Compliance questionnaire for PFI facilities providers

• Name of Establishment

• Address
  Address

• Date of build

• Expiry of facilities arrangement

• Date and TIme of questionnaire

  Date

• Prepared by (DS staff)

• Assisted by (name and position in school)

• Name of PFI facilities provider

• Questionnaire completed by (name and position in the facilities provider team)

• We are delighted to be the expert market leader in the region and at September 2023, proud to support, through our 3yr and 1yr agreements, c 9,725 staff, 76,250 pupils.

• Our Vision: That Delegated Services CIC (Community Interest Company) is the regional not for profit, natural choice best provider of support services in the field of Education and Community for our core service skills and our wider network partnership expertise.

• Why Delegated services is unique and successful:
  ● CIC/Not for Profit
  ● Region based not national
  ● Our experienced, skilled Team and our Network Partners
  ● People focused
  ● Proud
  ● Adaptable - Not one size fits all and agile
  ● Committed
  ● Our reputation/testimonials/word of mouth recommendations
  ● Our breadth of services and their content

• Our Mission: For the Education and Community sectors in our region:
  ● Provide support, advice, training, supportive auditing and more to ensure that our customers have proportional, robust and resilient Safeguarding systems including Child Protection, HS&W/Compliance, Emergency Procedures, Continuity and Recovery.
  ● With our wide range of Network Partners provide additional and complementary best value support services. In August 2017 DS took on the service commitments of PCS Enterprises.

• Competence: The Management of Health and Safety at Work Regulations 1999 (MHSWR) require an employer to appoint one or more competent people to help them implement the measures they need to take to comply with the legal requirements. The Health and Safety Executive states that competence is vital, as it ensures the competent person recognises the risks in their activities and can apply the right measures to control and manage those risks.

• At Delegated Services our experienced, skilled team and network partners offer a wide range of competence needed to support our customers and fulfil the legal requirements.
  Judith Hackitt, former HSE chair said: ‘The essence of competence is relevant to the workplace. What matters is there is a proper focus on both the risks that occur most often and those with serious consequences.
  Competence is the ability for every director, manager and worker to recognise the risks in operational activities and then apply the right measures to control and manage those risks.’

• 1 Inspections
  2 Risk Assessment system
  3 Emergencies and Security
  4 Contractor selection and record keeping
  5 Utilities
  6 Asbestos and Radon
  7 Other

• Conditions of Audit and Sign Off

1 - Inspections

• 1.1 Are FORMAL site inspections carried out? If yes what frequency do these take place, who is involved and are records are kept? (Add brief details in notes)

  Select 0= No inspections carried out 1= Infrequent inspections carried out, minimal inclusion, findings not shared with/ fed back to the school 2= Frequent (at least 3 times a year) including seasonal inspections carried out, in collaboration with the school 3= Inspections carried out by school staff and PFI facilities provider. Records and findings shared with H&S committee/ governors, fresh eyes involved e.g., swap caretakers, BM, involve pupils etc.

  • 0= No inspections carried out
  • 1= Infrequent inspections carried out, minimal inclusion, findings not shared with/ fed back to the school
  • 2= Frequent (at least 3 times a year) including seasonal inspections carried out, in collaboration with the school
  • 3= Inspections carried out by school staff and PFI facilities provider. Records and findings shared with H&S committee/ governors, fresh eyes involved e.g., swap caretakers, BM, involve pupils etc.

• 1.2 Are REGULAR site inspections carried out to proactively look out for issues by the PFI facilities provider team, and is this information recorded/ fed back to the school?

  Select 0= No inspections carried out/ evidence available from PFI facilities provider 1= Evidence from PFI facilities provider suggests infrequent inspections carried out/ inspections only carried out after an incident/ unclear lines of responsibility 2= Schedule of inspection, daily, weekly etc. Records kept/ shared 3= Evidence of regular inspections carried out. Action plan regularly populated with findings and works programmed to reduce hazards around site. Clear communication and cooperation with the school. Records and findings shared with H&S committee/ governors

  • 0= No inspections carried out/ evidence available from PFI facilities provider
  • 1= Evidence from PFI facilities provider suggests infrequent inspections carried out/ inspections only carried out after an incident/ unclear lines of responsibility
  • 2= Schedule of inspection, daily, weekly etc. Records kept/ shared
  • 3= Evidence of regular inspections carried out. Action plan regularly populated with findings and works programmed to reduce hazards around site. Clear communication and cooperation with the school. Records and findings shared with H&S committee/ governors

• 1.3 Are suitable systems in place for school staff to report health and safety hazards/issues and how is this recorded?

  Select 0= No system in place 1= Insufficient system in place for reporting H&S hazards/ issues. Not all staff aware/ follow the system/ PFI facilities provider poor to respond 2= Efficient system in place, all staff aware, appropriate response in time and communication from PFI facilities provider. Evidence of reporting and remedy to appropriate committee 3= Efficient system, review of other hazards that may be present, online system used, trends identified, clear communication with PFI, able to identify status of issue raised. Evidence of reporting and remedy to appropriate committee

  • 0= No system in place
  • 1= Insufficient system in place for reporting H&S hazards/ issues. Not all staff aware/ follow the system/ PFI facilities provider poor to respond
  • 2= Efficient system in place, all staff aware, appropriate response in time and communication from PFI facilities provider. Evidence of reporting and remedy to appropriate committee
  • 3= Efficient system, review of other hazards that may be present, online system used, trends identified, clear communication with PFI, able to identify status of issue raised. Evidence of reporting and remedy to appropriate committee

• 1.0 Are suitable arrangements in place for inspections at the establishment?

  Select High priority action to be taken Medium priority action to be taken Low priority action to be taken Yes

  • High priority action to be taken
  • Medium priority action to be taken
  • Low priority action to be taken
  • Yes

2 - Risk Assessments - Overview (Fire, COSHH, Legionella, Security etc.)

• 2.1 How are the risk assessment findings and control measures shared between school and the PFI facilities provider team to comply with co-operation and co-ordination regs?

  Select 0= Not shared between PFI facilities provider team/school 1= Shared with few staff, not both ways, not fully accessible 2= Evidence provided that all relevant people (school and PFI facilities provider) have had risk assessments shared with them, rationalised system, full co-operation and co-ordination in place 3= Section on RA for staff (all relevant PFI and school staff) to sign to confirm understanding and their requirements

  • 0= Not shared between PFI facilities provider team/school
  • 1= Shared with few staff, not both ways, not fully accessible
  • 2= Evidence provided that all relevant people (school and PFI facilities provider) have had risk assessments shared with them, rationalised system, full co-operation and co-ordination in place
  • 3= Section on RA for staff (all relevant PFI and school staff) to sign to confirm understanding and their requirements

• 2.2 Has a gap analysis exercise taken place to ensure there is clear understanding who is responsible for what risk assessments and that they are comprehensive

  Select 0 - No gap analysis, understanding of risk assessments 1 - Some understanding, aware there are some gaps however a full analysis has not taken place 2 - Gap analysis conducted resulting in awareness of areas for improvements 3 - Regular reviews to ensure a comprehensive system

  • 0 - No gap analysis, understanding of risk assessments
  • 1 - Some understanding, aware there are some gaps however a full analysis has not taken place
  • 2 - Gap analysis conducted resulting in awareness of areas for improvements
  • 3 - Regular reviews to ensure a comprehensive system

• 2.0 Is the risk assessment system considered to be suitable and sufficient?

  Select High priority action to be taken Medium priority action to be taken Low priority action to be taken Yes

  • High priority action to be taken
  • Medium priority action to be taken
  • Low priority action to be taken
  • Yes

3 - Emergencies and Security

• 3.1 Have you identified who are the competent and responsible persons for emergencies? If yes, what makes them competent?

  Select 0= No persons identified/ named in H&S policy 1= Responsible person and deputy identified, no training to ensure competence/ Competent persons available but not identified/ responsible. Responsible person but no deputy 2= Responsible competent person identified; suitable training received 3= Additional training received/ Evidence of regular refreshing and of competence in action (e.g. challenges in fire drills, lockdown procedures etc.)

  • 0= No persons identified/ named in H&S policy
  • 1= Responsible person and deputy identified, no training to ensure competence/ Competent persons available but not identified/ responsible. Responsible person but no deputy
  • 2= Responsible competent person identified; suitable training received
  • 3= Additional training received/ Evidence of regular refreshing and of competence in action (e.g. challenges in fire drills, lockdown procedures etc.)

• 3.2 Are written procedure documents in place covering what to do in the event of an emergency? If so, is it signed and dated and is a review date indicated?

  Select 0= No written procedures in place/ no communication with the PFI facilities provider/school 1= Written procedure but not signed/ dated/ reviewed/ shared with PFI facilities provider/school 2= Written procedure signed/ dated and review date indicated/ Evidence of co-operation between PFI facilities provider and school 3= Feedback after drills sought and recorded in review/ Information shared between PFI facilities provider and school

  • 0= No written procedures in place/ no communication with the PFI facilities provider/school
  • 1= Written procedure but not signed/ dated/ reviewed/ shared with PFI facilities provider/school
  • 2= Written procedure signed/ dated and review date indicated/ Evidence of co-operation between PFI facilities provider and school
  • 3= Feedback after drills sought and recorded in review/ Information shared between PFI facilities provider and school

• 3.3 If failings (such as blocked exits or excessive display material in escape routes, locked doors propped open etc.) are identified at a school level by the PFI facilities provider, is the information effectively communicated back to the school?

  Select 0 = No communication between the PFI facilities provider and the school 1 = Failings identified but not communicated to the school/ inappropriate items identified 2 = Good communication between the PFI facilities provider and the school 3 = Collaborative approach to training school staff to avoid further failings

  • 0 = No communication between the PFI facilities provider and the school
  • 1 = Failings identified but not communicated to the school/ inappropriate items identified
  • 2 = Good communication between the PFI facilities provider and the school
  • 3 = Collaborative approach to training school staff to avoid further failings

• 3.4 Does the site have CCTV which is managed by the PFI facilities provider?

  Yes

  No

• 3.4.1 With regard to sharing data/ safeguarding, have explicit arrangements been made between the PFI facilities provider and the school?

  Select 0 = No arrangements in place/ CCTV status not shared with school/ No DBS or safeguarding training 1 = Partial arrangements in place/ not always followed/ DBS available however no safeguarding training 2 = Clear details of arrangements available/ DBS and safeguarding training provided to all PFI facilities provider staff 3 = Two-way communication evident. Robust system in place. Safeguarding training provided annually, DBS rolling refresher carried out

  • 0 = No arrangements in place/ CCTV status not shared with school/ No DBS or safeguarding training
  • 1 = Partial arrangements in place/ not always followed/ DBS available however no safeguarding training
  • 2 = Clear details of arrangements available/ DBS and safeguarding training provided to all PFI facilities provider staff
  • 3 = Two-way communication evident. Robust system in place. Safeguarding training provided annually, DBS rolling refresher carried out

• 3.4.2 Is CCTV under a maintenance schedule and are the school notified if there are any failings/ weaknesses to the system?

  Select 0 = No evidence of maintenance schedule/ information shared/ warning regarding weaknesses/ faults 1 = Partial information available, such as maintenance schedule but no information shared if weaknesses/ faults are identified 2 = Maintenance details available and good communication regarding weaknesses/ faults identified with the system 3 = Collaborative approach seen with regard to the security system. Weaknesses and improvements discussed and reviewed on a regular basis

  • 0 = No evidence of maintenance schedule/ information shared/ warning regarding weaknesses/ faults
  • 1 = Partial information available, such as maintenance schedule but no information shared if weaknesses/ faults are identified
  • 2 = Maintenance details available and good communication regarding weaknesses/ faults identified with the system
  • 3 = Collaborative approach seen with regard to the security system. Weaknesses and improvements discussed and reviewed on a regular basis

• 3.5 Does the school have powered gates/barriers

  Yes

  No

• 3.5 If the Establishment has any powered gates/barriers (pedestrian and/or vehicle) on site, is a maintenance schedule available and are the school notified if there are any failings/ weaknesses to the system?

  Select 0 = No evidence of maintenance schedule/ information shared/ warning regarding weaknesses/ faults 1 = Partial information available, such as maintenance schedule but no information shared if weaknesses/ faults are identified 2 = Maintenance details available and good communication regarding weaknesses/ faults identified with the system 3 = Collaborative approach seen with regard to the security system. Weaknesses and improvements discussed and reviewed on a regular basis

  • 0 = No evidence of maintenance schedule/ information shared/ warning regarding weaknesses/ faults
  • 1 = Partial information available, such as maintenance schedule but no information shared if weaknesses/ faults are identified
  • 2 = Maintenance details available and good communication regarding weaknesses/ faults identified with the system
  • 3 = Collaborative approach seen with regard to the security system. Weaknesses and improvements discussed and reviewed on a regular basis

• 3.0 Is Emergency management and security considered to be suitable and sufficient?

  Select High priority action to be taken Medium priority action to be taken Low priority action to be taken Yes

  • High priority action to be taken
  • Medium priority action to be taken
  • Low priority action to be taken
  • Yes

4 – Contractor Selection and Record Keeping

• 4.1 Is the school informed when contractors are attending site if this has an impact during the school day/ affecting school staff? e.g., pre-planned maintenance/ emergency call out

  Select 0= Not known/ No information provided by PFI facilities provider 1= Some visits are known, not all. PFI facilities provider do not consistently communicate with school 2= Appointed person aware of when and reason for contractors visit 3= All staff informed why contractors are on site and what work they will be carrying out. Evidence of good lines of communication between the establishment and the PFI facilities provider

  • 0= Not known/ No information provided by PFI facilities provider
  • 1= Some visits are known, not all. PFI facilities provider do not consistently communicate with school
  • 2= Appointed person aware of when and reason for contractors visit
  • 3= All staff informed why contractors are on site and what work they will be carrying out. Evidence of good lines of communication between the establishment and the PFI facilities provider

• 4.2 Are health and safety checks undertaken on contractors/service providers and is information shared regarding the activities?

  Select 0= No formal checks carried out/ No RA or method statements provided 1= From approved list but no other checks carried out, list not recently updated, used for years with no checks. Basic RA available, generic, not reviewed, not available for all activities 2= List of contractors with H&S checks, updated on a regular basis, conformation of RIDDOR. Comprehensive RAs and method statements only provided on request, not provided for all activities 3= Contractors pack completed and returned; annual insurance update requested. Shared with governors/ trust prior to work commencing for feedback

  • 0= No formal checks carried out/ No RA or method statements provided
  • 1= From approved list but no other checks carried out, list not recently updated, used for years with no checks. Basic RA available, generic, not reviewed, not available for all activities
  • 2= List of contractors with H&S checks, updated on a regular basis, conformation of RIDDOR. Comprehensive RAs and method statements only provided on request, not provided for all activities
  • 3= Contractors pack completed and returned; annual insurance update requested. Shared with governors/ trust prior to work commencing for feedback

• 4.3 What safeguarding measures are in place for contractors working on site?

  Select 0= No formal measures in place 1= From approved list but no other checks carried out, list not recently updated, used for years with no checks. Checks available but no code of conduct in place (inappropriate behaviour and appearance) no information provided by PFI facilities provider 2= Database of contractors with DBS checks updated on a regular basis. Checks to confirm only contractor’s staff who are DBS are allowed on site unaccompanied/ or if indicated on RA, accompanied/ fenced off site/ evidence provided by PFI facilities provider. Code of conduct in place. 3= Database of contractors with DBS checks updated on a regular basis. Checks to confirm only contractor’s staff who are DBS are allowed on site unaccompanied/ or if indicated on RA, accompanied/ fenced off site. Code of conduct in place. Full communication between PFI facilities provider, school and contractor

  • 0= No formal measures in place
  • 1= From approved list but no other checks carried out, list not recently updated, used for years with no checks. Checks available but no code of conduct in place (inappropriate behaviour and appearance) no information provided by PFI facilities provider
  • 2= Database of contractors with DBS checks updated on a regular basis. Checks to confirm only contractor’s staff who are DBS are allowed on site unaccompanied/ or if indicated on RA, accompanied/ fenced off site/ evidence provided by PFI facilities provider. Code of conduct in place.
  • 3= Database of contractors with DBS checks updated on a regular basis. Checks to confirm only contractor’s staff who are DBS are allowed on site unaccompanied/ or if indicated on RA, accompanied/ fenced off site. Code of conduct in place. Full communication between PFI facilities provider, school and contractor

• 4.4 Are actions from the findings of the contractor’s/engineer’s reports addressed and evidenced?

  Select 0= No formal action plans created 1= Action completed for some findings, not evidenced, not all findings actioned 2= All actions from findings drawn into plan, addressed within time frame and reviewed 3= All actions from findings drawn into plan, addressed within time frame and reviewed, outcomes analysed and sufficiently reported up the chain

  • 0= No formal action plans created
  • 1= Action completed for some findings, not evidenced, not all findings actioned
  • 2= All actions from findings drawn into plan, addressed within time frame and reviewed
  • 3= All actions from findings drawn into plan, addressed within time frame and reviewed, outcomes analysed and sufficiently reported up the chain

• 4.5 Are compliance records up to date and in line with a calendar planner? Is a resilient and robust technology/ system in use/ evidenced?

  Select 0= No records kept/ updated/ available 1= Records available, however, not all up to date, in line with the calendar. Poor system used 2= Compliance records kept and shared, in line with planner, evidence of resilient and robust system, e.g. iAM/ Parago/ Every 3= Evidence of robust system, action items are being dealt with by relevant people on regular basis and updated/ records shared by PFI facilities provider to evidence an efficient system

  • 0= No records kept/ updated/ available
  • 1= Records available, however, not all up to date, in line with the calendar. Poor system used
  • 2= Compliance records kept and shared, in line with planner, evidence of resilient and robust system, e.g. iAM/ Parago/ Every
  • 3= Evidence of robust system, action items are being dealt with by relevant people on regular basis and updated/ records shared by PFI facilities provider to evidence an efficient system

• 4.6 When a comprehensive building survey was carried out by a competent person, have all the outcomes for capital spend been put into an action plan on a priority basis for those presenting a greater hazard? (D1, D2 or C1 on the nationally adopted scale for measurement)

  Select 0= No building survey carried out 1= Survey carried out, not recently updated/ outcomes not put into priority order 2= Recent survey carried out with clear action plan in priority order relating to hazards and capital spend 3= Regular progress meetings established to ensure actions are addressed/ budgeted for, future building needs planned for (proactive), aware of critical reference documents (CIPFA: School Estates Management, DfE: Good estates management)

  • 0= No building survey carried out
  • 1= Survey carried out, not recently updated/ outcomes not put into priority order
  • 2= Recent survey carried out with clear action plan in priority order relating to hazards and capital spend
  • 3= Regular progress meetings established to ensure actions are addressed/ budgeted for, future building needs planned for (proactive), aware of critical reference documents (CIPFA: School Estates Management, DfE: Good estates management)

• 4.0 Are suitable arrangements in place with regard to compliance records and contractor selection?

  Select High priority action to be taken Medium priority action to be taken Low priority action to be taken Yes

  • High priority action to be taken
  • Medium priority action to be taken
  • Low priority action to be taken
  • Yes

Utilities - Electricity (Electricity at Work Regulations 1989)

• 5.1 Are arrangements in place to ensure there is a fixed electrical installation check every 5 years by a competent contractor?

  Select 0= No arrangements in place/ evidence of checks 1= Checks carried out on fixed electrical installations but not checked recently (not less than 6 months out of date)/ not all areas covered/ only partial evidence available 2= Evidence of system to ensure all installations inspected by a competent contractor 3= Dates of next inspections logged/ shared and will be automatically flagged, robust system in place

  • 0= No arrangements in place/ evidence of checks
  • 1= Checks carried out on fixed electrical installations but not checked recently (not less than 6 months out of date)/ not all areas covered/ only partial evidence available
  • 2= Evidence of system to ensure all installations inspected by a competent contractor
  • 3= Dates of next inspections logged/ shared and will be automatically flagged, robust system in place

• 5.2 Is portable appliance testing (PAT) carried out by a competent person at appropriate frequency?

  Select 0= No Portable appliance testing (PAT) carried out 1= Contractor to carry out PAT, unnecessary frequency of all items, too frequently/ no evidence of competence/ items not regularly PAT/ unclear who is responsible for testing which items/ poor communication with PFI facilities providers 2= Competent contractor/ inhouse testing by competent person/good communication between PFI facilities provider and establishment 3= Working to a schedule previously established through risk assessment findings, staff encouraged to have personal items tested that come into the establishment. Carried out throughout the year, rolling basis. Visual inspection carried out on cables and plugs

  • 0= No Portable appliance testing (PAT) carried out
  • 1= Contractor to carry out PAT, unnecessary frequency of all items, too frequently/ no evidence of competence/ items not regularly PAT/ unclear who is responsible for testing which items/ poor communication with PFI facilities providers
  • 2= Competent contractor/ inhouse testing by competent person/good communication between PFI facilities provider and establishment
  • 3= Working to a schedule previously established through risk assessment findings, staff encouraged to have personal items tested that come into the establishment. Carried out throughout the year, rolling basis. Visual inspection carried out on cables and plugs

• 5.3 Does the establishment have solar panels on site

  Yes

  No

• 5.3 If solar panels are on site, are service arrangements in place?

  Select 0= No service arrangements in place or evidence of arrangements 1= Solar panels serviced infrequently, not on regular basis 2= Service arrangement in place according to manufacturers recommendations 3= Regular service, and budgets allocated for replacements/ maintenance

  • 0= No service arrangements in place or evidence of arrangements
  • 1= Solar panels serviced infrequently, not on regular basis
  • 2= Service arrangement in place according to manufacturers recommendations
  • 3= Regular service, and budgets allocated for replacements/ maintenance

• 5.4 Does the establishment have lightening conductors

  Yes

  No

• 5.4 If lightning conductors are on site, are service arrangements in place?

  Select 0= No test/ inspection arrangements in place or evidence of arrangements 1= Lightening conductors tested infrequently, not on regular basis 2= Test/ inspection arrangement in place according to standards 3= Evidence of regular inspections, and budgets allocated for replacements/ maintenance

  • 0= No test/ inspection arrangements in place or evidence of arrangements
  • 1= Lightening conductors tested infrequently, not on regular basis
  • 2= Test/ inspection arrangement in place according to standards
  • 3= Evidence of regular inspections, and budgets allocated for replacements/ maintenance

Utilities - Gas Safety (Gas Safety (installation and Use) Regulations 1998)

• 5.5 Are any gas systems on site (consider oil if not)

  Yes

  No

• 5.5 Are any gas systems on site e.g. boilers, kitchen etc., and is a contractor employed that has a service agreement for the gas system to ensure it is serviced at frequent intervals (consider OIL if no gas on site, to comply with The Control of Pollution (Oil Storage) (England) Regulations 2001)

  Select 0=No arrangements in place/ evidence of checks 1= Checks carried out on gas systems, however, not checked recently (not less than 6 months out of date)/ not all areas covered/ only partial evidence available 2= System on service agreement at frequent intervals with competent contractor 3= Dates of next inspections logged/ shared and will be automatically flagged, robust system in place

  • 0=No arrangements in place/ evidence of checks
  • 1= Checks carried out on gas systems, however, not checked recently (not less than 6 months out of date)/ not all areas covered/ only partial evidence available
  • 2= System on service agreement at frequent intervals with competent contractor
  • 3= Dates of next inspections logged/ shared and will be automatically flagged, robust system in place

• 5.6 Are any portable gas cylinders on site (for example oxygen for a pupil)

  Yes

  No

• 5.6 If any portable gas cylinders are on site of any type, are they safely storage and handled?

  Select 0= Portable cylinders on site but no suitable storage or handling arrangements in place by PFI facilities provider/ no communication between school and PFI facilities provider/ bottles stored by school without knowledge or permission of PFI facilities provider 1= Portable gas cylinders on site, some storage but not adequate, some previous experience of PFI facilities provider handling the bottles 2= Portable gas cylinders on site suitable storage area available, training provided for correct use and change over procedures for school staff and PFI facilities provider 3= Internal inspection procedure in place before use, also included BBQ gas cylinder, all identified on the Fire Risk Assessment plan

  • 0= Portable cylinders on site but no suitable storage or handling arrangements in place by PFI facilities provider/ no communication between school and PFI facilities provider/ bottles stored by school without knowledge or permission of PFI facilities provider
  • 1= Portable gas cylinders on site, some storage but not adequate, some previous experience of PFI facilities provider handling the bottles
  • 2= Portable gas cylinders on site suitable storage area available, training provided for correct use and change over procedures for school staff and PFI facilities provider
  • 3= Internal inspection procedure in place before use, also included BBQ gas cylinder, all identified on the Fire Risk Assessment plan

Utilities - Water Safety

• 5.7 Has a recent hot and cold-water survey been carried out by a competent person, and if so, how are the outcomes actioned?

  Select 0= None carried out/ evidence not available 1= Survey carried out but not recently/ by competent person/actions not timetabled/partial evidence provided 2= Survey carried out recently by a competent person, schedule established/ evidence provided 3= Evidence of proactive checking, remedial action taken if necessary, inclusion of outdoor water sources e.g. hose, water barrels

  • 0= None carried out/ evidence not available
  • 1= Survey carried out but not recently/ by competent person/actions not timetabled/partial evidence provided
  • 2= Survey carried out recently by a competent person, schedule established/ evidence provided
  • 3= Evidence of proactive checking, remedial action taken if necessary, inclusion of outdoor water sources e.g. hose, water barrels

• 5.8 Is a competent member of staff identified as the responsible person for the survey/maintenance log?

  Select 0= No one identified as responsible/ information not available from PFI facilities provider 1= Responsible person identified but no evidence of competence 2= Responsible person named and identified with relevant training to ensure competence 3= Responsible deputy also identified, with relevant training, appropriate reporting to committee

  • 0= No one identified as responsible/ information not available from PFI facilities provider
  • 1= Responsible person identified but no evidence of competence
  • 2= Responsible person named and identified with relevant training to ensure competence
  • 3= Responsible deputy also identified, with relevant training, appropriate reporting to committee

• 5.9 Does the site have ponds, lakes, streams or other waterplay areas?

  Yes

  No

• 5.9 What suitable safety arrangements are in place if any ponds, lakes, streams or water play areas on are site?

  Select 0= No safety or cleaning arrangements in place 1= Partial safety/ cleaning arrangements in place, not all aware, unclear arrangements/ boundaries, not cleaned on a frequent basis/ adequately 2= Suitable safety arrangements/ cleaning regime in place, all aware 3= Full safety arrangements/ cleaning regime established and reviewed with good communication between PFI facilities provider and school

  • 0= No safety or cleaning arrangements in place
  • 1= Partial safety/ cleaning arrangements in place, not all aware, unclear arrangements/ boundaries, not cleaned on a frequent basis/ adequately
  • 2= Suitable safety arrangements/ cleaning regime in place, all aware
  • 3= Full safety arrangements/ cleaning regime established and reviewed with good communication between PFI facilities provider and school

• 5.0 Are suitable arrangements in place with regard to utility services at the setting?

  Select High priority action to be taken Medium priority action to be taken Low priority action to be taken Yes

  • High priority action to be taken
  • Medium priority action to be taken
  • Low priority action to be taken
  • Yes

6 - Asbestos (Control of Asbestos Regulations 2012)

• 6.1 What is the asbestos situation on site and how is this managed?

  Select 0= No Asbestos survey/ management plan in place/ understanding/ details provided from PFI facilities providers 1= Survey undertaken/ information available (new build) as to the presence of asbestos or not. Limited details shared with school 2= Up to date survey compliant with the latest regs, management plan, register and evidence of actions taken where asbestos present, contractors informed, knowledge of refurbishment or demolition project will require further detailed report/ details regularly provided from PFI facilities providers. No asbestos present, contractors informed 3= Evidence of regular inspections by PFI facilities providers, assessing any damage to asbestos containing materials, proactive in actioning emergency procedures if needed. Ongoing vigilance as to materials brought on to site and the known potential to discover them even in modern building

  • 0= No Asbestos survey/ management plan in place/ understanding/ details provided from PFI facilities providers
  • 1= Survey undertaken/ information available (new build) as to the presence of asbestos or not. Limited details shared with school
  • 2= Up to date survey compliant with the latest regs, management plan, register and evidence of actions taken where asbestos present, contractors informed, knowledge of refurbishment or demolition project will require further detailed report/ details regularly provided from PFI facilities providers. No asbestos present, contractors informed
  • 3= Evidence of regular inspections by PFI facilities providers, assessing any damage to asbestos containing materials, proactive in actioning emergency procedures if needed. Ongoing vigilance as to materials brought on to site and the known potential to discover them even in modern building

• 6.2 Is asbestos present on site

  Yes

  No

• 6.2.1 Are all staff made aware of the location and type of asbestos containing material? (Add brief details of how this is evidenced in notes)

  Select 0= Staff not aware of location of asbestos/ details not provided by PFI facilities provider 1= Partial awareness, information not regularly shared, updated, no robust procedure in place to ensure all staff are aware, no records kept 2= All staff made aware at induction and after any changes have been made, records available for limited time period 3= Robust reporting mechanism for any concerns, the occasional challenge is included, full historical records kept

  • 0= Staff not aware of location of asbestos/ details not provided by PFI facilities provider
  • 1= Partial awareness, information not regularly shared, updated, no robust procedure in place to ensure all staff are aware, no records kept
  • 2= All staff made aware at induction and after any changes have been made, records available for limited time period
  • 3= Robust reporting mechanism for any concerns, the occasional challenge is included, full historical records kept

• 6.2.2 Do all contractors sign to state they have seen the asbestos management plan or summary information, or have knowledge there should be no asbestos on site?

  Select 0= No information shared with contractors 1=Information shared with contractors, no evidence/ signatures to say they have understood this, no records kept 2= Asbestos log/ or statement of no asbestos on site kept on reception, evidence of all contractors signing and understanding before work commences/ records available for limited time period 3= Asbestos log/ or statement of no asbestos on site sent to contractor prior to arrival on site, evidence of two-way conversations and understanding, agreement on any emergency actions necessary/ full historical records kept

  • 0= No information shared with contractors
  • 1=Information shared with contractors, no evidence/ signatures to say they have understood this, no records kept
  • 2= Asbestos log/ or statement of no asbestos on site kept on reception, evidence of all contractors signing and understanding before work commences/ records available for limited time period
  • 3= Asbestos log/ or statement of no asbestos on site sent to contractor prior to arrival on site, evidence of two-way conversations and understanding, agreement on any emergency actions necessary/ full historical records kept

• 6.2.3 Does the establishment have a competent onsite person responsible for the management of asbestos, or basic understanding if asbestos is not present on site?

  Select 0= No one with responsibility identified through PFI facilities provider 1= Responsible person identified, training not recently updated/information available 2= Trained, named responsible competent person in the PFI facilities team available at all times 3= Several members of the PFI facilities team are competent for the management of asbestos including information shared with governors/ trust

  • 0= No one with responsibility identified through PFI facilities provider
  • 1= Responsible person identified, training not recently updated/information available
  • 2= Trained, named responsible competent person in the PFI facilities team available at all times
  • 3= Several members of the PFI facilities team are competent for the management of asbestos including information shared with governors/ trust

6 - Radon (The Ionising Radiations Regulations 2017)

• 6.3 Has the establishment identified if they are in an area where Radon Gas is present at action levels?

  Select 0 = No understanding of radon levels/ No information available from PFI facilities provider 1 = Understanding of area, however, unclear of actions taken 2 = Understanding of area, appropriate actions as a result/ evidence available from PFI facilities provider 3 = Details made available of action levels of surrounding area and provided to the school community

  • 0 = No understanding of radon levels/ No information available from PFI facilities provider
  • 1 = Understanding of area, however, unclear of actions taken
  • 2 = Understanding of area, appropriate actions as a result/ evidence available from PFI facilities provider
  • 3 = Details made available of action levels of surrounding area and provided to the school community

• 6.4 Is the PFI facilities provider aware if situated in a radon action level area

  Yes

  No

• 6.4 Have radon levels been monitored and suitable actions taken if necessary?

  Select 0= Levels not monitored/ details not provided by PFI facilities provider 1 = Levels not recently monitored/ at suitable intervals/ monitored unnecessarily/ limited detail provided by the PFI facilities provider 2 = Levels monitored at suitable intervals and appropriate actions taken 3 = Levels monitored on a regular basis and after any significant building grounds work

  • 0= Levels not monitored/ details not provided by PFI facilities provider
  • 1 = Levels not recently monitored/ at suitable intervals/ monitored unnecessarily/ limited detail provided by the PFI facilities provider
  • 2 = Levels monitored at suitable intervals and appropriate actions taken
  • 3 = Levels monitored on a regular basis and after any significant building grounds work

• 6.0 Are suitable arrangements in place with regard to the asbestos and radon status at the setting?

  Select High priority action to be taken Medium priority action to be taken Low priority action to be taken Yes

  • High priority action to be taken
  • Medium priority action to be taken
  • Low priority action to be taken
  • Yes

• 7.1 Where applicable what arrangements are in place for the checking of Lifts and/or lifting devices, PE Equipment, Play Equipment, Trees, Grounds maintenance, Stage lighting, etc. In secondary schools consider science and DT equipment such as LEV, machinery, ventilation in chemical storage etc. (Confirm in notes if discussed or evidence seen) This will be briefly discussed on our visit, but not in depth due to time, so please ensure this information is available

  Select 0= No arrangements in place 1= Insufficient arrangements in place for inspection/ infrequent/ in-house therefore unsure of competence 2= Evidence of regular inspections of all applicable areas by competent persons/ communication with departments if inspections may disrupt teaching 3= Online system fed, proactively encouraging inspections

  • 0= No arrangements in place
  • 1= Insufficient arrangements in place for inspection/ infrequent/ in-house therefore unsure of competence
  • 2= Evidence of regular inspections of all applicable areas by competent persons/ communication with departments if inspections may disrupt teaching
  • 3= Online system fed, proactively encouraging inspections

• 7.2 Are clear CDM maintenance/operating manuals, drawings etc. available?

  Select 0 = No details available or used by the PFI facilities provider 1 = Partial understanding/ documentation available 2 = CDM maintenance/ operating manuals, drawings available 3 = Evidence that the PFI facilities provider references documentation on a regular basis and establishes regimes based on the documentation

  • 0 = No details available or used by the PFI facilities provider
  • 1 = Partial understanding/ documentation available
  • 2 = CDM maintenance/ operating manuals, drawings available
  • 3 = Evidence that the PFI facilities provider references documentation on a regular basis and establishes regimes based on the documentation

• What other compliance issues/items are being actively managed as a combined arrangement or not?

• This questionnaire aims to assist, with clear communication and understanding between the PFI facilities provider and the school, to ensure confidence from both parties and to prevent gaps in compliance.
  
  Even though every effort has been made to create standard answers that cover as many situation/ scenarios as possible, there will be times when these answers may not fit, and therefore additional details will be provided in the notes at the end of that question
  
  The report is limited as follows:
  It may be that certain conditions or situations were either not noted, not informed or not being performed during the visit and, therefore, non-inclusion of such conditions or situations in this report does not equate to legislative compliance;
  
  • Delegated Services CIC will not be able to report on conditions or matters that are covered, hidden or inaccessible
  • Delegated Services CIC may rely on information that is not verified on site, which is made available by the Establishment or a third party
  • Delegated Services CIC will not be liable for any loss suffered arising as a result of the provision of false, misleading or incomplete information or documentation, or the withholding or concealment or misrepresentation of information or documentation by any person.
  
  Subject to the statements above, no liability can be accepted by Delegated Services CIC if, as a result of the interpretation of this report or the misapplication of remedial measures by the Establishment or the PFI facilities provider any proceedings, claims, loss or damage occurs. The report is solely for the Establishment to use. No responsibility will be accepted to other persons seeing the report who rely on it at their own risk.
  
  Produced by the Chief Executive Officer Delegated Services, as Competent Person

• Inspected by: (Name and Signature)

  Sign

• Date completed

  Date