31st March 2010.

       2.7        The total number of works orders completed per annum for day to day repairs, split by
                  repair category, based on out-turn figures for period from 1st April 2009 to 31st March
                  2010.
                    Priority 1 - Emergency (same-day) works order                                                                        0
                    Priority 2 - Urgent works order                                                                                      0
                    Priority 3 - Routine works order                                                                                     0
                    Other - i.e. Batched or planned work                                                                                 0
     Data check     The sum of 2.7 must be equal to 2.6. If red please ammend figures in 2.7 to equal 2.6                                0
       2.8        The total number of repairs completed within the target time (for each of the following
                  categories of repairs).
                    Priority 1 - Emergency (same-day) works order                                                                        0
                    Priority 2 - Urgent works order                                                                                      0
                    Priority 3 - Routine works order                                                                                     0
                    Other - i.e. Batched or planned work                                                                                 0




                                                                                                                                                                           Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                                             8/17/2011
                                                                                                            VFM Assessment Toolkit
                                                                                                                                                                               Page 17 of 46
PART 2: COST AND PERFORMANCE DATA




                                                                                                                                     Day to Day   Void Dwelling   Combined Total
  Item            Metric
                                                                                                                                      Repairs        Repairs
     Data check     The sum of 2.8 must be equal to 2.6. If red please ammend figures in 2.8 to equal 2.6                                 0
       2.9        The total annual number of void dwellings repaired to the lettable standard for this                                                  0
                  client, based on out-turn figures for period from 1st April 2009 to 31st March 2010.


       2.10       The average number of void dwellings repaired to the lettable standard each week,                                                     0
                  for the period from 1st April 2009 to 31st March 2010.

       2.11       The average time taken to survey and complete all necessary void repairs to return                                                   0.0
                  the property to a condition "fit for letting", from keys being issued to the contractor to
                  keys being returned by the contractor (using the same definition of what constitutes a
                  void property as BVPI 212 see note 27).

       2.12       The number of contractor management staff [element C1] or full-time equivalent                                        0.0            0.0
                  members of staff FTE) permanently engaged on this contract, but excluding
                  management trainees, consultants and agency / sub-contract labour.

       2.13       The number of consultants and agency or sub-contract contractor management staff                                      0.0            0.0
                  [element C1] permanently engaged on this contract for the provision of the repairs
                  service.

       2.14       The number of management trainees employed on a full-time basis [element C1] , that                                   0.0            0.0
                  are on a recognised training programme (excluding all agency and sub-contract staff).


       2.15       The total number of operatives (or full-time equivalent), employed within the overall                                 0.0            0.0
                  workforce [element C2] on the Contract(s) with this Client for Response Repairs, but
                  excluding agency or sub-contract labour.

       2.16       The total number of agency operatives, employed within the overall workforce                                          0.0            0.0
                  [element C2] on the Contract(s) with this Client for Response Repairs.

       2.17       The total number of sub-contractor operatives (or full-time equivalent), employed                                     0.0            0.0
                  within the overall workforce on the Contract(s) with this Client for Response Repairs.




                                                                                                                                                                           Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                                             8/17/2011
                                                                                     VFM Assessment Toolkit
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PART 2: COST AND PERFORMANCE DATA




                                                                                                              Day to Day   Void Dwelling   Combined Total
  Item          Metric
                                                                                                               Repairs        Repairs

      2.18      The number of trainee operatives employed on a full-time basis [element C2], that are            0.0            0.0
                on a recognised apprenticeship or training programme (excluding all agency and sub-
                contract labour).

      2.19      The total number of work days that have been lost due to sickness or ill health by               0.0            0.0
                directly employed contract management and operational support staff (excluding any
                agency staff or consultants used). (element C1).
                Where staff are managing day to day and void works or other workstreams in
                conjunction with this, then the time lost is to be expressed as a proportion of the total
                time lost, apportioned by the percentage time normally spent on the relative
                workstreams.

      2.20      The total number of work days for directly employed operatives, that have been lost              0.0            0.0
                due to sickness or ill health.

      2.21       The Contractor's Accident Incident Rate (reportable accidents per 100,000                       0.00          0.00
                employees), to include all sub-contract labour and/or agency labour utilised. AIR to be
                reported for the period 1st April 2009 to 31st March 2010.

      2.22      The average annual leave entitlement for contract management and operational                      0              0
                support staff involved in the delivery of the repairs service. Including statutory holidays


      2.23      The average annual leave entitlement for operatives carrying out day to day and/or                0              0
                void repairs. Including statutory holidays

      2.24      The standard hours stipulated for operatives per week (for example 37hours).                     0.0            0.0

      2.25      Actual Working Time(hours) for all directly employed operatives during the period 1st            0.0            0.0
                April 2008 and 31st March 2009; calculated by measuring the total actual time spent
                on site working (carrying out a repair, inclusive of preparatory work and the removal of
                dust sheets etc), which excludes the time taken to collect materials, the time spent on
                breaks, and the time spent travelling to and from the work site.




                                                                                                                                                    Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                      8/17/2011
                                                                                                          VFM Assessment Toolkit
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PART 2: COST AND PERFORMANCE DATA




                                                                                                                                       Day to Day       Void Dwelling       Combined Total
  Item            Metric
                                                                                                                                        Repairs            Repairs

       2.26       In addition, if the appropriate data is available, then define Actual Working Time by
                  priority;
                       The total actual working time spent on site working for priority 1 works -                                         0.0
                       Emergency works orders

                        The total actual working time spent on site working for priority 2 works - Urgent                                 0.0
                        works orders

                        The total actual working time spent on site working for priority 3 works - Non-                                   0.0
                        urgent works orders (include any batched or planned works)

                     Completion is optional
     Data check   If completed the sum of 2.26 must equal 2.25                                                                            0.0

       3.0        Repairs and maintenance cost data              (all costs exclude VAT unless VAT cannot be reclaimed)



       3.1        The total annual expenditure (by the client) on day to day repairs contracts based on                            £                -
                  out-turn figures for period from 1st April 2009 to 31st March 2010 . See note 1 This
                  should equal 5.1 or 5.2 depending on how you deliver your service.
      3.1.1       Is VAT included in 3.1                                                                                                  No
       3.2        The total annual expenditure (by the client) on void repairs contracts based on out-turn                                              £               -
                  figures for period from 1st April 2009 to 31st March 2010. See note 2 & 31. This
                  should equal 5.1 or 5.2 depending on how you deliver your service.
      3.2.1       Is VAT included in 3.2                                                                                                                     No
       3.3        The total expenditure on Priority 1 "Emergency" (same-day) repairs (those covered by                             £                -
                  the statutory Right to Repair),completed during the period from 1st April 2009 to 31st
                  March 2010.

       3.4        The total expenditure on Priority 2 "Urgent" repairs (those covered by the statutory                             £                -
                  Right to Repair), completed during the period from 1st April 2009 to 31st March 2010.


       3.5        The total expenditure of Priority 3 "Routine" repairs completed during the period from                           £                -
                  1st April 2009 to 31st March 2010. Other response repair priorities such as batched
                  work should be included as Priority 3 work (Routine).




                                                                                                                                                                                     Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                                                       8/17/2011
                                                                                     VFM Assessment Toolkit
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PART 2: COST AND PERFORMANCE DATA




                                                                                                                  Day to Day       Void Dwelling   Combined Total
  Item            Metric
                                                                                                                   Repairs            Repairs

       3.6        The value of all response repairs undertaken Outside of Normal Working Hours for the        £                -
                  period from 1st April 2009 to 31st March 2010.

     Data check   Total must equal 3.1 if figure is red check                                                 £                -
       4.0        Client Management Cost Data (all costs exclude VAT)

       4.1        The total cost of the procurement of all day to day and / or void repairs
                  contract(s)

         a)       The total cost of staff (including any agency staff or consultants) involved in the                                              £             -
                  procurement of the day to day and void repairs contract(s), which includes the
                  preparation of the contract brief and specification, the production and issuing of the
                  ITT and associated work, up to and including contract award

         b)       The total cost of payments made to the 'Client' procurement staff for car allowance,                                             £             -
                  incurred during the procurement of the day to day and / or void repairs contract(s).


         c)       The total (pro-rata) cost of premises used by the 'Client' procurement function whilst                                           £             -
                  procuring the day to day and / or void repairs contract(s).

         d)       The total costs of IT used by the 'Client' procurement function whilst procuring the day                                         £             -
                  to day and / or void repairs contract(s), (if not included in4.1e)

         e)       The total (pro-rata) cost of head office overheads charges for the 'Client' procurement                                          £             -
                  function, incurred whilst procuring the day to day and / or void repairs contract(s).




                                                                                                                                                            Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                              8/17/2011
                                                                                    VFM Assessment Toolkit
                                                                                                                                                        Page 21 of 46
PART 2: COST AND PERFORMANCE DATA




                                                                                                             Day to Day   Void Dwelling   Combined Total
  Item          Metric
                                                                                                              Repairs        Repairs

       4.2      The total annual cost of finance support to the Repairs Service (the processing
                and payment of invoices for suppliers and contractors involved in the delivery
                of Day to Day Repairs and Void Dwelling repairs.

         a)     The total cost of staff (including any agency staff or consultants) involved in finance                                   £              -
                support to the Repairs Service.

         b)     The total cost of payments made to the 'Client' finance function for car allowance,                                       £              -
                incurred whilst providing finance support to the Repairs Service.

         c)     The total (pro-rata) cost of premises used by the 'Client' finance function whilst                                        £              -
                providing finance support to the Repairs Service.

         d)     The total costs of IT used by the 'Client' finance function whilst providing finance                                      £              -
                support to the Repairs Service (if not included in 4.2e)

         e)     The total (pro-rata) cost of head office overhead Charges for the 'Client' finance                                        £              -
                function, incurred whilst providing finance support to the Repairs Service.

       4.3      The total annual cost of the provision of the Client's repairs call handling
                service for the day to day and void repairs contract(s).

         a)     The total cost of staff (including any agency staff or consultants) involved in the                                       £              -
                provision of the Client's repairs call handling service, operating during normal working
                hours (approximately 08:30 to 18:00hrs).

         b)     The total number of Repairs Service call handlers employed by the Client (or the Full-                                          0
                Time Equivalent)

         c)     The total cost of payments for car allowance made to the Client's Repairs call-handling                                   £              -
                staff.




                                                                                                                                                    Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                      8/17/2011
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PART 2: COST AND PERFORMANCE DATA




                                                                                                                 Day to Day       Void Dwelling       Combined Total
  Item          Metric
                                                                                                                  Repairs            Repairs

         d)     The total (pro-rata) cost of premises used by the 'Client' Repairs call-handling function.                                            £             -
                .

         e)     The total costs of IT used by the 'Client' Repairs Call-handling function (if not included                                            £             -
                in 4.3f )

         f)     The total (pro-rata) cost of head office overhead Charges for the 'Client' Repairs Call-                                              £             -
                handling function.

       4.4      The total annual cost of the 'Client's' contract management function for the
                repairs service [element A] including a proportion of the time that the Director
                and Head of Service spend on Client Management, along with the costs of
                surveyors, support staff etc. and any agency staff or consultants used. This
                cost is to exclude any of the staff costs provided for items 4.1, 4.2 or 4.3 above.


         a)     The total annual cost of staff involved in contract management of the repairs service        £                -   £               -
                on behalf of the Client [element A]. See notes 4.
                Where staff are managing both day to day and void works, or other workstreams, then
                the costs should be apportioned on a pro-rata basis (percentage time spent on the
                relative workstreams, see Apportionments tab).

         b)     The total cost of payments for car allowance made to the Client's contract                   £                -   £               -
                management function.

         c)     The total (pro-rata) cost of premises used by the Client's contract management               £                -   £               -
                function.

         d)     The total costs of IT used by the Client's contract management function (if not included     £                -   £               -
                in CEC's).




                                                                                                                                                               Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                                 8/17/2011
                                                                                   VFM Assessment Toolkit
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PART 2: COST AND PERFORMANCE DATA




                                                                                                                Day to Day       Void Dwelling       Combined Total
  Item          Metric
                                                                                                                 Repairs            Repairs

         e)     The total (pro-rata) cost of head office overhead Charges for the Client's contract         £                -   £               -
                management function.


       5.0      Contractor Cost Data        (all costs exclude VAT)

     Note 1     If the Contractor is an external provider and operating on a traditional basis (Schedule
                of Rates) then provide data for item 5.1 (ignore items 5.20, 5.21, 5.22 & 5.23). See
                note 18

     Note 2     If the Contractor is In- house DLO or an external providers operating on an "open
                book" accounting basis, then provide data for items 5.20, 5.21, 5.22 & 5.23 (ignore
                item 5.10) see note 24 for In- house and DLO definition (see note 18 for contractor
                costs)


       5.1      If the contract(s) are delivered by a private contractor operating on a traditional         £                -   £               -
                basis (payment determined by a Schedule of Rates) then provide the
                Contractor's total income (in accordance with the following).
                The total income is to be the total annual value of day to day and void repairs
                completed for this client, based on out-turn figures for period from 1st April 2009 to
                31st March 2010.
                The income is to include all building repair work and electrical day to day repairs, but
                is to exclude all electrical re-wiring and all mechanical and electrical cyclical
                maintenance work such as gas servicing. However any repairs call centre operating
                costs for this Client and/or the profit/head office cost recovery on the repairs call
                centre operation for this Client, must be excluded from the total income (as these are
                to be shown separately below).




                                                                                                                                                              Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                                8/17/2011
                                                                                    VFM Assessment Toolkit
                                                                                                                                                                   Page 24 of 46
PART 2: COST AND PERFORMANCE DATA




                                                                                                                 Day to Day       Void Dwelling       Combined Total
  Item          Metric
                                                                                                                  Repairs            Repairs

       5.2      If the contract(s) are delivered via an in-house team, or on an open book                    £                -   £               -
                partnering arrangement (via a private contractor or a DLO), then provide the
                Contractor's total income (in accordance with the following).
                The total income is to include all base costs including preliminary items and all
                overheads & profit (but excluding VAT) for the period from 1st April 2009 to 31st
                March 2010. However any costs for the operation of a repairs call centre for this
                Client and/or the profit/head office cost recovery on this repairs call centre operation,
                should be excluded from the total income (as these costs are to be shown separately
                below). The income is to include all building repair work and electrical minor repairs,
                but is to exclude all electrical re-wiring and all mechanical and electrical cyclical
                maintenance work such as gas servicing. If the contractor operates both day to day
                and void repairs contracts, then costs are to be apportioned appropriately.



          5.21 The total value of the contract management / preliminaries function for the repairs
               service [element C1] recovered as part of the total income for this contract (as shown
               above), based on the actual costs for period from 1st April 2009 to 31st March 2010.
               The costs are to include the proportion of the Director's time spent managing this
               contract, if appropriate (and if the cost is not covered within head office costs), along
               with the proportion of time spent by Senior Contracts Managers, quantity surveyors,
               support staff, supervisors etc. on contract management and the costs of any agency
               staff or consultants used. This cost is to exclude any of the costs to provide the
               contractor's repairs call handling (to be shown separately below) and to also exclude
               the direct costs for the delivery of the works (element C2).



             a) The total annual cost of staff involved in contract management of the repairs service        £                -   £               -
                on behalf of the Contractor [element C1].
                Where staff are managing both day to day and void works, or other workstreams, then
                the costs should be apportioned on a pro-rata basis (percentage time spent on the
                relative workstreams, see Apportionments tab).




                                                                                                                                                               Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                                 8/17/2011
                                                                                      VFM Assessment Toolkit
                                                                                                                                                                      Page 25 of 46
PART 2: COST AND PERFORMANCE DATA




                                                                                                                    Day to Day       Void Dwelling       Combined Total
  Item          Metric
                                                                                                                     Repairs            Repairs

             b) The total cost of company cars / payments for car allowance, made to the Contractor's           £                -   £               -
                contract management function.

             c) The total (pro-rata) cost of premises (the local office/branch office, site                     £                -   £               -
                accommodation and/or depot and welfare facility) used by the Contractor's contract
                management function. See note 8.

             d) The total costs of IT used by the Contractor's contract management function (if not             £                -   £               -
                included in head office overhead Charges / Head Office costs).

             e) The total (pro-rata) head office overhead Charges / Head Office costs for the contract          £                -   £               -
                management function of the repairs service [element C1].

              f) The total (pro-rata) profit (include total fixed / guaranteed profit and the total amount of   £                -   £               -
                 any variable / performance derived profit) for the contract management function of the
                 repairs service [element C1].

          5.22 The total value of the repairs service delivery function [element C2] recovered as
               part of the total income for this contract (as shown above), based on the actual
               costs for period from 1st April 2009 to 31st March 2010. The costs are to
               include the operative costs and the costs of any trainee operatives or agency
               staff used, along with the cost of materials, plant and sub-contract labour. This
               cost is to exclude any of the staff costs provided for the contract management /
               preliminaries function [element C1] or the contractor's repairs call handling (as
               shown below).


             a) The cost of premises is to be included above in 5.21C                                                   n/a               n/a

             b) The total annual cost of operatives employed in the delivery of the repairs service on          £                -   £               -
                behalf of the Contractor [element C2], for this Client.
                Where staff are managing both day to day and void works, or other workstreams, then
                the costs should be apportioned on a pro-rata basis (percentage time spent on the
                relative workstreams, see Apportionments tab).




                                                                                                                                                                  Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                                    8/17/2011
                                                                                       VFM Assessment Toolkit
                                                                                                                                                                      Page 26 of 46
PART 2: COST AND PERFORMANCE DATA




                                                                                                                    Day to Day       Void Dwelling       Combined Total
  Item          Metric
                                                                                                                     Repairs            Repairs

             c) The total cost of company vehicles / payments for use of own vehicles made to the               £                -   £               -
                workforce.

             d) The total actual material cost paid by the Contractor for the carrying out of day to day        £                -   £               -
                repairs (excluding any overheads or profit) i.e. the total net value of all material
                supplier invoices for day to day works, for this contract (inclusive of any discounts or
                rebates payable).

             e) The total annual cost of plant (hired plant, equipment or machinery including                   £                -   £               -
                scaffolding if hired from an indepent third party)

              f) Total annual value of sub-contracted works                                                     £                -   £               -

             g) The total costs of IT used by the Contractor's contract management function (if not             £                -   £               -
                included in head office overhead Charges / Head Office costs).

             h) The total (pro-rata) head office overhead Charges / Head Office costs for the repairs           £                -   £               -
                service delivery function [element C2]. See note 12

              i) The total (pro-rata) profit or loss (include total fixed / guaranteed profit and the total     £                -   £               -
                 amount of any variable / performance derived profit) for the repairs service delivery
                 function [element C2].

          5.23 The total annual cost of the provision of the Contractor's repairs call handling
               service for the day to day and void repairs contract(s).
               If the Contractor provides a repairs call handling service to the Client that is based "on-
               site", then the costs for the operation of the repairs call centre and the profit/head
               office cost recovery on this repairs call centre operation, should be entered below and
               the appropriate deduction made from the "profit" and "head office" costs for the
               provision of the repairs service.
               If the Contractor provides a repairs call handling service to the Client that is based "off-
               site", for example a national or regional call centre facility, then the pro-rata costs (the
               appropriate portion of profit and head office overheads) should be entered below and
               the appropriate deduction made from the "profit" and "head office" costs for the
               provision of the repairs service.




                                                                                                                                                                  Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                                    8/17/2011
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                                                                                                                                                                                 Page 27 of 46
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                                                                                                                             Day to Day       Void Dwelling       Combined Total
  Item           Metric
                                                                                                                              Repairs            Repairs
              a) The total cost of staff , including any agency staff or consultants utilised in the                                                              £               -
                 provision of the Contractor's repairs call handling service, operating during normal
                 working hours (approximately 08:30 to 18:00hrs). See note 4.

              b) The total number of Repairs Service call handlers employed by the Contractor's (or                                                                     0
                 the Full-Time Equivalent number of staff)

              c) The total cost of payments for company cars made to the Contractor's Repairs call-                                                               £               -
                 handling staff.

              d) The total (pro-rata) cost of premises used by the Contractor's Repairs call-handling                                                             £               -
                 function.

              e) The total costs of IT and telephony used by the Contractor Repairs Call-handling                                                                 £               -
                 function (if not included in head office overhead Charges / Head Office Costs)

              f) The total (pro-rata) profit and head office overhead Charges / Head Office costs for                                                             £               -
                 the Contractors Repairs Call-handling function.
     Data check The sum of 5.21 -5.22 should equal 5.2 if this cell is red please adjust figures to balance              £                -   £               -
      5.30       The treatment of Value Added Tax.
                 Do you (the Contractor) charge the Client VAT on the aforementioned costs for the                              No                 No
                 provision of the repairs service.

       6.0       Gas repairs and servicing

       6.1       How many properties require CP12 certificates                                                                                                          0

       6.2       How many district /communal heating systems do you have

      6.2.1      How many properties have district heating/communal heating systems

       6.3       Do you have a combined gas servicing and maintenance contract yes/No                                                                                  Yes

      6.3.1      What is the total cost of your combined gas servicing and maintenance. See note                                                                   £             -




                                                                                                                                                                             Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                                               8/17/2011
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                                                                                                            Day to Day   Void Dwelling   Combined Total
  Item          Metric
                                                                                                             Repairs        Repairs
      6.3.2     What is the cost of your gas serving (if answered yes to 6.3 you need to agree a                                          £            -
                proportion of the cost associated with servicing and should be excluded in the
                responsive repairs figures in section 3 & 5 above)

      6.3.3     What is the cost of your gas maintenance (if answered yes to 6.3 you need to agree a                                      £            -
                proportion of the cost associated with maintenance and include it along with
                assocaited orders, staff etc in section 1.13, 1.17, 1.18, 2.3, 2.4, 2.6, 2.7, 2.8, 2.12-
                2.20 above)

       6.4      What % of 6.1 have valid CP12 certificates as at 31 March 2010                                                                0%

       6.5      Number of gas maintenance ordesr completed between 1 March 2009 and 31 April
                2010. These should be included in 2.6 and 2.7 above.




                                                                                                                                                   Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                                                                     8/17/2011
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                                       Page 38 of 46
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                                       Page 39 of 46
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
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                                                                                 NOTES




                                                                                                   Author: HouseMark
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls, Client & Main Contractor data                                     8/17/2011
                                                            Time and Cost Apportionment of Repairs Service Staff




   Name of Client:                                                                                        Name of Contractor:                0

                                                         NUMBER OF             TOTAL
                                                                                            DAY-TO-DAY APPORTIONMENT                 VOIDS APPORTIONMENT                 "OTHER" APPORTIONMENT
      TEAM / FUNCTION                 POST#             POST-HOLDERS         EMPLOYEE
                                                          (WTE / FTE*)         COSTS
                                                                                            TIME (%)   F.T.E.          COST       TIME (%)   F.T.E.          COST       TIME (%)   F.T.E.       COST

   Client Management      Director of Repairs / Asset                                                         0% £            -                     0% £            -                  0% £            -
   function               Management
   (Element A)            Head of Maintenance                                                                 0%   £          -                     0%   £          -                  0%   £          -
                          Senior Surveyor                                                                     0%   £          -                     0%   £          -                  0%   £          -
                          Surveyor                                                                            0%   £          -                     0%   £          -                  0%   £          -
                          Health & Safety Officer                                                             0%   £          -                     0%   £          -                  0%   £          -
                          Trainee                                                                             0%   £          -                     0%   £          -                  0%   £          -
                          Administration Assistant                                                            0%   £          -                     0%   £          -                  0%   £          -
                          vacant                                                                              0%   £          -                     0%   £          -                  0%   £          -
                          vacant                                                                              0%   £          -                     0%   £          -                  0%   £          -
                          vacant                                                                              0%   £          -                     0%   £          -                  0%   £          -
                                                                                                              0%   £          -                     0%   £          -                  0%   £          -
                                       Total                  0          £              -                     0%   £          -                     0%   £          -                  0%   £          -

                              TOTAL F.T.E. POSTS                                                        0.0                                   0.0




                                                                                                                                                                                    Apportn Client& main cont
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls                                                                                                                                                            8/17/2011
                                                                     Time and Cost Apportionment of Repairs Service Staff




                                                                 NUMBER OF                 TOTAL
                                                                                                        DAY-TO-DAY APPORTIONMENT              VOIDS APPORTIONMENT                 "OTHER" APPORTIONMENT
      TEAM / FUNCTION                     POST#                 POST-HOLDERS             EMPLOYEE
                                                                  (WTE / FTE*)             COSTS
                                                                                                        TIME (%)      F.T.E.    COST       TIME (%)    F.T.E.    COST           TIME (%)     F.T.E.    COST
   Contractor                Director of Maintenance                                                                       0% £        -                    0% £      -                           0% £      -
   Management
   (Element C1)              Senior Contracts Manager                                                                        0%    £   -                    0%    £         -                     0%   £           -
                             Contracts Manager                                                                               0%    £   -                    0%    £         -                     0%   £           -
                             Quantity Surveyor                                                                               0%    £   -                    0%    £         -                     0%   £           -
                             Health & Safety Officer                                                                         0%    £   -                    0%    £         -                     0%   £           -
                             Operational Support Staff                                                                       0%    £   -                    0%    £         -                     0%   £           -
                             Management Trainee                                                                              0%    £   -                    0%    £         -                     0%   £           -
                             Non-working supervisor                                                                          0%    £   -                    0%    £         -                     0%   £           -
                             Administration Officer                                                                          0%    £   -                    0%    £         -                     0%   £           -
                             vacant                                                                                          0%    £   -                    0%    £         -                     0%   £           -
                             vacant                                                                                          0%    £   -                    0%    £         -                     0%   £           -
                             vacant                                                                                          0%    £   -                    0%    £         -                     0%   £           -
                                                                                                                             0%    £   -                    0%    £         -                     0%   £           -
                                           Total                         0           £              -                        0%    £   -                    0%    £         -                     0%   £           -

                                  TOTAL F.T.E. POSTS                                                                         0.0                            0.0


   Contractor Repairs        Working Supervisor                                                                              0% £      -                    0% £            -                     0% £             -
   Delivery Function
   (Element C2)              Multi-trade Operative                                                                           0%    £   -                    0%    £         -                     0%   £           -
                             General operative                                                                               0%    £   -                    0%    £         -                     0%   £           -
                             Apprentice                                                                                      0%    £   -                    0%    £         -                     0%   £           -
                             vacant                                                                                          0%    £   -                    0%    £         -                     0%   £           -
                             vacant                                                                                          0%    £   -                    0%    £         -                     0%   £           -
                             vacant                                                                                          0%    £   -                    0%    £         -                     0%   £           -
                                                                                                                             0%    £   -                    0%    £         -                     0%   £           -
                                           Total                         0           £              -                        0%    £   -                    0%    £         -                     0%   £           -

                                  TOTAL F.T.E. POSTS                                                                         0.0                            0.0

                             Enter your data only into the "tan" coloured cells

   *The acronyms WTE (Whole Time Equivalent) & FTE (Full Time Equivalent) both relate to the figure calculated from the number of full-time and part-time post holders, when represented as full-time employees.

   #The posts identified are illustrative, and you may amend the names of the posts to suit your organisational structure.




                                                                                                                                                                                               Apportn Client& main cont
97a18e4c-c167-40ae-9a85-694830ac6b3c.xls                                                                                                                                                                       8/17/2011

				
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Description: Sub Contractor Agreement Format for Works Contract document sample