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Facilities and Property Service Update Report

Renfrewshire Council · 13 February 2025
Back to Finance, Resources and Customer Services Policy Board — 13 February 2025 and its agenda

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To: Finance, Resources and Customer Services Policy Board
On: 13 February 2025 
Report by: Director of Environment, Housing & Infrastructure 
Heading: Facilities and Property Services - Service Update Report 
1 Summary 
1.1 Environment, Housing & Infrastructure brings together a range of Council services
and activities, with both strategic and operational responsibilities. This report
provides an operational performance update on Facilities Management (Hard and
Soft Services), Building Services and Property Services delivered by Environment,
Housing & Infrastructure since the last Policy Board in November 2024. 
2 Recommendations
It is recommended that members of the Finance, Resources and Customer Services
Policy Board: 
2.1 Notes the content of this report. 
3 Operational Update 
Hard Facilities Management (Hard FM) 
3.1 Capital/Lifecycle Projects 
3.1.1 Following a review of the Core Facts property condition surveys (5 yearly checks
across the Learning Estate), a prioritised list of work is being prepared to upgrade
some schools. As a result of recent engagement with colleagues in the Property
Services team, Officers are progressing feasibility studies to the 5 schools that are
rated as a condition ‘C’, as below:
• Auchenlodment Primary School
• Bridge of Weir Primary School
• Douglas Street Pre 5
• St Peter’s Primary School

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• Johnstone High School 
3.1.2 In the short term, appropriate funding from the Lifecycle Capital Maintenance budget
will be used to bring the buildings to a suitable standard (minimum condition ‘B’
rating. In the longer term, the future of these buildings will be determined via the
wider learning estate strategy and reported to the Education and Children’s Services
Policy Board. 
3.1.3 Looking to the longer-term building investment, officers have developed the
aspirational life cycle capital plan for the next 5 years. The plan details further
investment in schools and community buildings, including pitches/MUGAs, building
fire safety works and general life cycle replacements across the estate (boilers etc).
Whilst this will require to be flexible due to new demands, and the lifecycle allocation
being provided annually - this will allow a more proactive planning of lifecycle
maintenance. 
3.1.4 Works have been approved to upgrade the pitch/MUGA at Dargavel Primary School
to a 3G surface and this is planned for completion in 2025. 
3.1.5 Core Facts condition surveys commenced throughout the PPP Schools estate in
July 2024 with reports expected soon from Renfrewshire Schools Partnership
(RSP). As well as addressing the Core Facts requirements for the Scottish
Government return, these surveys to be used to plan for long term Lifecycle
Maintenance works. 
3.2 Lifecycle Replacement works 
3.2.1 The following commissions have been planned/progressed/completed since the
previous Board:
• £350k has now been set aside for various Council wide minor upgrade
works. 
The table below (indicative list) highlights some work that has recently been approved or is in
progress and others yet to be fully explored and agreed but currently being scoped: 
Site Type of Work Work Required Status
Arkleston Residential Unit Roof works Renew Facia and soffits and
potentially gutters
In progress
Barochan Residential Unit Roof works Renew Facia and soffits and
potentially gutters
In progress
Lochwinnoch Library Roof works Some areas above the plant room
beyond repair and main entrance
In progress
St Mary's Primary School Roof works Renew section of roofing above
kitchen
In progress
Lochwinnoch Nursery Fence gates Alter gate In progress
Lochfield ELCC Fence gates New fence In progress
Glen Park Visitor Centre Car Park Drain / sewage issues - Survey Commission
raised
Glen Park Depot and Nursery  New door Miracle span door Commission
raised

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Houston Primary School Roof works Roof repairs Planned
Williamsburgh Primary School Roof works Reline Gutter Planned
Rashielea Primary School Roof works Refelt roof Planned
Gryffe High School Extractors Remove 1 extract unit and replace
second
Awaiting
delivery
Trinity High School   Heating Renew pipework roof Planned
St James Primary School CCTV Renew CCTV workstation In Progress
Lochwinnoch Library Roof works Slate and lead flashing works In Progress
Tweedie Hall Heating Renew pipework roof In Progress
Renfrewshire House Roof Works Roof edge protection & ladders In progress
Heriot Primary School Painting Paint room In discussion
Heriot Primary School Flooring Replace flooring following flood In discussion
Heriot Primary School Joinery Replace units and tiles following flood In discussion 
Other works include:
• Renfrewshire House – works will be in the roof voids of each floor to check
and undertake fire separation/stopping works. Phase 1 of this project now
complete – lessons learned in progress with further works to follow.
• Lochfield Primary School – Removal of wall and erection of new fence (or
wall). Resident engagement on going.
• Underwood Road Depot – interconnection of all fire alarm panels – works
now complete.
• Howwood Primary School – historic water ingress. (Ongoing – roof covering
latent defect under warranty noted and fixed but still water ingress). 
PPP Lifecycle works: 
• All 9 sites – Ongoing flooring replacement & decoration – complete
• 2025 Lifecycle Maintenance Programme received in January 2025. 
3.2.2 The Hard FM team are currently working on the following commissions:
• West Primary School – Painting of school following rewire (on-going)
• Children’s Homes (x2) – gutter/facia renewal and clean-up of render (In
Progress)
• HQ Building Management System upgrade (Finalising specification)
• HQ lining of car park, general clean up and drainage works (on-going)
• HQ lighting and controls upgrade feasibility (on-going)
• Foxbar Rivers Community Centre – renewal of fascia/soffit and gutters 
3.3 Compliance – Key Performance Indicators (KPIs) 
3.3.1 For this financial year, there was approximately 1700 planned tasks with overall
performance of this period remaining at 89%. 
3.3.2 Overall performance for this period continues at 100% within the PPP Schools
estate.

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3.4 Public Buildings Repairs data 
3.4.1 The repairs profile remains as expected, as detailed below for 2024/25: 
2024/25
Repairs
Education Core Prestige OneRen Total
5059 1766 571 263 7659 
3.4.2 The financial pressure on the repairs budget remains a challenge for the service and, as
reported previously, all non-essential works is now being deferred until further notice. 
3.5 Fire Safety 
3.5.1 All fire risk assessments in sleeping accommodation have now concluded. Officers
are reviewing the reports and actioning any items that will mitigate and lessen the
overall fire risk for each property. These works have been on-going and checks are
being undertaken to ensure all works are complete.   
3.5.2 All fire risk assessments in the PPP Schools Estate have now concluded with
recommended actions being reported as being completed. The PPP - Facilities
Manager reviewed a sample of actions and found some still to be outstanding.
Discussions will continue to take place in 2025. 
3.6 Responsive Repairs 
3.6.1 The chart below shows the overall volume of repairs for the Quarter 3 of 2024/25 for
responsive repairs reported by tenants. In total there were 18,917 individual repairs
for housing clients of which 7,552 were classed as an emergency (attendance within
4 or 24 hours), of these 2,428 were attended out of working hours. 
3.6.2 Comparing quarter 3 repairs including total repairs/emergencies and out of hours
across several years, the total numbers in each category has decreased slightly and
this has been due to the milder weather during October – December 2024. However,
the overall number of repairs for the year to date is on track to be very similar to the
total numbers annually across previous years.

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Quarter 3 Chart 
3.6.3 The productivity across the responsive repairs teams has been monitored and
assessed weekly from November 2023. The graph shows the tracking of the
average number of jobs completed per operative per day. The industry average is
4.5 jobs, per operative, per day and Building Services have been consistently above
this level. 
Total
number
of repairs 
Financial
Year  Quarter
16,482 2022/23 Quarter 1
17,282 2022/23 Quarter 2
21,413 2022/23 Quarter 3
22,121 2022/23 Quarter 4
16,340 2023/24 Quarter 1
16,989 2023/24 Quarter 2
19,397 2023/24 Quarter 3
20,687 2023/24 Quarter 4 
Total number
of repairs  Financial
Year  Quarter
17,898 2024/25 Quarter 1
18,087 2024/25 Quarter 2
18,917 2024/25 Quarter 3 
2024/25 Quarter 4

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3.7 Domestic Gas Servicing 
3.7.1 In Quarter 3 of 2024/25, the domestic gas servicing and repairs team carried out
2,790 gas services. This is broadly in line with the gas services carried out over the
same period in 2022/23 and 2023/24. 
3.8 Voids 
3.8.1 The figures below are only for Building Services and does not include any external
contractors who also carry out void works for colleagues in Housing Services.
Comparing quarter 3 across several years (highlighted in blue) shows that the total
number of completed voids has increased since 2022/23 but is slightly less than
2023/24. However, the average volume of work required in the houses remain very
high. 
3.8.2 Building Services continue to average between 15-16 days to complete all works
required within a void property. However, figures show that the average hours
estimated in each void property continues to rise significantly with a consistent rise
of just over 22% since January 2024.
Total
number
of
services 
Financial
Year 
Quarter
2,952 2022/23 Quarter 1
3,533 2022/23 Quarter 2
2,379 2022/23 Quarter 3
3,780 2022/23 Quarter 4
3,083 2023/24 Quarter 1
3,202 2023/24 Quarter 2
2,771 2023/24 Quarter 3
3,701 2023/24 Quarter 4
Total
number
of
Services 
Financial
Year 
Quarter
3,158 2024/25 Quarter 1
3,261 2024/25 Quarter 2      
2,790             2024/25            Quarter 3

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The Chart above shows the tracking of the average number of hours per void on a
weekly basis since May 2024. This clearly shows the consistent high levels of
remedial  works required with some weeks showing a substantial increase in the
volume of hours required. Building Services have recruited additional trades persons
and utilise a number of sub-contractors to ensure the turnaround timeline remains as
low as possible. 
Further analysis of the quarter 3 figures shows that paintwork in properties has
stayed at a fairly high level and is the main contributing factor to estimated void
hours, Building Services have capability to carry out around 450 Hours of Paintwork
per week in void properties, over Q3 we received an average 700 Hours of
Paintwork each week, this accounts for 40% of the workload in voids. 
0
20
40
60
80
100
120
140
160
180
200
week 19 06/05/2024
13/05/2024
20/05/2024
27/05/2024
03/06/2024
10/06/2024
17/06/2024
24/06/2024
01/07/2024
08/07/2024
15/07/2024
22/07/2024
29/07/2024
05/08/2024
12/08/2024
19/08/2024
26/08/2024
02/09/2024
09/09/2024
16/09/2024
23/09/2024
30/09/2024
07/10/2024
14/10/2024
21/10/2024
28/10/2024
04/11/2024
11/11/2024
18/11/2024
25/11/2024
02/12/2024
09/12/2024
16/12/2024
23/12/2024
WEEKLY INCOMING TRADE WORKLOAD
AVERAGE HOURS PER FULL VOID
Financial
Year  Quarter 
Total
number of
completed
voids
*Inclusive
Gas Central
Heating
(GCH)
install
*Inclusive
Asbestos
Removal
(ASB RE)
Average
number of
hours per
void
house
Preliminary
Works
2022/23 Quarter 1 183 25 27  176
2022/23 Quarter 2 199 38 22  138
2022/23 Quarter 3 144 19 20  126
2022/23 Quarter 4 208 19 3  210
2023/24 Quarter 1 245 26 13  141
2023/24 Quarter 2 208 25 25  145
2023/24 Quarter 3 243 34 9  190
2023/24 Quarter 4 225 31 32 104 264
2024/25 Quarter 1 233 48 20 111 192
2024/25 Quarter 2 186 19 14 127 164
2024/25 Quarter 3 195 30 4 128 167
2024/25 Quarter 4

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Building Services have also attended and carried out lock change/safety checks on
267 properties due to terminations/absconds/evictions during Quarter 3. 
3.9 Electrical Testing programme 
3.9.1 The number of EICR tests required to meet the 5-year anniversary reduced
substantially over the latter part of 2024 and moved into 2025. Therefore, as well as
carrying out the reduced numbers of EICR tests Building Services are also
concentrating on reducing the volume of remedial repairs required. These are on an
appointment basis with the tenant. 
3.9.2 Building Services have also commenced a programme of EICR testing in communal
areas and closes. To date, Building Services has completed 42 communal
areas/closes. 
3.9.3 The outstanding homes that have failed to engage have now moved to the forced
entry process. It is anticipated that due to the high volume two forced entry teams
will be required moving forward.  Number of forced entries from October 2024 to end
of December 2024 was 86. 
3.10 Apprentices/Training 
3.10.1 A Facilities Technical Supervisor has recently graduated with his Honors Degree in
Business Management. This shows the continued drive in training and to invest in
staff by Renfrewshire Council. 
Soft Facilities Management (Soft FM) 
4.1 School Meals 
4.1.1 The implementation of the pre-order App within Secondary primary schools has
incurred a delay due to the firewall protocols within Renfrewshire Council. This pilot
commenced at the end of January 2025 in Park Mains High School.  Soft FM
support team have been on-site to support pupils with accessing and downloading
the App and to provide catering staff with the support to ensure this is a success. 
Financial
Year  Quarter
Number of
electrical
tests
competed 
2024/25 Quarter 1 395
2024/25 Quarter 2 71
2024/25 Quarter 3 122 
Quarter 4 
Financial
Year  Quarter
Number of
electrical
tests
competed
2022/23 Quarter 1 639
2022/23 Quarter 2 280
2022/23 Quarter 3 42
2022/23 Quarter 4 187
2023/24 Quarter 1 77
2023/24 Quarter 2 163
2023/24 Quarter 3 471
2023/24 Quarter 4 382

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4.1.2 PPP Secondary Schools implemented a new menu in December 2024. 
4.2 Special and Complex Diets 
4.2.1 Whilst Soft FM provides menus to meet specific dietary and allergy needs, due to
the number of requests for complex and multiple special diets, Soft FM has reviewed
the current process for parental requests for dietary requirements. The process has
been streamlined with key areas of responsibility, with each service clarified,
including Soft FM, Education Office staff and the parent or guardian. The special diet
request form has been updated and a new special diet change form developed. The
implementation of a complex menu will be approved and signed by the parent to
allow the new bespoke menu to be implemented. 
4.3 Scottish Child Payment 
4.3.1 Work is undertaken constantly to increase the number of pupils attending universal
free school meals (P1-P5), free school meals and paid meals across both primary
and secondary schools. From February 2025, it is estimated a further 1,200 Primary
6-7 pupils will be entitled to free school meals due to their family meeting the criteria
for the Scottish Child Payment. The practicalities in evidencing which schools these
pupils will attend have been impacted by the inability of the Scottish Government to
access this information. Work by the Scottish Government continues to try to
resolve this issue and it has been suggested that a solution for the interim for
families entitled to the Scottish Child Payment may be to complete an application
like the current free school meals application. Soft FM is confident it can facilitate
the additional numbers due to the work undertaken previously, the re-instatement of
additional cooking establishments and the planned capital work forecast for 2025. 
4.3.2 Within the 6 monthly update of the Service Improvement Plan, the quarter 2 uptake
of free school meals was 61%, which is above the target of 60%. This is extremely
positive and shows the good work being done by Officers to continue to encourage
uptake. 
4.4 Pathway to Career in Facilities Management – Introduction of Trainee Facilities
Operatives for School Leavers 
4.4.1 Soft FM, in collaboration with Children’s Services, has developed a Traineeship for
school leavers that do not want to go on to further education. 
4.4.2 Soft FM has created a pathway into Facilities Management, offering school leavers
the opportunity to work 25 hours a week in a Renfrewshire property, including
schools.  A training programme is in place which covers janitorial and catering tasks,
providing an opportunity to sample all roles within Soft FM over a 6-month period.
The first 6 trainees started in January 2025 and are currently working in the
premises below: 
• Cluster 1 – Mary Russell
• Cluster 2 – St Paul’s Primary School
• Cluster 3 – Riverbrae
• Cluster 4 – Houston Primary School

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• Cluster 5 – Gallowhill Primary School
• Renfrewshire House 
4.5 Use of schools, including weekend and holidays 
4.5.1 A review of the sports facilities in Secondary Schools is ongoing by Renfrewshire
Council (Soft FM) and OneRen to increase staff lets at weekends and holiday
periods. 
4.5.2 Discussions are also taking place about the development of new schools that have
outdoor sports facilities e.g. Paisley Grammar School Community Campus, Dargavel
Primary School, and the new primary school in Dargavel. 
4.5.3 OneRen and Soft FM are looking at the possibility of OneRen taking over the
responsibility of covering the lets at weekends and holiday periods, as OneRen
employees already work shift patterns covering weekends throughout the year. This
would reduce overtime costs and significantly increase the availability of sports
facilities at the weekend and holiday periods. 
4.5.4 This has been approved by the OneRen Board and Officers will now look to update
the Service Level Agreement to allow OneRen staff to undertake this work as part of
routine duties. 
4.6 Collaborative Robotics (Cobotics) 
4.6.1 Over the last 6 months, Soft Facilities Management has been exploring the use of
Robotic Scrubber Dryers and Sweepers. The service has been working with
contractors to identify the best machines currently on the market. A facilitated
demonstration of two machines has been undertaken to date, with both machines
performing well during the trials.  
4.6.2 The plan would be to use robotic machines to clean large areas, such as games
halls, dining halls, corridors, and large vestibules areas in larger school premises.
This has been shown to provide a more efficient and effective clean of the area and
this would also allow current staff to focus on other areas within the premises. A
business case has been completed to demonstrate the benefits of the additional
cost and detail the long-term benefit of the change to Renfrewshire Council and the
associated properties. 
4.6.3 The service has submitted a capital funding bid to support the introduction of
Cobotics Scrubber dryers in 8 premises. As outlined in the bid, the introduction of
this technology will increase productivity and support the workforce by reducing the
physical and mental strain placed upon them due to the need to cover vacancies
and sickness. 
Property Services 
5.1 Current Commissions

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5.1.1 Officers within Property Services continue to work across the Renfrewshire Council’s
property portfolio and given the workload, major projects are reported to the
respective Board e.g. Education and Children’s Services Board. 
5.2 School Kitchen Expansion 
5.2.1 Following input from Soft FM colleagues, the project team has now completed
tender documentation that has been issued and returned at the end of January
2025. 
5.3 Cultural Infrastructure Programme 
5.3.1 The Latest developments within the Cultural Infrastructure Programme are listed
below:
• Ferguslie Sports Centre: Finalising work with the contractor and agreement has
now been reached with the contractor on a resolution for the extended
warranties on any contractual issues.
• St James Playing Fields: Modular building now erected on site and fitted out. The
site was completed and handed back to OneRen on 20 December 2024. There
is still an ongoing issue with Scottish Water (wastewater) connection, but this is
not impacting on the facility being used. 
• ON-X Running Track: Project was handed over to OneRen in early October 2024
and defects rectification ongoing.
• ON-X Hockey Pitch: Project was handed over to OneRen in early November
2024 and defects rectification ongoing.
• Sheltered Housing Fire Alarm Upgrades
o PIN (Public Information Notice) issued to market for information on
project and tender issued in January 2025.
• Renfrewshire House Archive Store Waterproofing/Ramp Upgrade
o Tender documents issued in January 2025 with site commencement
programmed for April 2025.  
• Heriot PS Boiler House Heating Pipe Replacement
o Tender documents now with Procurement and issued in January 2025
with site commencement programmed for Summer 2025.   
Implications of the Report 
1. Financial – Any financial elements referenced in this report will be progressed
through the Council’s financial & budget planning process. 
2. HR & Organisational Development – None 
3. Community/Council Planning – the report details a range of activities which reflect
local community and council planning themes. 
4. Legal – As detailed within the report. Whilst discussions remain on-going, there

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could potentially be implications for the transfer of job roles to OneRen. 
5. Property/Assets – As detailed within the report in relation to work on the Council
property portfolio. 
6. Information Technology - None 
7. Equality & Human Rights – The recommendations contained within this report
have been assessed in relation to their impact on equalities and human rights. No
negative impacts on equality groups or potential for infringement of individuals’
human rights have been identified arising from the recommendations contained in
the report. If required following implementation, the actual impact of the
recommendations and the mitigating actions will be reviewed and monitored, and
the results of the assessment will be published on the Council’s website. 
8. Health & Safety – Advice and guidance is being given to protect the health and
safety of employees and service users when carrying out priority services for the
Council in line with government and health guidance. 
9. Procurement – As noted within the report. 
10. Risk – None 
11. Privacy Impact – None 
12. COSLA Policy Position – None 
13. Children’s Rights – Facilities and Property Services are essential in trying to assist
and deliver against Children’s Rights. In particular, the report demonstrates
compliance by ensuring buildings are suitable provides good educational
establishments (Article 28 - Access to Education) and by delivering schools meals
and nutritious food (Article 27 – Food, Clothing, and a safe home). 
14. Climate Change – Parts of the work undertaken in this report will reduce carbon
emissions and assist in trying the reach Net Zero targets by improving efficiency of
current buildings and new buildings across the portfolio. 
List of Background Papers – None 
Author: Gordon McNeil, Director of Environment, Housing & Infrastructure
Email: gordon.mcneil@renfrewshire.gov.uk