Facilities and Property Service Update Report
Renfrewshire Council · 20 November 2025
Back to Finance, Resources and Customer Services Policy Board — 20 November 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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PUBLIC To: Finance, Resources and Customer Services Policy Board On: 20 November 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 September 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. 3 Operational Update Hard Facilities Management (Hard FM) 3.1 Public Buildings – Capital Projects 3.1.1 As part of on-going improvements for sports/activities across the learning estate, Officers are currently exploring the provision for additional MUGAs and upgrades to red blaes pitches, within a number of primary schools. These works will be discussed with Children’s Services and undertaken on a priority basis as the budget allows. 3.1.2 A Net Zero Collaboration Group has been set up to with our colleagues in the Sustainability team, Hub West Scotland and other local authorities to share knowledge and best practice. Officers will play a key role and contribute to buildings and the Council’s route towards net zero.
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PUBLIC 3.1.3 Waterproofing/ramp works continue at Renfrewshire House, with expected completion revised to late November 2025. 3.2 Public Buildings - Lifecycle Replacement works 3.2.1 The Summer recess was a busy period for Facilities and Property Services to undertake work whilst the schools are closed. In addition, improvement works, including the accessible toilets have been completed at St Fillan’s PS and Houston PS. The table below highlights some work that has recently been completed. 2025/26 (New Works) Site Work Required St Margaret’s PS Pot-holes/tarmac Auchenlodment PS Pot-holes/tarmac Lochwinnoch PS Tarmac/painting/water proofing and pedestrian barrier Renfrewshire House Painting/CCTV Renfrew HS Tarmac Castlehead HS Flooring upgrade Mile End Centre Front Fence repaired and rear fencing replaced Brediland PS (Annex) Tarmac Houston PS Lining works Bishopton PS Lining works St John Ogilvie PS Accessible Painting works Lochfield PS Accessible grab rails Bargarran PS Life floor replacement Bushes PS Tarmac Records Store Fire rating works and alarm panel Gallowhill PS Tarmac Williamsburgh PS Sunken gulley Heriot PS Painting Kilbarchan PS Cracked sky light repair Paisley Library Lift works Kirklandneuk PS Scaffolding and unit replacement Paisley Town Hall Water leak/damage PPP Lifecycle works • The Council still await the full 25/26 Lifecycle Report from Renfrewshire Schools Partnership (RSP) to ascertain any under/overspend within the Lifecycle Fund.
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PUBLIC • Works that were carried out over the October break: o Gleniffer HS: flooring replacements o Linwood HS: flooring replacement & decoration o St Benedict’s HS: Clear and re-tank lift shaft 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. • HQ Building Management System upgrade - options appraisal includes the installation of new routers and is currently being finalised with ICT. • HQ lining of car park, general clean up and drainage works. Proposals include creating new walkways and other measures to maximise available spaces (possibly some additional parking), • Heriot Primary School – roofing and heating works. Phase 1 temporary heating works now complete. • Charleston Clock Tower – refurbishment of clock structure and surrounds. • Underwood Road Depot – improvements to depot safety and security 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, Park Mains High School extension and Thistle Primary School to future proof works in relation to compliance, maintenance and repairs. 3.3.3 Renfrew Bridge Control room has now been added to CAMIS with Planned Preventative Maintenance (PPM) commencing with reporting process to be agreed with colleagues using the building. 3.4 Public Buildings compliance – Key Performance Indicators (KPIs) 3.4.1 Compliance stats for this quarter remain on target with Building Services returning 86% compliance and Sub-contractors 86%. Officers will continue to monitor to ensure high levels are maintained. 3.4.2 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 4444 1118 561 152 6275 The pressure on the repairs budget remains a challenge and Officers will likely defer non-critical works from November 2025 onwards.
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PUBLIC 3.5.2 The new Multi-Trade Framework is progressing at the anticipated pace, with an update as below: • 13 Lots forming the Framework agreement with a maximum of 5 suppliers per Lot. • There is a ranking arrangement within each Lot. • 20 individual suppliers who have been recommended for various Lots on this Framework. • Stand still period concluded 31 October 2025 and award letters issued in November 2025. • Mobilisation pack has been developed by Corporate Procurement Unit and pre-start meetings have been arranged. Moving forward, Officers will need to build new relations and closely monitor any new suppliers, to ensure contractual obligations are met. 3.6 Fire Safety 3.6.1 All 9 Fire Risk Assessments for PPP schools have been received recently. Actions for both the school and AMEY are currently being worked through with some already completed. 3.6.2 Officers are currently exploring training on sprinklers systems for Soft FM staff across the learning estate. 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 September 2025. Annual repair data from 2023, 2024 and 2025 is now available to allow a
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PUBLIC comparison and analysis of the trends. It can be seen that the years follow each other across the months with the summer months having the least number of repairs and the winter months having the most. It can also be seen that there are larger increases when there is a severe weather event – freezing weather in Christmas 2022/23 and storms in January 2025. 3.7.2 Repairs to Public Buildings Building Services carry out responsive repairs across public buildings and OneRen properties across Renfrewshire. Officers are working with our colleagues within Hard FM to ensure the categorisation of the urgent repairs is correct. In August there was a drop from 49% to 42% of all repairs being reported in the emergency or urgent categories and are now appropriately categorised as routine. Building Services have also seen a rise in the percentage of urgent and routine repairs being completed within target and are committed to continue improving these percentages. % OF REPAIRS COMPLETED WITHIN TARGET New Target Apr-25 May-25 Jun-25 Jul-25 Aug-25 Emergency Completed (E) 24 hours 99% 77% 97% 96% 97% 99% Urgent Completed (U5) 5 days 95% 62% 47% 55% 59% 62% Routine Completed (A) 15 days 90% 85% 84% 77% 83% 90% Programmed Completed 90 days 100% 100% 100% 100% 100% 100% Planned 247 days 100% 100% 100% 100% 100% 100% 3.7.3 Compliance - Public Buildings Building Services carry out compliance works across a number of areas including the categories below. Officers continue to track and monitor data to maximise and increase the compliance of the Renfrewshire Council estate. The drop in electrical compliance percentage is due to the certificates requiring to be validated by the Qualified Supervisor and not due to the works not being carried out. Element of compliance targets Apr- 25 May- 25 Jun-25 Jul-25 Aug- 25 Sep-25 Electrical (including MUGA's) 90% 88% 92% 91% 90% 96% 84% Emergency lighting 90% 72% 86% 87% 87% 93% 84% Water Management (including showers and swimming pools) 90% 75% 100% 99% 100% 80% 99% Gas 90% 100% 100% 92% 100% 100% 100% HVAC 90% 99% 89% 86% 94% 100% 97% Canopies 90% 98% 100% 93% 100% 95% 98% 3.8 Voids 3.8.1 From July 2025 through September 2025, Building Services void team have received 393 job orders, with full void packs making up 152 of these works, this
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PUBLIC is a slight reduction in work from Q1 year where Building Services received 163 full void packs. However, the volume of work in individual void properties has continued to increase. 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, with reports showing the average void days for Building Services in Q2 was 14.88 days. This highlights a consistent reduction since the start of the Single Void team was introduced and sits at the lowest value since its introduction. 3.8.3 Operatives continue to attend and change locks to terminations, absconds and evictions which have seen a reduction to 18 in Quarter 2 from the annual average of 22 per week. 3.8.4 Building Services have continued the implementation of the 360° Viewing Technology with a mix of 252 post and pre-tenancy tours carried out over Q2, this brings the total number of tours carried out since the technology was introduced last year to 1,394. 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 (Qualified Supervisor) before it is issued. The chart below demonstrates the volume of electrical work and certificates that are being managed by Building Services. Due to the volume and level of certification required Building Services are currently seeking an additional Electrical QS to be able to help manage the increasing volume of legally required certification, the number of certificates has increased by 449 from Quarter 1.
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PUBLIC 3.10 Gas servicing 3.10.1 From July 2025 to the end of September 2025, the domestic gas servicing and repairs team carried out 3,249 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 substantial number of kitchens and gas boilers 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. 3.11.2 Boilers
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PUBLIC Building Services are now continuously fitting 16 Boilers per week. There were 46 completed within the month of September 2025. 100% inspection checks from Building Services have been undertaken and agreed inspections by Housing Services Quality Officers. All categories are achieving positive feedback, initial costs are coming in under the agreed tender price (constantly kept under review). These prices are also inclusive of Client (Housing Services) agreed variations to the works. 3.11.3 Kitchens Building Services are now commencing with the agreed Key Performance Indicator (KPI) of 8 kitchens per week. There have been 18 kitchens completed to date. 100% inspection from Building Services with inspections by Housing Services Quality Officers and all achieving positive feedback. Initial costings are currently under the tender agreed price with additional client agreed variations, these are recorded and agreed by the client team and range from a new kitchen pass door, additional floor screeding, rewiring various electrical elements to ensure compliance and any additional decoration required. 3.12 Capital / Planned Works 3.12.1 School Toilet Refurbishments Works are currently ongoing to refurbish school toilets. This has been an ongoing program working through the education estate to improve the toilets within schools. Works include Wetwall, vinyl flooring, ceilings, new sanitary ware and plumbing, all electrics including hand dryers, new radiators, new cubicles vanity units and decoration. Building Services have recently completed Rashielea Primary school with work commenced in Barsail Primary on the 25 August 2025, St Charles Primary School is programmed to commence on the 17 November 2025 and the work is scheduled to complete in late December 2025. 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 and August 2025 in Castlehead High School. So far, Park Mains High School has 424, and Castlehead High School 247 pupils registered for the use of the app with Children’s Services supporting the implementation by promoting information to parents and pupils. There has been a positive reaction by pupils due to the reduction in queuing time and the ability to ensure they access their preferred choice for lunch. The remaining secondary schools are prepared to go live as soon as possible.
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PUBLIC 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 school communication is being arranged to target pupils who have yet to sign up for the app. 4.1.3 A new primary menu was implemented on 16 June 2025, and the new Secondary Menu was 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 2025. Amey implemented a new Secondary menu after the October break. 4.1.4 Refurbishment of 4 school kitchens commenced in the summer holiday period. Heriot Primary, Our Lady of Peace Primary, Kilbarchan Primary and St Margaret’s Primary will all return to full cooking operation by 21 November 2025. 4.1.5 Partial cooking kitchens are in place in 5 sites, West Primary, Williamsburgh Primary, St Fergus Primary, Lochwinnoch Primary & Lochfield Primary. Staff have been recruited; equipment installed, and training completed. These kitchens were fully operational by early October 2025, improving the quality of 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 are due to attend an 18-week, day-release course for the same qualification. 4.1.7 HMIE Health & Nutrition inspection undertaken at Glencoats Primary School on 7 October 2025 with positive feedback obtained for the school kitchen. 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; information has been 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 • 70.5% 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 utilised to reflect accurate uptake figures. 4.2.3 The Scottish Government has provided Local Authorities with data on all eligible pupils in P6/7. So far, 79 pupils eligible for FSM under the new criteria have applied and are now receiving FSM. A further 741 are eligible and currently being contacted. 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
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PUBLIC work undertaken throughout summer 2025. 4.3 Cobotics 4.3.1 8 Cobotic cleaners were purchased in July 2025. 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 Operatives (SFOs) was carried out 18-22 August 2025 and all 8 machines are now fully operational. 4.3.2 This investment in collaborative robotic cleaning technology highlights Renfrewshire Council’s commitment to innovative, efficient solutions in building cleaning. 5 Technical Services 5.1 Current Commissions 5.1.1 Officers within Technical 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 the end of November 2025. 5.3 Infrastructure Programme 5.3.1 The Latest developments within the Cultural Infrastructure Programme are listed below: • St James Playing Fields: Defect rectification is ongoing and Making Good Defects (MGD) is still programmed for December 2025. Issue with Scottish Water (wastewater) connection, now closed. Small path being installed around playing field, going out to tender shortly. • ON-X Running Track: Defect rectification ongoing and MGD programmed for September 2025. Officers to follow up and issue MGD, no reported issues. • ON-X Hockey Pitch: Defect rectification ongoing and MGD programmed for October 2025. Officers to follow up and issue MGD, no reported issues. • Renfrewshire House Archive Store Waterproofing/Ramp Upgrade o The commencement date was 12 July 2025, the existing condition of the ramp was in much worse condition that anticipated from the trial pits that were dug as per the site investigation works. Works currently delayed by 7 weeks with a completion date of end November anticipated. Concessions were made by the contractor to allow for the Halloween event to take place where the contractor’s site area currently sits. The site area was temporarily moved to allow space for the venders to be sited. • Heriot PS Boiler House Heating Pipe Replacement o Tender documents have been revised and updated to capture some of the issues identified as part of the initial tender process. The works are programmed for site commencement in summer 2026. Major repairs have been completed to allow the building to operate as normal.
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PUBLIC 5.4 Life Cycle Maintenance: Schools Retrofit Programme 5.4.1 External consultants are currently being engaged to carry out feasibility studies on potential energy efficiency upgrades across five initial school and ELCC sites. A procurement exercise/approach has been agreed and will be taken forward. Hard FM has directed Technical Services to initiate a pilot project at Douglas Street ELCC. 5.5 Life Cycle Maintenance: General Programme 5.5.1 Technical Services, in collaboration with Hard FM, is currently reviewing the short-term component renewal programme. The aim is to identify priority works over the next 1–3 years, focusing on boilers, MUGAs, and other key components. Proposed projects are being cross-referenced with upcoming Children’s Services estate plans to avoid duplication and reduce costs. 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. 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.
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PUBLIC 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