Hampshire County Council Buildings Land and Procurement Panel 2 February 2005 Bishops Waltham House: Older persons home - proposed improvements (Phase 1) Report by the Director of Property, Business and Regulatory Services and the Director of Social Services

Contact: Geoff Curran ext 6167 e-mail: [email protected]

Gill Duncan ext 3018 [email protected]

How the conclusion in this report fits with the Corporate Strategy This scheme will impact on the delivery of all Corporate Aims, focusing most immediately on : Aim 4 - Strong and Safe Communities - the proposed works would make the buildings safer, particularly with regard to fire protection and evacuation Aim 5 - Improving Services - works will allow 52 beds to remain in operation and improve accessibility for all users of the building.

1	Summary
1.1	Bishops Waltham House is a three-storey building in which Social Services provide residential care for older people. A review of the building has been completed due to an accumulating need for remedial works. This report relates to the first phase of works to implement improvements to the fire precaution/evacuation systems.
1.2	This building fits within the Social Services strategy for the delivery of residential care for older people. It is appropriately located and offers acceptable accommodation, but requires investment to bring it up to modern standards of fire protection and accommodation.
1.3	Alternative strategies for the provision of this accommodation have been considered. They are not viable or are significantly more expensive. This report relates only to the investment in a first phase of fire precautions work valued at £455,000, excluding fees, which would principally provide two new external evacuation standard lifts and a new fire alarm throughout the building. The need for these works was identified following a Risk Assessment which has examined Social Service management arrangements, a technical assessment and consultation with Hampshire Fire and Rescue Service. Provision of the lifts would also improve access and circulation.
2	Scope of the Works
2.1	The proposed works will be carried out in occupation, on a floor-by-floor basis. This benefits the clients in that they will not have to be moved from the home, whilst also allowing very little overlap between client and contractor areas - this avoids disruption to both parties and minimises risk. General (ground, first and second floors) · reinstatement of removed ceilings following asbestos removal (separate contract) · installation of new fire detection and fire distribution board · installation of emergency lighting · construction of two external evacuation lifts (and decommissioning of old Furse lift) · decoration and finishes to disturbed areas First floor · temporary stair to provide access for contractors (removed on completion) · lighting replacement
3	Procurement
3.1	It is intended to use a traditional tendering process for this phase of works.

4	Funding and Timing
4.1	Funding of £225,000, excluding fees, was agreed by the Executive Member for Policy and Resources on 13 November 2003 and has been committed in the Policy and Resources Capital Repairs (Fire Precautions) budget for 2004/5.
4.2	Approval is sought to the allocation of £230,000, excluding fees, from the Social Services Intermediate Care Revenue budget, for these works.
4.3	It is anticipated that the proposed phase 1 works will commence on site during April 2005 and be completed by Autumn 2005
5	Consultation with Local Member
5.1	Councillor Peter Mason, the local Member for this area, has been consulted on this scheme and has confirmed his support of the proposals.
6	Conclusion
6.1	The expenditure of some £500,000 will return the Home to a fully useable condition with improved facilities and safety. It will produce a more manageable and cost-effective unit. This scheme includes the use of Intermediate Care capital which will contribute towards the proposed works, thus creating an environment to support interim and short-term placements, rather than within a specifically designated unit.
6.2	Proposals for further phases of work will be presented as finances become available.
Recommendation
That the Buildings Land and Procurement Panel advises the Executive Member for Policy and Resources that the project appraisal for Bishops Waltham House, at an estimated cost of £455,000, excluding fees, be approved.

Section 100 D - Local Government Act 1972 - background papers

The following documents disclose facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of this report.

NB the list excludes:

1 Published works

2 Documents which disclose exempt or confidential information as defined in the Act.

Title Location

Architect's plans PMIS file

Building Profile Reports TMH

Hampshire County Council

Building Project Appraisal

Executive Member - Social Care

28 January 2005

Buildings Land and Procurement Panel

2 February 2005

Executive Member - Policy and Resources

17 February 2005

Project:	Bishops Waltham House
	Essential fire precaution improvements
Commencement date:	April 2005
Completion date:	Autumn 2005
Planned year of start in accordance with Capital Programme:		2005/06

Recommendation

That the project appraisal for Bishops Waltham House be approved.

1 Finance

Capital Expenditure	Current Estimate £'000	Capital Programme £'000
Buildings	455	455
Fees	73	73
Land to be purchased	-	-
Total	528	528

Financial Provision for Total Scheme	Buildings & fit out £'000	Fees £'000	Total cost £'000
1 From Own Resources:
a) Policy & Resources Capital Repairs (Fire Precautions budget)	225	33	261
2 From Other Resources:
Social Services Intermediate Care Revenue budget	230	37	267
Total	455	73	528

Building Cost - Net Cost )

- Gross Cost ) n/a*

Refurbishment schemes tend to be unique to a building and therefore costs are not expressed in `per m^2' terms as this would be misleading and can never be used as comparison with other projects.

Fire precaution works within the project

The majority of works are essential improvements to fire detection and fire protection, to be jointly funded by Policy and Resources and Social Services.

These items were identified in recent Fire Risk Assessments, carried out by Social Services, Property, Business and Regulatory Services, and involving the Fire and Rescue service.

Current deficiencies have evolved as a result of changing standards since the property was built, and a change in the client base, with increasing numbers of frail and very elderly clients who require assistance in evacuation.

The Risk Assessment has highlighted that in the case of a fire in the building, there would be considerable difficulty in evacuating upper floors, and particularly the second floor. In such a case, the existing lift could not be used as it is not constructed to an appropriate standard.

Landlord funded works within the project

Funding of £225,000, excluding fees, is available from the Policy and Resources Capital Repairs (Fire Precautions) budget for the fire precautions works.

Social Services funded works within the project

Social Services Intermediate Care Capital budget funding of £230,000, excluding fees, is available for the construction of two external evacuation lifts.

Value of land already acquired for this project

The County Council owns the existing site and building. There is no need to acquire additional land.

The site is valued at approximately £1.32m which is insufficient to fund the desired accommodation on another site, so refurbishment of the existing building is considered to be the most cost-efficient way to provide this accommodation.

Revenue implications

The building was originally constructed with 50+ bedrooms. The Fire Risk Assessment identified significant problems in safely evacuating the upper floors and particularly the second floor. The provision of these works will allow Social Services to continue using the upper floor, which has a capacity of 24 beds.

The estimated cost of providing alternative provision of beds is £20,000 pa per bed, equating to £480,000, giving the proposal a very short payback period.

Energy costs

The estimated annual energy consumption for the new accommodation will meet that required by current Building Regulations. The fuel cost for the completed building will not change. The works do not affect heating costs.

2 Details of site and existing infrastructure

Location/adjoining land and buildings

The property is located in a predominantly residential area approximately half a mile

from the centre of Bishops Waltham. This is considered to be an ideal location for the continued provision of residential care for older people and therefore justifies the investment in the building.

Area including comparison with local/national standards

Local standards indicate that this area is designated as predominantly residential,

which includes this form of accommodation. No change of use is proposed. The proposed scheme enhances the existing accommodation.

Access

Vehicular access from the adjacent roadway leads to a parking area at the front of the buildings. The existing entrance to the building will be retained.

One of the main benefits of the new works will be the presence of an evacuation lift adjacent to the entrance lobby, providing accessibility to the first and second floors for clients and visitors to the building. Its location is also very suitable for clients travelling between their rooms on the first and second floors, and the dining and lounge areas on the ground floor.

Existing buildings and temporary buildings

The works can be carried out in a phased programme whilst the building remains in use. To minimise disruption to contractors, clients and staff, this will be on a floor-by-floor basis. Each floor will be decanted of clients before occupation by the contractor.

The scheme will involve the construction of a temporary staircase to allow the contractor to have independent access to and from the first floor while works take place. This is desirable to minimise disruption to both parties and to minimise risk to clients.

Results of trial boreholes

A site investigation will be carried out to determine the soil conditions of the site for the proposed external emergency lifts.

Mains services position

All mains services will be extended or adapted as necessary to serve the new

lifts and fire alarm and other components.

3 Scope of the Project

General	· new fire detection and fire panel serving whole building · two new external evacuation lifts accessing all floors · essential fire precautions works · making good to disturbed finishes and decorations · decommission old Furse lift
1st floor	· temporary stair to provide independent access to first floor for contractors (removed on completion)
	· lighting replacement

The general layout of accommodation will not be altered significantly.

On completion of the project it will comprise of :

· 52 bedrooms (residents/staff accommodation)

· lounge on each floor with main lounge on ground floor

· dining room and kitchen on ground floor

· office and staff accommodation

· toilets and sluice rooms on each floor

· two new evacuation lifts serving all floors (old lift decommissioned)

The principal benefits will be the improved fire protection and means of escape.

General circulation and access will also be improved between floors.

4 The Proposed Building

Type of construction, finish and appearance

The new lift shafts will be constructed externally in brickwork to complement the existing building.

Accessible facilities

The lifts will improve access between floors for all clients, but will be particularly

beneficial to those who are frail or have disabilities affecting mobility.

There will be improved emergency evacuation for all users of the building.

Heating and ventilation systems

No changes are proposed.

Fire risk assessment

A fire risk assessment consultation with Hampshire Fire and Rescue Service has been undertaken. It was this risk assessment process that identified problems with the management of evacuation of the building and identified the need for this work, to include the provision of two evacuation standard lifts.

Health and safety

A designer's risk assessment and a design health and safety plan, in accordance with Regulation 15 of the Construction Design and Management Regulations 1994, have been undertaken for the proposed scheme.

5 External Works

Car parking

One of the new lifts will displace two car parking spaces which will be relocated elsewhere on the site. There will be no net change to the provision of car parking on completion of the scheme.

Landscape proposals

The installation of the new lift shafts will necessitate minor adjustments to perimeter paths. No other landscaping works are proposed.

Situation on site and environmental impact

The external appearance of the existing structure will remain largely unaltered, except for the addition of the two new external lift shafts, which will be constructed in traditional materials in order to blend in as far as possible.

The building does not have listed status. The addition of the lift shafts will have no significantly detrimental effect on appearance.

6 Planning

Preliminary discussions have taken place with the planning authority.

It is anticipated that a full detailed planning application will be submitted during January 2005.

7 Building management

Existing arrangements will apply to cleaning, local management and maintenance arrangements.

8 Furniture and equipment

No changes are proposed as part of this scheme.

9 Professional resources

Building Surveying Services }

Quantity Surveying } Property, Business and Regulatory

Electrical and Mechanical Engineering } or their partnering consultants

Structural Engineering }

10 Consultations

The following have been consulted during the development of the project: Director of Social Services, Environment Department, Access Officer, local County Councillor, Hampshire Fire and Rescue Service.