Uk site mobilisation guide

Balfour Beatty UK Site Mobilisation Guide “ Go Live” from 1 st July 2016

A Word From Our Sponsors

Dean Banks, Managing Director for UK Construction Services “ The Site Mobilisation Hub service w ill see a step change in the way the business approaches site set up and exit. The Site Mobilisation Hub w ill introduce a standard one stop shop for site mobilisation , and is a great example of Build to Last in action.

Put simply it w ill be about us working more effectively from day one, sharing best practice and ensuring we meet and exceed our customer and internal expectations.”

Andy Ormerod, Managing Director for Plant & Fleet Services “ The Site Mobilisation Hub w ill drive lean efficiencies through Balfour Beatty’s businesses in the UK w ith a new slick and standardised approach. Our Site Mobilisation Hub team has made a great start, and I am confident that through relentless collaboration w ith all UK project teams we w ill surpass the £12 million per annum savings estimated in the original business case.”

SITE MOBILISATION GUIDE VERSION 1, 2016

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Introduction The Hub has been set up to change our approach to mobilising and demobilising sites. This presents a great opportunity to save money by using in-house expertise, equipment and our comprehensive UK supply agreements.

When you contact the Hub, the team w ill take you through a triage process.

All sites are encouraged to make initial contact w ith the Hub. Our processes are detailed in this booklet for your information.

Getting site set -up right first time creates a safe and sustainable environment is not our licence to operate. Safety is our licence to operate.

The Site Mobilisation Hub is happy to support you. Please don’ t hesitate to call or email.

Lean – Using our in-house expertise and external partners allow s us to mobilise and demobilise efficiently, keeping cash in the company.

Expert – Connecting employees w ith competent in-house specialists and external suppliers to successfully deliver, maintain and remove project facilities.

Trusted – Using a planned and programmed approach to Mobilisation / Demobilisation, w ill enable us to accurately measure and report cost.

Safe – Safety is at the heart of mobilisation through relentless collaboration, using in-house expertise ensuring our equipment is compliant and safe - helping to deliver Zero Harm.

0844 880 0090 mobilisationhub@balfourbeatty.com

SITE MOBILISATION GUIDE VERSION 1, 2016

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Mobilisation and Demobilisation T-minus Notification Periods Mobilisation >6 months

18 to 26 w ks

PreSigning of Occupation Lease Survey Planning Application

3 rd Party Property Consent

Broadband

-18 wks

-17 wks

-16

wks

Tow er Cranes

Modular Accomm

LCV and HGV

Cars and Vans

Tenancy Agreement

-15 wks

-14 wks Signing of Lease

-13 wks

-12 wks Signing of Licence Operat or Licence

-11

-10

-9

-8

wks

wks

wks

wks

Security

Craw ler Cranes Wat er and Sew erage

-7 wks

-6 wks Modular Accomm

-5

wks Temporary Accomm

Generators

Mat erial Exchange

Fixed Fibre Gas and Electric

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Demobilisation -2

-1

-12

wks

wks

wks

wks

Structured Cabling

Temporary Electrics

Bulk Fuel

Nonoperated Plant

Modular Accomm

Telephony

Project Control Room

Office Supplies

The Exchange

Waste

P-Card

Fleet

Signage / Noticeboard

Fuel Cards

Viprinet Satellite

PPE & Site Equipment

Satellite

Building Materials

-11 wks

-10

-9

-8

-7

-6

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-2

-1

wks

wks

wks

wks

wks

wks

wks

wks

wks

wks

Propert y Handover

IT removal

Modular Accomm Temporary Accomm

Securit y

Propert y Handover

General Plant

Fire

Project Demobilised

-3

wks

Project Mobilised

-4

Gas and Elect ric

Generat ors

Fire Services

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Contents The Site Mobilisation Hub Process

8

Mobilisation: Key Elements

19

Gas & Electricity Temporary Connection

40

What Happens When You Contact The Hub?

9

Health & Safety

20

Tow er Cranes

42

How Does It Fit Into The Business Lifecycle?

10

Site Layout

22

Fleet

44

Example Site Plan

23

Vehicle Operating Licence

46

Project Start Up Review

11 Accommodation Options

24

Site Security

48

T-Minus Planning

12 Modular Accommodation

26

Third Party Consents

50

Information Distribution and Requirements Gathering

13 28

14

Water and Sew erage Temporary Connections

52

Delivery to Project Plan

Temporary Accommodation (Cabins) Example Cabin Layouts

29

Craw ler Cranes

56

Clarify and Agree Mobilisation Programme

15 Pre-Occupation Site Surveys

32

Temporary Works Planning

58

Handover and Benefits Realisation / Preparation for Demobilisation

16 Planning Applications

34

Temporary Electrics

60

Transfer Cost Know ledge to Business Winning Community

17

Tenancy Agreements

36

Materials Exchange

62

IT Setup

38

Waste

64

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Signage

66

Demobilisation: Key Elements

91

Communication Noticeboards

68

Modular Accommodation

92

Project Control Room

70

Temporary Accommodation (Cabins)

94

Bulk Fuel

72

Tow er Cranes

96

Purchasing Cards

74

3 rd Party Property Handback

98

Fire Services

76

Electricity and Gas Temporary Connections

100

PPE and Site Equipment

78

Materials Exchange

102

Office Supplies

80

IT Removal Service

104

Building Materials

82

Fire Services

106

Non-operated Plant

84

Non-operated Plant Collection

108

Generators

86

Contacts at a Glance

110

Fuel Cards

88

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The Site Mobilisation Hub Process

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What Happens When You Contact the Hub? » The process diagram outlines how the Site Mobilisation Hub w ill operate

Requirement Identification

» Stage 1 (Requirement Identification) - Our Mobilisation Partners review the CRM platform to identify projects » Stage 2 (Triage) - Site Mobilisation Partner w ill contact Project Manager to go through mobilisation / demobilisation requirements

Triage

» Typically, if your project value is less than £250k and 6 months in duration you may be advised by the Site Mobilisation Hub to interact directly w ith the specialist contacts included throughout the guide » Stage 3 (Requirements Gathering) – a Mobilisation Partner w ho engaged

Requirements Gathering

w ith you at stage 2 w ill gather all your site mobilisation / demobilisation requirements and proceed w ith the mobilisation of your project

Change Request Process 9

» Stage 4 (Change Request) – if a major change in site mobilisation

Mobilisation/ Demobilisation

requirements occur that can be costed back to the client, please inform the Site Mobilisation Hub

» Stage 5 (Handover) – The Site Mobilisation Hub w ill provide a handover document to the Project Manager of all the commodities provided

Handover

» Our Site Mobilisation Partners will be happy to assist with any Mobilisation / Demobilisation enquiries, please don’t hesitate to call or email

Get in Touch: mobilisationhub@balfourbeatty.com

SITE MOBILISATION GUIDE VERSION 1, 2016

0844 8800 090

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How Does It Fit Into The Business Lifecycle? » Stage Gates 1 - 4 are the Win Business sales stage w hich transitions into the project delivery Stages 5-8 » Left of Stage Gate 5, the Site Mobilisation Hub w ill have your project on their radar from CRM data » The Site Mobilisation Hub engages w ith project

teams as early as Stage Gate 3 w ith a w atching brief all the w ay back to Stage Gate 1, w orking closely w ith the w ork w inning community to

input information collated post contract mobilisation to support bidding activity » At Stage Gate 4, the Site Mobilisation Hub’ s active service kicks in to support successful contract aw ards

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Project Start Up Review » At Stage Gate 5 or earlier, w e need to introduce the discipline of a project start up review » To achieve this the Project Manager needs to confirm the project programme is still achievable w ith the Strategic Business Unit (SBU) contract sponsor and effectively agree

w hat success w ould look like at Stage Gate 7 » This project start up review should be held betw een the project sponsor and the manager

w ithin 30 days of contract aw ard

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T-Minus Planning

» The Site Mobilisation Hub brings together our UK w ide expertise across a w ide range of functions required to mobilise or demobilise a site. This includes IT and phone connections, temporary accommodation, Plant & Fleet, commodity procurement, utility connections, property and site security » The Hub can provide a tailored service for any type of contract, including JVs. This facilitation service is free. By engaging w ith the Hub you’ ll be supported in finding the most cost effective solution for your project and you’ ll be proactively helped in making all the arrangements necessary to successfully mobilise and demobilise » Once w e are talking together about your mobilisation, w e probably already know you from the mobilisation plan created and out lined in Stage Gate 3 and updated and finalised during Stage Gate 4 SITE MOBILISATION GUIDE VERSION 1, 2016

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Information Distribution and Requirements Gathering

» Having gathered the projects detailed requirements

» A named member of the Site Mobilisation Hub

the information is automatically issued to all the

engages w ith all service providers to agree their

service providers that w ill be supporting the project

timescales and creates a single summary

» The service providers review the information and confirm the timescales for providing the service required by the project

SITE MOBILISATION GUIDE VERSION 1, 2016

programme for monitoring w ith the Project Manager, this can then be included w ithin the

overall project programme

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Delivery to Project Plan

» At this point, the project has an agreed

» The progress of your mobilisation delivery is

mobilisation schedule and all parties are

continuously monitored and aggregated across

w orking tow ards delivering the most cost

all mobilisation w orks and reports are produced

effective solution in line w ith agreed timescales

across all functions » These w ill be available to you and your

management teams

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Clarify and Agree Mobilisation Programme

Âť All the elements required for a successful site mobilisation are delivered in line w ith the agreed programme under the superv ision of the Project Manager and the site team

SITE MOBILISATION GUIDE VERSION 1, 2016

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Handover and Benefits Realisation

» Once mobilisation is complete, the Site Mobilisation Hub provide a handover pack to the Project Manager w ith an outline

Preparation for Demobilisation

» Project Manager should engage w ith the Site Mobilisation Hub at least 12 w eeks before project end date

of the Mobilisation / Demobilisation of the project » By having a consistent and planned approach to M obilisation and Demobilisation, Balfour Beatty can gain cost savings and time efficiency, w e also maintain a consistent expert standard

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Transfer Cost Knowledge to Business Winning Teams

» Follow ing successful Demobilisation the Hub collates a

» At gate 7, the Mobilisation Partner gives the Project

checklist to remember and deliver them back to the bid team

Manager a prompt to close the project and archive all

for future learning

the associated documentation and metrics in the digital

» The end result is that w e collaborated relentlessly, all got left and delivered a lean service, safely, on-time and in a cost effective manner

SITE MOBILISATION GUIDE VERSION 1, 2016

briefcase » This enables us to provide learning for future project opportunities

17

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Mobilisation Key Elements

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Health & Safety – How Do You Get It Right?

Projects must be mobilised to a standard that provides everyone w ith the right impression of health and safety expectations

The site establishment should eliminate fatal risks

Balfour Beatty is committed to: “Safe - Our licence to operate”

“Zero Harm – No injuries or ill health caused by our work activities” “Treat Health like Safety – The health and wellbeing of the workforce must be built into our site establishment”

The site establishment must go beyond legal compliance and demonstrate our zero harm commitment to our w orkforce

Site layouts should ensure safe interface and efficient movement of people, plant and materials

Health and Safety should be your first and last thought for every stage of the project lifecycle

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Checklist to remember

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>6m ths

DEMOBILISATION PROJECT DELIVERY

SITE MOBILISATION

First point of contact: Balfour Beatty Site Mobilisation Hub

The Project must not commence until “ fit for w ork” therefore suitable arrangements for the follow ing must be in place: » Vehicle movements including access, egress and parking

mobilisationhub@balfourbeatty.com 0844 8800 090

» Deliveries of plant and materials » Lighting appropriate to all seasons » Walkw ays to allow safe access in and around the site establishment

» Induction & training facilities that create a good environment for all briefings » Welfare sufficiently sized for peak demand (e.g. toilets and drying rooms)

Balfour Beatty specialist contact: Craig McCallum Craig.McCallum@balfourbeatty.com

» Security relevant to the local environment preventing unauthorised access.

» Access control allow ing the authorised access of competent people onto site

07766 423 158

The arrangements must take into account the changing demands on the site establishment throughout the project lifecycle so it remains fit for w ork.

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Site Layout – How Do You Get It Right?

Using a scale draw ing, determine the area available for site compound. It must include access and egress to the road and existing utilities

Add accommodation, cabins and any modular buildings w ith storage and w orking facilities required to the scale draw ing

Add parking area, site access roads and footw ays, paying particular attention to the segregation of people and vehicles / plant and equipment

Consider environmental and sustainability impact

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Key Considerations » Plant and People segregation » Vehicle movement » Members of the

Public interface » Lighting » Hand rails

» Access and egress » Security » Access control » Water » Canteen » Utilities » Proximity

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Accommodation Options Key Features

Typical Use

Mobile Welfare (Wheeled Self Contained Units)

» »

Integrated w elfare in one delivery Short lead-in time

»

During site set up activities (suggested up to 1 month)

Temporary Cabins

» » » » »

Know n fixed unit costs Minimal design required Basic specifications Short lead time Restricted floor plan options

»

Ideal for short to medium term use (suggested up to tw o years) Well suited to smaller projects

» » » »

High and variable cost Short lead time Minimal set up required Flexible terms

»

Permanent Office Refurbishment

» » »

Variable cost Bespoke use of floor space Medium lead time

»

Ideal for medium to long term use (suggested over one year)

Temporary Modular Buildings

» » » »

Variable cost Standardised layout and design Open plan options More efficient use of floor space

»

Ideal for medium to long term use (suggested over 18 months) Well suited for larger projects w ith higher staffing levels

Serviced Permanent Office

SITE MOBILISATION GUIDE VERSION 1, 2016

»

»

»

Ideally suited for mobilising a project w hile w aiting for permanent site set up Short term use only (suggested less than one year)

24

What to Consider When Choosing Accommodation Office Space

One desk per member of staff, although hot desks may be a more efficient option

If unsure about capacity required, it is better to overestimate as adding capacity during w orks can be difficult

Things to consider » Desk space for the client » Meeting rooms and breakout areas » Project Control room / lean centres » Induction and training rooms

Storage

Things to consider » A central PPE store may be useful » Traffic and pedestrian routes w ill impact on moving materials and plant from storage areas to site

Car Parking

Things to consider » Peak numbers of staff on site » Additional parking for visitors and the client » Safe w alking routes to and from the car park using a one w ay system

Welfare

Things to consider » The number of people on site includes office staff and operatives » Facilities need to accommodate peak numbers on site » First aid requirements » Mobility impaired people access may be required » A fire escape is required every 30 metres or five cabins w idths

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Modular Accommodation – How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess the initial requirements

Modular team contact site w ith options based on current stock or new build

Draw ings and quote are issued by the Modular team

Order placed by site and refurbishment w orks commence. Site visit arranged

Installation w orks commence and building is handed over to Project Manager

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>6m ths

DEMOBILISATION PROJECT DELIVERY

SITE MOBILISATION

First point of contact:

Balfour Beatty Site Mobilisation Hub

» Prepare detailed plans of temporary accommodation and compound to be covered. » Available footprint » Length of hire building required for (the longer the hire period, the low er the w eekly

mobilisationhub@balfourbeatty.com 0844 8800 090

hire rate – how ever early off -hire charges can apply) » Number of staff and/or operatives w ho w ill be using the building » Facilities required (e.g. Canteen, Induction Room, Meeting Rooms, First Aid Room) Checklist to remember:

Balfour Beatty specialist contact: Modular Buildings 01332 288 426

» The closer you can get to an existing, standard layout the cheaper your hire

Modular.enquiries@balfourbeatty.com

» Mobilisation period for cabins is generally around 4 -8 w eeks, longer for larger buildings or buildings requiring significant w ork

» Site installation w ill be 2-4 w eeks, longer for larger buildings » Site w ill need to ensure foundations and mains services are available prior to delivery to site » Don’ t forget to get the temporary w orks design for the Building Foundations and Working Platform for offloading cranes SITE MOBILISATION GUIDE VERSION 1, 2016

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Temporary Accommodation (Cabins) – How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess the initial requirements.

Confirm date of site survey (if required)

The supply of temporary cabin units is through our sole supplier, A-Plant.

A-Plant offer Balfour Beatty three standards of anti-vandal accommodation. » Fire rated for double stacked units in close proximity to other occupied buildings. » Amber for standard units » Green for ‘ Eco’ units w ith extra insulation, PIR lighting, waterless urinals and double glazing.

Agree maintenance requirements

Final quotation provided by A -Plant

Project Manager to raise requisition for hire

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Example Cabin Layouts

Cabin A

Cabin D

SITE MOBILISATION GUIDE VERSION 1, 2016

Cabin B

Cabin E

Cabin C

Cabin F

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Example Cabin Layouts

Cabin G

Cabin H

Cabin I

Cabin J

Cabin K

Cabin L

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X Unit

Occupancy

Property compliance – Please engage w ith your local

Cabin A

5 people

health and safety representative, to ensure you have

Cabin B

4 people

taken appropriate advice to be compliant

Cabin C

20 people

Before engaging, please consider the following:

Cabin D

40 people

» Location of the hire

Cabin E

30 people 125 / 25 people

Cabin G

6 people 50 / 25 people

Cabin H

50 / 25 people

Cabin I

12 people

Cabin J

30 people

Cabin K

1 person

Cabin L

10x8 or 20x8 Secure Store

-8

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First point of contact: Balfour Beatty Site Mobilisation Hub mobilisationhub@balfourbeatty.com

0844 8800 090

» Date and time of delivery and the estimated off hire date w here know n and including restrictions

Cabin F

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END

>6m ths

DEMOBILISATION PROJECT DELIVERY

SITE MOBILISATION

Balfour Beatty specialist contact:

Checklist to remember:

Construction, Major Projects

» Check for compliance to fire regulations.

csukplant@balfourbeatty.com

» Consider specifying a fire detection system and

0870 8444 888

enclosing the underside of cabins. » Ensure that the temporary w orks are in place for lifting operations » Failing to place your order 20 w orking days prior to delivery to get best rates » Don’ t forget to get the temporary w orks design for the Cabin Foundation and Working Platform for offloading cranes

SITE MOBILISATION GUIDE VERSION 1, 2016

(select option 1, option 1, option 2 )

Gas & Water, Power T&D bbssplant@balfourbeatty.com 0870 8444 888

(select option 1, option 1, option 1) Rail, Living Places, Joint Ventures mobilisationhub@balfourbeatty.com 0844 8800 090

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Pre-occupation Site Surveys – How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess the initial requirements

To ensure condition surveys, ecological reports (e.g. Tree Protect ion Orders and Japanese Knotw eed) and contaminat ion invest igat ions are completed and necessary consents are processed prior to gaining occupation.

Property Team w ill liaise w ith Project Manager to agree preferred site location and key property requirements

Property Team w ill facilitate searches and carry out initial engagement w ith landlords

Property Team w ill highlight any issues relevant to these locations

Property Team w ill record and manage in line w ith timescales

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DEMOBILISATION PROJECT DELIVERY

SITE MOBILISATION

First point of contact: Balfour Beatty Site Mobilisation Hub

» Site details, type and size of property » Duration of occupation » Details of site use and transportation issues, including any changes likely during the

mobilisationhub@balfourbeatty.com 0844 8800 090

project Checklist to remember:

Balfour Beatty specialist contact:

» Refrain from agreeing informal or local arrangements w here risk is not controlled

Property Team

» Conduct adequate research on adjacent property / land ow nership including over-

0114 232 9677

sailing rights

propertyservices@balfourbeatty.com

» Carry out condition surveys before and after residency » Utilities: obtain utility draw ings for the area including telecoms, gas and w ater,

electric, sew erage and fuel pipelines both above and below ground. » Consider environmental impact issues » Ensure condition surveys, ecological reports (e.g. Tree Protection Orders and

Japanese Knotw eed) and contamination investigations are completed and necessary consents are processed prior to gaining occupation.

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Planning Applications - How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess the initial requirements

The process to determine planning requirement for site set up of land and buildings.

Property Team w ill liaise w ith the Project Manager to agree required planning route, appoint planning consultants and submit applications

Project Manager creates a traffic and access statement and environmental plan for submission w ith the planning application

Property Team w ill deal w ith local planning office requests and gain consent

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>6m ths

DEMOBILISATION PROJECT DELIVERY

SITE MOBILISATION

First point of contact: Balfour Beatty Site Mobilisation Hub

» Project Manager should have an informal discussion w ith local authority to determine if planning consent is required, considering; » Duration of project and occupation

mobilisationhub@balfourbeatty.com 0844 8800 090

» All intended site use and transportation issues Checklist to remember: » Property Team may appoint planning consultants to prepare and submit applications,

the costs w ill fall to the project. » The ow ner of land is not responsible for submitting application – it is the occupier

Balfour Beatty specialist contact: Property Team

0114 232 9677 propertyservices@balfourbeatty.com

» Consider hoarding and fencing requirements and conditions. There have been

instances of developers/ builders being fined for breaching regulations » Adhere to conditions such as noise and w orking time restrictions.

Note: This also applies to taking occupation on a client site under the terms of their planning consent.

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Tenancy Agreements - How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess the initial requirements

Property Team agree preferred site and prepare legal documents

When legal documents are completed, at the time of occupation Property Team archive and record break clauses

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DEMOBILISATION PROJECT DELIVERY

SITE MOBILISATION

First point of contact: Balfour Beatty Site Mobilisation Hub

» Forecast the expenditure in your budget

mobilisationhub@balfourbeatty.com

Checklist to remember:

0844 8800 090

» Ensure adequate lead time for instruction to negotiate tenancy typically 14 w eeks if you have identified a property and 22 w eeks if a search is required » Avoid entering into non-professional agreements w ith third parties, as these can

increase cost and liabilities » Conduct initial conditions survey

Balfour Beatty specialist contact: Property Team

0114 232 9677 propertyservices@balfourbeatty.com

» Ensure steps have been taken to set up payments rent, business rates, utilities etc.

» Inform Property Services if you intend to undertake any alterations to the premises so that Landlord consent can be obtained » Agree and record method of reinstatement obligations before undertaking w ork » Make adequate provision for dilapidation costs. You may be liable for reinstatement and repair costs if the property is not returned in good condition, especially if alterations have been undertaken w ithout consent SITE MOBILISATION GUIDE VERSION 1, 2016

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IT Setup - How Do You Get It Right?

Site Project Manager defines requirements

Site Project Manager contacts the Site Mobilisation Hub, w ho w ill assign a Mobilisation Partner to your project

Mobilisation Partner w ill agree IT requirements and arrange a suitable installation date / time

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Checklist to remember

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DEMOBILISATION PROJECT DELIVERY

SITE MOBILISATION

First point of contact: Balfour Beatty Site Mobilisation Hub

mobilisationhub@balfourbeatty.com 0844 8800 090

» Allow sufficient IT budget in tender » Clearly define requirements – w hat tools / functions do the staff need as part of

project delivery? (CAD / BIM / Document control systems / client specified systems / 360 access)

Lead in times » Temporary communication – 12 w orking days

» Permanent communication – 120 w orking days * *

Subject to survey and receipt of approval

» IT equipment for new starters should be requested through the On and Off Boarding

Balfour Beatty specialist contact: IT Site Setup Office To raise initial request https://balfourbeattyukitss.servicenow .com/ess/order_services.do Click ‘ Site Setup Services’ Queries to the dedicated IT team sitesetup@balfourbeatty.com 0191 228 2991

team via Employee Services (0800 030 4127)

SITE MOBILISATION GUIDE VERSION 1, 2016

39

Gas & Electricity Temporary Connections – How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess the initial requirements

Project Manager w ill complete a Utility Requirements questionnaire provided by the Site Mobilisation Hub

If you require a new supply; the Site Mobilisation Hub w ill initiate a new requirement w ith a preferred supplier and w ill commence the set up. Costs w ill be incurred at this stage

SITE MOBILISATION GUIDE VERSION 1, 2016

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Before engaging with us, consider the following:

First point of contact:

» Project code

Balfour Beatty Site Mobilisation Hub

» Strategic Business Unit

mobilisationhub@balfourbeatty.com

END

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SITE MOBILISATION

» Full site address including postcode, Meter Point Administration Number (MPAN) or (Meter Point Reference Number (MPRN)

0844 8800 090

» Site contact name and contact details » Purchase Order Number Checklist to remember: » Do not contact any other provider directly. This w ill cause confusion and potential non-compliance w ith legal requirements

» Pay invoices w ithin established time scale – provider w ill issue disconnection letters if they are not paid w ithin the agreed payment terms » All new gas and electricity supplies must be fitted w ith Automatic Meter Readers

(AMRs) that are Day+ 1 capable. Having these fitted during site set -up is significantly cheaper than doing so retrospectively » Often the connection betw een the boundary and the accommodation distribution board w ill need to be installed by the site team SITE MOBILISATION GUIDE VERSION 1, 2016

41

Tower Cranes - How Do You Get It Right?

Project Manager should assess w hether the project is likely to require Tow er Cranes and liaise w ith the Site Mobilisation Hub to discuss requirements

Plant & Fleet Services w ill prepare a project lifting plan covering size and radius of cranes w ith draw ing

Plant & Fleet Services w ill mobilise the Tow er Cranes

SITE MOBILISATION GUIDE VERSION 1, 2016

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Before engaging with us, consider the following:

First point of contact:

» The maximum lift and typical radiuses required for the project.

Balfour Beatty Site Mobilisation Hub

» If you required a road closure, w ho w ill organise this; many councils w ill require a

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mobilisationhub@balfourbeatty.com

minimum 8 or 12 w eeks notice for closure. » Any site constraints (over sailing, access, height restrictions etc.)

0844 8800 090

» Luffing jib lead times to hire – up to 26 w eeks; to purchase up to 20 w eeks » Saddle jib lead times to hire – up to 16 w eeks; to purchase up to 20 w eeks Balfour Beatty specialist contact: Checklist to remember:

Simon Armstrong

» Allow ing sufficient time for base design and cat III checking (30 days minimum )

07854 058036

» Providing a sole electricity for the crane –running other electrical items from the

0870 8444 888

same generator could cause the crane to trip out w hilst carrying a load » If you require a road closure, w ho w ill organise this; many councils w ill require a

(Select Option 1, Option 5) tow ercranes@balfourbeatty.com

minimum 8 or 12 w eeks’ notice for a closure. They may exclude road closures at certain times of year - particularly Christmas or if major sporting events

» Don’ t forget to get the temporary w orks design for the Tow er Crane Base and Working Platform for erection cranes

SITE MOBILISATION GUIDE VERSION 1, 2016

43

Fleet - How Do You Get It Right?

Is your Project going to require Vans or HGV’ s

Contact the Fleet Helpdesk on 0845 602 7064 LCV: Option 1, then Option 4 or 5 HGV: Option 2, then Option 3 or 4

Fleet Team w ill w ork w ith you to agree the right solution to meet your vehicle requirement

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Before engaging with us, consider the following:

First point of contact:

» What are the Project requirements (i.e. Chapter 8 Livery, Tow bar)

Balfour Beatty Site Mobilisation Hub

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» How long w ill the vehicles be required for » Are there specialist vehicles that must be on the Project » Are there any legal requirements that must be complied w ith

mobilisationhub@balfourbeatty.com 0844 8800 090

» Does the w orkforce have the competency to operate the vehicles Checklist to remember:

Balfour Beatty specialist contact: Fleet Helpdesk

» When w ill I need the vehicles and how long w ill they be required » Delivery locations must be know n (and appropriate project / task codes)

0845 602 7064 bbfs.centralhiredesk@bbfleetservices.com

Lead Times

» Short Term Hire LCVs / HGVs – 4-24hrs (specification dependant) » Long Term Hire LCVs – 16-20w ks (specification dependant) » Long Term HGVs – 20+ w ks (specification dependant)

SITE MOBILISATION GUIDE VERSION 1, 2016

BMS Link: https://home360.balfourbeatty.com/s ervices/bms/Pages/Customer-Fleet(PFS).aspx

45

Vehicle Operating Licence – How Do You Get It Right?

Do you need to operate Large Goods Vehicles (LGV) from the site?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess discuss the initial requirements

Operating centre licences are required w here Large Goods Vehicles (LGV, Vehicles greater than 3.5 ton Gross Vehicle Weight ) are operated f rom t he site.

Authorisation is required from the Of f ice of t he Traf f ic Commissioner to become an “ Operating Centre” . Balfour Beat t y Plant and Fleet w ill process the application and payment including t he stat utory not ice publication in local press. It is likely t hat t he site w ill be subject to a visit by Department for Transport of f icials. The applicat ion may be subject to challenge by local residents and businesses also f rom Statutory Objectors.

Contact Fleet Services team

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» Full postal address of the site » If the site is not ow ned or formally leased by Balfour Beatty you w ill need a letter from the land lord authorising the company to use the site as operating centre for

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First point of contact: Balfour Beatty Site Mobilisation Hub mobilisationhub@balfourbeatty.com 0844 8800 090

the purpose of operating the required number of LGVs » Scale site plan show ing parking area, access/egress points and adjacent roads

Balfour Beatty specialist contact: Checklist to remember: Group Transport & Compliance Manager » Plan for the peak number of LGVs operating from site

Adrian Wanford

» Leave sufficient space available to park the number of vehicles to be specified in the

07967669535

application

FleetCompliance@bbfleetservices.com

» If operations are likely to involve coupling or uncoupling of articulated vehicles make

sure suppliers are aw are of Balfour Beatty requirements for automatic trailer braking and cab handbrake alarms [LGV not Vehicle Operating Licence specific issue]

SITE MOBILISATION GUIDE VERSION 1, 2016

47

Site Security - How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess the initial requirements

Security Team w ill liaise w ith the Project Manager to discuss requirements and arrange potential site visits

Time and attendance tools can be used to reduce admin work on site by: »

Automatically logging w ho is on site and w hen they accessed site

»

Automatically checking site required qualifications and inductions / training

»

Automatically checking ‘ right to work’ documentation

»

Providing data on labour levels and attendance

»

Supporting delivering on Sustainability targets and reporting

»

CSCS card readers to ensure workforce are compliant

Agree security solution (Manned Guard, Access Control)

Implement Solution

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The security team offer the follow ing support:

First point of contact:

»

Focus on applying security risk management to all w orks

Balfour Beatty Site Mobilisation Hub

»

Site security design from tender to contract aw ard

»

Scope and costed security solutions across project milestones

»

Technical advice on security products and solutions

END

>6m ths

DEMOBILISATION PROJECT DELIVERY

SITE MOBILISATION

mobilisationhub@balfourbeatty.com 0844 8800 090

Before engaging with us, consider the following: Balfour Beatty specialist contact: » Please have ready site details/ type/ size of property and duration of occupation Checklist to remember:

SecurityServices@balfourbeatty.com

» Engage w ith the security team early to avoid a poorly scoped security solution and possible missed savings opportunities » Procurement of suppliers w ithout engaging the team, potentially increases risk

exposure to Balfour Beatty

SITE MOBILISATION GUIDE VERSION 1, 2016

49

Third Party Consents - How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and establish key areas of activity

For consents of third party and stat utory aut horit ies for easements and notices/licences.

Refer to Property Section if legal agreement for access or storage means gaining consent from a third part y adjacent to a main site.

Easements for ut ilit ies should be undertaken by t he ut ilit y provider, refer to the Gas & Electric section. Refer to t he IT set up sect ion if easements are required for communicat ions.

Project Manager should identify consents required, Site Mobilisation w ill direct to Property Services or IT

Property Service / IT records and manages information in line w ith timescales

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First point of contact:

Balfour Beatty Site Mobilisation Hub » Site details / type / size of property » Duration of mobilisation / occupation » Information on all intended site use and materials / transportation issues

mobilisationhub@balfourbeatty.com 0844 8800 090

Checklist to remember: » Agree information or local arrangement w here risk is not controlled » Consider land use and access agreements – possible w ayleaves and easements to

agree w ith third party. Property to advise on land ow nership and legal requirements » Consider overhand and party w all issues and agreements. Failure to information and agree w ith site neighbours could result in trespass and damages claims

Balfour Beatty specialist contact: Property Team 0114 232 9599

property.services@balfourbeatty.com

» Consider all proposed discharges – w aste, soil and effluent. Seek advice from contract environmental team, and Property Team if third party consent required » Access onto public highw ay – consents/signage etc. Contract team to determine w hat requirements are needed and make applications to relevant authority

SITE MOBILISATION GUIDE VERSION 1, 2016

51

Water And Sewerage Temporary Connections - How Do You Get It Right?

Water supply needs to be arranged direct ly by t he project w it h relevant local provider. Details can be found on t he w ebsite w ater.org.uk.

Early engagement is important as t here may be a requirement for surveys, draw ings, local council approvals and legal approvals. The service and processes differ betw een providers.

Project Manager should contact the Site Mobilisation Hub, w ho w ill jointly agree the best course of action

SITE MOBILISATION GUIDE VERSION 1, 2016

Bottled w ater dispensers and coolers should only be used if a mains portable w ater supply is unavailable. The supply and plumbing can be tested to prove t he w ater is safe to drink.

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SITE MOBILISATION

First point of contact: Balfour Beatty Site Mobilisation Hub

» Full site address including postcode » Site contact name and number

mobilisationhub@balfourbeatty.com

Checklist to remember:

0844 8800 090

» Use the correct specification for installation of pipew ork required by the provider e.g. “ Sew ers for Adoption” w hen installing w aste pipew ork and ensure that inspections are arranged w ith the provider

Water Supplier Information w w w .w ater.org.uk

» All new w ater supplies must be fitted w ith meters. Having these fitted during site set-up is significantly cheaper than doing so retrospectively and can help w ith billing disputes

» Burying or insulating w ater piping w ill aid in avoiding the piping being heated by the sun and complaints about the w ater not being cool enough

SITE MOBILISATION GUIDE VERSION 1, 2016

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SITE MOBILISATION GUIDE VERSION 1, 2016

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Water and wastewater

Local water and wastewater

Water only

Anglian Water (Hartlepool Water) w w w .anglianw ater.co.uk

Albion Water w w w .albionw ater.co.uk

Affinity Water w w w .affinityw ater.co.uk

Džr Cymru – Welsh Water w w w .dw rcymru.com

Independent Water Netw orks w w w .iw nl.co.uk

Bristol Water w w w .bristolw ater.co.uk

Northern Ireland Water w w w .niw ater.com

Peel Water Netw orks w w w .peel.co.uk/utilities/w ater

Cambridge Water w w w .cambridge-w ater.co.uk

Northumbria Water w w w .nw l.co.uk

Thames Water Commercial Services w w w .thamescommercial.co.uk

Cholderton and District Water w w w .choldertonw ater.co.uk

Scottish Water w w w .scottishw ater.co.uk

Veolia Water Projects http://w w w .veolia.co.uk/our-services/ourservices/w ater-services

Dee Valley Water w w w .deevalleyw ater.co.uk

Severn Trent Water w w w .stw ater.co.uk South West Water w w w .southw estw ater.co.uk Southern Water w w w .southernw ater.co.uk Thames Water w w w .thamesw ater.co.uk United Utilities w w w .unitedutilities.com Wessex Water w w w .w essexw ater.co.uk Yorkshire Water w w w .yorkshirew ater.com

SITE MOBILISATION GUIDE VERSION 1, 2016

Essex and Suffolk Water (Northumbrian Water) w w w .esw ater.co.uk Hartlepool Water (Anglian Water) w w w .anglianw ater.co.uk Portsmouth Water w w w .portsmouthw ater.co.uk Bournemouth Water w w w .bournemouthw ater.co.uk South East Water w w w .southeastw ater.co.uk South Staffs Water w w w .south-staff-w ater.co.uk Sutton and East Surrey Water w w w .w aterplc.com

55

Crawler Cranes – How Do You Get It Right?

Is your project likely to require craw ler cranes

If yes, call BPH Equipment w ith details of your likely requirements and w e w ill identify a suitable crane for your project

BPH Equipment w ill mobilise the crane solution for your project

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» Details of all BPH Cranes are available on the w ebsite (w w w .bphequipment.co.uk) » Is the access suitable for a craw ler crane? » Can the load be lifted to the required location w ith a craw ler crane?

» Is the hire duration greater than 2 w eeks?

Checklist to remember:

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First point of contact: Philip Chippindale (General Manager) philip.chippindale@bphequipment.co.uk

Rob Jensen (Operations Manager)

rob.jensen@bphequipment.co.uk 01652 633340

» The size of crane required or alternatively identify the load to be lifted and at w hat radius

Balfour Beatty specialist contact:

» Type of boom required i.e. Lattice or Telescopic » Number of cranes required

Site Mobilisation Hub

» Any environmental restrictions applicable i.e. Engine tier or biodegradable oil

mobilisationhub@balfourbeatty.com

» Sufficient notice available to plan the mobilisation

0844 8800 090

» Length of boom required » Are there any site access restrictions? » Don’ t forget to get the temporary w orks design for the Working platform (including offloading and rigging location) SITE MOBILISATION GUIDE VERSION 1, 2016

57

Temporary Works Planning - How Do You Get It Right?

Link up w ith the local Temporary Works Design office

Temporary Works are an Engineered Solut ion to enable t he const ruct ion of t he w orks. They include items such as scaf folds, formw ork, plat forms etc.

All Temporary Works on site needs to be designed and checked to ensure that they are safe adequate to perform t he w orks.

Appoint a Temporary Works Co-ordinator

Identify Temporary Works items needed on the project and create a Schedule

Design & Check Temporary Works items ready for building on site

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Before engaging with us, consider the following: » Identify the Bid Temporary Works Schedule and budget allow ance

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SITE MOBILISATION

First point of contact: Balfour Beatty Site Mobilisation Hub

mobilisationhub@balfourbeatty.com

» Think about how you w ant to set up site and your method for building project 0844 8800 090

Checklist to remember » Cranes and hiabs lifting on site need to have platforms beneath to spread the load from outriggers.

Balfour Beatty specialist contacts:

Tom Newton (Exeter) tom.new ton@balfourbeatty.com 07841 568 365

» Underground services need to be diverted or protected from site activities » Formw ork and falsew ork needs to be designed and checked.

Lead in times » At least 2 w eeks for design & check

(don’ t forget to add on procurement and installation time)

Ian Donaldson (Cheadle) ian.donaldson@balfourbeatty.com 07767 311 813 Mark Beeston (Scotland) mark.beeston@balfourbeatty.com 0131 332 9411 Grant Tolley (London) grant.tolley@balfourbeatty.com 07872 005 548 Ernest Docksey (Derby) ernest.docksey@bbusl.com 07982 677 356

SITE MOBILISATION GUIDE VERSION 1, 2016

59

Temporary Electrics - How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess the initial requirements

Our subcontract partner w ill develop a specification and design w ith agreed timescales

Temporary power, temporary lighting, temporary fire alarms, temporary plumbing and water supply, utilities monitoring, grey/rainwater harvesting, site accommodation bases.

Services include: Temporary electrics scheme design for bids and projects, quick pricing matrixes, and sustainability options.

Early engagement is preferable to enable value engineering. Attendance on site is possible for connection in 3-7 days, if accurate information is provided.

For further Electrical Safety guidance see Mechanical & Electrical Safety 360 page: https://home360.balfourbeatty.com/UKHealthandSafety/Pages/Electricity.aspx

Project Manager w ill need to confirm order

Delivery and installation schedule agreed

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First point of contact: Balfour Beatty Site Mobilisation Hub

» Be sure to have your project number at hand » Send details of temporary electrics

mobilisationhub@balfourbeatty.com

» Send details of the programme requirements (e.g. tow er crane, lifts, hoists)

0844 8800 090

Checklist to remember: » Consider the use of temporary LED lighting on projects over 12 months – payback is increased

Balfour Beatty specialist contact:

significantly for projects over a one year through reduced energy usage and reduced maintenance costs. Please maximise the use of temporary lighting and engage w ith WysePow er, to develop the right

WysePow er

scheme for your project

paula.callaw ay@w ysegroup.co.uk

» Ensure that prior to any site w elfare units being inhabited; on conclusion of electrical supply installation, the follow ing are actioned; » Supply cabling to all units - w hether plug and play / hard w ired – are tested and recorded before energisation.

Wingate enquireries@w ingate.co.uk

» The internal electrical installation is Inspected as per IET BS7671 Regulations prior to supply

being energised – any failings are remedied before pow er is sw itched on. » Once supply is energised, supply cable AND internal installation is tested as per IET BS7671 Regulation, and test results recorded and copy left at site at that point – minimum of hand w ritten result MUST be left at site at the time of tests being carried out. » Note – all Inspection and Testing MUST be carried out be qualified and competent Electricians

SITE MOBILISATION GUIDE VERSION 1, 2016

61

Materials Exchange – How Do You Get It Right?

Identify materials that you need that may be available from other projects and contact the Site Mobilisation Hub, w ho w ill assess your requirements

This service has been created to enable the exchange of surplus materials and furniture betw een project sites across the group, helping to reduce w aste, avoid land fill and achieve cost savings.

It helps you connect w ith other parties to exchange materials, then you make the deal directly w ith them.

Log on to materials exchange and register a “ w ant” and look at w hat is already there

Link up w ith interested parties and complete transfer

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DEMOBILISATION PROJECT DELIVERY

SITE MOBILISATION

First point of contact: Balfour Beatty Site Mobilisation Hub

» Be sure that you know your address and postcode

» Determine w hat materials and equipment you need

mobilisationhub@balfourbeatty.com

» Are you w illing to pick up items from another site?

0844 8800 090

Tips for using the Materials » Ensure that you register your “ w ant” as early as possible to maximise the number of

Balfour Beatty specialist contact:

people w ho w ill see your entry

» Review the database regularly to see if anything you need has come on » Register for updates to new items

Materials Phillip Dumelow 020 7963 2323

Checklist to remember:

phillip.dumelow @balfourbeatty.com

» Make certain that any material transfers conform w ith legislation

Furniture and Office Equipment mobilisationhub@balfourbeatty.com

0844 8800 090

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63

Waste - How Do You Get It Right?

Project Manager should contact the relevant supplier for the type of skip required

Project Manager needs to raise a purchase order and book delivery

Reconomy is currently our supplier for solutions in general, concrete, w ood, plasterboard, inert and cardboard w aste.

CF Booth are our supplier for metal skips, w ith Moulding Solutions supplying plastic skips. How ever, they w ill not deliver to Scotland.

Therefore, Reconomy should then be the first option.

Reconomy support teams are available for on-site support in optimal w aste segregations. Their helpdesk is open betw een 08:00 and 17:30, Monday to Saturday. Order before 16:00 for next day service.

Ensure invoice is correct and approve payment

Approved order is sent to the respective supplier

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DEMOBILISATION PROJECT DELIVERY

SITE MOBILISATION

First point of contact: Reconomy

» Your w aste plan identifying expected w aste streams and anticipated quantities early in the process » Check for any take back / recycling schemes w ith suppliers and utilise

» Direct arrangements w ith scrap metal merchants are appropriate w here large high value quantities of scrap metal are anticipated Checklist to remember:

balfourbeatty@reconomy.com 0800 0282 290 CF Booth (Metal Skips)

scm.pow er@balfourbeatty.com Moulding Solutions (Plastic Skips) shaun@moulding-solutions.co.uk

» Liaise w ith the sustainability team in your Strategic Business Unit to optimise w aste

solutions

Balfour Beatty specialist contact:

» Consider the cost of w aste per yard w hen selecting skip size

Site Mobilisation Hub

» Consider requesting a site visit to assess requirements and optimise disposal

mobilisationhub@balfourbeatty.com

» Do not contaminate – charges may be incurred. If in doubt contact the Site

0844 8800 090

Mobilisation Hub for assistance » Do not overfill – additional charges refusal to service may occur » Report any complaints to avoid the creation of delays and decrease in the quality of response.

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Signage - How Do You Get It Right?

Project Manager should create account on Lyreco w eb portal

This includes signage for temporary street works, permanent road signage, Balfour Beatty branded and all bespoke signage requirements.

Lead time for standard stocked products is next working day. For nonstocked and bespoke signage requirements allow for a two week lead time follow ing initial engagement.

Project Manager to find products on the Lyreco Balfour Beatty database

Each project must have a noticeboard or folder.

There are various types and sizes of noticeboard available from Lyreco, using the details below.

Project Manager w ill need to confirm order

Agree delivery to site

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First point of contact: Balfour Beatty Mobilisation Hub

» Make sure you have a Lyreco account, Site Mobilisation Hub can arrange this for you. Please allow 48 hours for your new account to be created » Have your site details to hand, inclusive of any project numbers/cost centres,

mobilisationhub@balfourbeatty.com 0844 8800 090

delivery points » Check w ith your health and safety contact in Balfour Beatty for required signage (minimum Fatal Risks, Golden Rules, Observation cards, H&S Law poster, Briefing

Balfour Beatty specialist contact:

Boards) Tim Jordan Checklist to remember:

07773 245 287 tim.jordan@balfourbeatty.com

» Check your customer contract for special requirements or limitations w ith regard to hoarding and signage

» Ensure all legal notices are displayed e.g. F10, Health and Safety Law Poster.

HS&E team HSE@balfourbeatty.com

Contact your local HS&E advisor for further information

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Communication Noticeboards - How Do You Get It Right?

Every site is required to have a Communications noticeboard or folder.

Project Manager should create account on Lyreco w eb portal

These can be procured from Lyreco, using the details on the preceding page.

Once you have your noticeboard or folder, a member of the team must take responsibility for making sure it is updated. To do this, they need to email communications@balfourbeatty.com to register.

Project Manager to find products on the Lyreco Balfour Beatty database

Once registered, they w ill receive new s items via e mail that they must print and display on the noticeboard or in the folder.

Project Manager w ill need to confirm order

Agree delivery to site

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First point of contact: Balfour Beatty Mobilisation Hub

» Make sure you have a Lyreco account, Site Mobilisation Hub can arrange this for you. Please allow 48 hours for your new account to be created » Have your site details to hand, inclusive of any project numbers/cost centres,

mobilisationhub@balfourbeatty.com 0844 8800 090

delivery points » Check w ith your health and safety contact in Balfour Beatty for required signage (minimum Fatal Risks, Golden Rules, Observation cards, H&S Law poster, Briefing

Balfour Beatty specialist contact:

Boards) communications@balfourbeatty.com Checklist to remember: » Email communications@balfourbeatty.com to register to receive noticeboard/ folder content

» To update the content in a timely manner

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Project Control Room - How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess the project requirements

Project control rooms employ visual management tools and short interval control on our projects. Combined w ith appropriate training and discipline of use, they

are used to deliver best practice in communication, control and project management.

Determine project control room location

Template signs are available from Lyreco in a number of styles to suit a range of project requirements, and have a three week lead time.

Training can be arranged w ith our in house experts or you can use the online webinar.

Project Manager to order boards through Lyreco

Both parties to arrange training session for site team

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Project control rooms employ visual management tools and short interval control on our

First point of contact:

projects. Combined w ith appropriate training and discipline of use, they are used to

Balfour Beatty Site Mobilisation Hub

deliver best practice in communication, control and project management.

Before engaging with us, consider the following:

END

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mobilisationhub@balfourbeatty.com 0844 8800 090

» Define requirements: view the project board options available (Primary, Secondary, Lite). selecting those best suited to your project. Options can be view ed on Lyreco’ s

Balfour Beatty specialist contact:

online catalogue (create an account by emailing Lyreco using contact details below )

» Determine location of the Project Control Room – a dedicated room if available or combined w ith an induction or meeting room

Checklist to remember:

Andrew Dodsw orth 07474 294423

andrew .dodsw orth@balfourbeatty.com

» Install at the beginning of the project – these tools are most effective if used w ith discipline from the outset of the project » Use the training resources available to ensure your project gets the most benefit from the visual management tools

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Bulk Fuel - How Do You Get It Right?

Identify fuel requirements

For the supply of bulk fuels, specifically gas oil, diesel, low sulphur gas oil and lubricant products, please refer to the group supplier agreement guide on page 104 for more details.

Project Manager should complete fuel form and send to Hall fuels to confirm the project requirements

Hall Fuels w ill provide Project Manager w ith an account number, w hich w ill then need to be quoted in future interactions

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First point of contact: Hall Fuels

» Assess planned fuel usage for period » Produce access plan

01784 248659

» Confirm site details including address and project code

balfourbeatty@hallfuels.co.uk

Checklist to remember: Balfour Beatty specialist contact: » Engage w ith the Site Mobilisation Team to notify them about specific health and safety requirements that occur on your site » Provide suitable fuel and lubricant storage facilities (double skinned tanks, separation

from w atercourses, fire fighting measures, safe refuelling arrangements, etc.)

SITE MOBILISATION GUIDE VERSION 1, 2016

Matthew Goddard 07966 991 014 Matthew .Goddard@balfourbeatty.com

73

Purchasing Cards - How Do You Get It Right?

Purchasing Cards (Non-travel and expenses) are an alternat ive to a

standard purchase order w it h a set mont hly limit. They should be used for low value, high volume requirements. When you use it w it h Apply for a purchasing card by completing PC-PCA1 form

enabled suppliers, it reduces administrat ion costs, lets you see line by line w hat you' re spending and pays our suppliers quicker.

Keep records and receipts

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First point of contact: Balfour Beatty Site Mobilisation Hub

Complete form PC-PCA1 available on 360 and send to purchasing.card@balfourbeatty.com.

mobilisationhub@balfourbeatty.com

An application w ill be sent to the bank on your behalf, you w ill then receive the card

0844 8800 090

and be provided w ith training.

How to get a corporate card

An application can be requested from the Expenses team cscpettycash_pcards@bbw orksmart.com

How will transactions be posted to the project I am working on?

Balfour Beatty specialist contact:

Purchasing Card Team 08000 304 127 | option 7 | option 1 purchasing.card@balfourbeatty.com

All transactions w ill appear on the banks online system ‘ MiVision’ , usually w ithin 48 hours after transacting w ith a supplier. The Project Manager or someone w ho has delegated responsibility for the card e.g. Site Administrator, can log in to MiVision and allocate transactions accordingly.

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Fire Services - How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill request a quotation. Alw ays attach a detailed site plan

Final quotation provided by the Fire team

Fire Services team w ill confirm date of required delivery w ith the Project Manager

Project Manager w ill need to raise a purchase order on quotation

Fire Team and Project Manager to agree maintenance requirements

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First point of contact: Balfour Beatty Site Mobilisation Hub

» Prior to engaging, consider;

mobilisationhub@balfourbeatty.com

• Size of building in square meter

0844 8800 090

• Types of buildings (w arehouse, office, hospital, school) • Is there electricity on site?

• Do you require fire services to install extinguishers and signs?

Balfour Beatty specialist contact:

• Do you require fire services to carry out a f ire risk assessment?

• Do you require fire services to carry out a f ire alarm installation?

Plant & Fleet Services 0870 8444 888 (option 3) fireservices@balfourbeatty.com

Checklist to remember: » Include site plans to provide a quote against » Include R12 Purchase Order Number

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PPE and Site Equipment – How Do You Get It Right?

Project Manager should contact local branch via telephone or email

Direct Corporate Clothing (DCC) is the group supplier for PPE.

Place your order and ensure you confirm delivery

Ensure invoice is correct and approve payment

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Before engaging with us, consider the following:

First point of contact:

» P-card if available

Direct Corporate Clothing (DCC)

» Details of PPE requirements and replacement needs

bbg.helpdesk@directcorporate.co.uk

» Details of any stock you need to keep in storage on site

0121 5431 333

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Checklist to remember: » Contact the marketing team if you require a non-standard design e.g. adding a new

logo » Consolidating requirements w ill help to avoid carriage charges (on orders less than £50)

SITE MOBILISATION GUIDE VERSION 1, 2016

Balfour Beatty specialist contact:

Site Mobilisation Hub mobilisationhub@balfourbeatty.com 0844 8800 090

79

Office Supplies – How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess the initial requirements

Site Mobilisation Hub can create an on Lyreco' s w eb portal and pass the details to the Project Manager to order directly

This covers office supplies, first aid suppliers, catering and hygiene, IT consumable, print and office furnit ure.

Orders can be placed w ith the dedicated Balfour Beat t y Customer Services Team. Orders placed by 17:30 are guaranteed for next w orking day delivery across all stocked lines. Some catalogue furniture w ill have a five w orking day lead t ime. Lyreco’s Webshop stocks Balfour Beatty products.

Before you engage w ith the Site Mobilisat ion Hub, check internal resources via the Materials Resources Exchange.

Project Manager should confirm order

Project Manager to oversee delivery to site

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Before engaging with us, consider the following:

First point of contact:

» Make sure you have a Lyreco account. If you do not, please allow 48 hours for a

Lyreco

new account to be created » Have your site details at hand, inclusive of any project numbers / cost centres.

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w ise.cs.tlc@lyreco.com 0845 603 9044

Please also be clear on preferred payment method along w ith the relevant purchase order details or P-card information Checklist to remember: » Provide clear delivery instructions » Consolidate orders to reduce the number of deliveries required

Balfour Beatty specialist contact: Victoria Miller 07890 074 611 victoria.miller@balfourbeatty.com

SITE MOBILISATION GUIDE VERSION 1, 2016

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Building Materials - How Do You Get It Right?

Project Manager should contact the Site Mobilisation Hub, w ho w ill conduct a Triage and assess the project requirements

General building materials for site mobilisat ions should be procured from Jew son. Scope of the Jew son agreement includes bot h heavy and light building material, civil products and general t imber.

Benefits of utilising the agreement w it h Jew son include:

Procure via P-Card or complete requisition and send to Mobilisation Partner

Jew son (Inc. Build Centre) have over 600 branches including 55 Civils depots across the UK Next day (before 4pm) delivery on any ‘ Core’ items ordered w ith Jew son before 4pm t he previous day

Mobilisation Partner to raise Purchase Order w ith Jew son w here transaction cannot be facilitated by P-Card

Timber. All products supplied meet t he criteria of the Balfour Beatty Sustainable Timber Procurement Policy (FSC/ PEFC and Chain of Custody).

Materials delivered and documents sent to site support to allow timely processing of the invoice

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First point of contact: Robert Lister

» Check internal resources via the Materials Resource Exchange Portal » Consider pre-ordering specific sizes to avoid the requirement to dry cut on site

07896 675 059 robert.lister@balfourbeatty.com

» Consider delivery and offloading requirements e.g. crane or forklift offloading

facilities and palletised loads » Consider manual handling controls and packaging materials

Balfour Beatty specialist contact:

» Consider temporary w orks design procedure requirements (hoarding design, shoring for pipe installation) » Please utilise P-Card w here possible or engage w ith your local procurement hub team w ho w ill place the order from your requisition

SITE MOBILISATION GUIDE VERSION 1, 2016

Site Mobilisation Hub mobilisationhub@balfourbeatty.com

0844 8800 090

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Non-operated Plant - How Do You Get It Right?

Project Manager should contact the Plant team specialist

Various non-operated plant and equipment hire from fencing to lighting tow ers.

Please raise the requisitions w ith the Plant Hire teams using the contact details opposite.

Project Managers requirements are identified

The approximate lead time for your plant can vary betw een eight w orking hours to a w eek. Be sure to check w ith the hire desk how long delivery w ill take and if there is a faster option if required.

Project Manager w ill need to raise online requisition via email or phone

Hire desk w ill acknow ledge request w ithin one hour

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First point of contact: Construction, Major Projects

» Project code (contract site reference) » Estimated off -hire date » A competent and qualified user, if required

» Delivery or collection address » Detail of any delivery requirements Checklist to remember:

csukplant@balfourbeatty.com 0870 8444 888

(select option 1, option 1, option 2) Gas & Water, Power T&D bbssplant@balfourbeatty.com

0870 8444 888 (select option 1, option 1, option 1)

» Check w hat accessories are required on the project

» Consider the fuel cost and add the item to the bulk fuel delivery schedule

Rail, Living Places, Joint Ventures mobilisationhub@balfourbeatty.com

» Site restrictions on delivery and maintenance

0844 8800 090

» Ensure there is sufficient budget in the tender allow ance

» Provide appropriate general and task lighting Balfour Beatty specialist contact: Site Mobilisation Hub mobilisationhub@balfourbeatty.com 0844 8800 090 SITE MOBILISATION GUIDE VERSION 1, 2016

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Generators - How Do You Get It Right?

Project Manager to identify plant / equipment requirements and contact the Mobilisation Hub. by using the generator selector and discuss w ith the Plant team specialists

In some cases it is more cost -efficient over the hire period to use a combination of a lower specification generator and a firefly / power cube or to run generators in parallel. Please contact your hire desk for more information.

It is best practice if a generator is required to run 24/7 to have a second smaller generator installed to run during periods of lower demand.

Generators up to 300kVA have a lead time of 12 working hours and generators over 1400kVA have a lead time of 20 working hours.

Project Manager w ill need to raise a requisition via email or phone

Breakdow ns should be attended and assessed w ithin four working hours.

All orders processed via the Site Mobilisation Hub, w ill be passed onto the Energy Management Unit that can help size your generator for you.

Hire desk w ill confirm the order w ithin one hour

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Before engaging with us, consider the following:

First point of contact:

» Will you use your generators for 40 hours a w eek or 20 hours a day?

Construction, Major Projects

» Would a small generator be sufficient for night use?

csukplant@balfourbeatty.com

Please have ready:

0870 8444 888

» Project and task codes (contract site reference)

(select option 1, option 1, option 2)

» Estimated off -hire date

Gas & Water, Power T&D

» Delivery or collection address

bbssplant@balfourbeatty.com

» Details of any delivery requirements

0870 8444 888

END

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(select option 1, option 1, option 1) Checklist to remember: » Procure fuel for the generators from Halls Fuel » Apply for installation on a combinational service (using a smaller generator for low

Rail, Living Places, Joint Ventures mobilisationhub@balfourbeatty.com 0844 8800 090

demand periods) » Ensure there are provisions for emergency stand-by pow er » The correctly sized generators are used to avoid significantly increased fuel costs, noise levels and local air pollution

SITE MOBILISATION GUIDE VERSION 1, 2016

Balfour Beatty specialist contact: Energy Management Unit: EMUmobilisation@balfourbeatty.com

87

Fuel Cards - How Do You Get It Right?

Apply for the fuel card by contacting Fleet Helpdesk on 0845 602 7064

The Allstar Discount Diesel fuel card is accepted across the UK, including all major oil brands. The Allstar netw ork includes all the main supermarket and oil company forecourts as w ell as independent forecourts.

The Discount Diesel fuel card can be used at over 1,700 forecourts.

Dow nload the Allstar mobile app our app to find your nearest fuel station.

Keep records and receipts

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X The Allstar Discount Diesel fuel card is accepted across the UK, including all major oil brands. The Allstar netw ork includes all the main supermarket and oil company forecourts as w ell as independent forecourts.

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First point of contact: Fleet Helpdesk

0845 602 7064 (option 3) The Discount Diesel fuel card can be used at over 1,700 forecourts.

Dow nload the Allstar mobile app our app to find your nearest fuel station.

01332 288 580 fuelcard@bbfleetservices.com

Before engaging with us, consider the following: » Visit the Allstar fuel station netw ork w ebpage to find details of fuel stations near your projects: https://w w w .allstarcard.co.uk/services/allstar-fuel-station-netw ork/ Checklist to remember: » Plan your journey and know fuel stations in relevant locations in advance

» Fill up w hen you have betw een ¼ and ½ tank, not w hen already on red » Never fill up w ith premium fuel » A minimum of 5 w orking days are required to order and receive fuel cards

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Demobilisation Key Elements

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Modular Accommodation – How Do You Get It Right?

Project Manager should inform Modular team & Site Mobilisation Hub of intended off -hire date at least 12 w eeks in advance

Project Manager should check RAMS are in line w ith changes to site specification

When off -hiring modular accommodation, the Project Manager should contact the Modular team and the Site Mobilisation team.

As you plan to demobilise your site, please post any materials that can be reused on the Materials Exchange including Furniture.

Complete dilapidation report

Both parties to agree time for building removal

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X

First point of contact: Balfour Beatty Site Mobilisation Hub

» Confirm date and time of off -hire » Communicate any site opening / closing times or traffic restrictions

mobilisationhub@balfourbeatty.com 0844 8800 090

Checklist to remember: » Empty the building of furniture at the end of the project

Balfour Beatty specialist contact:

» Remove all signage before returning all accommodation » Ensure all services are disconnected prior to collection

Modular Buildings 01332 288 426 Modular.enquiries@balfourbeatty.com

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Temporary Accommodation (Cabins) – How Do You Get It Right?

Project Manager should inform the Site Mobilisation Hub of the date you w ill vacate the premises

When off -hiring temporary accommodation, contact the Site Mobilisation Hub and quote the site address and fleet numbers.

Project Manager to check RAMS are in line w ith changes to site specification

If the accommodation is to remain in place and the client or another contractor takes over its use, you must negotiate this ahead of our off -hire date and in conjunction w ith the Plant Hire Desk and A-Plant.

Both parties to agree collection time for cabin removal

Complete off -hire inspection form provided by A-Plant collection driver

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X

First point of contact: Balfour Beatty Site Mobilisation Hub

» Confirm date and time of off -hire » Confirm any alterations, missing furniture or damages to disclose to A -Plant

mobilisationhub@balfourbeatty.com

» Communicate any site opening / closing times or traffic restrictions

0844 8800 090

Checklist to remember:

Balfour Beatty specialist contact:

» Empty the toilets/effluent tanks prior to collection

Construction, Major Projects

» Return accommodation w ith all floors sw ept, bins emptied and w indow s secured

csukplant@balfourbeatty.com

» Ensure you have removed all Balfour Beatty signage

0870 8444 888

» Adhere to notice provisions w hich w ould result in additional costs

(select option 1, option 1, option 2)

» Remove all fixtures and fittings prior to collection (including notice boards to provide

Gas & Water, Power T&D

vacant possession)

bbssplant@balfourbeatty.com

0870 8444 888 (select option 1, option 1, option 1) Rail, Living Places, Joint Ventures mobilisationhub@balfourbeatty.com 0844 8800 090 SITE MOBILISATION GUIDE VERSION 1, 2016

95

Tower Cranes – How Do You Get It Right?

Project Manager should inform the Site Mobilisation Hub of intended off hire date at least 12 w eeks in advance

When off -hiring Tow er Cranes, the Project Manager should contact the Site Mobilisation Hub.

Maintain communication betw een the Site Mobilisation Hub and Project Manager

Both parties to agree collection time for Tow er Crane removal

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SITE MOBILISATION

X

First point of contact: Balfour Beatty Site Mobilisation Hub

» Confirm date and time of off -hire » Hirers usually require a minimum of 4 w eeks’ notice of off hire

mobilisationhub@balfourbeatty.com

» Communicate any site opening / closing times or traffic restrictions

0844 8800 090

Checklist to remember: » Dismantle lead times can be longer if taking place during a road closure (up to 12 w eeks) or at the w eekend, or if Netw ork Rail or other agency have to approve method statements and methodology

» Planning to remove the crane is as detailed as the installation - w here w ill the mobile crane stand, w here is the lay dow n area for the jib and other crane parts

Balfour Beatty specialist contact:

Simon Armstrong 07854 058036 0870 8444 888

(Select Option 1, Option 5) tow ercranes@balfourbeatty.com

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3 rd Party Property Handback – How Do You Get It Right?

Project Manager should inform the Site Mobilisation Hub of the date you w ill vacate the premises (minimum of 12 w eeks before the contract end date)

When handing property back to the ow ner, dilapidations can be settled by an agreed figure that reflects the damages or by undertaking the w orks required.

Property Team w ill inform the landlord w ho may issue a dilapidation survey

Agree w hether to undertake any remedial w orks or pay a financial settlement to the landlord

Contract Team to sign-off handover w ith the landlord’ s representatives, Property Services to attend if high risk

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SITE MOBILISATION

X

First point of contact: Balfour Beatty Site Mobilisation Hub

» Confirm hand back timescales » Confirm any alteration or damages to disclose to landlord for surveyor to note and record

mobilisationhub@balfourbeatty.com 0844 8800 090

Checklist to remember: Balfour Beatty specialist contact: » Forw ard any correspondence from landlord regarding dilapidations to Property Services » Comply w ith dilapidation rules w hen carrying out damage repairs at the end of the

project.

Property Team 0114 232 9677

property.services@balfourbeatty.com

» Agree dilapidations before vacating the premises – otherw ise this can make you liable for the landlords loss of rent w hilst putting damages right

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Electricity And Gas Temporary Disconnections – How Do You Get It Right?

When de-mobilising your site, there are t w o opt ions for elect ricit y and gas: Contact Site Mobilisation Hub to inform them of disconnection / transfer date

1.

2.

Transfer of ow nership to, for example, t he client Disconnection of the supply

Demobilisation has to be w ith the Site Mobilisat ion Hub.

Project Manager to agree final billing arrangements

Decommissioning lead t ime for gas is 6 -8 w eeks and for elect ricit y is 4-6 w eeks. For transfer of ow nership it is 28 w orking days.

Confirm decommissioning date

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SITE MOBILISATION

X

First point of contact: Balfour Beatty Site Mobilisation Hub

» Your project code » Strategic Business Unit

mobilisationhub@balfourbeatty.com

» Full site address including post code, MPAN or MPRN

0844 8800 090

» Site contact details including name and telephone number Checklist to remember:

Balfour Beatty specialist contact:

» Avoid contacting any provider directly. This w ill create confusion and potential non -

Matthew Goddard

compliance to legal requirements such as the Carbon Reduction Commitment (CRC)

07966 991 014

and Energy Savings Opportunity Scheme (ESOS) legislation

Matthew .Goddard@balfourbeatty.com

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Materials Exchange - How Do You Get It Right?

Waste Reduction Prevention

As your project approaches completion, there are several steps that you can take to reduce the amount of w aste sent to landfill.

1.Materials Exchange

Reuse

Recycle

As you plan to demobilise your site, please post any materials that can be reused on the Materials Exchange and classify them as ‘ haves’ . The Materials Exchange allow s you in include availability dates for your excess materials to allow the site receiving the materials the plan appropriately.

Please note that the Materials Exchange includes all materials – even stationery and you should allow six w eeks to find a match for your left over materials.

Search Materials Exchange on our 360 site.

Energy Recovery

Disposal

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2. Supplier take back and collection services

First point of contact:

Check w ith your suppliers to see if they have a take back and collection service that applies to left over materials and packaging. If they do, engage w ith them early to allow time to arrange for collection of materials and packaging in the final w eeks of the project.

Balfour Beatty Site Mobilisation Hub mobilisationhub@balfourbeatty.com

0844 8800 090 3. Recycling If reuse of a project or material is not possible, be sure to segregate w aste as much as is feasible. This w ill help you maximise off -site recycling and avoid landfill taxes.

If you have any questions regarding w aste management, please contact your local environment or sustainability manager or Reconomy. Details for Reconomy can be found on page 59.

4. Disposal

The final option is for w aste is to dispose of it via skips. Shipping to landfill should alw ays be avoided but you also need to make sure that you leave your site in an acceptable condition. How the client receives the site w ill be a major factor in their overall satisfaction and is important for securing future w orks.

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IT Removal Service - How Do You Get It Right?

Include a project disclosure date into the project delivery plan

Maintain communications betw een the Site Mobilisation Hub and Project Manager

The IT Site Set Up (SSU) project delivery team manage t he cont rolled closure, shut dow n and removal of IT services f rom project sites, as part of Demobilisation.

The first point of contact is the Site Mobilisat ion team w ho w ill liaise w it h t he SSU team to scope your requirements and assign a SSU Delivery Manager.

For IT removal and Verizon cancellat ion, please allow a minimum four w eek notice period.

Project Manager should inform Site Mobilisation Hub of the date you w ill vacate the premises

Complete closure of project and services

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DEMOBILISATION PROJECT DELIVERY

SITE MOBILISATION

X

First point of contact: Balfour Beatty Site Mobilisation Hub

» Produce a clear scope of w orks to discuss mobilisationhub@balfourbeatty.com Checklist to remember:

0844 8800 090

» Ensure that you have allow ed a sufficient lead time to conduct the removal of IT solution.

Balfour Beatty specialist contact:

» Include provision for demobilisation costs in the project budget » Clearly communicate requirements

IT site set-up team office 0191 228 2800 sitesetup@balfourbeatty.com

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Fire Services – How Do You Get It Right?

Project Manager should inform Site Mobilisation Hub of the date you w ill vacate the premises

When nearing Demobilisation, please contact the Site Mobilisation Hub, w ho w ill liaise w ith the Fire Services team to schedule a collection date.

Inform fire services of decommissioning date ready for collection at least 10 days before in advance

Check fire safety procedure to ensure correct fire safety levels are maintained follow ing collection

Agree collection date

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X

First point of contact: Balfour Beatty Site Mobilisation Hub mobilisationhub@balfourbeatty.com 0844 8800 090

Âť Please check the site fire risk assessment and procedures to ensure that there is appropriate fire cover on site once the fire equipment has been decommissioned.

Balfour Beatty specialist contact: Plant & Fleet Services 0870 8444 888 (option 3)

fireservices@balfourbeatty.com

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Non-operated Plant Collection- How Do You Get It Right?

Project Manager should inform Site Mobilisation Hub of the date you w ill vacate the premises (minimum of 12 w eeks before contract end date)

To terminate the hire of an item and request for it to be collected, please contact t he Site Mobilisat ion Hub. All plant w ill be collected w ithin 48 hours, if collect ion is required quicker than this then you need to negot iate t his w it h t he hire desk.

Make sure you sign collection documents – t his conf irms t he condition of the plant w hen collected.

The Site Mobilisation team w ill liaise w ith the Plant Hire Desk to arrange for the plant to be collected w ithin 48 hours

The supplier w ill communicate any damages w it hin 72 hours.

Site representative signs collection documents

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X First point of contact:

Construction, Major Projects

» Project and task codes (contract site reference number) » Fleet number and/or Purchase order number

Checklist to remember:

csukplant@balfourbeatty.com 0870 8444 888 (select option 1, option 1, option 2) Gas & Water, Power T&D

» Refuelling – if the item needs to be returned w ith fuel in it, check if it is cheaper to

bbssplant@balfourbeatty.com

fill on site or at the suppliers

0870 8444 888

» Location – if the item has changed location, has the supplier been informed?

(select option 1, option 1, option 1)

» Accessories – make sure all are included w hen returning the item

Rail, Living Places, Joint Ventures mobilisationhub@balfourbeatty.com

» Damaged items – make sure that you take any photos of any damaged items

0844 8800 090

Balfour Beatty specialist contact:

Site Mobilisation Hub mobilisationhub@balfourbeatty.com 0844 8800 090 SITE MOBILISATION GUIDE VERSION 1, 2016

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Contacts At A Glance Building Materials Robert.Lister@balfourbeatty.com

PPE and Site Equipment bbg.helpdesk@directcorporat e.co.uk Wise.cs.tlc@lyreco.com

Bulk Fuel Balfourbeatty@hallfuels.co.uk Fuel Cards fuelcard@bbfleetservices.com Gas and Electricity Matthew .Goddard@balfourbeatty.com Generator EMUmobilisation@balfourbeatty.com

HS&E Team HSE@balfourbeatty.com IT Site Set-Up and Removal Sitesetup@balfourbeatty.com Materials Resource Exchange Portal Philip.Dumelow @balfourbeatty.com Modular Buildings Modular.Enquiries@balfourbeatty.com David.Godw ard@balfourbeatty.com John.Moore3@balfourbeatty.com Vehicle Operating Licences Fleetcompliance@bbfleetservices.com

Purchasing Cards Purchasing.Card@balfourbeatty.com Property Property.Services@balfourbeatty.com Signage/Noticeboards/ Office Supplies and Furniture Wise.cs.tlc@lyreco.com

Security Services John.Barrie@balfourbeatty.com Matthew .Robinson3@balfourbeatty.com Nicola.Wragg@balfourbeatty.com Max.Thomas@balfourbeatty.com

Temporary Works Tom.New ton@balfourbeatty.com Ian.Donaldson@balfourbeatty.com Mark.Beeston@balfourbeatty.com Grant.Tolley@balfourbeatty.com Tow er Cranes tow ercranes@balfourbeatty.com Waste Balfourbeatty@reconomy.com

Water and Sew erage w w w .w ater.org.uk Supply Agreements User Guide Click Here Or search “ Supply Agreements User Guide� on 360

Temporary Accommodation and Plant Csukplant@balfourbeatty.com Bbssplant@balfourbeatty.com Temporary Electrics Paula.Callaw ay@w ysegroup.co.uk Terry.Taber@w ingate.co.uk Sharon.Fox@balfourbeatty.com

Any feedback on this guide, should be sent to: MobilisationHub@balfourbeatty.com

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Notes

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Notes

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Scan QR code to view an introduct ion to t he Site Mobilisat ion Hub