Delivering CIF Projects: A Contractor’s Perspective

Drawing on our experience delivering mechanical, electrical, fire safety and refurbishment projects, we share the practical considerations involved in preparing for and managing CIF construction works.

Surveys, design coordination and procurement ahead of construction.

Early PlanningSurveys, design coordination and procurement ahead of construction.

School holidays, evenings and agreed out-of-hours programmes.

Flexible WorkingSchool holidays, evenings and agreed out-of-hours programmes.

Experienced project management, specialist trades and compliance.

Coordinated DeliveryExperienced project management, specialist trades and compliance.

The Condition Improvement Fund (CIF) provides funding for eligible academies, sixth-form colleges and smaller multi-academy trusts to address essential building condition and compliance issues.

Projects typically include electrical infrastructure upgrades, fire safety improvements, heating replacements and other works required to maintain safe and functional school buildings.

CIF or School Condition Allocation?

Larger multi-academy trusts generally receive School Condition Allocation (SCA) to fund improvements across their estates.

Although the funding arrangements differ, the construction requirements are often similar, with works needing to be delivered safely, efficiently and around the school’s operational needs.

Typical CIF Works We Deliver

• Electrical infrastructure and distribution upgrades
• Complete and partial electrical rewires
• Fire alarm and emergency lighting replacements
• Fire door replacement, fire stopping and compartmentation
• Boiler and heating plant replacements
• Domestic water and ventilation system upgrades
• Suspended ceilings and associated refurbishment works

At Pritchard Group, we work with education consultants, schools and academy trusts to deliver these projects, either as individual work packages or as coordinated multidisciplinary schemes.

Our focus is on the construction phase, ensuring works are properly managed, appropriately resourced and delivered in accordance with the project specification and agreed programme.

Once appointed, our priority is to establish a realistic construction programme that reflects the project specification, available working periods and operational requirements of the school.

While school holidays provide an opportunity to complete substantial works, larger projects may require several months on site, with evening and out-of-hours working forming part of the programme.

Our project management team coordinates procurement, resources, specialist trades and site activities to ensure the works progress in accordance with the agreed programme.

1. 1

   Contractor Appointment

   Review the contract requirements, scope of works, construction programme and responsibilities with the appointed consultant.

2. 2

   Pre-Construction Review

   Review available surveys, design information, asbestos records and site conditions, identifying any matters requiring clarification before construction.

3. 3

   Design Coordination & Approvals

   Coordinate with the appointed consultants and designers to ensure the necessary design information and relevant approvals are available to support the construction programme.

4. 4

   Procurement

   Identify and procure long-lead materials and equipment, including distribution boards, fire alarm systems, heating plant and fire doors.

5. 5

   Site Mobilisation

   Prepare the Construction Phase Plan where acting as Principal Contractor, coordinate RAMS, and establish site logistics, safeguarding arrangements and agreed working hours.

6. 6

   Construction Delivery

   Coordinate specialist trades and site activities, making effective use of school holidays, evenings and agreed working periods.

7. 7

   Inspection, Testing & Handover

   Undertake appropriate inspections, testing and commissioning, with completed works handed over in accordance with the project requirements.

8. 8

   Project Close-Out

   Complete outstanding contractual documentation, address any remaining defects and finalise project close-out requirements.

Once appointed, we review the project specification, drawings and available survey information to ensure we fully understand the works required.

For CIF projects, the original funding application may have been prepared several months before construction begins. During that time, building conditions or project requirements may have changed.

Our project management team attends site to review the proposed works, identify potential construction challenges and raise any queries with the appointed consultant before mobilisation.

Any discrepancies or additional requirements identified during our review are raised with the appointed consultant for clarification.

This helps us establish a realistic construction programme and prepare for the works before arriving on site.

Asbestos remains a common consideration when undertaking refurbishment works in older school buildings, particularly where projects involve electrical rewires, suspended ceilings, heating systems and fire safety upgrades.

Before commencing any work that may disturb the building fabric, we review the asbestos information provided by the school and appointed consultant to ensure it is suitable for the proposed activities.

An existing asbestos management survey may not provide sufficient information for intrusive refurbishment works. Where additional refurbishment surveys or investigations are required, these are identified and raised with the appointed consultant before the affected works proceed.

If asbestos-containing materials are identified, any necessary removal or remedial works must be planned and undertaken by appropriately competent contractors, with licensed specialists appointed where required.

The Importance of Early Asbestos Information

Late identification of asbestos can significantly affect a construction programme, particularly where removal works require specialist arrangements and statutory notification periods.

By reviewing the available information during pre-construction planning, we can identify potential restrictions, coordinate with the appointed consultant and allow suitable time for any necessary asbestos-related works.

Our priority is to ensure that construction activities are planned safely and that no work proceeds in areas where the asbestos information is insufficient for the proposed disturbance.

The Construction (Design and Management) Regulations 2015 (CDM 2015) apply to construction projects, including CIF-funded works within schools.

Before commencing works, we confirm the relevant project appointments and responsibilities with the client and appointed consultant, ensuring that the necessary pre-construction information and health and safety arrangements are in place.

Where appointed as Principal Contractor, Pritchard Group is responsible for planning, managing, monitoring and coordinating health and safety during the construction phase.

This includes preparing and maintaining the Construction Phase Plan, coordinating specialist contractors, managing site safety arrangements and ensuring appropriate supervision throughout the works.

For larger projects that meet the HSE notification thresholds, we also coordinate with the client and project team regarding the relevant notification requirements.

Our approach is to ensure that health and safety responsibilities are clearly understood and managed throughout construction, rather than treated as a paperwork exercise.

Before construction begins, it’s important that the relevant design information, specifications and approvals are in place.

At Pritchard Group, we review the information provided by the appointed consultant and design team, identifying any matters that could affect procurement, installation or the construction programme.

Where clarification or additional information is required, we raise this early to avoid unnecessary delays once works commence.

Building Control

Certain building works may require Building Control approval, depending on the scope and nature of the project.

We coordinate with the appointed consultant and design team to understand the applicable requirements and ensure that relevant approvals and inspection arrangements are considered within the construction programme.

Electrical Supply Upgrades

Projects involving major electrical distribution upgrades, additional plant or increased electrical demand may require involvement from the local Distribution Network Operator (DNO).

Where applicable, we review the proposed installation requirements and coordinate with the relevant parties to identify any supply constraints or network upgrade works that could affect the programme.

Fire Alarm Design

Fire detection and alarm installations are undertaken in accordance with the project specification and applicable requirements of BS 5839-1.

We review the design information provided and raise any technical queries or installation considerations with the appointed consultant before progressing the affected works.

Clear coordination between the design team and contractor helps ensure the construction programme reflects the technical requirements of the project.

Early procurement is an important part of delivering CIF projects, particularly where specialist equipment needs to be manufactured or ordered to suit the installation.

Once appointed, we review the project specification and identify materials and equipment that could affect the construction programme.

Our project management team works with suppliers and specialist subcontractors to establish lead times, coordinate orders and plan deliveries around the agreed programme.

Managing Procurement

We monitor procurement throughout the project, keeping track of key order dates, anticipated deliveries and any potential delays.

Where design information, approvals or technical clarifications are required before placing orders, we coordinate with the appointed consultant to resolve these matters as early as possible.

This helps ensure materials and equipment are available when required, supporting the agreed construction programme and reducing the risk of avoidable delays.

Making effective use of the available working periods is essential when delivering CIF projects, particularly where substantial works need to be undertaken during school holidays.

At Pritchard Group, we develop construction programmes around the scope of works, school operations and available resources.

Depending on the project, multiple teams may work across different classrooms, corridors or buildings simultaneously, with our project managers coordinating the activities of each trade.

For larger projects extending into term time, we arrange evening and out-of-hours working where appropriate, allowing construction to continue while minimising disruption to teaching.

Our Approach to Programme Delivery

1. 1

   Establish the Construction Programme

   Review the project requirements, key milestones, school calendar and agreed working hours to develop a realistic programme.

2. 2

   Coordinate Working Areas

   Plan construction activities across the school, allowing multiple areas to progress simultaneously where appropriate.

3. 3

   Manage Resources and Specialist Trades

   Coordinate labour, materials and subcontractors to ensure the different elements of work progress in the correct sequence.

4. 4

   Monitor Progress and Quality

   Our project managers monitor progress against the programme, coordinating inspections, testing and quality checks as works progress.

5. 5

   Completion and Handover

   Completed areas are inspected, tested and prepared for handover in accordance with the project requirements. Where appropriate, phased handovers are arranged for longer projects.

Worked Example: Four Schools, One Programme

A multi-school CIF programme could involve a full electrical rewire and fire alarm replacement at one school, a boiler replacement at another, fire door improvements at a third and an electrical distribution upgrade at a fourth.

Each project would have its own construction programme, resources and site management arrangements, coordinated through Pritchard Group’s wider operations team.

Where possible, substantial works would be scheduled during the school holidays, with evening and out-of-hours working incorporated for projects extending into term time.

Progress would be monitored across the programme, with regular communication between our project managers, the appointed consultants and school representatives.

This approach allows us to manage multiple projects simultaneously while maintaining consistent standards of safety, quality and compliance.

Although the majority of our school works take place during holidays and evenings, school premises are rarely completely empty. Caretakers, cleaners, administrative staff and holiday clubs may still be using parts of the building.

Before starting on site, we agree access arrangements, working hours, site security and safeguarding requirements with the school and appointed consultant.

This includes designated construction access routes, segregation of working areas, signing-in procedures and appropriate supervision.

We also confirm the school’s requirements for DBS checks and safeguarding procedures in accordance with applicable Keeping Children Safe in Education (KCSIE) guidance.

Our team includes personnel who hold Enhanced DBS checks, and we ensure that relevant safeguarding arrangements are communicated to our employees and specialist subcontractors.

These arrangements are incorporated into our site-specific planning and reviewed where necessary as the project progresses.

A successful CIF project isn’t just about completing the installation works. Ensuring the school and appointed consultant receive the appropriate certification and handover documentation is equally important.

At Pritchard Group, we coordinate the relevant inspection, testing, commissioning and project records as the works progress, rather than leaving everything until the end of the project.

Depending on the scope of works, handover documentation may include electrical installation certificates, fire alarm and emergency lighting commissioning records, mechanical commissioning information, fire door installation records, as-installed drawings and operation and maintenance manuals.

For larger projects extending over several months, phased handovers can be arranged where required, allowing completed areas to be returned to use while construction continues elsewhere.

Our aim is to provide a structured handover, with the relevant documentation issued in accordance with the project specification and contractual requirements.

Appointing the right contractor is an important part of delivering a successful CIF project. Alongside a competitive tender, it’s worth considering the contractor’s experience, management structure, resources and approach to compliance.

An experienced contractor should be able to explain their approach clearly and demonstrate that suitable resources, management and procedures are in place for the proposed works.