Business Continuity Planning

Consideration of Sustainable
Opportunities whilst undertaking
Business Continuity Planning Works

November
2024

Version 0.3 – November 2024

NHSScotland Assure Consideration of Sustainable Opportunities

Contents
1. Sustainability Standards and Business Continuity
Planning (BCP) .................................................................... 1
2. Key Considerations for Sustainable Opportunities 2
3. Examples of Sustainable Opportunities .................. 4

November 24 V0.3
NHSScotland Assure Consideration of Sustainable Opportunities

1. Sustainability Standards and Business

Continuity Planning (BCP)
1.1. DL (2024) 02 requires Business Continuity Planning Works to meet sustainability standards
noting:
“The investment plan will aim to mitigate against inherent risks associated with existing
infrastructure, meet environmental sustainability standards, and provide the necessary
accommodation for service delivery needs.”

1.2. It has been noted that BCP works identified following the risk-based approach, may present
opportunities for works related to sustainability and clarity has been requested as to how
such opportunities, beyond mitigation of a risk identified, should be considered by Boards.

1.3. The following information aims to provide the clarity related to both meeting environmental
sustainability standards and considering sustainable opportunities.

1.4. In order to meet environmental sustainability standards, it is expected that all works will
follow current NHSScotland guidance and NHSScotland policy including:
 A policy for NHS Scotland on the climate emergency and sustainable development - DL
(2021) 38
 SHTN 02-01 Sustainable Design and Construction Guide

1.5. Works should also recognisance any existing strategies or policy related to sustainability
and net zero so as avoid any immediate or future adverse impact from works carried out as
part of BCP. Such policies or strategies may include
 NHSScotland Climate emergency and sustainability strategy: 2022-2026
 Board specific Net zero route maps
 Board specific Climate Change Risk Assessments
 Board specific Adaptation Plans
 Recently shared SGov update of 1 October 2024 on SG Energy Transition.

1.6. It is acknowledged that by following the above guidance, policies and strategies that BCP
works will/ should inherently include risk mitigation works that meet environmental
sustainability standards. There will however be opportunities for works to go beyond risk
mitigation with a view to enhance asset performance related to sustainability standards.
Such works will considered as sustainable opportunities and the proposed methodology for
review and consideration for presentation as part of the BCP is as identified in the following
section of this report.

November 2024 V0.3 Page 1 of 8

NHSScotland Assure Consideration of Sustainable Opportunities

2. Key Considerations for Sustainable

Opportunities
2.1. Incorporation/Integration
 Ability for any proposed sustainable opportunity to be incorporated/ integrated as part of
the agreed BCP works including any associated design development and procurement
processes. For incorporation and integration, boards should consider if this can be
carried out by any consultants and contractors already engaged to deliver the core BCP
works or if any additional skillset or appointment would be required. In addition, the
associated programme and cost of such appointments should be considered to ensure
the opportunity is demonstrably beneficial related to the risk being mitigated.
 The ability for works to be incorporated or integrated with the delivery method of the
proposed BCP works should also be considered by boards. Would the proposed
sustainable opportunity require further works or increase complexity related to logistics,
set up, access, storage etc.? And if so, the overall impact and increased complexity of
the delivery method should be considered to ensure the opportunity is demonstrably
beneficial related to the risk being mitigated.
 The Board should assure themselves that the proposed sustainable opportunity will be
required as part of their longer term strategies related to net zero and adaptation to
climate change.

2.2. Programme
 Impact, if any, of the proposed sustainable opportunity on overall delivery programme of
the BCP works. Boards should consider how inclusion of sustainable opportunities
impacts all aspects of the delivery programme including any related design
development, procurement as well as delivery. It is acknowledged that BCP works are
related to risk mitigation so any prolongation or delay should be identified to allow
consideration of impact and whether or not this is to an acceptable level related to the
risk being mitigated.

2.3. Financial
 Analysis of the capital cost, whole life cycle cost including payback and prelim cost
efficiency for proposed sustainable opportunities should be considered by the board.
 Acknowledging that any proposed sustainable opportunity will increase costs, the cost
impact should be considered and determined whether or not it is to a proportionate
supportable level when compared with the cost of the proposed BCP works.
 Whole life cycle costing should be considered by boards and the information used to
determine if/ when longer term cost savings will be realised compared to the initial
capital expenditure.
 Boards should also consider cost benefits of delivering sustainable opportunities at the
same time as the proposed BCP works. It may be the BCP works and how they are to
be delivered offer access for sustainable opportunities and therefore inclusion of the
additional works in tandem with the BCP works offers longer term savings related to
capital investment, and cost benefit by taking preventative action at this time.

November 2024 V0.3 Page 2 of 8

NHSScotland Assure Consideration of Sustainable Opportunities

2.4. Clinical Impact

 Where BCP works are related to clinical environments either directly or indirectly, any
sustainable opportunities should be considered related to how they may prolong or
increase the impact the works have on clinical services delivery. There may be
instances where the sustainable opportunity increases the scope of impact on clinical
services but the mitigation for those impacts is actually the same as the core BCP works
and is therefore deemed acceptable. However, it may be that any scenario that
increases any risk or disruption to clinical services cannot be accommodated.

2.5. Investigations/ Risk Management

 In order to confirm the potential for sustainable opportunities, it may be necessary to
carry out further investigations, surveys or exploratory works beyond those that have
taken place as part of the BCP works. Where such further investigations are required,
the board should consider programming and if further access, intrusion can be
accommodated by any occupied areas and the condition of the built environment post
survey.
 Should the approach to any additional investigation works be that they cannot take place
in advance of the proposed BCP works, instead taking place once BCP works are
underway, the board should consider the risk of progressing with elements of
uncertainty and how that needs to be managed related to programming, costs etc. Any
unknown elements have the potential to add significant risk to the works both from a
programme perspective and financially and the potential for this increased risk should be
taken account of within additional optimism bias for the works.

November 2024 V0.3 Page 3 of 8

NHSScotland Assure Consideration of Sustainable Opportunities

3. Examples of Sustainable Opportunities

3.1. A variety of BCP works have been discussed with boards and the following examples of
potential sustainable opportunities are included based on the types of BCP works
anticipated. Whist the examples have been informed through discussions with boards, they
are only examples. The intent of their inclusion is to stimulate thought in the context of
sustainable opportunities and that they should be a significant consideration throughout
BCP / Whole System Infrastructure Planning (WSIP).

Inclusion of Photovoltaics (PV) as part of roof replacement

works
3.2. In this example, the need to replace a roof has been identified following the risk-based
approach. Whilst roof replacement will include improved insulation and sealing of the
building as part of adhering to NHSScotland guidance, for example SHTN 02-01, and
Building Scotland Regulations, the addition of PV is considered as an opportunity for
offsetting/insetting current operational energy performance in the context of the boards net
zero route map.

3.3. Consideration for inclusion would need to include analysis of the roof location,
surroundings, orientation, type, extent and statutory consents to ensure any installation
proves beneficial and can deliver on the longer-term cost benefits associated with such an
installation. In addition, consideration should also be given to those items noted in section 2
of this report and in this scenario, it is likely inclusion can be justified based on ease of
integration into the design, procurement and installation processes. For example, full
scaffolding access is in place which will reduce costs for the works and an M&E contractor
who can complete the installation is already in place to manage/re-site existing plant
equipment as part of the works. Due to the staged nature of the roofing works, designed to
limit impact on the clinical services, the installation of PV panels will not add substantially to
the main programme.

Fabric upgrade works as part of window replacement works

3.4. Where window or external door replacement works have been identified as BCP works and
will include improved insulation and sealing of the building as part of adhering to
NHSScotland guidance, for example SHTN 02-01, and Building Scotland Regulations,
further investigations and improvements to the whole building fabric are considered as a
proposed sustainable opportunity.

3.5. Due to the logistics and disruption associated with window and door replacement, it is
recognised there will be longer term cost and performance efficiencies in carrying out any
fabric upgrades in tandem. Further surveys including for air tightness and thermal imaging

November 2024 V0.3 Page 4 of 8

NHSScotland Assure Consideration of Sustainable Opportunities

are therefore proposed to be carried out on the building in advance of any BCP works to
help establish a wider scope of works to improve overall building fabric performance and
inform the already planned Dynamic Simulation Modelling (DSM) for the core BCP works.

3.6. The output of the additional surveys will help inform the overall scope of fabric upgrade and
may include simple interventions such as sealing of gaps, filling of cracks, weather stripping
or be more extensive such as cladding replacement, over cladding or internal lining.

3.7. In this scenario it is likely any additional survey works would be supported and then overall
support of the resulting scope of works would be dependent on the considerations noted in
section 2 of this report. For example, due to the number of windows on the façade it is
determined that a scaffold providing access to the full façade will be required as part of the
main works. With full access in place there will be reduced costs for any works associated
with the fabric upgrade. Contractors appointed to install the windows and carry out
associated sealing, weather stripping and insulating works can accommodate the same,
more extensive works to the façade and the programming of the works managed in such a
way to limit any impact on clinical services.

Energy Transition as part of building infrastructure

replacements
3.8. It is anticipated that many boards will have BCPs works related to the mitigation of risks to
part or whole sections of a building’s infrastructure such as electrical, water systems,
ventilation, heating and cooling. Whilst such works will require to adhere to NHSScotland
guidance, for example SHTN 02-01, and Building Scotland Regulations and may include
provision of more localised control; more localised temperature monitoring; submetering,
upgrade or addition of BMS, there may also be opportunities such as a wider scope of
works or energy transition to a renewable system.

3.9. For works including the replacement of any ventilation systems it would be expected for this
work, as part of the risk being mitigated, to include: provision of more localised control;
provision of more localised temperature monitoring; upgrade or addition of BMS to allow
seasonal commissioning and improve overall management and monitoring of performance.
As part of the core BCP works includes works to the BMS and provision of additional
monitoring and control, it may be possible to expand this provision and scope of works to
other existing areas where the ventilation system may not be as a high a risk, but is part of
the same distribution network. Benefits could therefore be gained by the board through
additional connectivity to the BMS, monitoring and controls. Progressing with such an
opportunity would allow the board to more efficiently and effectively monitor operational
temperatures and then utilise this data for review, adjustment and optimisation of use of
both new and existing systems. It may also be that due to the level of disruption and
programme along with having contractors and designers in place that such works could be
expanded to include the replacement of any fossil fuel system with a renewable system as
part of longer term energy transition plans.
November 2024 V0.3 Page 5 of 8
NHSScotland Assure Consideration of Sustainable Opportunities

3.10. For work including the replacement of any electrical or water system it would be expected
for this work, as part of the risk being mitigated, for sub-metering to be installed and for this
to be connected to any existing or upgraded BMS. As part of the core BCP works includes
works to the BMS and provision of sub-metering, it may be possible to expand this provision
to more areas where the electrical or water systems may not be as high a risk, but is part of
the same distribution network. Wider benefits and insights could then be gained by the
board through additional sub-metering. Installations could be to areas with similar
occupancy types and would allow the board to make comparison on usage and seek
improvements or efficiencies through review, adjustment and optimisation of operational
policies and procedures. It may also be that due to the level of disruption and programme
along with having contractors and designers in place that such works could be expanded to
include the replacement of any fossil fuel system with a renewable system as part of longer
term energy transition plans.

Introducing Smart Building Technologies as part of lighting

improvement works
3.11. In this example lighting provision for large areas of a hospital is still provided by fluorescent
tube lighting. Whilst the risk to be mitigated is not full failure of the system but is instead
associated with difficulties in the ability to continue to source replacement fittings as well as
the impact on operational costs. As a response to this risk, it is proposed a LED lighting
replacement programme is carried out and that these works adhere to NHSScotland
guidance, SHTN 02-01.

3.12. In this example the BCP works, as part of the risk being mitigated, the works to replace with
LED lighting could be viewed as only replacing the fluorescent tube lighting or full fittings
with LED types. Whilst this would mitigate the initial risk identified, SHTN 02-01 does
identify numerous other opportunities that should be considered for inclusion. Such
opportunities and considerations include a review of the extent of lighting fixtures as it may
be possible to reduce overall provision and still provide appropriate artificial lighting;
consideration for inclusion of dynamic lighting; addition of occupancy sensors, addition of
programmable, zoned lighting and addition of more localised control.

3.13. Whilst these proposed opportunities may lead to more extensive and intrusive works along
with design input, this considered along with those items noted in section 2 of this report, it
is likely inclusion can be justified based on ease of overall installation and improved
operational energy performance.

November 2024 V0.3 Page 6 of 8

NHSScotland Assure Consideration of Sustainable Opportunities

Improved greenspace and biodiversity as part of fleet resilience

works.
3.14. As part of a boards BCP, fleet resilience has been identified as a risk and a replacement
programme is being developed which includes the need to provide electric vehicles and the
associated dedicated charging infrastructure. Space has been identified for the installation
of chargers and sustainable opportunities to improve the surrounding area and areas
disturbed as part of the installation have been identified. Opportunities include a new path
network to connect the parking area with staff support facilities, an expanded path network
to connect with existing active travel routes, the addition of lighting to the new and wider
path network to improve security generally and specifically for the dedicated charger space,
provision of areas for outdoor rest/ social space and planting to improve green space,
biodiversity, wellbeing and contribute to security and separation of the dedicated parking
area.

3.15. As part the core BCP works, surveys and investigations into grounds conditions, below
ground services, electrical infrastructure and points of connection will all be undertaken and
therefore the same information can be used to inform pathway design, lighting installation
and landscaping works. Groundworks and electrical contractors will also be in place for the
core BCP works and can be utilised for the proposed opportunities. Whilst the additional
works will increase the programme, works can be managed in such a way that delivery of
the charging infrastructure can be prioritised and accessed in advance of completion of the
other works.

Digital Twin creation as part of ward refurbishment works

3.16. In this example, the need to refurbish a ward block, including its infrastructure, has been
identified following the risk-based approach. The works will follow current requirements for
sustainability however there is also an identified opportunity to create a digital twin of the
project. A digital twin will improve future resilience for the project to all future sustainable
design testing, it can be utilised alongside the data from the live BMS to identify further
energy optimisation opportunities, assist with predicative maintenance to improve
component longevity and so on.

3.17. To undertake this work, surveys, full detailed dynamic simulation modelling and a BIM
model have been created as part of design works. The opportunity of utilising these core
BCP works to produce a digital twin for the project can be undertaken through the design
process with little impact on programme. It is determined that the financial impact of
including the necessary smart building technologies can be included due to the
demonstrably beneficial improvements the sustainable opportunity works will bring over the
lifecycle of the project.

November 2024 V0.3 Page 7 of 8

NHSScotland Assure Consideration of Sustainable Opportunities

Recommissioning and Control of Environmental Conditions –

Wider Considerations
3.18. In those examples where there are benefits associated with building performance, and in
particular building fabric improving insulation and reducing heat loss, there should also be
consideration as to how this work will impact user comfort and experience. It is recognised
that with reduced heat loss there is potential for both overheating and reduced heat gain.
Therefore, should these sustainable opportunities form part of the scope of works, further
investigations should be undertaken to help understand and determine their impact.
Allowances may then need to be made for the reprogramming or recommissioning of
heating and cooling systems as well as the potential introduction of more localised control
to accommodate changes in internal temperature and comfort.

November 2024 V0.3 Page 8 of 8