CAS seminar September 25th 2019 · 2019-11-28 · services engineering, fire, lift; PSDP, QS...

CAS seminar

September 25th 2019

CAS – Looking back …

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TOPICS

i. CAS approval process: 4-stage assessment & 75-week programme

ii. Development Allowance for AHBs

iii.Guidance and New Forms on housing for PwD

CAS Approval Process

• CAS Applications (Circular 30/17)

•Open Arrangement

•AHB applies to LA with CAS 1 form

•Revised CAS 1 form shortly


•Different considerations depending on type of delivery•Acquisition/Buy & Renew•Construction


•Acquisition/Buy & Renew•Realistic costs•Procurement of consultants, works•Avoid purchasing where major adaptations will be needed e.g. moving internal walls to allow wheelchair access


• Construction• 4-stage process• Acquisitions with significant adaptations,

may go through 4-stage process also

4-Stage process & 75-week programme

•4-stage process – four review points, with cost certainty a key focus

•75-week programme – expected timeline for meeting the key milestones

4-stage process & 75-week programme


•Stage 1 - Approval to design the project•CAS 1 form•Capital appraisal - Is this a good idea in principle? Guidance in Circular 30/17, Appendix 5

•75 weeks begin once a valid application is with Dept.


•AHB procure a design team and brief them:•Stage 1 budget•Guidance: “Quality Housing for Sustainable Communities”

•Don’t exceed specs unless for a solid reason•Consult with LA if necessary


•Stage 2 - Approval of initial designs (pre-planning)•Include site surveys/investigations•Expected to take AHB 17 weeks to submit stage 2 to LA. 6 weeks for reply.


•Stage 3 -Seek permission to tender for the main works•Detailed design and cost plan•Maintain cost control/avoid overspeccing•Stage 3 application to LA expected 20 weeks after Stage 2 approval. Decision expected 6 weeks later


•Stage 4 – Approval of tendered project•Demonstrate adequate procurement process.

•Stage 4 expected 12 weeks after Stage 3 approval. 5 weeks for approval. Further 4 weeks allowed to get on site.

• Overall, CAS projects progressing too slowly through the 4 stage process

• Average CAS project takes some 115 weeks to get on site

• 75 week programme. Creates an expectation on everyone to develop the project at a reasonable speed


Time taken in reality

Target time under the 75 week timeline

Acceleration if everyone stuck to the timeline

Stage 1 approved 3 weeks 5 weeks 0 weeks

Stage 2 submitted

43 weeks 19 weeks 24 weeks


Stage 3 submitted

23 weeks 22 weeks 1 week


Stage 4 submitted


Stage 4 approved 5 weeks 4 weeks 1 week

TOTAL 118 weeks 71 weeks (+4 for site start) 50 weeks

Real example: 6 unit development in a major town

Time taken in reality

Target time under the 75 week timeline

Acceleration if everyone stuck to the timeline


Stage 2 submitted



Stage 3 submitted



Stage 4 submitted



TOTAL 187 weeks 71 weeks (+4 for site start) 117 weeks

Real example: 4 unit development in a small rural town

•AHB (51)•DEPT (17)•LA (7)(Weeks)

Valid Stage 1 application

begins 75 weeks

AHB Stage 2 preparation



Get on site


•Circular 18/2019 gives guidance on both the 75 week programme and the 4 stage process

Development Allowance

•Circular 29/2019

•AHB’s own costs (admin/overheads) in developing a CAS project

•Part of CAS loan

•New CAS 4 form - AHB submits to LA

•3 caps❖1.5% of net project costs❖€127,000❖The amount actually spent (and certified) by the AHB on admin/overheads for the project

Development Allowance

•New Circular to issue• More clarity on the scale and type of projects for

approval under CAS• Particular emphasis on issues in housing for PwD• Revised CAS forms

New forms and guidance on housing for PwD

•Issues Arising with housing for PwD•Unsuitable acquisitions – high costs•Over-specced designs – high costs•Project delays while costs are ironed out•Need for clarity re funding via CAS or HSE•New Circular to provide greater clarity

New forms and guidance on housing for PwD

CAS seminar

September 25th 2019

ICSH seminar- CAS seminar

Housing Agency Housing Procurement Office

Ashling Hotel, 25th September 2019

www.housingagency.ie


Norman JacksonSenior Procurement and

Projects Advisor

Noelle SweeneyArchitectural Procurement &

Projects Advisor

The Housing Agency – Procurement Unit

An initiative of Rebuilding Ireland

27 www.housingagency.ie

The Housing Agency - Provides national support for the delivery of

housing through….


• Housing Research and Analysis

• Housing Supply Supports and Advice

• Support for Local Authority Services*

• Support to Approved Housing Body Services*

• Mortgage Supports

• Acquisitions Programme

• Housing Projects and Procurement Services*

• Pyrite Remediation

• Regulation of Approved Housing Bodies

* Housing Procurement Unit Services

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AHB’s

Local Authorities


Areas Housing Agency

Procurement Unit have

worked with to date-

• Over 25 Approved Housing Bodies Tier 1, Tier 2 &

Tier 3

• Local Authorities

• OGP with establishment of Framework

• Department of Housing, Planning & Local

Government

• Irish Council Social Housing


Extending existing communities – Bree Co. Monaghan Delivered July 2019

31www.housingagency.ie

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Contractor Design Contract –Limerick regeneration.

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High Density Urban Regeneration – Knocknaheeny Phase 1B


Regeneration with Enhancement of Public realm, Tralee, Co. Kerry

– district heating system

Mixture of social and traveller specific accommodation.

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Large variety of projects – LA & AHB, Rural & Urban

Sheltered Housing

The Housing Procurement Unit support

AHBs (with site and housing need) by:-

• Site Assessments

• Feasibility studies

• Design advice

• Advice on construction regulatory compliance

• Project development plans and briefs

• Preparation of Tender documents for consultants

• Preparation of contract and notification documents

• Procurement advice and support.



HA Procurement Unit support to AHB in 75 week programme target

Pre-stage 1

application

Pre-stage 1

approvalContinuous support as required


FE

AS

AB

IL

IT

Y -

PR

OC

UR

EM

EN

T

Pre- Stage 1 Application

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Feasibility


Desktop review of site

• Sustainability - avoid over-concentration of

Social housing

• Suitability - should be located within 1 km

of amenities and public transport

• Assess risk of flooding

• Research existing utilities on site and

availability of utilities required

Site Assessment – Compliant with DHPLG guidelines

Relevant Planning Requirements


• Zoning

• Local Objectives

• Density

• Planning history

• Protected structure

• Local Area Plan

Preferred Site - Site Visit Assessment


• Cracking in neighbouring properties

• Outcrops of rock on site

• Ground condition

• Previous use of site

• Vegetation

• Topography

Support for complex site – HA can procure full design team to do a feasibility study.


Scoping study for procurement of feasibility design team


FOURTH FLOOR

Support for small to medium sites – HA can do full feasibility study and stage 1

application.


Feasibility study – In compliance with all DHPLG guidelines


Detailed Feasibility Study


Feasibility study – Range of options


Feasibility study


Initial Cost plans – Comparative costs


Option A –

Approximate cost

€ XX,000.00

Option B–

Approximate cost

€YY,000.00

Option C–

Approximate cost

€ZZ,000.00

Complete feasibility report + recommendation


Name: AHB.

Name : LA

Address

X co-ordinate

Y Co-ordinate

Preparation of Stage 1 Submission to DHP&LG


Await Stage 1 Approval from DHP&LG

Start Procurement of Design Team

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AHB Housing – Delivery Options

• CALF P&A; - Leasing

• PPP - Public Private Partnerships

• Acquisitions,

– Turn-keys, Part V, Buy and Renew

• New Building Construction or Renovating / adapting

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Public Procurement Construction

Principle

- Fair -Open -Transparent

Who do EU procurement rules apply to?

Why? -EU Directives on procurement

Irish interpretation -

Capital Works Management Framework

Public Procurement (Construction)

• Capital Works Management Framework

– Established by Dept. of Finance

– Managed by Office of Government Procurement

• Procurement of Consultancy Service

• Procurement of Works Contractors


Procurement Thresholds

Works related Services (Consultants)

• €5,000 - €25,000 eTenders not required, but advised ( 5 min 3 prices option

from suitably qualified supplier)

• €25,000 - €221,000 below EU threshold, RFT on eTenders.

• > €221,000* above EU threshold RFT on eTenders and OJEU

Note: -Principles always apply

-Cannot sub-divide to avoid thresholds

* Local & Regional Authorities and public bodies (not Utilities)


Procurement Thresholds

Works Contracts

• < €50,000 eTenders not required, but advised (5 min 3 price option

from suitably qualified suppliers)

• < €5,548,000, below EU threshold, advertised on eTenders

• > €5,548,000 above EU threshold, on eTenders and OJEU

• Different timeframes for each thresholds


Procurement Options for Consultancy Services

AHB’s

• In-house design team – No procurement necessary

• OGP Framework for Architect led Consultants

• Local Authorities Framework of Consultants

• Specific framework or single procurement of Consultant design team or part of

Consultancy team- HA PU can help.


Housing Agency Procurement Unit can prepare, run and manage all tender competitions

required for the project.


Procurement Processes - CAS Overview

Appointment of Consultancy Team

Consultancy Team –

• Prepare planning details and cost estimate – Stage 2 Submission

Procurement of Consultancy Team

• Prepare procurement documents for Works Contractors – CWMF, Assist with publishing

tender documents, assist with assessment of tender documents and tender report – Stage

4 Submission

• Prepare detailed Works Requirements- architectural, civil & Structural engineering, building

services engineering, fire, lift; PSDP, QS -pricing documents, cost estimate - Stage 3

Submission

• Administer contract as Employers Representative (manage the Works Contractor on

site), design certifier, assigned certifier, PSDP, cost reports, substantial completion and

final account, defects certificate.

What Consultancy Services are required?

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Consultancy team: (any or all)

Team Leader, Architect, Civil & Structural Engineer, Building Services

Engineer, Quantity Surveyor, Employers Representative, Archaeologist,

PSDP, Assigned Certifier, Fire Engineer, Planning consultant

What Procurement Considerations?

Consulting with LA/AHB

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• Procurement process options -open or restricted (1 stage or 2 stage)

• Procurement documents for individual project include:

• Suitability Assessment Questionnaire – Minimum criteria

• Design Brief – what you want

• Description of Service - specific & detailed

• Form of Tender and Schedule, Instructions, invitation

• Marking scheme: Price and quality

• Additional Information

E-tenders / OJEU

• Upload e-Tenders/ OJEU site on clients’ behalf

• Answer follow on queries & circulate information


Tender Assessment

• Coordinate tender returns

• Support in tender assessment

• Completion of tender report

• Issue notification letters on client's behalf


Consultant Appointment

• Coordinate pre-appointment meeting with winning consultant

• Draft letter of intent and letter of appointment for issue


Ongoing Support and Advice

Available for continuous advisory support throughout project


Examples of different AHB’s where HA PU tailored Procurement

Documents

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6 Sheltered houses, Charleville, Corkwithin existing day-care centre

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City Centre AHB

18 sheltered apartments

Consultancy with

Archaeology



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AHB Sheltered Housing

15 sheltered apartments as

extension

Procurement Unit – advice

• Dispute resolution / avoidance

• Use of Technical Merit (Quality) and Price for Consultancy

Services & Works Contract

• Contract administration advice and responsibility and role of

employer

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Procurement Unit – going forward

• expand services to AHB’s - nationally

• expand services to Local Authorities

• increase collaboration with Dept. HP&LG, ICSH, OGP and

others

• keeping up to date in Procurement developments - social

consideration.

• expect increased use of eTenders and BIM in the future


Thank You

Open for questionsHousing Agency Procurement Unit can be contacted at

[email protected]@[email protected]@housingagency.ie

Tel. Nr. 01 656 4100

53 Upper Mount Street, Dublin 2,D02 KT73


mailto:[email protected]




CAS seminar

September 25th 2019

CAS seminar September 25th 2019 · 2019-11-28 · services engineering, fire, lift; PSDP, QS...

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Transcript of CAS seminar September 25th 2019 · 2019-11-28 · services engineering, fire, lift; PSDP, QS...