Sheffield Teaching Hospitals - Cost Consultancy and Quantity Surveying

Sheffield Teaching Hospital required cost consultancy and quantity surveying services to assist with the replacement of outdated operating theatres with state of the art theatres. The outcome of this replacement would mean a considerable acceleration of output and would include the use of modern technology, for example, installing an integrated audio-visual system which records during surgery and can be linked directly to the Medical School to provide invaluable training for tomorrow’s surgeons. The AV includes cameras within the operating theatre lights.

It was imperative that that the floors met with latest guidance such as Health Technical Memoranda (HTM) and Health Building Notes (HBN) guidance. The project was part of a business case approved at £27.6 million.

The Challenge

Another issue we overcame is the geography of the works. The projects were being carried out in the middle of the existing theatre complex and so we needed to ensure the tender documents were thorough in terms of when the contractor could complete the works. We prepared the tender documents which were published to a selection of contractors. Once the tenders had been received, we assisted in the evaluation and award process. This included a detailed tender report, prepared by ourselves and submitted to the client, which outlined analyses of each submission and our reasons for the award recommendation. Throughout the project, we managed from a cost point of view, and provided regular valuations for payment of the contractor complete with financial report to guarantee the project was completed within budget.

What We Did

The existing facilities did not meet with the current standards such as HTM and HBN, regarding size and services configurations. This meant that the hospital’s maintenance costs and theatre “down-time” were excessive, which was greatly reducing income. The project was initially procured through a national framework but the hospital was not receiving value for money.

We liaised with the hospital to discuss their procurement options, with a final decision to pull the project from the framework and to procure the project through open tendering. We began by completing feasibility cost modelling, using software such as CATO Pro; a cost planning and estimating database. Demolition & Strip out of existing equipment and services. New Internal Walls, flooring, doors, ceiling. Sanitaryware, Fixtures, Lose & Fixed Furniture. Decoration Mechanical & Electrical Service Installations, Medical Gas Structural alterations (if required), External Plant. These cost estimations then allowed the hospital to gauge a budget for the works and to assist in the tender evaluation.

Our Achievements

The penultimate phase has just finished and the final phase has been tendered, with our assistance in tender document preparation, with £150,000 contingency still remaining, and the “unknowns” from the penultimate phase are included in the tender for the final phase. By advising our client to remove the project from the framework and to go to tender in a more traditional format, we provided value for money to the client by providing cost estimates to award a contractor who could provide value for money. We have developed a strong relationship with the client and contractor and, as a result, we have been appointed to deliver another series of projects for the Trust, of which the business case has been approved at £60 million.