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Buckinghamshire Traded Services

Frequently Asked Questions

Frequently Asked Questions

How do I contact the Property Services team?

All contact with the Property Services team should be through the Property Service Desk. Ideally, this should normally be via the request form found on the opening page of this Premises & Property section. However in emergencies please use the phone which is answered 24/7.

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Can the Property Service Desk be contacted out-of-hours?

The Property Service Desk phone number is manned 24/7 although when the desk itself closes outside of normal office hours, the line switches through to a call centre that will process the call on our behalf and allocate a call out if necessary. Please note - contact should only be attempted in emergencies using the out-of-hours number.

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Do schools have their own dedicated building surveyor?

A  Surveyor will be allocated to an enquiry based on availability.

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Does Property offer any energy advice?

There is a dedicated Energy Team within Buckinghamshire who can advise on energy matters. Their particulars can be found on the Schools Web and are contactable via email energy@buckinghamshire.gov.uk

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How is the Property Service delivered?

There are 3 elements to our Property package: Membership, Planned Preventative Maintenance and Reactive works.

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How do I log a reactive works request?

You can locate an E-Form on 'SchoolsWeb Premises and Property zone'.

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How is my reactive work request managed?

Once we receive your form, we will enter this for our contractor framework with a priority ranking. A contractor will then call the school at least 24 hours before visit to confirm attendance to conduct the fix or inspect the problem further.

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I have heard about the 'K2 portal' what is it? When can I access it?

The K2 portal is currently growing to build in schools and contractor access. This will give you access to servicing and works updates as well as relevant Property documents such as historical certifications and drawings or plans.

We are working with the external K2 developers and internal IT department to move K2 onto the cloud. We are working to a deadline of the end of 2020, but we already have a small cluster of schools testing functionality.

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Will the approved contractors be using their own or sub-contracted labour?

The approved contractors will use their labour and the team will approve any sub-contracting in advance.

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Are the Authority’s approved contractors familiar with working in schools?

Yes. Part of the procurement process is to ensure that all the approved specialist contractors are familiar with working in schools. A number of these are familiar with Bucks schools. As part of the procurement process, the Authority’s approved contractors have confirmed that all their site operatives have been DBS checked.

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Can schools use their own contractors to carry out required maintenance work?

All schools can use their contractors. The Property Service Desk will dispatch an approved contractor to attend site to at least make a site safe etc when they receive a request and provide a subsequent quotation for any remedial works, this will be shared with the school for their approval before beginning work. Please also note that the Authority’s approved contractors all have insurances and health and safety accreditation

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What are the maintenance responsibilities of the school and the Authority?

The responsibilities for controlled schools remain can be found within the following pages. Schools who do not utilise the property service are entirely responsible for the maintenance of their buildings.

Procedure responsibilities for repairs

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What are the differences between reactive maintenance, Planned Preventative Maintenance and maintenance capital programme work?

Reactive maintenance is the reaction to an emergency where attendance is required quickly to make a school site safe. PPM (planned preventative maintenance) is the servicing and statutory testing of all a school’s relevant plant and equipment that requires regular inspection. Capital programmed work is maintenance works that have been identified during an inspection or condition surveys that are planned to be carried out when capital finance is made available.

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Can I see my latest Planned Preventative Maintenance (PPM) or servicing schedule for our site?

Yes, certainly. Please email Tradedservices@buckinghamshire.gov.uk and we can send you the latest file. Revised PPM’s will be emailed around May/June, but with access to K2 you will be able to see a plan for the next 5 years.

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