Support services - Estates: building management policy (U01b)

2.1 Overall responsibility for each site lies with the senior officer in command, thus for divisional buildings this will be the LPA/divisional commander, for centralised sites this will be the head of department and at headquarters it will be the chief constable.

2.2 Day-to-day facilities management issues will be handled by the Head of Business Services. Non-routine matters such as planned contracts and issues of policy should be referred to the appropriate subject lead.

2.3 This procedure/SOP will explain the tasks which are considered under the generic heading of facilities management.

3.1 Access control systems

3.1.1 Access control systems are controlled by the head of Business Services who is responsible for administering the register of access control.

3.1.2 LPA/divisional commanders/heads of department will ensure that at least two nominated key holders are appointed and that clear instructions for the use of the access control system are available.

3.1.3 Each Head of Estate Services will maintain a register of access control systems and administer a programme of planned maintenance.

3.2 Asbestos

3.2.1 The estate services department at each headquarters will ensure that there are up to date asbestos surveys available for each building. It is the responsibility of the responsible individual for each building to ensure that their building has a copy of the asbestos survey and management plan and that any contractors working in their building are provided with full details of the presence of asbestos containing materials prior to any works commencing.

3.3 Boiler maintenance

3.3.1 Boiler maintenance is the responsibility of the force Head of Estate Services who will maintain a register of boilers and is responsible for the specification, procurement and management of a planned and reactive maintenance regime and safety certification for boilers.

3.4 Buildings insurance

3.4.1 Buildings insurance will be the responsibility of the chief finance officers who will take instruction from each head of estate services as to the sums insured to be utilised in each case.

3.5 Caretaking services

3.5.1 Day-to-day minor building issues will be undertaken by facilities assistants under the supervision of their line management.

3.6 CCTV systems

3.6.1 CCTV systems are the responsibility of the force Head of Estate Services who is responsible, with information technology services, for specification, procurement, installation and maintenance of CCTV systems.

3.7 Chemicals

3.7.1 Chemicals are the responsibility of the Head of Transport Services who is responsible for maintaining a register of chemicals and for the safe storage thereof, in accordance with statutory requirements.

3.8 Festival decorations

3.8.1 Festival decorations are the responsibility of the LPA/divisional commander/head of department who must ensure that all due regard to portable appliance testing and fire safety is exercised.

3.9 Cleaning and window cleaning

3.9.1 All cleaning and window cleaning is managed under a central contract placed by the head of Business Services who is responsible for specification, procurement and management of the cleaning contractors and to whom all cleaning enquiries should be referred in the first instance.

3.10 Equality Act compliance - disability access audits

3.10.1 Each Head of Estate Services will ensure that disability access audits are carried out at all Essex Police and Kent Police property and that, subject to funding and need, all necessary works arising are carried out.

3.11 Display energy certificates

3.11.1 Each Head of Estate Services will be responsible for arranging, procuring, specifying and managing a programme of provision of display energy certificates where appropriate.

3.12 Electrical plant

3.12.1 Electrical plant is the responsibility of each Head of Estate Services who will ensure that the statutory requirements are met.

3.13 Fire alarm systems

3.13.1 Fire alarm systems are the responsibility of each Head of Estate Services who is responsible for the specification, procurement and management of appropriate maintenance contractors. The responsibility for weekly fire alarm testing lies with the LPA/divisional commander/head of department or such person as he/she may delegate. A suitable log will be kept of all fire alarm testing. At headquarters and other centralised sites this testing is managed by the Head of Business Services.

3.14 Firefighting equipment

3.14.1 Firefighting equipment is the responsibility of Head of Business Services who is responsible for maintaining a register of firefighting equipment and for the specification, procurement and maintenance of firefighting equipment.

3.15 Fire risk assessments

3.15.1 Fire risk assessments are the responsibility of the LPA/divisional commander/head of department who will be responsible for ensuring that a competent person carries out an appropriate assessment. A copy of the fire risk assessment will be maintained at and be accessible at all times in the building concerned. The Head of Business Services will maintain a central register (including copy fire risk assessments) to ensure that these are carried out for all buildings, revised as required and relevant.

3.16 Flagpoles

3.16.1 Flagpoles are the responsibility of the head of Business Services who is responsible for procedure relating to flag flying and for maintaining a register of flagpoles and will instruct the force Head of Estate Services in respect of the specification, procurement and maintenance of flagpoles.

3.17 Front counters

3.17.1 Front counters are provided and maintained by the force Head of Estate Services. The Head of Corporate Communications in each force is the lead on style, appearance and management of front counters and will determine the countywide approach.

3.18 Fuel interceptors

3.18.1 Fuel interceptors are the responsibility of the force Head of Estate Services who is responsible for maintaining a register of fuel interceptors and for the maintenance of fuel interceptors.

3.19 Gas plant

3.19.1 Gas safety is the responsibility of the force Head of Estate Services who will ensure that the statutory requirements are met.

3.20 Gate entry systems

3.20.1 Gate entry systems are the responsibility of the force Head of Estate Services who is responsible for the specification, procurement and management of appropriate contractors who provide a planned and responsive call-out service.

3.21 Grounds maintenance

3.21.1 All grounds maintenance is dealt with under a central contract placed by the Head of Business Services who is responsible for the specification and procurement of the grounds maintenance contract. The Head of Business Services is responsible for management of the grounds maintenance contract and is to whom all grounds maintenance enquiries should be referred to in the first instance.

3.22 Gym equipment

3.22.1 Due to different department functions and funding matters the procedures regarding gym equipment are identified as follows:

3.22.2 Essex – all gym equipment is owned exclusively by Essex Police. The ultimate responsibility for all gym locations and gym equipment sits with the relevant divisional commander, who will ensure a SPOC, single point of contact, is appointed for ongoing matters and liaison with personal safety training team.

3.22.2.1 ‘Approved status’ – all Essex Gyms will have ‘approved status’ which means they are approved for use following inspection by the personal safety training team and health and safety department and formally approved by the Essex force Health and Safety Committee.

3.22.2.2 In terms of safety and inspection reviews of all Essex gyms and equipment, this will be conducted by an approved contractor, which will be organised via the personal safety training team and Business Services.

3.22.3 Kent – apart from the Maidstone HQ gym, all Kent gyms and gym equipment is owned by the KPRA (Kent Police Recreation Association) and that association shall be responsible for the specification, procurements, administration and management of the gym equipment maintenance. The Head of Kent Staff Safety Unit, SSU, will be responsible for the HQ gym and equipment.

3.23 Gutters

3.23.1 Day-to-day responsibility for gutter cleaning lies with Head of Business Services where special equipment is not required. The force Head of Estate Services will deal where specialist contractors are required. At headquarters this cleaning is managed by the force Head of Estate Services.

3.24 Helicopter landings

3.24.1 Helicopter landings will be controlled by the Head of Crime and Incident Response who will be responsible for compliance with all statutory requirements and will ensure in particular that a log of all landings is maintained.

3.25 Intruder alarms

3.25.1 Day-to-day responsibility for intruder alarms lies with the LPA/divisional commander/head of department. The LPA/divisional commander/head of department will ensure that at least two nominated key holders are appointed and that clear instructions for the use of the intruder alarm are available.

3.25.2 The force Head of Estate Services will maintain a register of intruder alarms and administer a programme of planned maintenance.

3.26 Lifts

3.26.1 Lift maintenance is the responsibility of the force Head of Estate Services who will maintain a register of lifts and is responsible for the specification, procurement and management of planned and reactive maintenance and safety certification of lifts.

3.27 Meeting rooms

3.27.1 Meeting rooms will be centrally controlled by Head of Business Services where practical and different types of meeting rooms, such as breakout space, should be employed in addition to normal bookable cellular space.

3.28 Parking

3.29.1 The management of parking will be the responsibility of the LPA/divisional commander on LPAs/divisions; heads of departments or the most senior officer or manager in the adjacent buildings at other locations including at headquarters.

3.29 Permits to work

3.29.1 Day-to-day responsibility for permits to work lies with the LPA/divisional commander/head of department.

3.29.2 Each head of Estate Services will act as lead officer in the provision of guidance regarding permits to work.

3.30 PFI buildings

3.30.1 Within PFI buildings the day-to-day running of the buildings services will lie with the PFI provider. However, LPA/divisional commanders/head of departments remain ultimately responsible for ensuring that statutory occupier’s liabilities are met.

3.31 Plant rooms

3.31.1 Plant rooms serve a specific role in operating building services. They are not to be used as storage rooms without specific clearance from the force Head of Estate Services. LPA/divisional commanders/heads of departments are responsible for ensuring that they are kept clear. LPA/divisional commanders/heads of departments must ensure that plant rooms are kept secure but that there are at least two nominated key holders and that emergency access procedure is in place.

3.32 Portable device testing

3.32.1 Portable device testing is the responsibility of Head of Business Services who will arrange for all portable devices to be tested periodically.

3.33 Proximity card systems

3.33.1 Day-to-day management of proximity access card systems are the responsibility of the Head of Business Services in consultation with LPA/divisional commander/head of department who will control issue and authorise access rights.

3.33.2 The Head of Business Services will maintain a register of proximity card systems and is responsible for the specification, procurement and management of planned and reactive maintenance of proximity card systems.

3.34 Pressure vessels

3.35.1 The force Head of Estate Services will maintain a register of pressure vessels and is responsible for the specification, procurement and management of planned and reactive maintenance of pressure vessels.

3.35 Public use of police facilities

3.35.1 All public use of police facilities must be authorised by the LPA/divisional commander/head of department. All public use of police facilities must be supervised by a nominated Essex Police and Kent Police representative who shall be the single point of contact for the user.

3.35.2 All public use of police facilities must be recorded in a log held by the Head of Business Services.

3.36 Riser cupboards

3.36.1 Riser cupboards serve a specific role in operating building services. They are not to be used as storage cupboards without specific clearance from the force Head of Estate Services. LPA/divisional commanders/heads of departments are responsible for ensuring that they are kept clear. LPA/divisional commanders/heads of departments must ensure that riser cupboards are kept secure, that there are at least two nominated key holders and that an emergency access procedure is in place.

3.37 Safes and secure cabinets

3.37.1 LPA/divisional commanders/heads of departments are responsible for safes and secure cabinets in their buildings.

3.37.2 The force Head of Estate Services must be consulted prior to the installation of any safe or secure cabinet to ensure that floor loadings are adequate for the weight.

3.38 Sale of third party goods

3.38.1 LPA/divisional commanders/heads of departments are responsible for the sale of third party goods on their sites.

3.39 Server rooms

3.39.1 Server rooms fulfill a specific role in operating building services. They are not to be used for other purposes without specific clearance from the Head of Information Services. LPA/divisional commanders/heads of departments are responsible for ensuring that they are kept clear and secure, and that there are at least two nominated key holders and that an emergency access procedure is in place.

3.40 Snow

3.40.1 The Head of Business Services will make arrangements for the provision of stocks of gritting salt and for arranging snow clearance as required.

3.41 Utilities

3.41.1 The Head of Procurement is responsible for negotiating contracts for the supply gas and electricity advised as necessary by the force Head of Estate Services who is the technical lead. Estate Services department is responsible for authorising payment of invoices.

3.41.2 The energy manager will verify that consumption shown on the invoices is supported by meter readings submitted by facilities assistants for the supplies concerned. Head of Business Services will process payment of invoices.

3.42 Waste

3.42.1 Waste management contracts are the responsibility of the Head of Business Services who will maintain a register of sites served by the waste management contracts and is responsible for the specification, procurement and management of waste management contracts.

3.43 Water coolers

3.43.1 Water coolers are the responsibility of the Head of Business Services who will maintain a register of water coolers and arrange for the specification, procurement and management of water coolers to ensure the continued health and safety of these facilities.

3.44 Water testing

3.44.1 Water testing is the responsibility of the force Head of Estate Services who will arrange for the specification, procurement and management of suitable water testing schemes to minimise the outbreak of Legionella.

4.1 An EIA has been carried out and shows the proposals in this procedure/SOP would have no potential or actual differential impact on grounds of age, sex, disability, race, religion or belief, marriage and civil partnership, sexual orientation, gender reassignment and pregnancy and maternity.

5.1 This procedure/SOP has been scored as being a medium risk to Essex Police and Kent Police.

6.1 Technical consultation has taken place with LPA/divisional commanders, specialist heads of department, support services heads of department and the Health and Safety department.

7.1 The procedure/SOP will be monitored by, or on behalf of, each head of Estate Services to ensure that it remains accurate and compliant with both legislation and national/local drivers.

7.2 This procedure/SOP will be reviewed every three years by, or on behalf of each head of Estate Services to ensure that it is accurate and fit for purpose.