The Project
LCC appointed Pennington Choices to undertake bulk sample analysis and air monitoring across their residential property portfolio.
As part of the contract, we were required to work in accordance with the following turnaround timescales:
• Sample analysis: five working day turnaround.
• Emergency sample analysis: same day turnaround. This is facilitated by collaborating with a third-party organisation in Leicester, reducing the time needed to transport samples to our lab in Warrington and ensuring the emergency turnaround timescales can be met.
• Air monitoring: conducted immediately on site.
We assigned one lab analyst to manage the sample analysis demand and two air monitoring analysts to complete any required air testing.
Following project initiation, LCC appointed us to undertake a number of void asbestos surveys in addition to our other services.
Our Approach
We have undertaken pilot asbestos surveys for a sample number of void surveys. Conducting pilot surveys ensures that any initial issues are resolved in a collaborative manner before beginning the main programme.
We conducted a mobilisation meeting and are undertaking monthly progress meetings with the client to ensure seamless communication throughout the project.
Our lab team receive the samples from LCC and set up the information on our integrated digital system, TEAMS, to analyse the samples. Following our analysis, the bulk sample and air monitoring certificates are provided directly to the client. All information inputted into TEAMS is fully auditable/transparent. Our QA team validate the information sent by the client on TEAMS and use it to write up the final reports. We have provided LCC with access to TEAMS which allows the client to access reports and monitor the entire programme, in real time, 24/7, and free of charge.
Our team is experienced and qualified with P401 sample analysis, P403 and P404 air monitoring, and P402 surveying qualifications.
Our 22-strong planning, scheduling and dispatch (PSD) team plays a pivotal role in organising our surveyors to undertake air monitoring, ensuring a smooth and well-communicated workflow throughout the contract.
The Challenge
As LCC are conducting the surveys themselves, a challenge is posed as we must mobilise the lab to handle direct enquiries for the bulk sample analysis. Since we are not conducting the surveys, each individual site must be set up on TEAMS manually. This differs from our usual workflow, where we conduct the surveys, and everything is pre-configured on TEAMS, with analysis automatically assigned to the correct TEAMS location. Typically, our PSD team facilitates this process, funnelling the tasks to the lab team with a job number for sample analysis. However, in this project, the lab receives the samples directly and must manually set up the sites. To address this challenge, we have collaborated with the lab to develop a streamlined order process. We are training the lab team on how to efficiently receive and set up requests, ensuring smooth operation without the involvement of the PSD team.
Another challenge is presented by the emergency bulk analysis samples which require a verbal confirmation on whether a sample is positive or negative within a one-hour turnaround timescale. Emergency analysis is often necessary when a property is in disrepair, for example, the ceiling is falling through, and the sample must be analysed as soon as possible to decide whether the tenants must be removed from the building. As our lab is further than a one-hour travel time from the site in Leicester, we cannot facilitate emergency turnaround times. To combat this issue, we have appointed a third-party contractor in Leicester who can analyse the emergency samples within the required timeframe.
Our Achievement
Appointing a third-party contractor in Leicester has ensured that we are consistently meeting the two Key Performance Indicators (KPIs) that we established as well as the turnaround times specified for the project.
We are developing a good working relationship with LCC through the project, and they have appointed us to conduct void surveys outside of the contract, demonstrating that they trust our work and can rely on us for continued communication. We look forward to continuing this developing relationship with LCC in the future.
