Contract Support Chargeable Service for Academy Schools

Somerset Services to Education Providers 2013-2014
CONTRACT SUPPORT
Service Provider: Somerset County Council
Service Category: Academy Schools – Chargeable
Contact: Jon Garside
01823 356097
jdgarside@somerset.gov.uk
Service Description:
Cleaning Management Services
o Cleaning Foundation Package
o Employing Your Own Cleaning Staff
o Training Menu for School Caretaking and Cleaning Staff
Catering Management Services
o The Catering Health Check Package (All Academies)
o In House Catering Management Review (All Academies)
o In House Catering Service Package (All Academies)
o Food Safety Check (Hot Meals) (Primary Academies)
o Food Safety Check (Packed Lunches) (Primary Academies)
o Food Safety Refresher Training (All Academies)
o Catering Contract (All Academies)
Refuse and Recycling Collection Contract Management Package
Pay As You Use Services (Catering and Cleaning)
How to Order the Service
CLEANING MANAGEMENT SERVICES
Cleaning Foundation Package
Employing Your Own Cleaning Staff
CLEANING FOUNDATION PACKAGE
This level of support is appropriate for academies that have an independent contract
for their cleaning service.
All the support you need to ensure your academy is obtaining a value-for-money level of
cleaning which is delivered in compliance with legislation, your Contract or Service Level
Agreement, and meets both quality and budgetary criteria.
It provides:
up to two visits to assess standards or resolve issues
at least one written report
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liaison with the Academy and their service provider, offering advice and support on
service issues/standards and to help resolve problems where required
unlimited telephone access to a Cleaning Adviser
flexibility to interchange this package with the Employing Your Own Cleaning Staff
package should there be a decision to change to this during the current Blue Book
period (2012-2013).
EMPLOYING YOUR OWN CLEANING STAFF
This package is suitable for all academies that employ their own cleaning and/or
caretaking staff directly.
Advice will be available on work programmes, cleaning materials and equipment, and most
importantly training and support for your staff.
It provides:
a minimum of two visits, one of which will be an annual inspection and assessment of
standards covering methods and procedures, recommendations being made where
appropriate
unlimited telephone access to a Cleaning Adviser
The following support is available if required at no extra charge:
analysis of staffing levels and duties
assistance with recruitment and selection
practical advice on managing cleaning staff, including compliance with relevant
legislation
basic induction support for duties where a cleaner and/or caretaker is employed
advice on purchase and maintenance of equipment
school cleaning information folder
specialist advice on floor finishes, coverings and appropriate maintenance
If an academy purchases the Cleaning Foundation package or Employing Your Own
Cleaning Staff package along with the full Catering Health Check package or In House
Catering Service package, they will be entitled to a 5% discount.
The very nature of employing your own cleaning staff can give rise to the need for one-off
additional support, for example the in-depth training of a new team member. Contract
Support will be able to help and can quote for a range of optional extras to meet your staff's
individual needs. See our Training Menu for Academy Caretaking and Cleaning Staff
below for details.
TRAINING MENU FOR ACADEMY CARETAKING AND CLEANING STAFF
The following packages are designed to provide training in key skills required for staff who
carry out cleaning and caretaking functions within academies.
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Cleaning Skills Courses
Course Code Available from Duration
Numatics Cleaning Training
Course
Numatics Cleaning Training
Course (Provisional 5 Tasks)
TR1 Numatics International, Chard
mail to:
RogerSilcox@numatic.co.uk
TR2 Numatics International, Chard
mail to:
RogerSilcox@numatic.co.uk
Specific Task Training TR3 CS DM/PC
Tel: 01823 356125
mail to:
dmcmullan@somerset.gov.uk
Standards, Frequencies and
Techniques
TR4 CS DM
Tel: 01823 356125
mail to:
dmcmullan@somerset.gov.uk
Caretaker Induction TR5 CS DM/PC
Tel: 01823 356125
mail to:
dmcmullan@somerset.gov.uk
Safe Use of Cleaning
Chemicals
TR6 CS DM/PC
Tel: 01823 356125
mail to:
dmcmullan@somerset.gov.uk
Courses Provided by Corporate Health and Safety Unit
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2 days
(10 cleaning
tasks)
1 day
(5 cleaning
tasks)
1-1½ hours
1½ hours
1½ hours
2 hours
Please note that the following courses, which are also relevant for caretakers and cleaners,
are available through the Corporate Health and Safety Unit. These must be arranged direct
via the CHSU (telephone 01823 355089) or jatozer@somerset.gov.uk. These courses form
no part of the above package and are included here for information purposes only:
Health and Safety - 1 day
Risk Assessment –1 day
Managing Health & Safety - 1 day
Health and Safety for Premises Managers - 1 day
Manual Handling (Objects) - ½ day
Hazardous Substances (COSHH) - ½ day
TR1 – Numatics Cleaning Training Course
This training scheme is provided by Numatics International based within the premises of
Numatics International in Chard. The course is designed to equip cleaners with skills and
knowledge in the performance of cleaning tasks.
Course Content: 10 key cleaning or cleaning-related tasks are covered during the course.
Certificate Awarded: On completion of this course a Numatics International Certificate is
issued.
Course Duration: 2 days
Venue: Numatics International, Chard, Somerset

TR2 – Numatics Cleaning Training Course (Provisional 5 Tasks)
This training scheme is provided on the Academy site by Numatics International (based in
Chard). The course is designed to equip cleaners with skills and knowledge in the
performance of cleaning tasks.
Course Content: 5 key cleaning or cleaning-related tasks are covered during the course.
Certificate Awarded: On completion of this course a Numatics International Certificate is
issued.
Course Duration: 1 day
Venue: School site
TR3 – Specific Task Training
This is practical “hands on” skills training provided directly by Contract Support.
Course Content: Training in the use of the Rotary Cleaning Machine and related floor care
tasks, or use of the Wet Pick Up, or practical training in the cleaning of hygiene areas or
classrooms.
Certificate Awarded: Attendance Certificate with supporting training sheet.
Course Duration: Variable according to content
Venue: School site
TR4 – Standards, Frequencies and Techniques
This course covers cleaning standards, the frequency of cleaning tasks and the techniques
that are involved in cleaning an Academy.
Course Content: Awareness of the standards of cleaning required in a school, the
frequency at which cleaning tasks are carried out, and the cleaning techniques required.
PowerPoint based training session.
Certificate Awarded: Attendance Certificate with supporting training sheets.
Course Duration: 1½ hours
Venue: School site
TR5 – Caretaker Induction
This course covers the basic duties required in Academy caretaking.
Course Content: Security, Building Systems and related issues, Lettings, Porterage,
working times, cleaning responsibilities and an introduction to COSHH (Control of
Substances Hazardous to Health). PowerPoint based training session.
Certificate Awarded: Attendance Certificate with supporting training sheets.
Course Duration: 1½ hours
Venue: School site
TR6 – Safe Use of Cleaning Chemicals
Course Content: Understanding how to use and store chemicals in a safe manner and in
accordance with the relevant requirements of COSHH/CHIP regulations. PowerPoint based
training session.
Certificate Awarded: Attendance Certificate with supporting training information.
Course Duration: 1½ hours
Venue: School site
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CATERING MANAGEMENT SERVICES
The Catering Health Check Package (All Academies)
In House Catering Management Review (All Academies)
In House Catering Service Package (All Academies)
Food Safety Check (Hot Meals) (Primary Academies)
Food Safety Check (Packed Lunches) (Primary Academies)
Food Safety Refresher Training (All Academies)
Catering Contract (All Academies)
THE CATERING HEALTH CHECK PACKAGE (All Academies)
This package is suitable for ALL ACADEMIES who have retained a full catering
service at their school, whether transported in or produced on-site.
This package will provide security of knowledge that your services comply with the Somerset
County Council Food Safety Policy, Nutritional Standards and other relevant legislation.
Suitable for academies who are seeking an independent assessment of the quality of the
catering provision. This package will particularly appeal to those academies that see their
catering service as an integral part of the school. We will be able to bring an independent
and professional overview of your catering service to you for discussion culminating in a
planned approach to continuous improvement.
It provides:
Unlimited access to email and telephone advice on all catering issues.
One visit on site to review all aspects of the service. Where schools receive a transportedin
service, a visit to the production kitchen is also included.
The visit will include:
assessment of your caterer’s compliance with the requirements of the Somerset
County Council Food Safety Policy
assessment of the evidence available to demonstrate compliance with the
compulsory Nutritional Standards
assessment of the service quality aspects of the catering provision
observational assessment of the premises, facilities and equipment
The first visit will be followed by:
a written report
when appropriate, a meeting with your caterer to discuss contract performance and
agree action
a second visit, if required, to review progress
If an academy purchases the full Catering Health Check package or the In House
Catering Service package together with either the full Cleaning Foundation package or
Employing Your Own Cleaning Staff package, they will be entitled to a 5% discount.
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IN HOUSE CATERING MANAGEMENT REVIEW (All Academies)
This package is suitable for any school with an ‘in house’ catering service, but will be
particularly helpful in the year in which a school replaces a Contractor-led service
with an ‘in house’ model of service provision.
The package includes:
A review of the service and an appraisal of current skills
A meeting with the head of kitchen and the academy’s appointed person
A report with action points
IN HOUSE CATERING SERVICE PACKAGE (All Academies)
This package is designed to build on the information gained in the In-House Catering
Management Review and consists of:
An annual review of the service and appraisal of current skills gap
Support in designing, reviewing and implementing a HACCP system
Menu planning to address the nutritional guidelines
Menu costing and stock control
Unlimited access to email and telephone advice on all catering issues
In subsequent years, we offer the following module options to pick support from (if
the above options are not required):
Chemicals and Other Substances Hazardous to Health
Documentation, compliance, best practice and meeting ‘due diligence’ - ½ Day
Procurement Specification
Food - ½ Day
Equipment - ½ Day
Kitchen Design and Specification
Review of third party plans - ½ Day
Managing the Business
Finance, Key Performance Indicators - ½ Day
Market Research - 1 Day
Staffing
Analysis of Staffing Levels - ½ Day
Key Staff Recruitment Support - 1 Day
Analysis of Training Need - ½ Day
FOOD SAFETY CHECK (HOT MEALS) (Primary Academies)
This package is designed specifically for PRIMARY ACADEMIES that have retained a
hot meal service at their school, whether transported in or produced on-site, and who
are seeking reassurance regarding compliance with the Somerset County Council
Food Safety Policy, Nutritional Standards and other relevant legislation.
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Each Primary Academy will receive one assessment which covers food safety but not
service quality. If support is required in carrying out recommendations for action, this can be
acquired through the purchase of additional support in the resolution of the issues identified.
In addition this package can be upgraded to the Catering Health Check Package or the In
House Catering Service Package (All Academies) when we will be pleased to negotiate a
fee for the change of level of support.
It provides:
one annual visit to complete an assessment checking all aspects of compliance with:
the County Food Safety Policy
available evidence to demonstrate compliance with current compulsory
nutritional standards
other relevant catering legislation
written recommendations for action by the school in liaison with their caterer should
any instances of non-compliance be identified
an opportunity to upgrade to the Catering Health Check package or the In House
Catering Service (All Schools) package should the Food Safety Check (Hot Meals)
level of support prove insufficient, or if additional support is required with problem
resolution
unlimited email and telephone access to a Catering Adviser
FOOD SAFETY CHECK (PACKED LUNCHES) (Primary Academies)
This package is designed specifically for PRIMARY ACADEMIES that prepare a cold
packed lunch on site or purchase from any source other than the Central Contract,
and who are seeking reassurance regarding compliance with the Somerset County
Council Food Safety Policy, Nutritional Standards and other relevant legislation.
Each Primary Academy will receive one assessment which covers food safety but not
service quality. If support is required in carrying out recommendations for action, this can be
acquired through the purchase of additional support in the resolution of the issues identified.
It provides:
one annual visit to complete an assessment checking all aspects of compliance with:
the County Food Safety Policy
available evidence to demonstrate compliance with current compulsory
nutritional standards
other relevant catering legislation
written recommendations for action by the school should any instances of noncompliance
be identified
unlimited email and telephone access to a Catering Adviser
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FOOD SAFETY REFRESHER TRAINING (All Academies)
This package is suitable for ALL ACADEMIES who have retained a full catering
service at their school.
The Somerset County Council Food Safety Policy requires that catering staff and lunchtime
supervisors should undergo refresher training, in addition to accredited Level 2 training in
Food Safety in Catering (which should be completed every 5 years).
This course provides the required refresher training, through tutor-led discussion.
It provides:
A 90 minute session (approximately) at your school, at a time convenient for your
staff
An interactive session suitable for groups of 2 to 8
A course approved by the County Environmental Health Officer
A certificate of attendance for each candidate
Delivery:
This package can be delivered to staff from a single school or group of schools, at
one venue and in one session.
CATERING CONTRACT (All Academies)
A new up-to-date and OJEU-compliant Catering Services Contract Letting System has been
developed to help eligible Academy schools* who want to let their catering contract.
Key features are:-
For Academy schools to independently use – drive your own contract.
Suitable for most Academy schools who already have a contractor running their
service or are launching a new service.
Off the peg, ready to use, complete with guidance notes.
Flexible to the Academy school’s specific needs.
Verified for use by the Strategic Procurement Service to meet SCC Standing Orders
and current law.
Attract local and regional companies.
Initial meeting with Contract Support to ensure the package is appropriate to the
Academy school’s needs is FOC – all options will be explored.
Price on application.
If the Academy school wants support and advice with the process, our daily fee will
apply but package cost will be waived.
The Academy school will decide how much support it needs.
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* Eligible Academy Schools
If the Academy school is already receiving catering services from a third party organisation,
the Academy school can decide from the following options:-
1. To take the service in-house. This will involve a TUPE transfer for the existing
catering staff to the Academy school’s payroll. The governing body will then be
legally responsible for all aspects of the service.
2. Invite the SCC contractor, Mercury Alliance, to discuss the Academy school’s
catering needs. Due to the existing framework agreement, they can join the
contract at no cost on pre-arranged terms.
3. Invite BAM FM, under the BSF Contract, to discuss the Academy school’s
catering needs. Due to the existing framework agreement, they can join the
contract at no cost on pre-arranged terms subject to the agreement of the BSF
Strategic Partnership Board, which is an easily arranged process.
4. To use the ESPO National/Regional framework agreement 704, which is OJEUcompliant
and offers a free to Academy schools (as long as they select one of the
companies bidding) mini-competition between 8 companies on the regional list.
They will even support Academy schools through the process, which can either
be on-line or paper based. Details from Contract Support.
5. To engage in an open tender procurement exercise. The Academy school will be
responsible for the scope, process and outcomes. This will offer them the
opportunity to see which catering companies are in the market. The process can
take up to 6 months and will be subject to associated costs. This is what the new
contract is designed to help with.
In the event that catering services are currently provided in-house, options 2-4 above would
still be available. However, there will be TUPE and Pension implications that will need to be
fully considered and specific legal advice should be sought.
REFUSE AND RECYCLING COLLECTION CONTRACT MANAGEMENT PACKAGE
This package is suitable for ALL ACADEMIES.
All schools can take advantage of this package which is designed for those wishing to remain in the
county-wide refuse and recycling collection arrangements.
It provides:
management of the current contractual arrangements in liaison with the service provider
access to preferential charges and negotiation of annual price review
monitoring of the service provided by the contractor
resolution of all queries direct with the service provider in relation to any service delivery
problems
access to email and telephone helpline
PLEASE NOTE that this package (CONAC120) must be ordered in combination with the
Refuse and Recycling Collection Contract Sum Package (CONAC121).
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PAY AS YOU USE SERVICES (CATERING AND CLEANING)
Contract Support would be pleased to quote for any tailored or additional services required.
HOW TO ORDER THE SERVICE
Log in to the SSTEP Customer Ordering System and order your choice of package from:
Cleaning Foundation Package*
Employing Your Own Cleaning Staff*
The Catering Health Check Package*
In House Catering Management Review
In House Catering Service Package*
Cleaning Foundation and Health Check Discounted Package*
Employing Your Own Cleaning Staff and Health Check Discounted Package*
Cleaning Foundation and In House Catering Service Discounted Package*
Employing Your Own Cleaning Staff and In House Catering Service Discounted
Package*
Food Safety Check (Hot Meals)
Food Safety Check (Packed Lunches)
Food Safety Refresher Training
Catering Contract
Refuse and Recycling Collection Contract Management Package (includes
Refuse and Recycling Contract Sum Package – PLEASE NOTE that when
ordering this package (CONAC120) you must ALSO order the Refuse and
Recycling Contract Sum Package (CONAC121))
* 5% discount applies for purchasing the Cleaning Foundation or Employing Your
Own Cleaning Staff with the full Health Check Package or In House Catering Service
Package.
(Note: Please contact Contract Support direct if you wish to obtain a quote for any
additional Catering or Cleaning services on a ‘pay as you use’ basis.)
(Please note that the SSTEP COS is only available to members of the SSTEP Online
Ordering group who are authorised to order chargeable services for their school.)
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