Buildings and Estates
Building Connections
Annual Report 2019
Director’s Message.......................................................................................... 04
02.
Introduction.......................................................................................................05
03.
Did You Know? ............................................................................................... 06
04.
Our Brief ............................................................................................................ 08
05.
Mission and Vision ....................................................................................... 09
06.
Our Team ...........................................................................................................10
07.
Organisation Chart......................................................................................... 12
08.
Strategic Plan 2017-2021 Progress Report............................................14
09.
Department Activities ................................................................................18
10.
List of Accolades/Commendations 2019..............................................37
11.
Department Initiatives..................................................................................38
12.
Quality.................................................................................................................. 44
13.
Capital Projects.................................................................................................50
14.
Recurrent Expenditure ...............................................................................54
15.
In Memoriam ....................................................................................................62
16.
Contact Us...........................................................................................................63
Contents
01.
Director’s Introduction The University of Limerick has a proud tradition in presenting a beautiful campus with excellent facilities to the benefit of our students, staff faculty and the wider community. The University has expanded steadily and now has embarked on strategies that will see a significant further increase in student and indeed staff and faculty population. This will require a commensurate increase in facilities and plans are being developed to meet this challenge. In this report, you will find details of progress on major capital works including a new Student Centre and new Climbing Wall facility together with details of other works that have been either commenced or completed during the year along with details of planned works. The year saw the acquisition of the former Dunnes Stores in the city centre. This will form a major part of the physical development in the coming years. A draft plan for the Framework for Physical Development is nearing completion. This will form the basis of future development planning on the main campus. Exciting times ahead! The Buildings and Estates Department team continue to contribute greatly to the overall maintenance and development of the campus, which is a very special environment and I would like to acknowledge and thank each of them for their continued hard work and dedication. Robert Reidy, Director
4 | Buildings and Estates Annual Report 2019
B&E is responsible for, amongst other things, new buildings and works projects, maintaining the campus building fabric and associated building plant, maintaining campus grounds, cleaning, waste management, portering, traffic and parking management, space planning and management,
the safety of the built environment, goods receiving, security and energy management. B&E comprises 46 full-time UL direct staff, 46 full-time contract maintenance staff, 57 full- and part-time security staff and 63 full- and part-time cleaning staff. In addition to the full-time contract staff, B&E hires specialist contractors to maintain items such as safety systems and other mechanical and electrical systems. B&E’s current organisational structure is depicted on the organogram on page 12.
Introduction
Buildings and Estates (B&E) is a customer-driven department that aspires to providing an excellent service to the UL campus and wider community. The B&E mission is to support the University to achieve its goals; its vision is to provide outstanding physical facilities for the pursuit of academic, cultural and recreational activities; its ethos is to sustain and seek to continually improve the quality of the services it provides to the campus community.
The key processes that B&E follows to carry out its responsibilities are included in the flowchart below.
Quarterly Business Review
Quality
Department Quality Manual
Policy
KEY SERVICE PROCEDURES
QMS PROCEDURES
Management of Capital Projects
Documentation Management Departmental / Management Communication Employee Satisfaction
Maintenance and Minor Works Measurement and Continual Improvement
Training and Continuing Professional Development Continual Improvement and Customer Satisfaction Self-Assessment
Space Cleaning Waste Management Portering operations Goods Receiving and Distribution Furniture provision
Customer Interaction and Feedback
Process structure and interaction
Insurance Security Key Control Parking Grounds Maintenance Energy and Water
Customer Satisfaction
Signage
Buildings and Estates Annual Report 2019 | 5
Did you know? 6 | Buildings and Estates Annual Report 2019
Some facts about activities carried out on behalf of University of Limerick by Building and Estates in 2018 / 2019.
162+
OUTDOOR EVENTS SUPPORTED IN 2019
UL IS PART OF THE ALL-IRELAND POLLINATOR PLAN WHICH AIMS TO CREATE AN IRELAND WHERE POLLINATORS CAN SURVIVE AND THRIVE.
7,151
COMPLETED MAINTENANCE REQUESTS
90%
MAINTENANCE REQUESTS CLOSED WITHIN 3 DAYS
x36 258,162m²
OF SPACE MANAGED 258,162M². THAT’S 36 SOCCER PITCHES
2,271 379
6
EMERGENCY SECURITY BEACONS INSTALLED
80
SMALL CAPITAL PROJECT ENQUIRIES
6th
CAR PARKING SPACES ON THE SOUTH CAMPUS ON THE NORTH CAMPUS
IN UI GREEN METRIC SUBURBAN RANKINGS
#1 in Ireland for CAMPUS ENVIRONMENT AND BUILDINGS (INTERNATIONAL STUDENT BAROMETER 2018)
Buildings and Estates Annual Report 2019 | 7
Our Brief
Reporting to the Director, Management Planning and Reporting, Buildings and Estates’ brief includes the following functions:
8 | Buildings and Estates Annual Report 2019
>
New building and works projects
>
Maintenance of the campus building fabric and associated building plant
>
Maintenance of all campus grounds, sports fields, roads, pavings, water features, lighting and services, both underground and above
>
Energy management
>
Security
>
Traffic and parking management
>
Cleaning
>
Waste management
>
Portering service
>
Goods receiving and distribution
>
Space planning and management
>
Insurance
>
Land acquisition including legal issues
>
Signage
>
Key management
>
Liaison with Higher Education Authority and Department of Education and Skills re. buildings and physical development matters
>
Furniture – procurement and maintenance
Vision The Buildings and Estates Department delivers services to ensure the provision of outstanding physical facilities for the pursuit of academic, cultural and recreational activities. The Buildings and Estates Department provides the framework for the infrastructure that realises this vision through the campus/physical development plan.
Mission The University of Limerick’s mission is to build on the expertise of its scholars in creating, harnessing and imparting knowledge for the benefit of its students and the enrichment of its community. This mission shapes that of Buildings and Estates, which is to support the University to achieve its goals.
Buildings and Estates Annual Report 2019 | 9
The 46 staff members of Buildings and Estates Department are listed below.
Director
R. Reidy
Engineering Services Manager
T. Considine
Buildings Officer
P. McMahon
Projects Manager
G. Manning
Projects Officer
I. O’Donoghue
Facilities Managers
G. Hallinan, E. Gaffney, S. Collins
Energy Manager
C. Fogarty
Building Services Engineer
E. Crowe
Administration Manager
C. Donnellan
Space Manager
B. Considine
Senior Administrator – Procurement and Compliance
J. Murphy
Administrators/PA Support
K. Fraher, K. O’Connor (part-time), C. Kirwan, A. Lee, M. Hartigan
Goods Inward Technician
J. O’Callaghan
Safety Co-ordinator
E. Meagher (part-time)
Goods Inward Operative
M. Clifford
Resident Engineer
O. Downes
General Services Supervisor
D. Corrigan, J. McDonnell (acting)
Senior Porter Attendants
T. O’Sullivan
Porters
T. O’Donnell, D. Madden, A. Beville, D. Hogan, J. Mulligan, N. McCarthy, M. Collins, S. Kett, R. Cosgrave, J. Kett, B. McInerney
Grounds Manager
J. O’Sullivan
Grounds Forepersons
D. Walsh, N. Copse
Grounds Staff Student Co-op Placement (Smarter Travel)
10 | Buildings and Estates Annual Report 2019
M. Morrissey, P. McGrath, E. Barry, N. Noonan, M. O’Kelly, V. Fraher, D. Meehan C. Asmus
Our Team Buildings and Estates Annual Report 2019 | 11
Organogram
Director Buildings & Estates Robert Reidy
Energy Manager Chris Fogarty Engineering Services Manager Tony Considine
Goods Inwards Technician Jim O’Callaghan
Personal Assistant Marian Hartigan
Space Manager Brian Considine
Buildings Officer Pat McMahon
Grounds Manager John O’Sullivan
Facilities Managers (3) Gerald Hallinan Sean Collins Eilis Gaffney
12 | Buildings and Estates Annual Report 2019
Projects Manager Ger Manning
Projects Officer Ian O’Donoghue
Administration & Insurance Manager Cliona Donnellan
Senior Administrator Procurement / Compliance Jane Murphy
Mechanical & Electrical Maninenance Contractors
Building Services Engineer Eric Crowe
Goods Inwards Operative Mike Clifford
Grounds Foreman (2) Denis Walsh Noel Copse
Grounds Staff (5)
Grounds Maintenance Contractors
Services Supervisor (Acting) James McDonnell
Senior Porter (1) Tony O’Sullivan
Porters (12)
Security Contractors
Buildings Maintenance Contractors
Cleaning Contractors
External Consultants
Administration Kelly O’Connor (PT)
Administration Karen Fraher Carmel Kirwan Amanda Lee
Buildings and Estates Annual Report 2019 | 13
Strategic Plan 14 | Buildings and Estates Annual Report 2019
Buildings and Estates Strategic Plan 2017-2021 Progress Report In 2017, Buildings and Estates published a five-year strategic plan to provide a medium-term development and management plan both for the department itself and the UL estate. The plan was written to align with and support Broadening Horizons, UL’s strategic plan 2015-2019. Whilst the activities of B&E have always supported the strategic direction of the University, this was the first strategic plan devised by B&E. To support the UL plan, B&E identified the following five pillars around which to formulate its own plan. An overview of the status in December 2019 of each pillar is presented below.
2.2
Infrastructure improvement plan
2.3
Space strategy
2.4
Vehicular access strategy
2.5
Sustainability strategy
2.6
Excellence
Buildings and Estates Annual Report 2019 | 15
Strategic Plan 2019 Update
2.2 Infrastructure improvement plan
2.3 Space strategy
2.4 Vehicular access strategy
*Subheading updated to reflect current status 16 | Buildings and Estates Annual Report 2019
2.2.1 Capital development plan
Construction of the new Student Centre and Climbing Wall commenced.Work on repurposing Park Point unit 2 for CONFIRM is underway. University purchased former Dunnes Stores in Sarsfield / Liddy Street. Services etc. being brought back in to commission. Plan will be designed for the development of the site. The University also purchased Larkins House at the entrance to the University. See also 2.2.3
2.2.2 Refurbishment plan 2016–2018
UL Executive have funded a number of items not envisaged when this plan was written.These include items such as Fire Safety Works across a number of buildings, the External Lift at the Foundation Building to address accessibility and repair to broken main watermain. Funding to facilitate resurfacing of the Main Avenue in 2020 secured.
2.2.3 Campus and landscape development plans
The Campus Masterplan which is being renamed as the Framework for Physical Development is due to be launched early in 2020. The Campus Landscaping Masterplan will follow.
2.2.4 Parking for special campus and sports events
Additional parking for special campus and sporting events in place as part of Maguires Pitches development. A Link road work from Kilmurry to the University Road (at Troy Studios) will commence in Q1 2020.
2.2.5 Student accommodation
Refurbishment of the second half of Dromroe Village was completed during summer 2019.
2.3.1 Management of existing spaces
The Campus Masterplan which is being renamed as the Framework for Physical Development (FPD) is due to be launched early in 2020. B&E contributing to the FPD.
2.3.2 Space planning
Draft terms of reference and membership for a Space Management Committee are expected to be ratified by the Executive Committee imminently.
2.4.1 10-minute city-to-UL link
LCCC together with the National Transport Authority have commenced work on developing a Limerick Shannon Metropolitan Area Transport Strategy. B&E submitted its/UL’s vision for a Transport Strategy for the Limerick Shannon Metropolitan Area in Aug 2019 in response to a call for submissions.
2.4.2 Limerick Northern Distribution Road*
UL carried out works on campus to create a northern exit route. This may operate on an agreed and permanent basis pending discussion with the Local Authority.
2.4.3 University Road exit at National Technology Park*
Limerick County Council to commence works on ‘University Road’ serving Troy Studios, Hamilton House etc. circa April 2020. The junction improvement will enable UL to complete road connection into Kilmurry Village and thereby creating a third exit on to Plassey Park Road for UL traffic. Completion targeted for autum 2020 though other work on Plassey Park Road onto Dublin Road adjacent to Vistakon are currently underway and have been prioritised
2.5
2.5.1 ISO 50001
A condition survey template has been devised and is to be populated for all buildings.
2.5.2 Energy behaviour change
Physical infrastructure to enable commissioning of the Office of Public Works (OPW) energy monitoring and targeting (EM&T) system now in place. Commissioning to take place in Q1 2020. OPW have commenced an energy review of buildings.
2.5.3 Waste management
Recently deployed water bottle filling stations issued 383,189 no. 330ml dispenses over the last quarter. EPS/ UL named as winner of the Best Green Procurement Project 2019 at a national awards ceremony. Details of the project circulated to all within the Department of Education and Skills.
2.5.4 Biodiversity action plan
UL has signed up to the All Ireland Pollinator Plan
2.5.5 Ground water
Ground water used at (i) Maguires Pitches, (ii) Arena, (iii) PESS and (iv) Shcrodinger. Filtering system in the Arena,PESS and Schrodinger to be upgraded.
2.6.1 B&E staff plan
The process to recruit 3 no. new porters has commenced.
2.6.2 Quality management system
Quality Self Assessment Report (SAR) for external review was issued to Quality Support Unit in December.
Sustainability strategy
2.6 Excellence
B&E quality self-assessment took place. Quality Manual and all Quality Procedures reviewed. These have been added to the B&E Quality Improvement Plan. Preparations continuing for the External Quality Review scheduled to take place in March 2020.
2.6.3 Customer engagement
New method of collecting customer feedback trialled using Office 365 software. 725 no. recent customers surveyed.22% response rate. Feedback overwhelmingly positive. Exercise to be repeated in Q1 2020.
2.6.4 Stakeholder engagement
Stakeholder engagement ongoing. Focus groups with staff and students took place in September faciliated by an external moderator.Overall feedback was extremely positive.
2.6.5 Benchmarking
UL maintained its position as 20th in the world in the UI Green Metric rankings despite a rise in numbers of Universities entering. Application for the Times Higher Education Impact Ranking currently being prepared.
2.6.6 Technical improvements
Report due by Q1 2020 on the merits/demerits and costs of installing a CAFM (Computer-aided facility management). New Grounds fleet due for delivery in January 2020.
Buildings and Estates Annual Report 2019 | 17
Department Activities
18 | Buildings and Estates Annual Report 2019
Electricity
Maintenance to the campus 10,000 Volt Electricity Supply and Distribution Network As a very large consumer of electricity, UL purchases electricity at 10,000 Volts (as opposed to 240 V for domestic supplies). This electricity is distributed around the campus at 10,000 Volts and is transformed down to usable levels (240/400 V) within individual buildings. UL is actually made up of two separate networks fed from two separate supplies, one supplying power to the North Bank and the other serving the South Bank. Electricity is distributed around campus to individual buildings at 10,000 volts via the high voltage distribution network. Having entered the campus, this infrastructure is now the property and responsibility of the University. As it enters each building, the electricity at 10,000 volts passes through special switchgear and on to a transformer that reduces the voltage to normal safe usable levels as you would find at home (i.e. 240 volts). This 240-volt electricity is then distributed through the main low voltage (LV) distribution panel to individual panels that feed sections of the building. From there the electricity is distributed to individual lighting and sockets circuits and to special panels controlling plant such as boilers, pumps, fans, lifts, etc. The high tension switchgear and transformers require regular maintenance in order to ensure a safe and reliable supply of electricity throughout the campus. This requires: the procurement and appointment of specialist contractors; a major involvement by Buildings and Estates Staff in the lead-up and on the day; and most importantly, as the work requires a significant power outage, the cooperation of the campus community. Maintenance is required on each network, North Bank and South Bank, every twenty four months. To give the campus community as much advance notice as possible the dates have been fixed for the 2nd Saturday in November going forward.The outages will alternate as follows: South Bank: Every ODD year - 2019, 2021…etc. North Bank: Every EVEN year -2020, 2022…etc. The last maintenance event took place on Saturday 09th November 2019 from 07h00 to 20h00. Due to the amount of energy waiting to surge through the system, the “switchon” at the end of the maintenance outage is always a nail-biting time with the ability to re-open buildings obviously dependant on having electricity available to power system and in particular safety system. Fortunately, to date, Buildings and Estates has never failed to restore power in time. This is largely due to thorough planning, competent operators and supervisors and thorough risk assessment of all potential threats. Total involved in works on campus during the MV maintenance shutdown: 10no. UL electricians
2no. PowerOhm
23no. H&MV Engineering
2no. H&F Electrical
6no. PSE Engineering
4no. Pure Electrical
Buildings and Estates Annual Report 2019 | 19
Insurance
The following insurance policies are administered by the Buildings and Estates Department on behalf of the University of Limerick and Specified Associated Bodies:
Property Damage & Business Interruption, Public & Products Liability, Employers’ Liability, Professional Indemnity, Motor, Computer, Directors and Officers Liability, Personal Accident, Travel –staff and Erasmus students, Marine Hull, Crime, Engineering, Fine Arts, Environmental Impairment Liability, Cyber Liability and a single Medical Malpractice insurance policy for a particular contract and a single Clinical Trials policy for a particular research project. UL is a member of the IIMG (Intervarsity Insurance Management Group). The purpose of the group is to ensure that all opportunities for collaborative working are identified and evaluated in the short, medium and long term and to assist in ensuring that an effective insurance programme is in place across the six universities. The members are: UL, UCC, NUI Maynooth, NUI Galway, TCD and DCU. IIMG collectively purchase Property Damage/Business Interruption, Employers Liability, Public/Products Liability, Professional Indemnity and Motor insurance. The OGP took over the competition for Insurance Brokers in 2016 and are currently assisting IIMG in the preparation of the 2020 Insurance Brokers tender. The OGP also tendered insurance underwriting services on behalf of the IIMG in 2018. Premiums rose again this year, reflecting the hardening of the insurance market and the claims rebate is not available this year due to losses. However, an annual bursary is available from the property insurance underwriters, to each of the IIMG member institutions, to spend on preventative works to protect property, as agreed with the underwriter. UL has used the 2018 bursary for preventative works involving the installation of an Isolation Chamber at the PESS building to reduce the risk of an ingress of water, in the event of rising river levels. In 2019 the IIMG insurance brokers arranged two forums on the following subjects; “Student Clubs and Societies Risk Management”, in order to assist each institution to further develop their risk management processes, in an increasingly complex environment, around proper governance, structures, finance and GDPR/Data Management. UL Student Life was invited to speak as an example of best practice. “Property Risk Management”, this forum aimed to provide guidance around Property Damage/Business Interruption Claims, Best Practice for Constructing New Buildings/Key Underwriting Factors, Advice in relation to capital projects in terms of contractor’s insurances (tender requirements/checking insurance details), use of Public Works contract, importance of the contractor’s public liability insurance for existing buildings and The Benefits of Owner Controlled Insurance Programmes. Both events were well attended by IIMG members representatives from the relevant departments/divisions. The overall priority for IIMG for 2018/19 was to provide a clear understanding of the Legal and Insurance Challenges in Patient Focused Clinical Research. This is a subject of common interest to all IIMG members and to this end; a working group was established:
20 | Buildings and Estates Annual Report 2019
Corporate Enabling of Clinical Research The purpose of CECR was to agree an overall process for the management of governance, legal and insurance issues associated with Academic sponsored clinical research, Universities, funders and the HSE.This brought together all stakeholders in the clinical research space to share challenges and propose solutions. The CECR management structure (represented in the organigram below) included a Steering Group and six working groups namely; Governance and Leadership, Sponsorship and Quality, Insurance, Contracts and Legal, Resourcing of Sponsorship and Clinician Engagement and Support. A project manager was appointed for all of the working groups.
Co-Chairs
Steering Group
Project Manager
Governance and Leadership WG
Sponsorship and Quality WG
Insurance WG
Resourcing of Sponsorship WG
Contracts and Legal WG
Clinician Engagement and Support WG
As well as the IIMG members, two more third level institutions UCD and RCSI (Royal College of Surgeons of Ireland) participated, and stakeholders; HRB (Health Research Board), CRCI (Clinical Research Coordination Ireland), EI (Enterprise Ireland), MUH (Mercy University Hospital, Cork), CRDI (Clinical Research Development Ireland), HSE (Health Service Executive) and SCA (State Claims Agency) joined various working groups. CECR launched their completed report on 5th November 2019 in Dublin. The launch was attended by the CECR Board, working group members and some of the Stakeholders.
IIMG / B&E Insurance Future Goals Buildings and Estates operate in an ever-changing environment and strive to stay abreast of new developments within the insurance space, as UL strives to grow their share of regulated and unregulated clinical trials. IIMG insurance brokers will continue to assist with arranging forums on topics of growing interest to the group.
Buildings and Estates Annual Report 2019 | 21
Campus Cleaning
Buildings and Estates is responsible for cleaning UL’s academic buildings. The work is carried out by Bidvest Noonans cleaning contractors. The cleaning of buildings is carried out between 6pm and 2am, Monday to Friday. All general areas and teaching spaces are cleaned daily. Offices are cleaned twice a week on an agreed cleaning schedule, which is available on the cleaning section of the B&E website. Daytime janitorial staff provide a toilet service from 9.00am to 5.00pm, Monday to Friday, and attend to any emergency cleaning situations that might arise during these hours. To cater for numerous academic events as well as the growing number of other conference events that occur on campus weekly throughout the year, a flexible cleaning service is provided to meet the specific requirements of each event. The contract for the provision of cleaning services for the university was tendered in 2019 in consultation with the Office of Government Procurement (OGP). The contract was awarded in August 2019 and the duration is according to the guidelines of the OGP. External glazing is cleaned by a specialised cleaning crew between July and September annually, when the campus is at its quietist.
Cleaning Contractors Campus Site Manager
1
Senior Supervisor
1
Supervisors 12 Cleaning Operatives
49
22 | Buildings and Estates Annual Report 2019
Campus Security
The Buildings and Estates Department is responsible for the security of the UL campus buildings and the safety of the 10,000 daily users of the campus. Buildings and Estates aims to provide a safe and secure environment for staff, students, invited guests and visitors while on campus. To achieve this aim, porter staff within the buildings provide in-house security to complement the work of the campus security officers, who generally patrol the campus externally during normal working hours. Outside of normal working hours, the security officers take total responsibility for the security of the campus. Campus security staff comprise a security site operations manager, a campus security manager, duty supervisors and security officers (full-time and part-time) who provide 24/7 cover 365 days of the year. The campus security remit includes the management of traffic in and out of car parks and the constant stream of delivery/collection vehicles required to support UL’s daily operations. 2019 saw the fit out of space to provide a new security control room to replace existing Lodge which was demolished to make way for the new Student Centre.
Security Contractors Security Operations Manager
1
Security Campus Manager
1
Supervisors 6 Full time officers
12
Part time officers
37
Buildings and Estates Annual Report 2019 | 23
Maintenance
Customer Generated Maintenance Requests Trend Summary 2018 / 19 Period: From 1 October 2018 - 25 September 2019 Days 243 Requests
Total
Days to Complete Avg per Week
3 or less
5 or less
2,294
47
91%
95%
3,142
65
89%
95%
Mechanical
1,715
35
93%
95%
Total:
7,151
147
90%
95%
Builders Electrical
Note: Days above are nett working days and exclude weekends, holidays etc.
Maintenance Requests Completed - % in 3 and 5 working days Maintenance Trends Master Summary Working Days Year
5 or less
3 or Less
2007/08
96%
89%
2008/09
95%
89%
2009/10
97%
89%
Maintenance Contractors
2010/11
96%
91%
Manager
1
2011/12
94%
90%
Supervisors
4
2012/13
95%
89%
Electricians
6
2013/14
91%
83%
Apprentice Electricians
3
2014/15
95%
91%
Plumbers
7
2015/16
96%
92%
Service Engineer
1
2016/17
95%
91%
Carpenters
8
2017/18
96%
91%
General Operatives
8
2018/19
95%
90%
Grounds Contractors
7
Running Average
95%
90%
Maintenance Admin Staff
1
* = Year to Date
24 | Buildings and Estates Annual Report 2019
Period:
From
To
Days
3 Oct 18
24 Sep 19
241
No. of Works Received:
406
(Per Week):
8.42
Rejected:
Rejected by Buildings
4
Not Minor Work
12
Cancelled by Customer
21
Total
37
Works:
Authorisation To Proceed Received
255
Minor Works
Minor Works Trends 2018/19
Minor Works Received Per Year Year
2014-15
2015-16
2016-17
2017-18
2018-19
231
212
222
383
406
450
Minor Works Received
400 350 300 250 200 150 100 50 0
2014/15
2015/16
2016/17
2017/18
2018/9
Buildings and Estates Annual Report 2019 | 25
Small Capital Projects
Essential building upgrade projects are carried out annually by Building and Estates and are classified as small capital projects, i.e., under the EU procurement value threshold. The types of project carried out can be categorised as health and safety, energy and money saving, building reorganisation and refurbishment, or customer project requests. The table shows some projects completed and underway in 2019.
26 | Buildings and Estates Annual Report 2019
Sample of Small Projects Completed Building
Project Title
Description of Works
Grounds
Presidents House
Resurface the Driveway
IBC Block 2
CONFIRM
Office fit-out
Presidents House Killaloe
President’s House Killaloe Refurb
Prepare property for sale
CERC
Office modification
Section off part of Open plan Office to create an additional office for technicians
Grounds
Main Avenue Re-surfacing
A section of roadway resurfaced and relined from main roundabout to Dromroe roundabout and back to P19 foundation car park
Schrödinger
Replace vandalised Copper
Replacement of copper cladding, copper piping and improving lighting in the area
Grounds
Pathway at 10 Acres
Installation of lighting and upgrading footpath from Arena Car Park to new Sports Pitches
Schrödinger
New Security Control Room
Fit out of space to provide a new security control room to replace existing Lodge
CERC
Research Lab Fit-Out & Office Modifications
Fit out of research lab on 2nd floor to client requirements
Plassey House
Basement Refurbishment
Basement corridor tiled
Campus
Insallation of 12 water bottle refill fountains
Installation of 13 water bottle refill stations in certain buildings around campus
City Centre Site (Dunnes)
Clear out
Clean out of all waste material in the building
Maintenance Compound
Upgrade of existing electrical services in the maintenance compound
Upgrade of lighting, fire alarm and general services within the existing maintenance compound and carpentry workshops
Foundation Building
UCH Bar
Construction of bar in the Atrium
Campus
Emergency Beacons
Installation of 6 Emergency Security Beacons at strategic locations around campus
Main Building
C2-056 Office layout
Reconfiguration of exisiting layout
Small Projects Underway(i.e construction/tender stage) Grounds
Main Plaza paving
Construction of a universal access path across sections of the plaza
Grounds
Main Ave resurfacing
Resurfacing for the main avenue from flag poles to roundabout.
Various
Fire Assessment Works
Remidal works to specific buildings following fire risk assessments
Main Building
Regisrty
Reconfiguration of the layout of Regisrty area in Block E
Library
Print Room relocation
Relocation of the Print Room from Block E Main Building to the GLISB
Languages
Languages
Refurbishment of the Language Centre Offices and teaching rooms
Kemmy/Schumann
KBS/Schuman
Reconfiguration of office spaces to house additional staff
Arena
Track chaning room upgrades
Refurbishment of the changing rooms
Health and Safety
It is the policy and expectation of the B&E Department that all Service Providers (regardless of works undertaken) will carry out their work in a safe manner. Service Providers must ensure the safety of their own workers but also the safety of all others on University of Limerick(UL) property such as UL staff, students and members of the public who may be affected by the Service Providers acts or omissions. The B&E Department further expects that all Service Providers will co-operate with it in the management of safety to ensure a safe working environment for all.
Service Provider Appointed
Significant work took place during 2019 to revise and update the departments contractor management system. Prior to undertaking any work on UL property, all Service Providers under the control of B&E must be approved by the B&E Department in accordance with its Service Provider/ Contractor Management System. All Service Providers must undergo the B&E Service Provider Approval Process, which includes competency assessments where the Service Provider is engaged in Construction Works. Only on receipt of this documentation as outlined in flow chart below can a permit to work be issued and the work commence.
Service Provider CMS Approved.
Is Service Provider involved in construction activity?
YES
YES
YES
NO
Is a PSDP/PSCS Required?
Is B&E the PSDP/ PSCS?
NO
Identify PSDP and PSCS Complete PSDP/PSCS Competency Assessment SF-001 SF-002
Appoint PSDP/PSCS
YES
Are Service Provider personnel inducted within the renewal period? NO
Initiate Permit to Work Process
28 | Buildings and Estates Annual Report 2019
Carry Out Induction
NO
Statutory Compliance The Buildings and Estates Department plays a major role in ensuring day-today safety and welfare of the campus community and visitors. This is achieved through a combination of resources, procedures and systems. Our technical services team are responsible for managing a range of specialist maintenance contracts. This includes lifts, fire alarm systems and other building-related equipment and service. We look after more than:
59
BOILERS RANGING IN SIZE FROM 45KW TO 1,850KW
9,063
3,299
91
FIRE HYDRANTS
FIRE ALARM DEVICES
948
FIRE EXTINGUISHERS
41
STREET AND FOOTPATH LIGHTING
FIRE ALARM PANELS
23
85
MEDIUM VOLTAGE SUBSTATIONS (17NO SOUTH BANK, 6NO. NORTH BANK)
LIFTS
160
FIRE HOSE REELS
Buildings and Estates Annual Report 2019 | 29
Goods and Materials Goods Receiving handles on average 1,000 goods a week All goods purchased on behalf of UL are channelled in through Goods Receiving. The relevant paperwork is processed and the goods are despatched via the portering service and a delivery van to outlying campus buildings. Goods Receiving handles an average of 1,000 goods a week (counting pallets as one, even though each pallet may contain multiple items). The University operates a computerised Enterprise Resource Planning (ERP) system – known as the ‘Procure-to-Pay’ process – to manage the ordering, receipt, delivery and payment of goods. Goods Receiving is an integral part of this process: the goods are logged (received electronically) on the system, which, in turn, clears the way for payment to be authorised. In addition, Goods Receiving handles all goods leaving the UL campus.
Portering The Porter/Attendant team has a wide-ranging mix of duties and responsibilities. Members of the team have traditionally been used as a front-of-house resource to interact with visitors, staff, students and members of the public. The following are examples of the activities carried out by the portering team: >
Setting up and regularly spot-checking teaching spaces, communal areas, seminar spaces and a significant number of non-scheduled labs, computer labs and PBL (problem-based learning) rooms
>
Setting up and regularly checking exam centres for central and locally held departmental exams
>
Setting up and supporting special events, such as VIP visits, ceremonies, open days, teaching and career fairs, as well as numerous local departmental events and functions
>
Transporting and delivering goods inwards materials and sorting and delivering SDS postal items and general postal packages
>
Moving equipment, furniture and other large items around the campus
>
Actively participating in UL emergency response procedures and being first responder for emergency calls
>
Moving Print Room material, including A4 paper and printed matter
>
Reporting faults to the Buildings office
>
Being responsible for housekeeping in communal areas and teaching spaces
>
Being responsible for the security of campus buildings and car parks
>
Being responsible for the security of internal spaces, including individual offices and restricted areas such as labs and roof access
>
Stewarding and marshalling UL events such as ceremonies, open days, Science Week, Party in the Plaza and the Christmas tree lighting ceremony
>
Providing frontline support for AV equipment in a number of outlying buildings, lecturing spaces and seminar rooms
>
Providing frontline interaction, information and support for students, including students with a disability
>
Generally supporting members of the public by dealing with their enquiries and providing visitors with information on events and seminars
Buildings and Estates Annual Report 2019 | 31
Space Management
The Buildings & Estates Department extends to 258,162m² (2,778,833ft²)* of space across 44 University buildings. The table below sets out how this space is broken down into different room types and indicates the broad spectrum of the space portfolio which is handled by the department.
Type of Space
Area m2
% of Total Space
Office and Related
27,664
10.72%
Laboratory and Support
32,647
12.65%
Teaching
11,470
4.44%
Catering/Bar/Commercial
14,493
5.61%
Library
10,310
3.99%
Sports Facilities
22,019
8.53%
Student Residences
69,873
27.07%
Non-assignable
40,928
15.85%
Other
23,394
11.14%
Total
252,798
100.00%
*In May 2019, the University purchased the former Dunnes Stores site on Sarsfield Street in Limerick. The existing property consists of 5,535m² of space across two floors on a 0.3Ha (0.81 acre) site. In addition, the University purchased the house on the left hand side of the west entrance and at the same time, sold the former president’s house in Killaloe
Breakdown of University of Limerick Land Existing Building Development & Ancillary Development Footprint of Buildings
6.6%
Roads & Footpaths
2.5%
Car Parks
5.8%
Park Point Roads & Car Parks
0.3%
15.1%
Trees & Forestry
5.2%
Planted Vegetation
18.9%
SAC
9.4%
Flood Risk Areas
13.0%
46.5%
Remainder
Sports Pitches South Bank All Weather
7.2%
North Bank All Weather
3.3%
South Bank Grass
4.6%
15.1%
32 | Buildings and Estates Annual Report 2019
Undevelopable Land
North Bank
11.5%
South Bank
13.1%
24.6%
The Buildings and Estates Department continues to work to consolidate and rationalise the space occupied by the various faculties, divisions, departments and research centres within the University. 2019 brought significant expansion plans for many areas throughout the University as well as the introduction of a number of new initiatives which have greatly added to the challenge of managing space in general. The past year has also seen a total of 142 office moves take place which have led to further consolidation of many divisions and departments across the University. The chart below shows the number of office moves which have been planned and implemented by the Buildings & Estates Department over the last number of years. 2020 is shaping up to be another very challenging year in terms of space planning and allocation, with a large number of requests for additional space and further significant consolidations already in the planning stage. Furthermore, a new Space Management Committee is expected to be formed and will be central to the key decisions on space planning across the University. Buildings and Estates Annual Report 2019 | 33
Grounds 34 | Buildings and Estates Annual Report 2019
New Machinery B&E has recently purchased a new fleet of grass cutting machinery and transport vehicles that will be operated by the Grounds Crew. The new machinery will complement some of the existing machinery, which was last purchased 12 years ago in 2002, and is mostly at the end of life. The new deal has a built in 5 year warranty and service package which will greatly enhance productive and cut out any potential down time. The tender for the new machinery was run through the office of the Education Procurement Service. Included in the package was 4 ride on mowers and one walk behind mower as well as 3 run-around buggies two of which are battery operated that have zero emission and are extremely quite around the Campus grounds. A key consideration during the evaluation process was to trial the equipment from various manufactures, the Grounds Foremen put each piece of equipment through their pace and had an input in the final marking. The new equipment will greatly enhance the presentation of the Sports Pitches and lead to greater efficiencies to the overall presentation of the Campus, as the University has grown and become busier, its essential that we can mow areas professionally and efficiently, while delivering a high standard of presentation week in week out summer or winter.
New Planting New oak trees Quercus robur fastigiata “Karl Foster” planted at the side of the Foundation Building with an under planting of English lavenders Lavandula angustifolia “Hidcote”. These were planted for their friendly pollinator attributes. 2 new fastigiata copper beech trees Fagus sylvatica “Dawyck Purple” outside the new security control room.
Buildings and Estates Annual Report 2019 | 35
Woodland Management Programme B&E operate an ongoing best practice woodland management programme. As part of our woodland management we coppice willow and other aggressive fast growing species that can dominate and take over a woodland environment. We need to offer the opportunity for trees such as oak to develop and mature. These works are essential to reduce dense vegetation, break up vegetation mats and open up ground layer vegetation. This benefits tree regeneration and increases the variety of vegetation types and associated invertebrates and birds. We have planted numerous native pollinator friendly trees such as crab apple (Malus sylvestris) their value to wild life is immense. The leaves are food for the caterpillars of many moths, including the eyed hawkmoth. The flowers provide an important source of early pollen and nectar for insects, particularly bees, and the fruit is eaten by birds, including blackbirds, thrushes and crows. Mammals, including mice, voles, foxes and badgers also eat crab apple fruit.
Notable Trees in UL Located to the east of Block A the Giant Redwood is native to the Sierra Nevada in California and can grow to over 80 metres, live to over 3000 years and is the largest living tree on earth. Introduced to Europe in 1853 our specimen is approximately 30 metres tall. Apart from its size it is notable for its soft spongy bark which can be punched easily. This confers fire resistance to the tree in its native habitat. Our tree has a resident treecreeper which can often be seen working its way up the trunk from the base fly down and start climbing again. Introduced Redwoods are a favoured nesting site for these birds.
36 | Buildings and Estates Annual Report 2019
Accolades/Commendations 2019
Achievement
Award
Group/Personnel
Reaccreditation
Green Campus Reaccreditation
UL Green Campus Committee
Winner
Winner
Best Student Campus Award Education Awards 2019
Best Green Procurement Project of the Year 2019 (water refill stations)
University of Limerick
Education Procurement Service/UL
Buildings and Estates Annual Report 2019 | 37
Department Initiatives
38 | Buildings and Estates Annual Report 2019
> Milford 10k
> UL Open Day
> Holiday Fair UL Arena
> Science Week Bus Parking
> Charity Week raft race
> Campus Life Services Sleepout
> Election 2016 Count Results UL Arena
> UL Christian Union Tea & Coffee Promotion
> Vodafone promotion > Spin Southwest
> Holi Festival
> Student Life Gigs
> GEMS Student Cycle
> Marathon Club Ireland
> Kennedy Cup
> Marie Keating Foundation
> Ministerial visits
> Park Runs
> Various Student Promotions
> Joey Hannon Triathlon
> Helicopter Landings
> Darkness into Light Charity Paddle
> Drone Flying
> Irish Heart Foundation mobile unit
> Night Flyers Film Crew
> Gaynor Cup > UL Trampoline & Gymnastics Club
> Great Limerick Run & UL Sports Children’s Run
> Freshers Fest
> Ambassador visits
> Guidance councillors Fair
> Milford Harvest Fair
> Open House
> Milford Hospice Memorial 5k Walk
> Bake Sale Law Society
> Official Library Opening
Outdoor Events
Building and Estates Campus Security has procedures and guidelines governing the hosting of outdoor events on campus. The aim of the procedures is to guide event organisers through the process of creating an event management plan and to ensure that essential items, such as insurance, traffic management, signage, drone flying and health and safety documentation, are submitted to Building and Estates. Some of the 162 events supported by B&E during 2019 included:
Events per Organisation Arena 36 PCC 12 Student Life
65
Third Party
6
University 43
Buildings and Estates Annual Report 2019 | 39
Green Campus
UL’s Suburban Ranking 2014-2019 Year
Suburban Total Ranking Entrants
2019
6
183
2018
6
181
2017
6
151
2016
7
126
2015
2
105
2014
3
95
UL GREENMETRIC RANKING 2019 20th (out of 780)
40 | Buildings and Estates Annual Report 2019
Riverbank Cleanup 2019 In March approximately 100 people on foot and 22 people in Kayaks show up to complete UL’s annual cleanup along the Shannon riverbank. The event itself was organised by the UL Environmental Committee and enjoyed support from a wide range of groups both within and external to UL including: Limerick Riverpath Volunteers, Limerick Academy & Scouts Kayaking Club, UL Student Life, UL Kayaking Club and UL Buildings and Estates. The usual mix of unusual waste was collected including election posters, car bumpers and unidentified WEEE. At the end of the 2 hour cleanup two 6 cubic meter skips of waste was collected.
The Foundation for Environmental Education (FEE) visits UL On March 26th, members of the UL Green Campus Committee, UL Environment Committee and UL Environmental Society were delighted to host a visit from Pramod Kumar Sharma, Senior Director of Education at the Foundation for Environmental Education (FEE). FEE are the awarding body for the global EcoCampus award. Mr Sharma was accompanied by An Taisce’s Green-Campus Manager for Ireland Dara Dever.
Universitas Indonesia(UI) Greenmetric Chairperson visits UL On Friday 12th April Prof Riri Fitri Sari (Chairperson of the UI Green Metric since 2010) made the University of Limerick her first stop when visiting Ireland for the 5th International Workshop on UI Greenmetric Rankings. The UI delegation was taken on a sustainability tour of UL which took in UL’s arboretum, the Farmers’ Market site, water bottle refill stations, waste management facilities, the Bernal Courtyard, the Analog Devices Building, the UL Orchard, the protected heronry, Electric Vehicle charge-points, secured covered bicycle parking hubs, UL’s special area of conservation (which includes a riparian woodland), UL Apiary, bat roosting and mining bee habitats, site of trees planted by UL students and staff in addition to a walk across the Living Bridge. Part of the tour was competed on fleet bikes which are available to students to loan from free from UL’s Smarter Travel office.
Water Bottle Refill Stations With the help of Student Life, Buildings and Estates identified 13 priority areas for the installation of refill stations in addition to the 6 already in place. An important feature of the proposed refill station was that it should be able to count the number of dispenses and, therefore, quantify the amount of single-use plastic waste avoided. Funding to install the refill station was provided under the Educational Sustainable Development Fund from the Department of Education and Skills. To procure the refill stations, B&E teamed up with the Education Procurement Service (EPS) located on UL’s campus. The coordinated and innovative approach utilised resulted in the EPS receiving the Best Green Procurement Project of the Year award at the National Procurement Awards 2019. As part of their orientation, first-year students received a brochure specifying the locations of the refill stations. As of December 2019, a report on the refill station usage levels showed that between 18 stations, 861,386 330ml dispenses have been recorded to date. The 4 no. water bottle filling stations in the library have dispensed 542,353 no. 330ml refills over the last year.
Buildings and Estates Annual Report 2019 | 41
Travel and Transport Buildings and Estates is responsible for managing travel and transport on campus. UL’s Campus Travel Plan (CTP) outlines how the department coordinates the campus’s travel-and-transport-related requirements. The plan highlights targets in terms of staff and students’ modes of travel and includes proposals on how to achieve targets. UL is committed to promoting smarter travel. Further improvements in infrastructure and the implementation of a behaviour change strategy have led to a number of successes in terms of a marked shift towards sustainable forms of travel over the last seven years. Compared to 2011 figures, the 2019 UL Travel Survey results show an increase in the proportion of staff and students choosing to walk and cycle to the campus.
42 | Buildings and Estates Annual Report 2019
Wayfinding
As part of the departments commitment to address the wayfinding problem throughout the campus a number of campus map totems were installed. The aim of the project was to deliver high-quality, consistent, compliant signage.
Staff 2011
2018
2019
2020 Target
Walking
7%
7%
7%
9%
Bicycle
8%
11%
11%
12%
Bus
3%
5%
6%
6%
Driving a car
76%
71%
69%
67%
Car passenger
5%
5%
5%
5%
Other
2%
1%
2%
1%
2011
2018
2019
2020 Target
Walking
46%
55%
48%
49%
Bicycle
7%
8%
10%
13%
Bus
12%
9%
12%
10%
Driving a car
29%
19%
22%
20%
Car passenger
4%
8%
7%
7%
Other
1%
1%
2%
1%
Students
Buildings and Estates Annual Report 2019 | 43
44 | Buildings and Estates Annual Report 2019
Quality
Quality Statement The Buildings and Estates Department is a customer-driven organisation that strives to provide excellence in the services it delivers. We believe that the campus community is entitled to a high standard of quality from us. The department’s quality ethos is
“To sustain and seek to continually improve the quality of all services that we provide to the campus community�
Buildings and Estates Annual Report 2019 | 45
UL requires all support units (i.e., departments and divisions) to operate a quality management system (QMS) to manage and continually improve the quality of its activities and services. A central principle of the QMS is customer focus: to meet and strive to exceed customer requirements. The principal means B&E uses to elicit customer feedback are (i) customer surveys; (ii) a customer feedback log; (iii) email contact with a random selection of customers following the completion of requested maintenance and minor works (customer-generated feedback); (iv) stakeholder meetings, i.e. meetings with senior management and deans; and, during 2019 (v) customer focus groups. The two most recent tranches of feedback received by B&E with significant action items arising resulted from the following: (i) Staff Survey 2018 (ii) Customer Focus Group 2019. As with all feedback B&E receives, the above feedback was reviewed with particular attention paid to the negative feedback. The issues arising were distilled from the feedback and added to the departments Quality Improvement Plan. B&E has acted quickly on the feedback it received and the table below sets out the issues, corresponding action items and current status relating to recent feedback.
Issue
Communication with regard to maintenance needs to be improved
Communication and transparency with regard to minor works needs to be improved
Improve communication in general and use technology to communicate, process and monitor activities
Distribution of space
Disability access from the Schuman to the Main Building needs to be improved. 46 | Buildings and Estates Annual Report 2019
Corresponding action item including [status] >
All maintenance requests to be assigned a unique job reference number [Complete]
>
Acknowledgement of customer maintenance request to include unique job reference number [Complete]
>
All correspondence with customer to include unique job reference number [Complete]
>
Increased emphasis to be placed on communicating status of maintenance request to customer [Complete]
>
Customers to be informed of expected time taken to complete a maintenance request [Complete]
>
All minor works requests to be assigned a unique job reference number [Complete]
>
Acknowledgement of minor works request to include the unique job reference number [Complete]
>
All correspondence with customer to include unique job reference number [Complete]
>
Increased emphasis to be placed on communicating status of minor works [Complete]
>
Flow chart of minor works process to be published [Complete]
>
Information detailing why minor works are so expensive to be published [Complete]
> Implement CAFM system [Briefing document due for completion by Q1 2020] > Promote B&E Wayfinding app [In hand] > Utilise 3D campus model more prominently [In hand] > Work with DP/COOR to establish the best mechanism for revamping the Space Committee [In hand] > Work with UL senior management in the development of a campus masterplan and implement subject to funding [In hand – expected Q1 2020] > Install external lift at Foundation Building [In progress] > Install fit-for-purpose corridor(s) through the Main Plaza [In progress]
The department will undergo its third major external quality review in 2nd - 5th March 2020 Decision-making based on factual information and analysis of data is an important element of B&E’s QMS. B&E records a wide range of information on the services it provides. Crucial to this is the departmental server, which is used to store, backup and share the department’s computerised files and records, such as documents, logs and digital manuals. The servers were upgraded in 2013 to reduce the risk of data loss. B&E is currently working with UL’s Information Technology Division to migrate the contents of its server to the university’s Office 365 cloud environment.
Quality Improvements/Enhancements During 2019, the department: > Implemented Job Reference Number for Maintenance and Minor Works for enhanced job tracking. > Increased emphasis placed on communications elements of Maintenance of Minor Works > Established customer focus groups > Comments regarding lack of space fed back to campus master planners > External totems installed to improve wayfinding around campus. > North Exit was built and opened for start of term. > Additional car/bus parking created at new Maguires pitches. > Liaised with Limerick City and County Council to install smart traffic lights at East and West Gates > Planning commenced on improved accessibility around the Main Plaza area. > Continued to monitor the implementation of its Strategic Plan 2017–2021; refer to page 14 for details > Published its Quality calendar on B&E webpage > Roll out of its contractor management system > Administration Team completed benchmarking exercise on key activities with other third level institutions within Ireland > Hosted site visits from international universities e.g. Universitas Indonesia and Ben Gurion University, Israel
Buildings and Estates Annual Report 2019 | 47
Our Customer Charter
What we can do for you
What you can do for us
Maintenance
Maintenance
> Promptly acknowledge receipt of your request
>
Send an email to Buildingsmaintenance@ul.ie, including location room number
> Advise you immediately when your request has been completed and within five working days when your request has not been completed
>
Read emails from BENotices
>
Give at least 24 hours notice for collection/delivery requests
Cleaning
Cleaning
> Clean buildings as per Service Level Agreement with cleaning company
>
Report any floor spillages that could result in an accident
> Collect recycling paper from offices weekly
>
Segregate paper and general waste
> Provide janitorial service during normal working hours for toilets and emergency clean-up of spillages
>
Dispose of general waste in corridor waste bins
>
Report toilets that require servicing (including blockages) to Buildingsmaintenance@ul.ie
> Respond to your urgent requests immediately
> Carry out deep clean of new buildings & vacant offices > Clean building glazing once a year > Provide feminine hygiene service in female toilets
Security
Security
> Provide a safe and secure environment on campus
>
Park in official car park spaces
> Monitor vehicle parking to ensure compliance with UL parking policy
>
Follow instructions issued by security officers
>
Report any suspicious behaviour by individuals or vehicle occupants
>
Inform campus security of any proposed events taking place on campus
> Be responsible for traffic management > Be responsible for security of campus building stock > Respond to incidents/accidents and contact emergency services when required
Space Management & Office Moves
Space Management & Office Moves
> Promptly acknowledge receipt of your request
>
> Respond to the changing requirements of UL’s teaching and research priorities
Outline your space requirements to your faculty manager or head of department
>
Make your request as clear as possible
> Allocate space in the best interests of UL according to space allocation protocol
>
Ensure your department’s existing space is fully utilised before seeking additional space
> Provide you with a suitable single/shared office or workstation
>
Adhere to UL’s space allocation protocol and understand that space is a valuable and finite resource
> Endeavour to provide everyone with sufficient space to enable them to carry out their function
>
Relinquish any unused or under-utilised space
> Discuss with you your space requirements or any issue about your office move
Landscaping & Grounds
Landscaping & Grounds
> Manage the maintenance and development of the campus landscape to provide an attractive and pleasing environment for the campus and wider community in support of UL’s mission
>
Enjoy and respect the parkland facilities and riverside setting
>
Report any safety or hazard issues to Buildingsmaintenance@ul.ie
> Manage and maintain the field sports facilities > Keep the campus clean 48 | Buildings and Estates Annual Report 2019
What we can do for you
What you can do for us
Minor Works
Minor Works
The same as maintenance, above, with the addition of the following:
>
Complete a Minor Works form
>
Provide a detailed description of the works
> If your request is on hold because we’re awaiting information from you, we’ll send you a reminder after 10 working days > If you don’t receive a quotation within five working days, we’ll advise you of the status of the request
Porter Service > Promptly acknowledge receipt of your request > Set up and support special events > Take responsibility for housekeeping in communal areas and teaching spaces > Provide security in campus buildings and car parks (in conjunction with Campus Security) > Provide frontline support for AV equipment in a number of outlying buildings, lecturing spaces and seminar rooms > Participate in UL emergency response procedures, including fire alarms, major incidences and medical emergency calls
Porter Service >
Email requests to Buildingsmaintenance@ul.ie
>
Give adequate notice of events that you host
>
Report suspicious activity to Buildings and Estates or directly to Campus Security
>
Give advance notice of the need to relocate material within buildings
>
Leave teaching spaces in the correct setup for the next class (leave them as you would like to find them)
>
Include your room number on orders that are being delivered to UL
> Provide information about events and seminars to visitors > Deliver goods inwards material, sort and deliver SDS postal items and sort and deliver general postal packages
Insurance
Insurance
> Promptly acknowledge receipt of your request
>
Send an email to cliona.donnellan@ul.ie
> Provide evidence of UL insurance cover
>
Make your request as clear as possible
> Advise on existing UL policies
>
Advise of incidents/accidents immediately
> Liaise with UL insurance brokers on your behalf
>
Submit claim forms promptly
> Update Asset Register with new plant/equipment
>
Pay additional bespoke premiums promptly
> Lodge settlement cheques to your dept. cost code
>
Provide requested additional details promptly
> Seek additional cover on your behalf (additional charge may apply)
>
Advise Buildings and Estates of new plant/ equipment in your department
> Submit claims on your behalf
>
Complete questionnaire/claim forms comprehensively and provide supporting docs
>
Provide dept. cost code for settlement
>
Advise insurance administrator of planned sabbaticals at least one month in advance of travel
>
Ensure your contractors/visiting groups have current public and employers’ liability insurances to levels of €6.5m and €13m respectively
> Assist with incident investigations
Buildings and Estates Annual Report 2019 | 49
Capital Projects
50 | Buildings and Estates Annual Report 2019
Recently Completed
North Exit Completion
September 2019
Contractor
Earthworks Profile
Consultant ARUP
Muslim Prayer Room Completion
October 2019
Architect KOBW Consultants
Dom O’Malley & Partners, Cuddy QS
Dromroe Village Refurbishment (Final Phase) Completion
August 2019
Architect
Reddy Architecture + Urbanism
Consultants
KCM, Delap & Waller, Bruce Shaw QS
Buildings and Estates Annual Report 2019 | 51
Projects Underway
New Student Centre Size – 3,528m2 Completion – Jan 2021 Architects – Carr Cotter & Naessens
Climbing Wall Size – 250m2 Completion – April 2020 Architects – Hugh Kelly Architects
Confirm (Park Point Unit 2) Size – 1,327m2 Completion – March 2020 Architects – KOBW
External Lift – Foundation Building Completion – June 2020 Architects – KOBW
52 | Buildings and Estates Annual Report 2019
Future Projects
City Campus (former Dunnes Stores) An international architectural competition for the redevelopment for this site will be announced in 2020.
Buildings and Estates Annual Report 2019 | 53
Recurrent Expenditure
54 | Buildings and Estates Annual Report 2019
Recurrent Budget 2018 / 19 OTHER
Recurrent Budget 18/19
The Buildings and Estates recurrent maintenance and operations expenditure for the financial year 2018 / 2019 was €15,908,291.97 A breakdown of this expenditure is shown in the various graphs. Much of the annual recurrent budget goes on energy costs and labour costs for maintenance, cleaning, and security contractors. The department continues its drive for continuous improvement and adopts better work practices where possible to ensure prudent management of all its resources. This is very evident in the financial data shown over the last ten years where the spend per sqm of building foot print has remained static while over the same period the total building footprint has grown by 34%.
SALARIES
WASTE DISPOSAL WATER INSURANCE
CLEANING
15%
1% 3% 4%
6%
BUILDING MAINTENANCE
7% 10%
8%
13%
SECURITY
GROUNDS MAINTENANCE
15% 18%
GAS & ELECTRICITY
MECHANICAL & ELECTRICAL MAINTENANCE
Buildings and Estates Annual Report 2019 | 55
Financial year
2009/10
2010/11
2011/12
2012/13
2013/14
2014/15
2015/16
2016/17 2017/18 2018/19
Recurrent spend (.000)
€12,425
€12,213
€12,280
€12,621
€12,649
€12,900
€13,570
€14,053
€14,734
€15,908
Total GFA sqm
116,071
121,488
123,305
127,600
127,600
127,600
141,815
141,815
149,135
154,297
Recurrent spend per sqm
€107
€101
€100
€99
€99
€101
€96
€99
€99
€103
Buildings and Estates Recurrent Expenditure
16,050
€140
14,050
€120 €100
10,050
€80
8,050
€60
6,050
€40
4,050
Euros per Sqm
Euros ,000
12,050
€20
2,050 50
€0 2008/2009 2009/2010
2010/2011
2011/2012
Buildings and Estates Spend
2012/2013
2013/2014
2014/2015
2015/2016
2016/2017
2017/2018
2018/2019
Buildings and Estates Spend per Sqm
Buildings and Estates Recurrent Expenditure / Sqm
160,000
€120
150,000
€100
140,000
€80
130,000
€60
120,000
€40
110,000
€20
100,000
€0 2008/2009 2009/2010
2010/2011
Buildings Gross Floor Area
56 | Buildings and Estates Annual Report 2019
2011/2012
2012/2013
2013/2014
2014/2015
2015/2016
Buildings and Estates Recurrent Spend per Sqm
2016/2017
2017/2018
2018/2019
Euros per Sqm
Sqm
€140
45 40 35
Cost per unit (€/m²)
30 25 20 15 10 5 0 05/06
06/07
07/08
08/09
09/10
10/11
11/12
12/13
13/14
14/15
15/16
16/17
17/18
18/19
Gas (kWh/Year)
21,717,000
19,490,000
21,218,000
19,178,000
21,550,000
20,525,000
21,069,000
22,914,000
21,547,000
25,238,000
23,681,000
25,345,000
28,159,000
24,199,000
Electricity (kWh/Year)
19,957,000
20,236,000
21,334,000
20,633,000
20,886,000
20,177,000
20,550,000
20,814,000
20,703,000
21,177,000
22,401,000
22,893,000
22,930,000
23,489,000
Electricity and Gas The above graph shows UL’s electricity consumption has grown gradually year-on-year over the last 5 years as new buildings are completed and go into operation. Gas consumption dropped significantly in the last financial year owing to the mild winter, which, according to degree day data was 11% milder compared with 2017/2018. The split between electricity and gas consumption remains relatively consistent at approximately 50/50.
4,500,000
Cost per unit (€/m²)
4,000,000 3,500,000 3,000,000
Energy and Water Consumption Trends
55 50
2,500,000 2,000,000 1,500,00 1,000,000 500,000 0 07/08
08/09
09/10
10/11
11/12
12/13
13/14
14/15
15/16
16/17
17/18
18/19
Others
1,580,000
1,390,000
1,300,000
1,350,000
1,590,000
1,780,000
1,740,000
1,820,000
1,520,000
1,550,000
1,540,000
1,470,000
Net UL
2,260,000
2,050,000
1,740,000
2,010,000
1,990,000
2,370,000
2,360,000
2,600,000
2,510,000
2,420,000
2,520,000
2,360,000
Recurrent Expenditure The total energy bill for the campus (including residences) for 2018/2019 was €3.83m. Of this, €1.47m was charged to others and the balance of €2.36m was paid by Buildings and Estates. Over the six financial years, UL’s energy spend has remained relatively flat at c. €4.0m per annum. Rising energy costs (due to increased consumption) have been offset by reducing average unit prices. Since 2015/2016, the percentage of the total energy bill attributable to electricity has been gradually reducing and now comprises almost exactly two-thirds of the overall bill.
Buildings and Estates Annual Report 2019 | 57
275,000
1.80
250,000 225,000
1.40
Total Water Consumption (m2)
200,000 1.20
175,000 150,000
1.00
125,000
0.80
100,000
0.60
75,000 0.20 50,000 0.20
25,000 0
Normalised Water Consumption (m3/m2)
1.60
€0 2001
2002
2003
2004
2005
2006
Total Water Consumption (m3)
2007
2008
2009
2010
2011
2012
2013
2014
2015
2016
2017
2018
2019
Normalised Consumption (m3/m2)
Water The trend of historical water consumption on campus shows that since embarking on a program of water consumption monitoring leak detection and elimination, and, utilisation of water-saving technologies and fittings in 2008/2009 water consumption, both in terms of the total volume consumed and the volume per square meter of built space, has remained relatively flat. As mentioned earlier in the report, B&E now provide filtered and chilled water free-of-charge through a network of water bottle refilling stations.
14.00
Weighted Average Unit Price (c/kWh)
12.00
10.00
8.00
6.00
4.00
2.00
0 02/03 03/04 04/05 05/06 06/07 07/08 08/09 09/10
10/11
11/12
12/13
13/14
14/15
15/16
16/17
17/18
17/18
Electricity AUP (c/kWh)
8.08
8.08
9.19
10.65
12.17
13.45
11.32
9.90
10.68
11.47
12.81
13.48
13.17
12.45
11.82
11.41
11.41
Gas AUP (c/kWh)
2.00
2.50
3.62
4.69
5.65
5.02
6.27
4.39
4.75
6.09
6.25
6.00
5.53
5.05
5.22
5.24
5.24
Electricity and Gas The University’s total spend on electricity in 2018/2019 was €2.53m. Of this, local users paid €0.96m and the balance of €1.67m was paid by Buildings and Estates. The corresponding spend on natural gas was €1.3m. Of this, €0.51m was charged to others and the balance of €0.79m was paid by Buildings and Estates. To avail of the most economically advantageous energy rates, the Office of Government Procurement (OGP) monitors energy market trends and tenders for public sector electricity and natural gas, including that consumed by UL. UL’s non-domestic electricity and natural gas are in contract until May 2023 and March 2021 respectively.
58 | Buildings and Estates Annual Report 2019
400,000 350,000
Cost (€)
300,000 250,000 200,000 150,000 100,000 50,000 0 Waste Water Cost (€) Water Cost (€)
2006
2007
2008
2009
2010
2011
2012
2013
2014
2015
2016
2017
2018
2019
40,000
155,000
203,000
165,000
186,000
158,000
157,000
197,000
203,000
182,000
194,000
199,000
181,000
207,000
262,000
227,000
149,000
131,000
148,000
126,000
125,000
170,000
175,000
157,000
167,000
172,000
156,000
179,000
Cost per Unit (€/n3)
3.0 2.5 2.0 1.50 1.00 0.50 0.00 2005
2006
2007
2008
2009
2010
2011
2012
2013
2014
2015
2016
2017
2018
2019
Water and Waste Water Charges In July 2019 the Commission for Regulation of Utilities (CRU) published a Decision Paper on the roll out of the ‘enduring tariff framework’. This replaces the 44 different charging regimes with over 500 different price levels utilised by city and county councils throughout Ireland. From May 2020 Irish Water will commence migrating its customers over to the new billing regime. The enduring tariff framework will see standing charges together with the combined unit cost of water plus wastewater to UL increase by 12% to €3.02 per cubic meter over a 3 year period with the maximum bill increase in any one year limited to 10% of the total bill.
Buildings and Estates Annual Report 2019 | 59
In Memoriam
Adrian Kelly In September we have learned of the death of our dear friend and colleague Adrian Kelly. Adrian joined the University of Limerick, Buildings and Estates Department in 1991 as a member of our portering team, and served our community of staff and students with distinction for 28 years. Adrian was part of the very fabric of our community here at UL and was always a source of support to his many friends and colleagues across campus, by whom he will be greatly missed.
Ar dheis Dé go raibh a anam dílis.
62 | Buildings and Estates Annual Report 2019
Buildings and Estates AM-065, Main Building, University of Limerick buildingsmaintenance@ul.ie
061-202001/2006 @ULGreenCampus
