250911_Facilities and Property Service Update Report - submission to Committee
Renfrewshire Council · 11 September 2025
Back to Finance, Resources and Customer Services Policy Board — 11 September 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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To: Finance, Resources and Customer Services Policy Board On: 11 September 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 June 2025. 2 Recommendations It is recommended that members of the Finance, Resources and Customer Services Policy Board: 2.1 Note the content of this report; 2.2 Approves the addition of the cobotics project (as detailed in 4.3.3) into the Capital Plan 2025/26, with funding secured from revenue underspends (CFCR). 3 Operational Update Hard Facilities Management (Hard FM) 3.1 Public Buildings – Capital Projects 3.1.1 As part of on-going capital improvements, Multi-Use Games Arenas (MUGAs) and Pitch upgrades – refurbishment of surface have been completed at the following schools: • Our Lady of Peace Primary School (MUGA) • Arkleston Primary School (MUGA) • Dargavel Primary School (new Pitch surface) 3.1.2 Buildings play a key part the route to Net Zero, and a feasibility investigation has
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concluded for a potential lighting upgrade to LED at St Charles Primary School. Consultants and suppliers have been assessed, Officers are currently reviewing proposals, and if satisfactory, Officers will approve the works in due course. If successful, this could potentially be rolled out further within the Estate. An upgrade of lighting to LED at Park Mains High School Atrium space has also now concluded. 3.1.3 Waterproofing/ramp works continue at Renfrewshire House, with expected completion by mid-October 2025. 3.2 Public Buildings - Lifecycle Replacement works 3.2.1 The Summer recess is a busy period for Facilities and Property Services to undertake work whilst the schools are closed. In addition, the following works have been approved since the previous Board: • St Fillan Primary School – Improvements, including accessible toilet • Houston Primary School – Improvements to accessible toilet • Wallace Primary School - Improvements to accessible toilet • Langbank Primary School – Improvements, including accessible toilet • Lochwinnoch Annexe – Boiler renewal • Gryffe High School – New Air-Condition units • Renfrewshire House – LED lighting upgrade The table below 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: 2024/25 Update Site Type of Work Work Required Status Lochwinnoch Nursery Fence gates Alter gate In Progress Lochfield ELCC Fence gates New fence In Progress Houston PS Roof works Roof repairs Planned Williamsburgh PS Roof works Reline Gutter Planned Rashielea PS Roof works Re-felt roof Planned 2025/26 (New Works) Site Work Required Gryffe High School Replacement for A/C in Labs Renfrewshire House Replace 2 boilers Renfrew Town Hall Replace 2 boilers Glen Park Visitor Centre Drain / sewage issues - Survey Foxbar rivers CC and Drop in Soffits and Facias Bishopton Library Damp on the back wall need deeper investigation East Fulton PS Replacement of water heaters Howwood Community Centre Paint external Howwood Community Centre Gutters Back Sneddon St Office Repairs to be undertaken
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Mary Russell Replace partition wall with plasterboard walls and door Castlehead HS Renew 7 CCTV cameras around school Renfrew Town Hall Air Conditioning/Cooling Unit replacement Bushes PS Renew lighting with LED Lochwinnoch PS Renew Machine Room Lighting with LED Museum Store BMS integration improvements Ralston PS Render repairs Wallace PS Renew flooring in kitchen toilet and office Renfrewshire House Roof repairs Renfrewshire House Atrium A/C Unit Renfrewshire House New Drive for Lift no.8 PPP Lifecycle works • The Council await the full 25/26 Lifecycle Report from Renfrewshire Schools Partnership (RSP) to ascertain any under/overspend within the Lifecycle Fund. • Works undertaken over the summer break: o Various flooring replacements & decoration works o Fordbank Primary School: External render decoration o Glencoats Primary School: External render decoration o Gleniffer HS: Pupil toilet refurbishment, synthetic pitch & floodlight replacements & smoke vent replacements o Linwood HS: Timber cladding replacement at front entrance o St Andrews Academy: Replacement of roller board skins in various classrooms o St Benedict’s HS: Clear and re-tank lift shaft & car park fence replacement o Todholm PS: External concrete sill decoration o West Johnstone Shared Campus: Car park tarmac repairs o Woodlands: Resurface & re-line car park 3.3 Public Buildings – Reactive/General Improvement works: 3.3.1 The Hard FM team are currently working on the following commissions: • Condition surveys for various community buildings (19 buildings in total) Surveys have concluded and reports are being reviewed, however, further discussion with consultant remains on-going • HQ Building Management System upgrade - options appraisal ongoing. • HQ lining of car park, general clean up and drainage works - (ongoing) • Heriot Primary School – roofing and heating works. • Charleston Clock Tower – refurbishment of clock structure and surrounds. Planned for Mid-late September 2025. Will require road closure and community engagement. • Park Mains High School – design and installation of new biomass storage facility. • Howwood CC – external gutters soffits and new centre signage. Scope of works to be finalised. • Underwood Road Depot – improvements to depot safety and security
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on going. Progress to date includes interlinking of all fire alarms systems. Further works required to intruder systems, barriers and access control. 3.3.2 Officers continue to be involved in Paisley Grammar School and Community Campus new build and Park Mains High School extension to future proof works in relation to compliance, maintenance and repairs. 3.3.3 Officers have recently attended HubWest decarbonisation forum with our Net Zero colleagues. 3.4 Public Buildings compliance – Key Performance Indicators (KPIs) 3.4.1 Compliance stats for this quarter have significantly improved from last reporting period. Building Services performance currently returns 93% compliance which has increased following Officers reviewing work and focusing resource. Sub- contractors have also responded well, and the overall return is also 93%. Officers will continue to monitor to ensure high levels are maintained. Delays are often due to certificates being received and systems being updated, therefore the turnaround is currently better. 3.4.2 Following continuous monitoring and subsequent intervention works, legionella occurrences are now at the lowest levels since the start of reporting. In general, the overall quality of water systems has improved across the estate which is a significant achievement. A training i-learn module is being developed for staff involved in flushing outlets across the estate. 3.4.3 Overall performance for this period continues at 100% within the PPP Schools estate. 3.5 Public Buildings - Repairs data 3.5.1 The repairs profile remains as expected, as detailed below: 2025/26 Repairs Education Core Prestige OneRen Total 2214 658 332 94 3298 3.5.2 Over the last 6 months, Officers have been reviewing the Muti-Trade Framework tender (back up contractors to Building Services) with colleagues in the Corporate Procurement Unit. In total, 13 Lots were be evaluated including electrical, plumbing, glazing, roofing etc, with over 100 submissions from contractors. A separate report is being presented to this Board. 3.5.3 Officers continually explore methods to improve the overall repairs management process for the public building estate. As such, discussions are ongoing with the automation team, and investigations have commenced to determine if BOTS can integrate with CAMIS/Workhub to help improve and speed up/reduce the burden on the current manual process. 3.6 Fire Safety
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3.6.1 2025 fire risk assessments expected to be undertaken within the PPP Schools estate in September 2025. 3.7 Responsive Repairs 3.7.1 The numbers shown below are only the repairs carried out by Building Services on behalf of Housing Services from April 2025 to the end of July 2025. 3.7.2 Repairs to Public Buildings Building Services carry out responsive repairs across public buildings and OneRen properties across Renfrewshire. We are working with our colleagues within Hard FM to ensure the categorisation of the urgent repairs is correct. To date 49% of all repairs are being reported as an emergency or urgent and after analysis there was a substantial number that should have been categorised as an appointment. This is leading to other KPI’s being missed due to the focus on emergencies. Training and guidance is being issued to the help desk staff and to Soft FM operatives. % OF REPAIRS COMPLETED WITHIN TARGET New 24/25 Target Apr-25 May-25 Jun-25 Emergency Completed (E) 24 hours 99% 77% 97% 96% 94.63% Urgent Completed (U5) 5 days 95% 62% 47% 55% 48.68% Routine Completed (A) 15 days 90% 85% 84% 77% 73.11%
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Programmed Completed 90 days 100% 100% 100% 100% 92.63% Planned 247 days 100% 100% 100% 100% 100.00% 3.7.3 Compliance - Public Buildings Building services carry out compliance works across a number of areas including the following categories. We continue to track and monitor to maximise and increase the complaince of the Renfrewshire estate. Element of compliance targets Apr-25 May-25 Jun-25 Jul-25 Electrical (including MUGA's) 90% 88% 92% 91% 90% Emergency lighting 90% 72% 86% 87% 87% Water Management (including showers and swimming pools) 90% 75% 100% 99% 100% Gas 90% 100% 100% 92% 100% HVAC 90% 99% 89% 86% 94% Canopies 90% 98% 100% 93% 100% 3.8 Voids 3.8.1 From April 2025 through June 2025, Building Services void team have received 432 job orders, these are broken down in the table below with full void packs making up 163 of these works, this highlights a reduction in work from the same period last year where Building Services received 232 full void packs. However, the volume of work in individual void properties has continued to increase with an average of 130 hours compared to 119 in Q1 24/25. 3.8.2 The increased remedial workload in void properties makes keeping within KPI targets challenging, although Building Services continue to use every available resource to make these achievable.
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3.8.3 Operatives continue to attend and change locks to terminations, absconds and evictions which have returned to the average level for last year with 22 per calendar week. The total number attended for Q1 24/25 was 284. 3.8.4 Building Services have continued the implementation of the 360 Viewing Technology with a mix of 328 post and pre-tenancy tours carried out over the quarter 1 period, this brings the total number of tours carried out since the technology was introduced last year to 1,142. The surveys, videos and plans created by the 360 Viewing technology can be used going forward by our colleagues across Housing Services for a wide range of tenancy management issues. 3.9 Electrical Testing programme 3.9.1 There is currently a programme for carrying out the Electrical Installation Condition Report (EICR) testing across both Housing properties and Public Buildings. Building Services are working hard to ensure that the electrical compliance across both domestic and public buildings is maintained. 3.9.2 For every electrical job carried out across Renfrewshire even minor works there requires to be an electrical certificate issued by the electrician and then fully checked by the Electrical QS before it is issued. The chart below demonstrates the volume of electrical work and certificates that are being managed by Building Services.
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3.10 Gas servicing 3.10.1 From April 2025 to the end of June 2025 the domestic gas servicing and repairs team carried out 3,151 gas services. This is broadly in line with the gas services carried in the previous 2 years. 3.11 Kitchen and Boiler Replacement Programme 3.11.1 Building Services have commenced work to put a programme in place to replace a number of Kitchens and Boiler throughout the estate. Surveys and pre-measures have commenced and boiler installations began on the 23 July 2025 and Kitchen installations started in August 2025. Going forward, Building Services will be installing 16 Boilers and 8 kitchens per week. In order to facilitate this contract, we have carried out extensive preplanning, this has included: Recruitment An extensive recruitment programme has been completed to fill 19 new permanent positions within the business, with this contract utilising a mixture of current and new Renfrewshire Council employees, supplemented with external appointments to increase/maintain the workstreams throughout the business. Transport
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17 new vans have been procured, all of which are now delivered and will receive new Renfrewshire Council Livery, this will highlight the service and make them easily recognisable as Building Services vans, showing that we are professional, fully qualified and will have the repairs help line fully displayed. Documentation New appointment letters have been created to inform tenants of the upcoming plans and to create a pathway to make appointments for pre-measure visits by the Client Liaison Officers. New Customer satisfaction forms have been created to capture feedback and any issues from tenants. We intent to use this to set KPI’s and report on to Housing Services and monitor quality inhouse. Supply Chain Building Services has engaged with Suppliers on the existing Scotland Excel framework to establish best value for money on all elements of the replacement programme, whilst being able to offer tenants the choice of two colours for the elements within their kitchen (doors/worktops/flooring/etc). Officers carried out focus groups in-house to establish which two colours and options we were offering tenants to ensure variety and produce a modern up to date kitchen. Images Building Services will be producing 360-degree images of the completed works, and this will form the basis of the handover pack to colleagues in Housing Services. This will include a 360-degree image of the newly completed kitchen and Boiler as well as a before image, with all relevant certificates, surveys, satisfaction forms attached. 3.12 Capital / Planned Works 3.12.1 School Toilet Refurbishments Works are currently ongoing to refurbish school toilets across parts of the Renfrewshire school estate. Works include wet wall, vinyl flooring, ceilings, new sanitary ware/plumbing, all electricals including hand dryers, new radiators, new cubicles, vanity units and painting. Building Services have completed Rashielea Primary School which was completed prior to the school returning in August. Building Services commenced Barsail Primary School in August 2025 and St Charles Primary School is programmed to commence of the at the end of October 2025. This work is scheduled to continue until the end of the year.
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3.12.2 Our Lady of Peace School The Summer programme was completed before the school’s return - new vinyl fitted to all classrooms, two new sink areas in each classroom, including units, worktops, sinks, wet wall. 3.13 Apprentices/Training 3.13.1 The 5 new youth apprentices and 2 new adult trade apprentices have now started and participated in a 2-day induction process. They commenced their college training in August and September depending on which trade they are training in. 4 Soft Facilities Management (Soft FM) 4.1 School Meals 4.1.1 The Pilot for the rollout of the pre-order app commenced on 20 January 2025 in Park Mains High School. So far, over 278 pupils have registered for the use of the app and Children’s Services has supported the implementation by promoting information to parents and pupils. The pilot is currently being rolled out to Castlehead High School, 182 pupils already registered but are unable to pre-order due to a techncial issue that is currently being investigated with contractor. Work continues to be carried out to resolve this issue between Soft FM, ICT and the contractor, and it is hoped to be rolled out to all sites as soon as possible. 4.1.2 The pre-order app was implemented in the PPP school estate to senior pupils at St Benedicts High School on their return from the Easter break – 304 Pupils have registered and actively using the app to pre-order food. A re-launch was undertaken at the start of the new term in August before being rolled out to the other 3 PPP secondary schools. 4.1.3 A new primary menu was implemented on 16 June 2025, and new Secondary Menu will be implemented in the first week of September 2025. Amey implemented a menu change in the PPP primary school estate at the start of the new term in August. Work has been
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undertaken to ensure the inclusion of these menus on the council website. 4.1.4 Refurbishment of 4 school kitchens commenced in the summer holiday period. Heriot PS & Our Lady of Peace PS returned to full cooking operation by end of August 2025. Kilbarchan PS & St Margaret’s PS are expected to be fully complete and ready for operation after the school October break at the latest. All work is ahead of the planned schedule. 4.1.5 Partial cooking kitchens are in place in 5 sites, West PS, Williamsburgh PS, St Fergus PS, Lochwinnoch PS & Lochfield PS. Staff have been recruited; equipment installed, and training completed. This is expected to be operational by September 2025, which will improve the quality of imported meals within these sites. 4.1.6 Professional Cookery Course - Level 6 implemented in partnership with West College Scotland over the summer break. 14 Senior Facilities Officers (SFO) – Production Cooks attended the 4-week course to further develop employee skills. A further 4 Term-Time employees will attend a day-release course, starting in September 2025 for 18 weeks. 4.2 Scottish Child Payment 4.2.1 Work continues 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. 4.2.2 A process was implemented on 4 April 2025 where Parents/Carers of pupils in P6/7 that are eligible for Scottish Child Payment can apply for Free School Meals. A low number of applications have been received to date, however, information shared to families as part of the general contact relating to School meals, Clothing grants and changes to eligibility criteria. The overall average uptake figures for School meals (Periods 1-3) • 56.5% overall for FSM, UFSM & Paid • 64.9% UFSM (P 1-5) • 28.7% FSM (P 6-7) Discussions are being undertaken as to how this can be improved, which will ensure “real time” attendance figures can be utilized to reflect accurate uptake figures. 4.2.3 The Scottish Government has provided Local Authorities with data on all eligible pupils in P6/7. It is expected that an application-based system will be required to remain in place until the data is fully understood, in regard to how this identifies which school each child attends. Soft FM remains confident it can facilitate the additional numbers due to the work undertaken previously, the re-instatement of additional cooking establishments and the capital work undertaken throughout summer 2025. 4.3 Cobotics 4.3.1 In early June 2025, the business case for eight Robotic Scrubber Dryers was approved, which led to an order being placed with an approved contractor. The order included a three-year service plan for each unit, and all machines were delivered on 21 July 2025. 4.3.2 The contractor provided site-specific mapping and programming, this was completed in time for the schools reopening after the summer break. Training of all Senior Facilities
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Operatives (SFOs) was carried out 18-22 August 2025 and all 8 machines are now fully operational. 4.3.3 Members are asked to formally approve the project’s addition to the Capital Plan 2025/26, noting that the initial cost of £189k is being funded from existing underspends within Soft FM so there is no prudential borrowing requirement associated with the spend. 4.3.4 This investment in collaborative robotic cleaning technology highlights Renfrewshire Council’s commitment to innovative, efficient solutions in building cleaning. 5 Property Services 5.1 Current Commissions 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 As detailed in the Soft FM update, works commenced on site on 9 June 2025 on all four sites and will be completed by October 2025. 5.3 Infrastructure Programme 5.3.1 The Latest developments within the Cultural Infrastructure Programme are listed below: • Ferguslie Sports Centre: Defect rectification is ongoing and Making Good Defects (MGD) was finalised in August 2025. • St James Playing Fields: Defect rectification is ongoing and MGD is still programmed for December 2025. There is still an ongoing issue with Scottish Water (wastewater) connection, but this is not impacting on the facility being used and this issue will now be closed. • ON-X Running Track: Defect rectification ongoing and MGD is still programmed for September 2025. • ON-X Hockey Pitch: Defect rectification ongoing and MGD is still programmed for October 2025. • Sheltered Housing Fire Alarm Upgrades o Works commenced on site on 26 May 2025 with a programmed site period of approximately one year. • Renfrewshire House Archive Store Waterproofing/Ramp Upgrade o The commencement date was 12 July 2025 and works are now programmed for a completion date of October 2025. • Heriot PS Boiler House Heating Pipe Replacement o Following a protracted tender evaluation and review process, and discussion with Hard FM and Procurement colleagues, a decision was taken not to proceed with an award as only one tender was returned and was not considered to be the most economically advantageous. Tender documents will now be revised and updated to capture some of the issues identified as part of the initial tender process. Due to the intrusive nature of the works this project is now programmed for site commencement in summer 2026. In the
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intervening period, a number of major repairs have been identified and Property Services officers in Technical Services and Hard FM are jointly preparing an urgent tender document to issue to have these works undertaken in advance of the summer 2026 works. 5.4 Life Cycle Maintenance: Schools Retrofit Programme 5.4.1 Feasibility studies are being commissioned with an external consultant to investigate potential energy upgrade measures to an initial five school/ELCC properties with the HOFAP/Interim Procurement Manager involved in agreeing an appropriate procurement route. Hard FM has now instructed Technical Services to proceed with a pilot project to Douglas Street ELCC. 5.5 Life Cycle Maintenance: General Programme 5.5.1 Short term component renewal programme is presently under review by Technical Unit and colleagues from Hard FM with the aim being to identify programmes of work for next 1-3 years for boilers, MUGA’s and general component renewals. Projects being considered are also being cross referenced with possible future Children’s Services estate projects to minimise potential abortive works and cost. 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 – Apprentice recruitment detailed in the report will be undertaken as per standard Renfrewshire Council recruitment processes. 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. 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.
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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 – The Scottish Government have introduced legislation to allow the data sharing with local authorities in relation to parents/carers who receive the Scottish Child Payment. 12. COSLA Policy Position – None 13. Children’s Rights – Facilities and Property Services are essential in trying to assist and deliver in support of 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